Installing/upgrading QuickBooks is a fairly straightforward task, but that doesn’t mean that there aren’t some things that can trip you up along the way. Below are some “best practice tips”, based on our own technical support calls from our customers, that will help you to ensure a smooth installation/upgrade:
PLAN AHEAD and make sure that everything is in order – do not install the new version of QuickBooks 2011 on the day that you need to run payroll, do billing, or perform any intensive task.- Make sure that you (or your IT person) have read the Computer Requirements & Microsoft Office Compatibility information, you don’t need any surprises later.¹
- If you use 3rd party integrated applications, make sure that you contact the software developer (if they haven’t already contacted you) about compatibility with and update procedures for working with QuickBooks 2011.
- If you are running Window Vista or Windows 7, QuickBooks should be installed under a Standard User account and NOT the Administrator account.²
- If you choose to download the installation program from the internet be aware that while you can save the Download Manager anywhere that you like – the ACTUAL program is saved on the desktop of the Computer Administrator on Windows 7 and Vista. If you do not complete the installation after the download has completed you will need to log into the Administrator account, move the program to Public Downloads, THEN log in as a standard user and run the installation.
- If you are in a multi-user environment, install QuickBooks on the server first and then the other computers after.
- If you already have an existing version of QuickBooks installed on your computers, NEVER choose the option to “Replace the version selected below” during the installation process. ALWAYS install the new version to it’s own unique folder, on the server (if applicable) or on a single computer.³
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- Rebuild your QuickBooks data file BEFORE you update it to the new version and then again AFTER you update it. (File menu -> Utilities -> REBUILD Data).
- Make at least two backups of your QuickBooks data file.
- After you have installed QuickBooks 2011 on all of your computers and everything is running fine, uninstall the old version by going to your Control Panel -> Add/Remove Programs (Windows XP) OR Programs & Features (Vista & Windows 7) -> select the old version from the list -> choose Uninstall or Remove.
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¹ Not all versions of QuickBooks 2011 are compatible with Microsoft Office 2010.
² QuickBooks and any 3rd party applications that you use, should be installed and run under the Standard User Account in Windows 7 & Vista. They do NOT need to be run as Administrator. Since Windows Vista was released, we have handled numerous support calls which resulted in an 80040408 – Could not start QuickBooks error. In all cases QuickBooks and our 3rd party applications had been installed under the Administrator account. These same findings have held true since Windows 7 was released.
³ We have found that when a new version of QuickBooks is installed in the same folder (place) as an existing version of QuickBooks – files from the old version still exist and cause conflicts, and errors, when using our software. The only remedy that we have found it to uninstall and then reinstall QuickBooks.
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QuickBooks Pro & Premier 2011 and Enterprise Solutions 11.0 offer new and improved Purchase Order Reporting.
The Open Purchase Orders Detail report is new in QuickBooks 2011 versions (Pro, Premier and Enterprise 11.0). As the name implies, the report displays items (cost codes) that haven’t been received in full.
I’m excited to see that after many years, Intuit has finally fixed the Purchase Order reports to ACCURATELY display open balances, without a lot of additional manipulation by the user.
To find the new report, from the Report menu in QuickBooks Pro and Premier 2011 and Enterprise 11.0 -> Purchases -> Open Purchase Order Detail.
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This report lists Purchase Orders by Items or Cost Codes that haven’t been received in full. By default, QuickBooks displays the following information for each Item or Cost Code:
- Date – the date of issue
- Num – the Number
- Name – the Customer and/or Job that the item ordered is for
- Source Name – the Vendor or Subcontractor who you placed the order with
- Memo – the Item or Cost Code description used
- Delivery Date – if you utilize the Delivery Date field on the form, the delivery date you entered will display
- Qty – the original Quantity, Units, or Hours that was ordered
- Rcv’d – what portion of the original quantity ordered has been received
- Backordered – what portion of the original quantity ordered has not yet been received
- Amount – the original dollar value
- Open Balance – the dollar value that has yet to be received
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QuickBooks groups the same items/cost codes together.
