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Tips To Improve Your Quickbooks Experience

quickbooks-2Quickbooks is the world’s most popular business accounting software, and for good reason: it’s versatile, inexpensive, easy to use, and it comes with TONS of helpful features to make accounting a breeze. Whether your business is small, medium or large, Quickbooks can handle your accounting needs. There are several different versions of the software, some of which are designed for small businesses while others are designed for larger ones. Here we’re going to take a look at some simple tips to improve your Quickbooks experience.

Tip #1 – Increase Font Size

One of the most common questions Quickbooks users have is how to increase the font size. Depending on your current setup, you may find it difficult to read the small text and numbers in your Quickbooks account. Unfortunately, you can search in every setting available without locating the font size adjustment. This is especially frustrating when you are trying to perform business accounting work and are unable to read the text on your account. So, how do can you increase the font size so it’s easier to read? Instead of looking in your Quickbooks account, you actually need to adjust your operating system settings. Assuming you are using Windows 7 or 8, right click on the desktop and choose personalize. From here, choose display and adjust the text size from small to large.

Tip #2 – Use Shortcuts

Familiarizing yourself with the various shortcuts will make your accounting work ten times easier in Quickbooks. All of the shortcuts work in conjunction with the CTRL key. For instance, CTRL-I automatically creates an invoice; CTRL-F is a transaction finder. If you haven’t done so already, memorize and learn all of the shortcuts available in Quickbooks.

Tip #3 – Cloud Backups

Losing all of your Quickbooks data due to a hard drive crash or system failure could spell disaster for a business. Thankfully, Quickbooks users can back their data up on cloud servers to prevent this from happening. Instead of simply backing your data up on a disk or CD, you should take advantage of the cloud feature. Setting it up is quick and easy thanks to the company’s built-in Wizard program. Just follow the given instructions and it will walk you through backing up your account on the cloud. The 10 minutes or so it takes to complete the cloud setup could save you countless hours of work in the event of a system crash.

Quickbooks Portable Company File vs Backup

microchip-1When creating a copy of data within a Quickbooks account, you’ll have one of two different options to choose from: you can either export a portable company file or create a backup file. While there are some similarities between the two different options, there are some notable differences that shouldn’t go unnoticed. To ensure you make the right choice regarding your sensitive data, you must understand what the differences are between portable company files and backup files.

Backups

As the name suggests, backups are done to protect yourself in the unfortunate event of a hardware and/or software failure. Accounting is the structure for any successful business, and without it you simply won’t know what’s owed or to whom. Having your computer or hard drive malfunction and wipe your Quickbooks account clean is a recipe for disaster. The good news, however, is that you can prevent this from happening by backing up your Quickbooks account.

Quickbooks makes backing up all of your financial information a quick and easy task. After logging into your account, click “File” and then “Create Backup File.” You’ll then need to choose the location of your new backup file — local or cloud — along with the time and date. I recommend automatically scheduling your Quickbooks account to backup at least once a week for optimal protection. Even if nothing ever happens to your computer, you’ll still have the peace of mind knowing that your pertinent accounting information is backed up on a secure location.

Portable Company File

Now that you know the purpose of backups, you are probably wondering what exactly portable company files are used for. In short, these files are used to email or transfer company data from a Quickbooks account. Instead of emailing the entire backup, you can send a smaller, more concise file known as the portable company file. It’s a quick and easy method for transferring data from a Quickbooks account.

It’s important to note, however, that portable company files lack certain files like templates, images, letters, etc. Because these files aren’t necessary for the core data, they are omitted in portable company files. Leaving these files out creates a smaller files that faster to download and upload, which is a huge benefit for large-scale companies with equally large Quickbooks account.

After reading this, you should have a better understanding on the differences between portable company files and backup files. Remember, backup files contain everything, while portable company files are smaller and contain only the core data.

Quickbooks File Doctor

doctor-1Quickbooks File Doctor is a completely free tool that’s helpful in a number of different situations. Whether you are dealing with a corrupt Quickbooks file or having problems connecting your account to the network, File Doctor is there to help. Even if you aren’t having these problems, it’s still recommended that you download and familiarize yourself with the program. To learn more about Quickbooks File Doctor and how to use it, keep reading.

First and foremost, you’ll need to download Quickbooks File Doctor and install it on your computer. You can find it on the official Inuit website — http://http-download.intuit.com/http.intuit/QBFD/qbfd.exe — so go ahead and download it. Once it’s downloaded, open the program and follow the built-in wizard to install it on your computer. After installing, restart your computer and you should see a new icon on your desktop labeled “File Doctor.” If you are still having problems installing the program, see the troubleshooting manual included in the download.

