Backup – Times 3

Be A Better Bookkeeper, From Our Guest Bloggers, General QuickBooks News, QuickBooks Setup & Cleanup
Everybody says it, but most people don’t really understand it until they need to restore some data they don’t have saved.  Only then does it sink in for most people.  Not that I’ve never lost anything, but when your job in college was rotating 9-track tapes to offsite locations for 20 hours a week for a bank, backup has been ingrained to my genes for longer than I can think.  One of the reasons DEC was my favorite operating system is that every time you saved your work, a copy was made, so unless you purged your old files, you could see the state of your work as it progressed and recover to any point in time you wanted.  Still to this day Windows hasn’t completely duplicated this built in…
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Preventing Embezzlement-General QuickBooks Controls & Procedures

Be A Better Bookkeeper, General QuickBooks News, QuickBooks Setup & Cleanup
Small businesses are particularly vulnerable to theft simply because they don't have the resources or security controls in place to stop them. Employee theft is extremely common; unfortunately, we hear about it or read about it in the newspapers all of the time. While it is fair to say, most people don't steal, embezzlement does happen; so it only makes good business sense for you to consider what you can do to minimize your employees' opportunities to steal. Below are some general internal procedures that many business owners who use QuickBooks can implement quite easily. Who should be the QuickBooks Administrator? As the business owner, you should create the QuickBooks Admin account and password and be the Administrator for your own QuickBooks company data file.  All too often we have…
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Embezzlement, It CAN Happen To You – Tips For Prevention

General QuickBooks News, QuickBooks Setup & Cleanup
As a busy business owner it is quite easy to fall into the bad habit of simply turning over your business’s accounting to someone else; because your time is best spent in the field and not in the office doing paperwork.  Not only is this a bad habit, it can also become a dangerous situation. In the course of my bookkeeping career, now over 30 years, I’ve seen many instances of employee theft – from the simple act of people taking home office supplies in the fall for their children, employees giving themselves unauthorized raises, bookkeepers embezzling money from the business, accountants “cooking the books”, and even family members “making a mess of things”. Whether it's theft of money, supplies, inventory, equipment, or intellectual property, nearly every small business will…
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QuickBooks Tip – How Much Data Can QuickBooks Hold?

Be A Better Bookkeeper, General QuickBooks News, QuickBooks Setup & Cleanup
How much data can your QuickBooks company file hold before it becomes "stuffed", overflowing like a file cabinet, and SLOW?  This is a very good question that most people don't take into consideration -- well because it's software and should hold an unlimited amount of data. QuickBooks Pro and Premier are designed for small businesses with 20 or fewer employees and annual revenues of less than $1 million per year, according to the latest information from the ProAdvisor certification study materials.  It is intended to store at least 2 years of detailed information in a company file - this allows you to compare your current business years performance with that of a previous year. Quickbooks Enterprise is designed for larger businesses having 20-250 employees, needing up to 30 simultaneous users,…
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QuickBooks Tips – Year End Tasks for Filing Taxes

Be A Better Bookkeeper, General QuickBooks News, QuickBooks Setup & Cleanup
The end of the year always adds even more tasks to your already busy schedule, and sometimes it is simply overwhelming and I’ve often been asked – “What do I need to do?” Intuit has built a very good “QuickBooks Year-End Guide/Checklist” and it’s included right in your QuickBooks program by going to the Help Menu and choosing Year-End Guide.  Over the next few days, we’ll cover each topic listed in the Year-End Guide, and offer some additional tips on each of the three sections: Tasks to prepare for filing taxes, Tasks to do if you use subcontractors, Tasks to do if you have employees and some Tips for the upcoming year. Tasks to prepare for filing taxes: Reconcile all bank and credit card accounts – now really you should…
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QuickBooks Tip: User Permissions & Third Party Applications

"Stuff" that drives me insane, General QuickBooks News, New Technology, QuickBooks Add-Ons, QuickBooks Setup & Cleanup
User permissions  issues can occur especially when dealing with third party QuickBooks integrated applications and the Enterprise edition where user permissions can be highly customized.  In some cases, it appears that all users need to have the same administrative rights when they sign into QuickBooks as when the software was installed. Better understanding of the process may help reduce some of the frustration and allow you to assist your clients in installing the third party application satisfactorily. When a QuickBooks third party integrated application is initially installed, and sends its first request for data, the person who is the QuickBooks Administrator must be logged into the company data file in single-user mode to grant the application permission to access the company data file. Example: Larry is the QuickBooks Administrator and…
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QuickBooks Bookkeeping Tips – Why Do I Need to Keep “Books”?

