Hi,
I have seen this before so here is what I would suggest. First, when the bank returns the item, they do not post any information back to the taxes, so when you show the money back in the bank account, post the amount to "Payroll Expenses" in the name of the employee. Then when you write the regular check to the Employee for the exact amount, post it also to the "Payroll Expenses" in the name of the employee. Even having this show up in the Employee Center it will not affect the wages or payroll forms since you are not using "Payroll Items".

Thanks,
Denise

After prepaying a vender with a check for product we would need delivered 2-3 weeks after payment was received. Once we begin to receive the invoices/bills how do we apply the prepaid amount to that perticular invoice/bill?

• Dmagee15 (Aug 10, 2007 7:04 pm)

Hi,
There are a couple of ways to utilize "Vendor Deposits". The way I prefer to do it is to post the prepayment as a "Credit" when you click on the "Enter Bills" click on the "Credit" button at the top left, this changes the bill to a credit. Post the prepayment to the proper account with the correct amount then save and close. Then when you get the bill(s) in, make sure you enter them as you would normally. When you want to apply the credit, go to "Pay Bills" from the "Home" page, then locate the bill(s) due. Place a check mark in front of the first bill that is due to the vendor with the credit. Once you have checked this bill, look in the bottom section of this screen above the Payment Date" you will see a button called "Set Credits" and you should see an amount to the right of it. If you click on this button, the credit will automatically be applied to the bill. Then repeat the steps with any other bill from this vendor that the credit will be applied against. It is important to click on "Pay Selected Bills" when you are done, (even if there is no payment due), to clear the bills and credits.
Thanks,
Denise

Why does one of my "other assets" show up as a negative figure when it should be a positive one?

• Dmagee15 (Aug 10, 2007 7:07 pm)

Hi,
If you have an Asset listed in your "Chart of Accounts" and it is negative, you have posted it as a Liability. Double click on the account that is negative and review the entry(s) in it to make sure you have the debit and credit going the right way.
Thanks,
Denise

Hi Denise,

Our estimates need to include a great deal of verbiage. Much is the same from estimate to estimate. Our clients do not see the "total" column on invoices or estimates. Do you see a problem using a "Subtotal" item type to add verbiage?
Thanks,
RDB

• Dmagee15 (Aug 10, 2007 7:13 pm)

Hi RDB,
I can't see where it would hurt. Also, take a look at customizing your templates. You can add many data fields at the bottom of the invoices. If you have standard verbiage, you may want to consider this as an option.
Thanks,
Denise

Is there a way to change the way QuickBooks puts "Chk" under the 'type' entry in the register when it has been entered as an ATM Debit or ACH Debit?

Thank you very much.

• Dmagee15 (Aug 11, 2007 4:28 am)

Hi,
No, the "CHK" "DEP" "BILLPMT" "TRANSFR" "LIAB CHK" "CC CRED" etc., are hard coded in QuickBooks based on the type of transaction you created. Further, to make reconciling easier, I recommend that you leave the "Check Number" field blank unless you are actually writing a check. Most bank statements divide your transactions in three parts, deposits, checks, and others. They mix ATM withdraws with debit card transactions and they print them by transaction date. If you leave the check number empty on transactions that are Debit and ATM, then when you reconcile, your transactions will be in the same order as your bank statement, saving you time by not having to search through your list of transactions to reconcile.
Thanks,
Denise

I began using QB Pro 2007 this year for a company that has used Peachtree in 2006. I did not convert the Peachtree data and have entered 2007 transactions in QBs and had planned on just entering 2006 ending balances as 2007 opening balances for the GL accounts. However, 2006 outstanding (uncleared) checks pose a problem. Is it too late to convert the Peachtree data into or merge with the existing 2007 QB data? If so, how do I enter the 2006 yearend outstanding checks so that I begin reconciling the bank statement in QB?

• Dmagee15 (Aug 11, 2007 4:35 am)

Hi,
The beginning balance that you entered into QuickBooks should have been the bank statements ending balance of the last month prior to the new QuickBooks file. You should also have entered the outstanding checks in your QuickBooks file as of the date you actually wrote them to keep them in the prior period. That way the QuickBooks bank balance is correct, you recorded the banks opening balances but also included the checks you wrote already but that the bank didn't know about! At this point, I do not recommend transferring your data from Peachtree. You have already started your file, so I would enter the uncleared transactions.
Thanks,
Denise

Is there a way to hid (but not delete) closed customer jobs from the customer job list?

Thanks

• Dmagee15 (Aug 11, 2007 4:41 am)

HI,
Yes. If you open the Customer Center, (Customer:Job List in versions prior to 2006), click once on the job that you want to hide. Then click on the "Edit" from the main menu from the top of your screen, then click on "Make Customer:Job Inactive". You can also click once on the customer of job, then right-mouse click and select the same option from the list that displays.
Thanks,
Denise

Hello Denise

I am working on a 2006 version of Quickbooks Pro in a multi user environment. We are currently only using Quickbooks for invoice entry and receiving payments against invoices. We do process alot of monthly invoices and receive alot of payments. We do not use pay bills, or write checks, or any other parts of QuickBooks currently. We do hope to expand the process at a later date. There are usually only two users at a time on QuickBooks. and the system seems to run really really slow. Our computer company has analyzed the system has said that the problem is QuickBooks itself and has no feedback on how to speed up QuickBooks. They have recently installed a new state of the art server and still it runs slow. I have worked on QuickBooks in other places, and this is a really slow system. Is there a way within QuickBooks. to speed up the processes or do some function that might make it operate at a faster speed. I would appreciate any help you can offer on this subject.