Network Problems

One of the biggest advantages of using Quickbooks File Doctor is its ability to fix basic network problems. For instance, some users might run into the problem of opening company files over the network. In this case, you simply open up your File Doctor program, click on “Advanced Settings,” and follow the given instructions. File Doctor is designed to walk you through the most common issues associated with network connections. After entering in the given information, Quickbooks will ask you for the file location. Select the file location one last time and it will then attempt to open the file over the network. If all goes well, the File Doctor will fix the problem and have you back on the network in no time at all.

Corrupted File

I think we’ve all dealt with corrupted files at one point or another. Depending on the severity of the problem, a corrupted file could halt all of your work until the fix it. Thankfully, File Doctor is designed to fix corrupted files within Quickbooks. If you are suffering from one or more corrupted files, simply run the File Doctor tool to find and fix the problem. It’s ran in the same way at the network connection fix, so follow the instructions listed above. All you need to do is open the file, follow the instructions, enter your information, and let it do the rest.

Hopefully, this will give you a better understanding on the Quickbooks File Doctor tool and how to use it.

How To Use Quickbooks For Personal Finance

OLYMPUS DIGITAL CAMERAQuickbooks is the most popular type of business accounting software on the market with thousands of small, medium and large-sized companies placing their trust in it. It’s broad range of features and clean yet sophisticated interface allow people with little-to-no accounting experience to perform all of their bushiness’s accounting needs. In addition, however, Quickbooks can also be used to manage personal finances. If you are looking for a way to keep track of your personal finances, keep reading to learn how Quickbooks can do the job for you.

Some people might be thrown off by Quickbooks’ labeling. If you’ve ever come across this software in a store or online, it’s usually described as “business” accounting software; therefore, common sense would leave you to believe that it’s a poor choice for personal accounting. The truth, however, is that Quickbooks can be used for either business or personal finance managing. Just because it’s labeled as business accounting software doesn’t mean you can’t use it for personal finances as well.

When you are ready to start your personal finance accounting, fire up Quickbooks on your personal computer. The process of using the software for your personal accounting needs is pretty much the same as business accounting, only with a few minor differences. Once Quickbooks has loaded, use the built-in setup Wizard to walk you through the rest of the steps. If you have a checking account, savings account or any other bank account, you use the setup Wizard to connect this information to your Quickbooks. Alternatively, you can also enter this information in by hand if you aren’t comfortable connecting your financial accounts to Quickbooks. Either way is perfectly acceptable, but using the setup wizard will save you both time and energy.

Next, click on the “Vendor Center” tab at the top of your Quickbooks account and select “New Vendor.” This may be somewhat confusing at first, but vendors in a personal finance account are any bills that you must pay. For instance, your rent, electric bill, cable bill, car payment and even groceries can be labeled as a vendor. It’s important to note, however, that you’ll need to create a new vendor for each type of bill.

With your vendors set up, you can now add transactions to account for any payments you’ve sent out. The key thing to remember is that each transaction needs to have a specific vendor associated with it. Continue doing this throughout the month and you’ll be able to better keep up with your personal finances thanks to Quickbooks.

Quickbooks Time Tracking

time-tracker-1Time Tracking is a highly useful add-on feature to Quickbooks that allows you to track employee work time. If you have employees who are paid by hourly wage and not salary or commission, then you’ll need to keep track of their time; otherwise, it’s a guessing game that will end up costing you in the long run. The good news is that Quickbooks Time Tracking is designed specifically for this reason. Once you’ve enrolled in this program, you can integrate it into your Quickbooks account for fast and easy employee time management.

First and foremost, you might be wondering if Time Tracking is truly necessary. After all, there are tends of thousands of businesses who use Quickbooks without this feature. While you can certainly perform accounting operations without it, using Time Tracking is resourceful for contractors and similar small businesses who need to report their work time. For the price, adding this feature onto your Quickbooks account will prove to be well worth the initial investment.

Once you’ve signed up for Time Tracking, you will then need to log in to your account and click the “Preferences” button under “Edit.” You will then be prompted with a question asking if you wish to turn on the Time Tracking feature. Select yes and continue through the setup process.

You should now be at the main Quickbooks screen with all of your tabs off to the left-hand side. Click on “Payroll and Employee” and then select “Company Preferences.”  If you look closely, you should see a box that says “use time data to create paychecks.”  Assuming you wish to use the Time Tracking feature, click on this box and continue to the next screen.

With this feature activated, your Quickbooks account will now automatically account for employees’ time data. Before it’s able to do this accurately, however, you must go into each individual employee account to manually update their information. Edit each individual employee in your Quickbooks account and choose whether you want to use an automatic timesheet or enter the data by hand.

Using the Quickbooks Time Tracking feature isn’t difficult, but it does require a few minutes to set up. Follow the steps outlined here to get this feature up and going on your Quickbooks accounts. Once it’s activates and working, Time Tracking will automatically account for employees’ time, which in turn will make accounting ten times easier on you.

