Quickbooks

Help! Quickbooks Won’t Let Me Send More Than 100 Emails

Quickbooks doesn’t just allow you to generate reports regarding your business’s finances. In addition to generating invoices, receipts, estimates and other financial reports, it allows you to email them to yourself or your accountant. With that said, Quickbooks may return a message indicating that you’ve hit your limit. After sending 100 emails, you may receive this message. Why does Quickbooks limit the number of emails you can send, and how do you overcome this limit?

The 100 Email Limit

There’s a 100 email limit in place for all Quickbooks Online trial accounts. Quickbooks Online is the cloud-based version of Intuit’s popular accounting software. It’s available as a Software-as-a-Service (SaaS). You can sign up for a Quickbooks Online account, after which you can manage your business’s finances from a secure web portal.

You can take a metaphorical test drive of Quickbooks Online, however, by signing up for a trial account. The trial account comes with limitations, one of which involves emails. You’ll be limited to sending no more than 100 emails. Upon reaching this limit, you won’t be able to send any more emails from Quickbooks until you have a paid account.

How to Upgrade to a Paid Account

To overcome the 100 email limit, you’ll need to upgrade your Quickbooks Online account from a trial account to a paid account. You should notice a link in the notification indicating that you’ve reached the 100 email limit. There’s a green-colored “Subscribe” link. Clicking this link will take you to the Quickbooks subscriptions page where you can choose a paid account.

Alternatively, you can upgrade to a paid account by clicking the “Gear” icon on the homepage of Quickbooks Online and choosing “Account and Settings.” For the “Billing & Subscriptions” section, choose the type of paid account that you’d like to upgrade to. You should now be able to send additional emails. More importantly, you’ll have full access to all of the features in Quickbooks Online.

In Conclusion

Quickbooks Online has a 100 email limit for trial accounts. If you’re still using a trial account, you won’t be able to send more than 100 emails from it — at least not until you upgrade to a paid account. Upgrading to a paid account will remove this limit while allowing you to take advantage of all features in Quickbooks Online.

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An Introduction to Opening Balances in Quickbooks

Creating opening balances is important when using Quickbooks. For each credit card and bank account, you’ll need to enter an opening balance. Opening balances act as starting points for your accounts. Failure to create them, or entering the wrong amount for them, could result in your business’s financial information being incorrect. By understanding how opening balances work in Quickbooks, though, you can maintain clean and accurate financial records for your business.

The Basics of Opening Balances

The opening balance is the amount of a financial account — a credit card or bank account — at the time when you add it to Quickbooks. When you add a financial account to Quickbooks, you’ll have to enter a date and amount for the opening balance. Quickbooks will the opening balance as a starting point for the account. If you choose $100,000 as the amount, for instance, Quickbooks will treat the respective account as if it already has $100,000 in it. Therefore, any credits will be added to the $100,000, whereas any debits will be taken from the $100,000.

How to Enter an Opening Balance

You can enter an opening balance in just a few easy steps. Assuming you use Quickbooks’ online banking feature, it will automatically create opening balances for all of your accounts automatically. You won’t need to manually enter the opening balances. Rather, Quickbooks will download the transactions from your accounts, after which it will calculate their respective opening balance. There’s no easier way to ensure that your accounts have accurate and up-to-date opening balances than by using Quickbooks’ online banking feature.

If you don’t use Quickbooks’ online banking feature, you can still enter opening balances; it just requires a little more work. For Quickbooks Online, you can enter opening balances by navigating to the “Settings” menu, followed by “Chart of Accounts.” On the “Chart of Accounts” page, select “New.” You can then enter some basic information about your new financial account. For the “Balance” field, enter the opening balance of the account. There’s also an “As of” date field. In this field, enter the date of the opening balance. You can enter the current day’s date, for instance, if you want Quickbooks to begin tracking the account from today. When finished, click “Save and close” to complete the process. Your account should now be added to Quickbooks, complete with an opening balance and date.