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Personally, I would change the way the report displayed information. Rather than to display the information based on Items or Cost Codes, I would like the information to be grouped by Customer and then by individual Job. To accomplish this, I would click the Total By drop down menu and select Customer.
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The Open Purchase Order report has been improved, as it now displays an accurate Open Balance, however, you cannot modify the report to pull in Customer, Job, or Item (Cost Code) Information, however, it only provides a brief summary.
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The Open Purchase-Orders by Job report has also been improved, as it now displays an accurate Open Balance.
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In order for any of these reports to work correctly you will have to enable the use of Purchase Orders (Edit menu -> Preferences -> Items & Inventory -> Company Preferences -> Inventory and purchase orders are active option must be checked); and you MUST use Quantities when you create a Purchase Order, when you receive the item, or enter a bill against it.
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My overall opinion is that for any company that issues Purchase Orders, this is a marked improvement in the overall functionality of QuickBooks.
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Request our FREE 142-page “What’s New in QuickBooks 2011? eBook, by completing a simple request form.This eBook will provide you with with all the information I’ve posted here in our blog, plus MORE!
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The Sales by Ship To Address report is new in QuickBooks 2011 versions (Pro, Premier and Enterprise). As the name implies, this report will display Sales by Ship To Address.
This report lists detailed sales information by ship to address. To find this report, from the Report menu in QuickBooks Pro and Premier 2011 and Enterprise 11.0 -> choose Sales -> Sales by Ship To Address.
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The report initially shows a detailed listing of all items shipped to specific locations and then it includes a total for each unique address/city you ship to. The report includes invoices, credit memos, and sales receipts. It doesn’t include statement charges, sales taxes, or reimbursed expenses.
Each unique ship-to location appears as a separate group. The report sorts the groups first by state and then by city. If you enter a sale without a ship to address, it appears at the end in the City (Other) group.
By default, the report displays:
- the transaction Type (invoice, credit memos, or sales receipts)
- the transaction Date, transaction Num(ber), Ship to Address 1 (the information contained in the first line of the Ship To Address block in the Customer or Job Record)
- Ship to Address 2 (the information contained in the 2nd line of the Ship To Address block of the Customer or Job Record)
- the Item sold
- Qty (how many items were sold)
- Sales Price, and
- Amount
Total Quantities (of all items sold) and Amounts are then subtotaled by City and State.
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While I’m not sure that this is a relevant report for contractors, I do see it as being a very useful report for Retailers. Retailers could modify this report and filter it by specific item to see which item is popular in which Cities and States. This information could then be used to determine which items they should discontinue or which items are the most popular so they could run a “sales promotion” on those items focused on specific cities and states.
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Request our FREE 142-page “What’s New in QuickBooks 2011? eBook, by completing a simple request form.
This eBook will provide you with with all the information I’ve posted here in our blog, plus MORE! Once you’ve completed our simple request form, you’ll have instant access to this 142-page .pdf eBook, designed to be duplex printed and put in a binder for future reference. |
The Average Days to Pay report is new in QuickBooks 2011 version (Pro, Premier and Enterprise) As the name implies, the Average Days to Pay Report shows you the average number of days that it took each customer to pay the invoices that you sent them.
To find this report, from the Report menu in QuickBooks Pro and Premier 2011 and Enterprise 11.0 -> choose Customers & Receivables -> Average Days to Pay.
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The report lists all paid invoices and statement charges; grouped together by customer and job. For each invoice (transaction) the report shows the number of days that it took the customers to pay the invoice. QuickBooks will calculate the number of days to pay as the difference between the date of the invoice or statement charge and the date that you received the payment.
By default, the report displays the transaction type, the due date (based on the terms you chose for the transactions), the transaction number, any memo that you entered at the bottom of the invoice, the account (usually Accounts Receivable), the class that you assigned to the transaction, the Amount of the original invoice, the Date of the original transaction, Paid Date, and then the Avg Days to Pay.
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Personally, I would modify this report to make it more meaningful.