Be A Better Bookkeeper, General QuickBooks News, QuickBooks Setup & Cleanup
The primary purpose of using QuickBooks to keep books is to provide financial and management information in order for you to run your business, make sound business decisions, and to prepare your taxes. Most business owners are very worried about generating income; however, running a business involves a lot of other tasks.  You will need to invoice customers, record payments from customers, pay your own bills to outside vendors, perhaps manage inventory, and analyze your financial data to see where you need to focus your efforts next.  QuickBooks is a tool that you can use to automate the tasks you are already performing as a business owner or to set up a new business. Financial Management is the process of: Running your business Recording money coming in Recording money going…
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Starting a New QuickBooks File? Benefits of the EasyStep Interview

QuickBooks Setup & Cleanup
When you use the EasyStep Interview to create a new QuickBooks company file, you will be asked questions about the type of business you own as it walks you through the process of setting up your business in QuickBooks.  Your answers will be used to help you get started quickly , by setting up the appropriate accounts and lists.  It will take you about 30 minutes to go through the EasyStep Interview. Creating a new company file in QuickBooks is easy and you can access the new file wizard in many ways. From the File menu, choose New Company If you have been working in a sample company file, click the Start your new company file now button on the upper right corner of the Home page. From the No…
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QuickBooks and the Myth of Do-It-Yourself Accounting

QuickBooks Setup & Cleanup
The "myth" of do-it-yourself accounting is a popular myth that is associated with QuickBooks and  one that is presented to you from various sources. For example, you walk into the local Staples, Office Max, or what have you, and go to the software section - there they patiently sit on the shelf, those popular accounting packages (QuickBooks, Peachtree, Microsoft), just waiting for you. You look, you consider, you may even touch - can't you hear them whispering to you?  They all seem to say, "You need me.  You don't need a bookkeeper or accountant to use me.  Just think about how much time and money I'll save you.  I'm so much easier to use than (competitor)." You feel the lure of those seductive little marketing messages that they whisper to…
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QuickBooks Tip-Turning Off Pop-up Ads, Live Community & more

General QuickBooks News, QuickBooks Setup & Cleanup
Every year when Intuit puts out a new version of QuickBooks, we are overwhelmed by new ads for Intuit services that seem to pop-up at the most inappropriate times.  Many QuickBooks users (myself included) find this to be very annoying. Over the last several weeks, since people have been upgrading to QuickBooks 2011, I've seen a lot of posts on forums and user groups from people asking "How Do I turn off QuickBooks pop-up ads, Live Community, etc."  This article will answer that question. You can turn off the pop-up advertisements (messages) for Intuit services by going to the Edit menu -> Preferences -> click on General Preferences -> and in the My Preferences tab check the option to "Turn off pop-up messages for products and services" and then save…
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QuickBooks Productivity Tip – Customizing Lists

QuickBooks Setup & Cleanup
The “List” is another basic QuickBooks feature.  You will fill out most QuickBooks forms by selecting entries from a list.  Lists save you time and help you enter your information consistently and correctly. QuickBooks Lists are the backbone of the entire process of keeping your books.  Each and every transaction that you enter in QuickBooks will work with multiple lists in order to provide you with job costing and accounting functions. You will find yourself always using these standard lists: Chart of Accounts Item (Cost Code) Fixed Asset Price Level Billing Rate Level Sales Tax Code Payroll Item Class Workers Comp Code Other Names When you select any of these Lists, they display various information, arranged in columns.  Did you know that these columns can be customized to display additional…
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QuickBooks Productivity Tip – Use the Open Window List

QuickBooks Setup & Cleanup
Using the Open Window List in QuickBooks is a huge productivity booster as it will allow you to quickly and easily go back and forth between tasks.  It will also allow you to see just how many and which forms and reports you do have open. Using the Open Window List is MUCH faster than opening and closing window or forms that you often use. If you aren't currently using the Open Window feature, you either close each form when you are done with it, or you always have a lot of windows open and don't realize it.  When you exit QuickBooks at the end of the day you may think that you only have one window open, but in reality you have maybe 8 or 10 - so when…
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