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Understanding the Different Quickbooks File Extensions

Using Quickbooks to track your business’s finances requires an understanding of the software’s file extensions. Quickbooks will automatically create various files, each of which contains certain forms of data that are specific to your business. There are several different extensions, however, in which these files are saved. By understanding Quickbooks’s file extensions, you can take full advantage of this popular accounting software.

QBW

The QBW file extension is designed for company files. You should have a company file that contains all of your business’s financial information. Quickbooks supports the use of multiple company files. With that said, each business should have its own, unique company file. Accountants may create multiple companies — one for each business in their account. If you use Quickbooks strictly for your own business, though, you will only need a single company file. Regardless, company files created in Quickbooks use the QBW extension.

QBM

The QBM file extension is designed for portable files. A portable file is essentially a condensed version of your company file. It allows you to quickly transfer data between two or more places. Portable files contain logos, templates or similar types of unnecessary data. Rather, they only contain essential financial information. You can identify your portable file by looking for the QBM extension.

QBB

Another common file extension in Quickbooks is QBB. The QBB file extension is designed for backup files. More specifically, if you create a backup copy of your company file, Quickbooks will use this file extension for it. Quickbooks supports both manual and automatic backups. Manual and automatic backups are created by choosing “Back Up Company” under the “File” menu. You can then select the option to create backups manually or automatically. Regardless of which method you choose, Quickbooks will use the QBB for the file extension.

QBO

There’s also the QBO file extension. The QBO file extension is designed for bank statement files. Bank statement files are generated by Quickbooks using your bank account information. You can download transactions from your bank account, for example, which Quickbooks will automatically place inside of a QBO file. You can then import this file into your register. The QBO file extension is simply used for bank account statements such as this. Along with QBW, QBM and QBB, QBO is a common file extension used by Quickbooks.

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How to Use Advanced Reporting in Quickbooks

Advanced Reporting is a native feature in Quickbooks Enterprise. If you use this premium version of Intuit’s popular accounting software, you can take advantage of Advanced Reporting. It’s included as a native feature in Quickbooks Enterprise. Before using Advanced Reporting, though, there are a few things you should know.

What Is Advanced Reporting?

In case this is your first time hearing about it, you might be wondering what Advanced Reporting is exactly. Basically, it’s an optional feature that allows you to customize your reports. With Advanced Reporting, you can create custom reports that specifically include — or exclude — data. You will still be able to run traditional reports that follow Quickbooks’s predefined format. Advanced Reporting is simply an optional feature that gives you the freedom to run and create custom reports as well.

Steps to Using Advanced Reporting

Assuming you have an active subscription to Quickbooks Enterprise, you can use Advanced Reporting. First, however, you’ll need to enable this feature. Advanced Reporting is disabled by default. To enable it, you’ll have to contact the Quickbooks Desktop support center. When requested, they will enable Advanced Reporting in your account.

Once enabled, Advanced Reporting will allow you to customize the data in your reports. You can still run reports. Rather than using the standard formats, though, you can customize the data of these reports. The Quickbooks Library offers a plethora of customization tools, some of which include tables, charts, text and utilities. To customize a report, go to the Quickbooks Library and choose one of these tools.

Right-clicking on any data section of a report will allow you to customize it. Simply right-click the area that you want to customize and choose “Properties.” Quickbooks will then reveal information about how to customize it. You can choose the “Dimensions” tab to add groups or totals to the report. Alternatively, you can select “Expressions” to add a column to the report. When adding a column to the report, Quickbooks will reveal options for customizing tables and fields.

Quickbooks Enterprise offers more features than some of the lower-tiered versions of Intuit’s popular accounting system. Advanced Reporting is one such feature that’s included in Quickbooks Enterprise. It’s designed to help you create advanced reports. With Advanced Reporting, you can customize the data of your reports.

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What Are Memorized Reports in Quickbooks?