How To Set Up and Use Quickbooks Remote Access

web-symbol-1Ever wish you could access and work on your Quickbooks account from different different devices? Well, thanks to Quickbooks Remote Access, now you can. This is a huge benefit for people who are constantly traveling and don’t always have access to their primary computer. Using a secure login, you can access and make changes to your Quickbooks account from any compatible computer or device from anywhere in the world. If this is something you are interested in, keep reading to learn more about setting up and using Quickbooks Remote Access.

Does My Quickbooks Come With Remote Access

There are some versions of Quickbooks that come with Remove Access at no additional charge. If your version does not have this feature, however, you can add it for the low price of $3.95/month, which is a small price to pay for the ability to use Quickbooks from multiple devices. So, which versions have Remote Access built in? Currently, Quickbooks Pro, Quickbooks Premier and Quickbooks Enterprise all come with this highly useful feature at no additional cost.

Setting Up Quickbooks Remote Access

When you are ready to get started, go ahead and launch your Quickbooks application. Depending on the specific version of Quickbooks you are running, you will either need to select “Accountant” followed by “Remote Access” or “File” followed by “Remote Access.” From here, you simply need to follow the directions on choosing a name, password, etc. When you are done, you should now be able to access all Quickbooks-related programs.

It’s important to note that both you and the client computer must have an active internet connection in order for Quickbooks Remote Access to work. If only one of these computers has an internet connection, there’s simply no way for the connection to occur. If you haven’t done so already, check to make sure there’s an active internet connection with both computers. You can then attempt to log into the client computer using the web address previously mentioned. Once you’ve entered in the login information, it will send a request to the client computer. Once the request is granted, you’ll then be able to access and modify files within the Quickbooks account.

Hopefully, this will give you a better understanding on setting up and using Quickbooks Remote Access. It’s a highly useful feature that many people seem to overlook. However, nearly everyone can benefit from Quickbooks Remote Access, so make sure it’s setup on your account.

Common Errors Made In Quickbooks

Mag GlassQuickbooks is the world’s most popular business account software, and for good reason — it’s loaded with features, come with an easy-to-use interface, and there are several versions available to fit anyone’s accounting needs. Whether you are a small, medium or large-sized business, chances are you’ll find Quickbooks makes accounting quick and easy. If you intend on using Quickbooks, though, you’ll want to avoid making some of the following mistakes.

Mistake #1 – Not Reconciling Accounts

Arguably, the single most common Quickbooks mistake people make is not reconciling their financial accounts. Instead, they simply look at the end balance to see how much money their accounts contain. While it may be accurate nine out of ten times, there’s always a chance the final balance is wrong. The only way to determine the accuracy of your accounts’ final balance is to go through and reconcile each one. Basically, this is a process similar to balancing a checkbook, as you’ll look at each deposit and withdraw to see if the final balance matches up

Mistake #2 – Not Setting Bank Account With Cash Entries

Let’s face it, not all of your financial transactions will be done through checks. There will likely be times when cash is used for the purchase of goods related to your business. The good news is that Quickbooks is designed to handle cash entries with ease. The bad news, however, is that some people make the mistake of not appointing a bank account with the entry. Even though it’s a cash entry, you still need to specify which bank account it’s for; otherwise, your final balances will get thrown off. Try to get into the habit of reconciling your accounts at least once every other week to reduce the impact of any incorrect transactions.

Mistake #3 – Not Backing Up Your Accounts

When it comes to accounting, it’s better to be safe than sorry. Unless you are using Quickbooks Online, all of your financial account data and information is probably being stored on your computer. While this is perfectly fine, you should also back it up elsewhere just in case something happens to your computer. Even a small USB flash drive will typically provide enough storage space to backup your Quickbooks accounts. Alternatively, you can use a removable hard drive, CD, DVD or a remote storage service. The bottom line is that you need all of your Quickbooks account information backed up somewhere other than your computer.

What Is Cloud Computing?

clouds-1In recent years, cloud computing has become more and more popular by both businesses and individuals. It offers several unique benefits that simply aren’t found in traditional local computing. Even with this newfound popularity, however, many people are left in the dark as to what cloud computing actually is. If you are still trying to wrap your head around the technology of cloud computing, keep reading and we’ll break it down for you.

Cloud Computing – The Basics

Cloud computing refers to a type of network-based technology where hardware and software are stored and accessed at a remote location. This definition can undoubtedly be confusing to some, so let me give you an example — say you fire up your home computer, open up your internet browser and log in to a web-based accounting program like Quickbooks Online. Since the hardware and software being used for the calculations are stored remotely, this would be considered a form of cloud computing.