• Dmagee15 (Aug 11, 2007 4:48 am)

Hi,
There are a few things I would check. First, if the actual .QBW file is kept on the server, then install a complete version on the server. Second, make sure all the computers running the system have had the disk defragmenter run recently. Last, make sure that all the computers running on the system are robust enough. If you have one really slow computer pulling up a large report, then it will slow others down that are accessing areas of the system that are affected by that report.
Thanks,
Denise

I am totally new to quickbooks, and new to the business world. I will be taking over a restaurant business 1st of Sept. and am trying to understand how to make the daily deposits on quick books. I will have many transactions and will not be using the invoice method. I believe I can go into banking, make deposit and enter total cash, checks, and credit cards, but what account do I set up for the received from area? Do I list each check individually? and does quick books print a deposit slip with corresponding check, cash, credit card info? Do I enter the credit card daily on my deposit or wait for them to clear through the bank?

Also my state does not have a sales tax, but locally we do have a sales tax that is applicable for my type of business. Unlike many sales tax our local government allows the business to keep a percent of the sales tax collected. My total sales should reflect that I collected 3% sales tax (cash register is set up to compute the tax on each meal etc.) as a business I am allowed to keep 2.5% of the 3% collected. In other words on $1000 gross sales I should have collected $30.00 of which I can keep 2.5% or .75cents, I am responsible monthly to remit the remaining 29.25 to the local government. How do I set this up, and will a report be generated to support my tax remittance? Thanks so much for your help.

• Dmagee15 (Aug 11, 2007 5:11 am)

Hi,
If you do not have a Restaurant POS system that integrates with QuickBooks, then usually I set up my clients to enter in a daily "Sales Receipt". I set up items in the "Item List" that you would sell, Food, Liquor, Soda, Deserts, etc., however your cash register system records it. Those items should have the "Chart Of Account" type as "Income".
Then you need to set up "Items" that are "Payment" types, that will be deposited to the Undeposited Funds" account, example Check, Cash, Visa/MC, Am Ex, Discover. It is not necessary to list each check and credit card transaction as long as you have this listed somewhere else. Then you need to create items for your sales tax, how many depends on how many different type of tax you are paying in your area. Do not turn on the Sales Tax preference in QuickBooks. When you are summarizing sales, QuickBooks will not calculate based on each sale, but rather the gross amount making your sales tax wrong. To solve this, create another "Other Charge" called "Sales Tax" and have it point to a "Chart of Accounts" account that you will create called "Sales Tax Due" which should be set up as an "Other Current Liability". Do not use the QuickBooks Sales Tax Liability Account. When entering the Daily Sales Receipt, you will enter the Sales Tax and sales items as positive numbers then the payments as negative numbers. The balance on the Sales Receipt will be -0- at the end. In short you should have received payment for all your sales in that day. Once you have balanced that day to -0-, then click on "Make Deposits" from the "Home" Page. You will then be able to deposit your credit cards to match your batch settlement (remember that Visa/MC are one deposit, Am Ex is another, and Discover is another, then select the cash and checks to be a separate deposit to match you actual bank deposit ticket. Potentially, you may have over 4 separate deposits in one day.

Thanks,
Denise

Do I need to purchase a new Payroll program for each new set of Company Books I set up in my Computer. I have 2 new churches to write payroll and other expenses for with 2 different EIN. df

• Dmagee15 (Aug 11, 2007 5:15 am)

Hi,
You are allowed 3 EIN's in your payroll subscription. Contact the payroll department at QuickBooks and they will walk you through adding another EIN.
Thanks,
Denise

Hi Denise,

is it possible to run a P&L that contains mutiple company files?

If this can't be done with Pro 2005 is there other version or product has the capability?

Thank you.

• Dmagee15 (Aug 11, 2007 5:21 am)

The only QuickBooks program that combines multiple company file financial statements is Enterprise Solutions. There are no limits to the number of company files you can combine using this software. The only limit is the limits Excel has in the amount of cells available.

Thanks,
Denise

Is there a way to further restrict a users access to just a specific function like entering sales orders in Quickbooks?

• Dmagee15 (Aug 11, 2007 5:23 am)

The only program that you can restrict access to that level is Enterprise Solutions. In Pro and Premier, the restriction access points are for general Accounts Receivable, not specific to Sales Orders.
Thanks,
Denise

When I print Statements the name does not appear in the address block. I get the address but the name is blank.

Please help
PS

• Dmagee15 (Aug 11, 2007 5:26 am)