Reports are an essential part of the Quickbooks architecture. When using Quickbooks to track your business’s finances, you’ll probably run reports. These documents will provide insight into your business’s revenues and expenses. Quickbooks, however, allows you to memorize reports as well. What are memorized reports in Quickbooks exactly, and how do they work?

The Basics of Memorized Reports

Memorized reports are essentially saved reports. Quickbooks offers customization of reports. You can customize a given report to include or exclude specific types of information. If you want to save these customization changes, you can then memorize the report. Memorizing the report will save it for future use. You can access the report at a later time to view all of your previous changes to it. t

How to Create a Memorized Report

You can create a memorized report in Quickbooks by accessing the reports menu and clicking “Memorize.” In the new memorize reports window, enter a name for the memorized report. All memorized reports must have a unique name. When finished, you may want to add the memorized report to a group. You can add it to an accountant group, for example, if you want your accountant to access it. After filling out the necessary information, click “OK” to complete the process.

Editing a memorized report is a breeze. Once you’ve created a memorized report, you can make changes to it by opening it. The opened report will offer customization options. You can then select “Memorize” to save your changes. Keep in mind that Quickbooks will ask you whether you want to replace the old report or overwrite it. You can choose either of these options when creating and editing a memorized reports.

How to Pull Up a Memorized Report

With your memorized report now created, you should be able to access it. You can access the memorized report in several ways. The report center, for example, offers access to memorized reports. Just click the “Reports” menu and choose “Report Center.” In the “Report Center” window, there’s an option for “Memorized.” Clicking this option will reveal all of your memorized reports.

You can also access memorized reports from the memorized report list. This is found under the “Report” menu. Clicking the “Report” menu and then “Memorized Reports” will reveal all of your memorized reports. These are just a few ways to pull up a memorized report.

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What Is Quickbooks Self-Employed?

Are you self-employed? You aren’t alone. According to the U.S. Bureau of Labor Statistics (BLS), nearly 10 million workers in the United States are classified as self-employed. In other words, they are freelancers who don’t perform regular and fixed work for any given business. While being self-employed comes with several advantages, it requires greater planning regarding finances. Fortunately, using Quickbooks Self-Employed can streamline your accounting processes as a self-employed worker.

Overview of Quickbooks Self-Employed

Quickbooks Self-Employed is a version of Intuit’s popular accounting software that’s designed specifically for self-employed workers. It’s not designed for business owners or employees. If you’re a business owner or employee, you should use the standard versions of Quickbooks. As a self-employed worker, however, there’s no better choice than Quickbooks Self-Employed.

Features of Quickbooks Self-Employed

You can sign up for Quickbooks Self-Employed for $7.50 per month. Once signed up, you’ll have access to the accounting software. Quickbooks Self-Employed has many of the same features as other versions of Quickbooks. With that said, it offers additional features that are particularly useful for self-employed workers.

With Quickbooks Self-Employed, you can still track your income and expenses. Self-employed workers are technically business owners. Therefore, they are eligible for tax deductions. You can track expenses associated with your self-employed work so that you can deduct them from your taxes. Quickbooks Self-Employed offers both income and expense tracking.

Another feature of Quickbooks Self-Employed is quarterly estimated tax preparations. Self-employed workers must make four equal payments to the Internal Revenue Service (IRS) throughout the year based on how much money they expect to make. Known as quarterly estimated tax payments, they are an essential part of freelance accounting. With Quickbooks Self-Employed, you can easily prepare these quarterly estimated payments so that you aren’t hit with penalties around tax time.

You can track mileage with Quickbooks Self-Employed as well. Many self-employed workers drive as part of their work activities. Driving, of course, is an expense. The IRS offers mileage deductions that you can use to offset your tax liability. You’ll need to keep track of how many miles you drive for work-related purposes to take advantage of this deduction. Quickbooks Self-Employed features mileage tracking. Using Quickbooks Self-Employed, you can easily track how many miles you drive for work-related purposes, allowing you to lower your tax liability.