To do this, I would begin by clicking on the Modify Report button and from the Display tab; in the Columns scroll box, I would uncheck:
- Memo (unless I kept penitent notes in the memo field of my transactions)
- Account (unless I had multiple Accounts Receivable accounts), and
- Class (unless having class information is pertinent)
In addition to leaving the Type, Due Date, Num(ber), Amount, Date, Paid Date, and Avg Days to Pay columns, let’s also check Terms.
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To make this report even more meaningful, I would move the Date column between the Type and Terms columns. This will show the information in a more logical and meaningful way; by Type, Original transaction Date, Terms, Due Date based on payment terms, the transaction Number, Amount, Paid Date, and then Average Days to Pay.
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As the last step, I would memorize the report (so I wouldn’t have to make these same modifications each time I ran the report). To perform this final step, click on the Memorize button (located at the top of the report), which launches the Memorize Report window. I wouldn’t change the report Name, but I would choose to Save in Memorized Report Group for Customers.
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From this point forward, whenever I wanted to generate this report I would do so by going to the Reports menu -> choosing Memorized Reports -> Customers -> Average Days to Pay.
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I can see that the Average Days to Pay Report would be a useful tool in helping all businesses, not just contractors, determine their projected cash flow.
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Request our FREE 142-page “What’s New in QuickBooks 2011? eBook, by completing a simple request form.
This eBook will provide you with with all the information I’ve posted here in our blog, plus MORE! Once you’ve completed our simple request form, you’ll have instant access to this 142-page .pdf eBook, designed to be duplex printed and put in a binder for future reference. |
We all think that when we purchase a new computer and/or version of Microsoft Office – that all of our software; including QuickBooks 2011 will run perfectly……..this is NOT always the case.
Each version of QuickBooks (Pro, Premier and Enterprise) has different compatibility requirements for use with Microsoft Office. Not all versions of QuickBooks 2011 (and some of the reports) are compatible with Office 2010. Read these requirements carefully!
QuickBooks Pro & Premier 2011 (excluding Premier Accountant Edition)
Computer Requirements:
- 2.0 GHz processor, 2.4 GHz recommended
- 1 GB RAM for a single user, 2 GB RAM recommended for multiple users
- 2.5 GB available disk space (additional space required for data files)
- 250 MB disk space for Microsoft .NET 3.5 Runtime (provided on the QuickBooks CD)
- 1024 x 768 screen (monitor) resolution – 16-bit or higher color
- 4x CD-ROM drive
- All online features/services (including access to payroll updates) require internet access
Integration with other software:
- Integrates with Microsoft Word & Excel 2002, 2003, 2007, or 2010
- Integrates with Microsoft Outlook 2002, 2003, and 2007 – requires QuickBooks Contact Sync available for free from Intuit websites
- Compatible with QuickBooks Point of Sale version 7.0 or later
- For integration with other third party software – contact the software developer.
Runs on the following versions of Windows:
- Microsoft Windows XP (Service Pack 2 or later), Vista (with User Account Control turned on), Windows 7 (with UAC turned on)
- Windows Server 2003, 2008, Small Business Server 2008
QuickBooks Premier Accountant Edition 2011
Computer Requirements:
- 2.0 GHz processor, 2.4 GHz recommended
- 1 GB RAM for a single user, 2 GB RAM recommended for multiple users
- 2.5 GB available disk space (additional space required for data files)
- 250 MB disk space for Microsoft .NET 3.5 Runtime (provided on the QuickBooks CD)
- 1024 x 768 screen (monitor) resolution – 16-bit or higher color
- 4x CD-ROM drive
- All online features/services (including access to payroll updates) require internet access
Integration with other software:
- Integrates with Microsoft Word & Excel 2002, 2003, 2007
- Integrates with Microsoft Outlook 2002, 2003, and 2007 – requires QuickBooks Contact Sync available from Intuit websites free of charge
- Compatible with QuickBooks Point of Sale version 7.0 or later
- For integration with other third party software – contact the software developer.
