by Sunburst Software Solutions, Inc.
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QuickBooks

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Tips for Effectively Using QuickBooks Purchase Orders

Using Purchase Orders in QuickBooks can help you to ensure that your Subcontractors or Material Suppliers do not charge you more than what they originally quoted you for a price and the Open Purchase Order by Job Report can help you to see how much in committed costs there are left on your jobs. Both very valuable pieces of information.

Having said that, you do have to use the QuickBooks Purchase Order function correctly and there are several pitfalls that can happen, that you will want to avoid.

This post provides you with tips for effectively using QuickBooks Purchase Orders as well as entering Bills against those Purchase Orders.

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QuickBooks 2015 Announced – Important System Requirements

For anyone out there reading this post, if you are still running a Windows XP machine - or have clients running XP - DO NOT UPGRADE to QuickBooks 2015 until you've purchased a new computer! And in my opinion, you should spend the extra money and buy a Windows 7 machine and skip Windows 8 - but that is just my opinion.

Office 365 is supported for basic Word and Excel integration, but the Outlook Sync is not. Additionally, if you rely on QuickBooks Statement Writer, neither Office 2013 or Office 365 is supported.

QuickBooks Add-On Developers, such as ourselves, do not have access to QuickBooks 2015 as yet.

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How do Amazon Merchants Reconcile in QuickBooks? Webinar

One of the biggest struggles for merchants that sell on Amazon Seller Central; or participate in Amazon FBA is how to reconcile their orders with the payments received. Amazon pays their merchants either weekly, bi-weekly, or in some rare cases daily. The majority of merchants I work with are paid bi-weekly or weekly. They also combine all types of payments in your settlement; making it almost impossible to truly see the details behind Seller Central versus FBA sales.
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Simple Controls You Can Put Into Place to Discourage Fraud

As a business owner, there are many simple controls that you can put into place to discourage fraud from happening. Small business owners never intend to leave their doors wide open to theft and white collar crime – it just sort of happens; and unfortunately, small businesses have every reason to be concerned about fraud. Fraud is often a cost of doing business that is hidden from view and unfortunately most business owners only know about fraud only when it's discovered; after the fact and then it is sometimes too late to do anything. Eliminating fraud completely isn't possible, but with reasonable actions made by the business owner, it's impact can be limited. Preventing fraud from occurring in the first place, however, is a win-win situation.
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Technology is Changing How We Submit Certified Payroll Reports

Technology - computers, software, and the internet - has changed how we create and submit certified payroll reports over the last decade. Today, there are now one or more agencies in 17 states that require certified payroll reports to be electronically submitted via numerous on-line labor compliance programs. Isn't it time that you started really automating your certified payroll tasks?
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Are Your QuickBooks Payroll & Certified Payroll Processes Efficient?

Ask any business owner how efficient he thinks his payroll and certified payroll processes are and I'm betting he'll either say "oh they are very efficient" or "they could be better". I attended a really great webinar called "A Tale of Two Payroll Processes" a couple of weeks ago, hosted by CPA Practice Advisor and presented by TSheets.  During this webinar I learned some alarming facts that immediately took me back about 15 years to a time when I was doing a ton of payroll and certified payroll processes manually and literally wanted to tear my hair out.
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QuickBooks Tip: How to Calculate Over/Under Billings

You can easily calculate Over/Under Billings and Percent Complete from QuickBooks data IF:
  • You create an Estimate for EVERY job/project
  • You've modified the QuickBooks Estimate Template to include Cost and Markup columns and you utilize those columns when building your Estimate
  • All of your "Items" have been set-up to capture BOTH revenue and costs (double-sided items)
  • You enter ALL job related employee time and vendor costs using double-sided items
  • You create Job Types for Over/Under and Completed (with sub-types for years) and assign them correctly to your jobs
IF all of these things are currently in place in your QuickBooks file, this is how you can create a simple Over/Under Billing Report with Percent Complete WITHOUT hours of manual calculations.  To learn how, read the full blog post.
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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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