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5 Common Data Damage Errors in Quickbooks

Have you encountered a data damage error when using Quickbooks? Quickbooks is dependent upon healthy data. You can’t use it to track your business’s finances without maintaining healthy data. There are instances, however, in which data can experience errors. If the data within the Quickbooks software itself or the data within your company file experiences an error, you may not be able to access it. Below are five of the most common data damage errors.

#1) Error -1650

The error -1650 typically means that your company file is experiencing an error. When trying to load your company file, you may notice a message box containing this error. With the error -1650, there’s an internal problem within your company file that needs fixing. Fortunately, you can typically resolve the error -1650 by restoring a backup copy of your company file.

#2) Invalid Open Balance

Another common data damage error in Quickbooks is invalid open balance. As the name suggests, this involves an incorrect opening balance for a given transaction. It can occur if a transaction or any of its data becomes corrupt. To fix it, you’ll need to rebuild and verify your company file, which we cover in a previous blog post.

#3) Duplicate Name

The duplicate name data damage error lives up to its namesake by triggering in the event of duplicate names. Quickbooks requires unique names for all components of a list. If two or more names on a list are the same, it will trigger the duplicate name data damage error. You’ll need to remove the duplicate name or names from the list to resolve this data damage error.

#4) Open Payee in Cache

While not as common as the other data damage errors described here, you should still be on the lookout for the open payee in cache error. This data damage error occurs when there’s already a payee open or being accessed in your Quickbooks account. To avoid this data damage error, Intuit recommends not editing or otherwise updating any payee that is used for payments.

#5) Error -6000

Finally, the error -6000 is a common type of data damage error in Quickbooks. It’s a general data damage error that occurs when Quickbooks is unable to open your company file. The error -6000 usually involves a corrupted file. If either the transaction log file, the network descriptor file or the data source name file are corrupt, you may notice this error.

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What Is a Vendor Credit in Quickbooks?

When using Quickbooks to keep track of your business’s finances, you may come across the option to create a vendor credit. It’s a native feature in Quickbooks Online. If you use the cloud-based version of Intuit’s popular accounting software, you can create vendor credits. What is a vendor credit in Quickbooks exactly, and how do they work?

Overview of Vendor Credits

A vendor credit is exactly what it sounds like: It’s a monetary credit that’s applied to a vendor. Vendor credits are used in instances when a vendor refunds your business for a purchased product or service. Regardless of the industry or market in which your business operates, you’ll probably need to purchase products and services from various vendors. Maybe a vendor overcharges you, or perhaps a vendor wants to give you a discount for a recent purchase. Regardless, if a vendor refunds your business — either partially or wholly — you should create a vendor credit.

How Vendor Credits Work

As previously mentioned, vendor credits are used to record refunds issued by a vendor to your business. Vendors may refund your business for any number of reasons. If you purchase a product or service from a vendor and that vendor later issues your business refunds, you’ll need to record it. Of course, that’s why Quickbooks offers vendor credits. You can create a vendor credit to record a refund issued to your business from a vendor.

Tips for Creating a Vendor Credit

You can create a vendor credit in Quickbooks by selecting “+New” from the home screen, followed by “Vendor credit.” From there, click the “Vendor” menu and choose the vendor for whom you are creating the credit. Quickbooks will display a drop-down menu consisting of all your business’s vendors. You can scroll through this list to find and select the appropriate vendor. After choosing the vendor, enter either the category details or item details for the credit. When finished, click “Save and close.”

Now that you’ve recorded the vendor credit, you’ll need to deposit the money given to your business from the vendor. This is done by selecting “+ New” from the Quickbooks home screen, followed by “Bank Deposit.” Next, choose the bank account in which the vendor deposited the refund. After completing the required fields, select “Save and close.”

To recap, a vendor credit is a record that’s used when a vendor refunds your business. You can create them in Quickbooks Online. With a vendor credit, the refund will be properly tracked and accounted for.

