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QuickBooks Tricks

QuickBooks Tricks.

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QuickBooks Tricks

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  1. QuickBooks Tricks

  2. Missing and Duplicate Documents (Control and Error checking Issue)Missing Check Numbers Report (Included)Missing & Duplicate Invoices Numbers Report (Custom)Missing & Duplicate JE Numbers Report (Custom)Missing & Duplicate Estimate Numbers Reports (Custom)Missing & Duplicate Sales Receipt Numbers(Custom)1. Start with Missing Checks Report2. Remove Account Filter3. Add Transaction Type Filter4. Change Title5. Memorize.

  3. Suppress Account Numbers on ReportsBenefits of Account Numbers:1. Dictate Order within Type (i.e. Accum. Depr.)2. Faster Data EntryIssue: Many CPAs don’t want account numbers in Reports(You Can Hide them as Admin and in Single User Mode)Better Solution:1. Edit Account Descriptions2. Show reports based on Description onlyDescriptions can differ from accounts (AR vs. Trade Receivables)

  4. 4 Steps to Prevent Prior Period Changes1. Set up user names and passwords so users can’t log in as administrator.2. Edit user preferences to prohibit bypassing the closing date.3. Establish a closing date and move it forward each month after review and adjustments.4. Set a closing date password.

  5. CTRL + 1 Product Information 1. Print Screen, Paste and e-mail it to yourself.2. QuickBooks Edition3. License Number4. Product Number5. File Size 200 to 500 MB – QuickBooks Pro or Premier1 GB – QuickBooks Enterprise6. List Size Limits28,000 Items14,000 Customers, Vendors, Employees and other names7. File location

  6. Export Lists to Excel – Edit – Import Lists from Excel Sometimes you need to make massive editing changes to QuickBooks, and it is easier to make these changes in Excel. For example:1. Inventory Prices2. Account Descriptions3. Inventory Descriptions4. Customer Addresses5. Etc.

  7. Turn on Auto Filter When Exporting to Excel Benefit: Drop down boxes will then allow you to filter a multitude of ways

  8. Pivot QuickBooks Data in Excel Problem: QuickBooks data is not ready for pivoting Solution: • Export Transaction Detail by Account Report to Excel without blank columns • Format Columns A & B to “General” • Insert formulas in Column A to Tag Label and Non-Label Cells in Column B. ie: In cell A2: =IF(B2=$A$1,2,1) • Copy column A and paste values to convert the formulas to text • In cell B3 insert formula referencing cell above. ie: =B2 • Copy formula in cell B3 • Highlight cells B2 thru the end of data in column B • Press the F5 (GoTo) key • Choose Special, and check “Blanks”, and select OK • Paste – This action will insert account names next to each transaction • Copy column B and paste values to convert the formulas to text • Insert column headings in A & B – Your data is now ready to pivot

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