The most notable characteristic of cloud computing is the fact that data is stored and accessed from a remote location. If you can access a program from you computer without using the internet or local networking technology, chances are it’s not using cloud technology. The “cloud” refers to a remote location that can be accessed through multiple devices.

Advantage of Using Cloud Computing

There are several unique advantages of cloud computing that can’t be ignored. For starters, it allows you to perform computing work or tasks from anywhere in the world. When you are hundreds of miles away from home on a business trip, you can log in to your cloud computing server to access your files and programs. There’s no need to haul your massive home desktop PC around with you since all of your files are stored at a remove location.

Another advantage of cloud computing is the fact that all of your data is backed up in case of a crash or system failure. Let’s face it, I think we’ve all lost important data at one point or another. Having your data stored remotely at a cloud location offers a valuable backup in case of such a disaster. If your local desktop PC crashes, just log in to your cloud server and download it again.

The truth is that these are just a few of the many reasons why so many people rely on cloud computing. As technology improves, we’ll likely be seeing more programs and services take the route of cloud computing.

How To Get Most Out of Quickbooks

exclamation-1As a business owner, Quickbooks is hands down one of the most valuable pieces of software you’ll come across. It’s designed to make business accounting, no matter how big or small, a breeze thanks to its clean, easy-to-use interface. As a newcomer, though, you might overlook some of the essential features offered by Quickbooks. To ensure you get the most out of your Quickbooks experience, keep reading for some essential tips and tricks.

Before we start, it’s important to note that there are several different types of Quickbooks software available. The most basic is the online version, which runs for $39.95/month, while the most advanced type is Quickbooks Enterprise Solution, which is available starting at $999.95. Of course, there are also different versions that somewhere in between.  Contrary to what some people may believe, the most expensive type of Quickbooks isn’t always necessary. Do some research first to determine which type has the features you need for your business accounting.

Reconciliations

Arguably, the single most important feature offered by Quickbooks is reconciliations. I guess you compare this to balancing your checkbook, as you are going over all of your transactions to ensure the end result is correct. If you entered in a wrong number for a transaction or deposit, the end result for your reconciliation will be different. The good news is that it’s designed to catch these errors and show you exactly where the problem occurred. You can then go back through and fix it once you’ve identified the erroneous entry.

When you perform reconciliations on your Quickbooks account, it’s best to start with the smaller bank accounts first and then work your way up to the larger ones. Getting the smaller ones out of the way will clear up some of the interface, making it easier for you to see what you are working with.

Use Journal Entries

A commonly overlooked feature offered by Quickbooks are journal entries. Although they aren’t necessary for basic business accounting, creating journal entries is a quick and easy way to note where a specific payment came from if there’s already an option for it. In the past, most accountants used journal entries to perform nearly all of their accounting tasks. Now, though, they are sparingly used. The truth is that you should really only use them when there’s source available for a check or payment. In this case, create a journal entry and enter the information of the client.

Understanding Journal Entries And Their Purpose In Quickbooks

journal-1Whether you run a small, medium or large sized company, there’s no better choice for accounting software than Quickbooks. It’s designed with a focus on simplicity so that anyone can perform their own accounting. However, it still has tons of unique features to handle any type of accounting job. One of these features, known as “journal entries,” is necessary in certain situations to achieve an accurate outcome with all of your payments and expenses aligned.

What Are Journal Entries Used For?

First and foremost, let’s take a closer look at what Quickbooks journal entries are used for, as some people are clueless regarding this feature. Based on the name alone, you might assume journal entries are used for making notes about accounts or transactions. Well, this is partially correct. Basically, journal entries are used to document and record financial transactions when there’s not already a designated form setup for them.

Journal entries are also used to move money to and from different Quickbooks accounts. However, under no circumstances should you use them to move money between different bank accounts, as this would likely throw your entire Quickbooks account off balance. Stick with the basics and only create journal entries when money is being moved between transactions and Quickbooks accounts.

Creating a Journal Entry

The good news is that creating a journal entry is a fairly easy and straightforward process that should only take a couple minutes to perform. Once the software is up and running, click the “Company” tab at the top of the page and then select “Make General Journal Entries.” From here, you’ll need to follow the directions and enter in any requested information. These are all basic things like the date, account, debit or credit transaction, memo and class. When you are finished, click “Save & Close” to exit the interface and return back to the main screen. You will now have this journal entry saved directly into your Quickbooks account.

Sorry if you were expecting more, but that’s all it takes to create a journal entry in Quickbooks! Just remember to always double check your account numbers and the amount for the transaction before clicking the save button. While you can always go back and edit journal entries later, it’s better to get things right the first time. The couple extra minutes it takes to double check your journal entry could save you from having to go back over it in the future.

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