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How to Create a Sales Order in Quickbooks

Quickbooks Desktop supports a variety of different orders, including sales orders. Sales orders, in fact, are an integral component of the software’s accounts receivables workflow. If you allow customers to pay after their products have been delivered or their services have been completed, you may want to use sales orders. What are sales orders exactly, and how do you create them in Quickbooks?

What Is Sales Order?

A sales order is an accounting record that connects an order to a customer and an invoice. This feature is available in both the Premier and Enterprise versions of Quickbooks Desktop. Sales orders are used to track products and services that customers have purchased but haven’t received. Not all businesses need to use them. Rather, only businesses with accounts receivables will typically benefit from the use of sales orders.

How to Enable Sales Orders

Before you can create a sales order in Quickbooks Desktop, you’ll need to enable this feature. This is done by signing in to your Quickbooks account and selecting the “Edit” menu, followed by “Preferences.” On the left-hand menu, choose “Sales & Customers,” followed by the “Company Preferences” tab. You should then see an option for “Enable Sales Order.” Clicking the box next to this option will enable sales orders in your Quickbooks account.

How to Create a Sales Order

Assuming you’ve enabled sales orders in your Quickbooks account, you can proceed to create one in just a few simple steps. While on the Quickbooks home screen, select “Sales Orders/Create Sales Orders.” Next, select the customer for whom you are creating the sales order from the “Customer: Job” menu.

You will then need to enter some information about the sales order, such as the date and sales order number. Quickbooks also allows you to add discounts to sales orders. If you want to apply a discount to the sales order, right-click anywhere in the item list and select “New.” From the “New Item” window, choose the “Type” menu, followed by “Discount.” You can then enter the amount of the discount that you wish to give the customer. After entering all other information about the sales order, you can finish the process by selecting “Save & Close.” You should now have a completed sales order that’s ready to be sent to the respective customer.

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How to Replace Your Accountant’s Copy in Quickbooks

Does your business have a professional accountant who’s responsible for tracking revenue, expenses and performing other accounting activities? If so, you should consider using a Quickbooks accountant’s copy. An accountant’s copy is a packaged version of your business’s company file in Quickbooks. As the name suggests, however, it’s designed for accountants. But what if you need to replace your accountant’s copy? Maybe your current accountant’s copy is corrupted, or perhaps it contains incorrect data. Regardless, you can replace your accountant’s copy in just a few easy steps.

Step #1) Create a Backup

Before attempting to replace your accountant’s copy, you should create a backup. You can reverse or otherwise undo the changes when replacing your accountant’s copy. Rather, you’ll lose your original accountant’s copy while generating a new accountant’s copy in the process. Therefore, it’s a good idea to create a backup before replacing your accountant’s copy. If you happen to lose any important data, you can retrieve it from the backup.

Step #2) Access the ‘File’ Menu

After creating a backup, access the “File” menu from the home screen of Quickbooks. You should see several options under this menu. Find and click the option titled “Send Company File.” Next, select “Accountant’s copy.”

Step #3) Remove Restrictions

To replace your accountant’s copy, you’ll need to remove the restrictions from it. From the “Accountant’s copy” section, find and select “Client Activities.” You should then see an option for “Remove Restrictions.” Clicking this option will bring up a confirmation screen asking you to verify that you wish to remove restrictions from your accountant’s copy. Upon selecting “OK,” Quickbooks will delink your existing accountant’s copy to your business’s company file.

How does the removal of restrictions allow you to replace your accountant’s copy exactly? Normally, any changes made to your accountant’s copy will be reflected upon your business’s company file. If a new account is added to your accountant’s copy, for example, it will be automatically added to your business’s company file as well. Removing the restrictions from your accountant’s copy, though, breaks this link. Your old accountant’s copy will no longer be linked to your business’s company file. Instead, you’ll have a new accountant’s copy that’s linked to your businesss’ company file.

Assuming you followed the steps outlined above, you should now have a new accountant’s copy. You can send this copy to your professional accountant so that he or she can make changes to your business’s company file.

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