Runs on the following versions of Windows:
- Microsoft Windows XP (Service Pack 2 or later), Vista (with User Account Control turned on), Windows 7 (with UAC turned on)
- Windows Server 2003, 2008, Small Business Server 2008
QuickBooks Enterprise Solutions
Computer Requirements:
- 2.0 GHz processor, 2.4 GHz recommended – Client or Workstation
- 2.0 GHz processor (1.2 GHz for Linux), 2.4 GHz recommended (2.0 GHz for Linux) – Server
- 1 GB RAM for a single user, 2 GB RAM recommended for multiple users – Client or Workstation
- 1 GB RAM, 2GB RAM recommended – Server
- 2.5 GB available disk space (additional space required for data files) – Client and Server
- 250 MB disk space for Microsoft .NET 3.5 Runtime (provided on the QuickBooks CD)
- 1024 x 768 screen (monitor) resolution – 16-bit or higher color
- 4x CD-ROM drive
- All online features/services (including access to payroll updates) require internet access
Integration with other software:
- Integrates with Microsoft Word & Excel 2002, 2003, 2007
- Integrates with Microsoft Outlook 2002, 2003, and 2007 – requires QuickBooks Contact Sync available from Intuit websites free of charge
- Compatible with QuickBooks Point of Sale version 7.0 or later
- For integration with other third party software – contact the software developer.
Runs on the following versions of Windows and Linux:
- Microsoft Windows XP (Service Pack 2 or later), Vista (with User Account Control turned on), Windows 7 (with UAC turned on)
- Windows Server 2003, 2008, Small Business Server 2008
- OpenSuse 11.2, Fedora 12, Red Hat Enterprise 5.4, CentOS 5
NOTE: Contact Sync available at www.quickbooks.com/contact_sync
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Sunburst Software Solutions, Inc. is pleased to announce that all of their QuickBooks integrated applications – Certified Payroll Solution, Construction Application for Payment Solution, Crew/Overtime Entry Solution, and Wage Manager Solution – are compatible with QuickBooks Pro and Premier 2011 and Enterprise Solutions 11.0 as well as Microsoft Office 2010 – both 32 and 64-bit versions.
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10/12/2010 Update for ALL versions of Premier: Intuit is still struggling with Office 2010 64-bit compatibility. The reports listed below are not compatible with some installations Microsoft Office 2010 64-bit version – and will produce an error.
From the Reports menu -> Employees & Payroll -> More Payroll Reports in Excel:
- Payroll Summary by Tax Tracking Type
- Employee Time & Costs
- Employee Sick & Vacation History
- Employee Direct Deposit Listing
- Tax Form Worksheet
- New! Certified Payroll Report
- New! Payroll Liability Accruals & Payments
- New! Deferred Compensation Report for 401k & more
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October 22, 2010
Email can be sent using Outlook 2010 64-bit version and the Premier Accountant 2011 version.
Outlook 2010 64-bit version is not recognized as being installed when attempting to import contacts from Outlook in the new Quick Start Center when using Premier Accountant 2011.
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October 25, 2010
The Summarize Payroll Data in Excel & Client-Ready Payroll Reports options; available from the Reports menu -> Employees & Payroll are not compatible with Office 2010 when using the Premier Accountant Edition 2011.
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Update: 1/19/2011 – QuickBooks Premier Accountant Edition with R5P applied.
The following reports are still not compatible with Excel 2010 64-bit version: Reports -> Payroll & Employees -> and result in an “error 429: Active X component can’t create object”:
- Client Ready Payroll Reports
- Summarize Payroll Data in Excel
- More Payroll Reports in Excel
- Tax Tracking Summary
- Employee Time & Costs
- Employee Sick & Vacation History
- Employee Direct Deposit Listing
- Tax Form Worksheets
- New! Certified Payroll Report
- New! Payroll Liabilities Accruals & Payments
- New! Deferred Compensation Report for 401k & more
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Update: 2/1/2011 – New version of ISW Released:
Per Intuit website: Does not work with Microsoft Office Student Edition, or Standard Edition. Does not work with the 64 bit versions of Microsoft 2007 or 2010.
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Request our FREE 142-page “What’s New in QuickBooks 2011? eBook, by completing a simple request form.
This eBook will provide you with with all the information I’ve posted here in our blog, plus MORE! Once you’ve completed our simple request form, you’ll have instant access to this 142-page .pdf eBook, designed to be duplex printed and put in a binder for future reference. |
