Setting Up QuickBooks Reminders

Preserve your relationships with customers, vendors, and others by setting up reminders in QuickBooks.
QuickBooks contains a dedicated set of tools that automates the process of setting up and displaying reminders. Once you’ve created them, they can be the first thing you see when you open QuickBooks in the morning.
Warning: If you do not launch QuickBooks frequently, consider tracking your critical accounting tasks using a different method.
Getting a Head Start
QuickBooks lets you specify exactly when you want to receive reminders of upcoming activities. To set this up, open the Edit menu, then click Preferences, and then Reminders | Company Preferences.
Note: If you want QuickBooks to display your reminders every time you launch the software, click on the My Preferences tab and make sure that the box in front of Show Reminders List when opening a Company file is checked. If it isn’t, click in the box.
Nov 2015 QBC Fig 1
Figure 1: QuickBooks provides personalization tools for your reminders.
As you can see, QuickBooks offers three options for every activity type. It can either display a summary of the tasks that need to be completed, or it can actually list all of them in the Reminders window. And you’ll be able to tell QuickBooks how many days prior to the deadline your reminders should appear. You can also opt not to be reminded.
Making modifications in this window is easy. Just click in the appropriate circle next to each task to indicate your preference, and change any numbers in the Remind Me column to tell QuickBooks when it should start showing the reminder.
If you didn’t indicate that you wanted the Reminders window to open every time you launch QuickBooks, you can always access it by opening the Company menu and selecting Reminders.
Using the List
Nov 2015 QBC Fig 2
Figure 2: Reminders in the left column are current, and those on the right are upcoming tasks.
The Reminders list displays items in two columns. Tasks that need to be done on the current day appear on the left (overdue tasks appear in red). The list in the right column consists of upcoming transactions that will need to be processed soon. Each type of activity has a number in parentheses after it; this tells you how many individual tasks are pending. Click on the arrow to see the list, and double-click on any entry to open the actual transaction form.
You can add generic to-do items to either column by clicking on the plus sign in the upper right. These will appear along with your other reminders. If you want to modify anything related to your reminders, click on the gear icon in the upper right. This opens the Preferences window again.
Recurring Reminders
Transactions that repeat on a regular basis (bills, invoices, etc.) can be memorized. If the amount is always the same, create the transaction and enter the amount; if not, just leave that field blank. Click Memorize to open the Memorize Transaction window and click on the button in front of Add to my Reminders List. Open the drop-down list to the right of How Often and select the desired frequency. Make sure that the Next Date is correct. ClickOK
 Nov 2015 QBC Fig 3
Figure 3: QuickBooks can add memorized transactions to your reminders list.
Reminders can help prevent serious accounting problems such as cash flow irregularities and overdue payments to vendors. As always, Small Business Solutions is here to provide training and to assist you with everything QuickBooks. Call us today at 256-337-5200 to schedule a QB file health check to get your books in shape before the end of the year.
The “QB Bob” Team

Working with Employee Records in QuickBooks Online

Just the Facts
The left vertical toolbar in QuickBooks Online contains a link for Employees. This is where you’ll add and edit staff records. Once you’re set up and have begun running payrolls, the page that this link opens will display your current year’s payroll cost totals. There will also be a list of employees and their pay rates and payment methods; you’ll be able to click on their entries to view and edit their record details.
To get started, though, you’ll click on Add Employee. This opens a page that asks for the individual’s:
  • Full name, 
  • Withholding (you’ll enter W-4 information here),
  • Pay frequency,
  • Pay type and amount (multiple options are available here besides salary and hourly),
  • Deductions (retirement, health care, etc.), and
  • Pay method (check or direct deposit).
Nov 2015 QBO Fig. 1
Figure 1: QuickBooks Online and its payroll component contain many screens like this that employ common data entry conventions. The mechanics are easy, but 100 percent accuracy is required.
Some of these requests for information have a small pencil icon next to them. This means that there are additional screens where you can provide the needed details. In the example above, you’re defining pay types that will be available to the employee, like sick pay and vacation pay.
Depending on your company’s benefits, entering deduction information may be the most detailed and time-consuming task. QuickBooks Online first lets you choose between entering a deduction/contribution or garnishment. If it’s health insurance, for example, you’ll have to indicate how much money will be deducted from employees’ earnings each pay period (in dollars or a percentage) and what the company-paid contribution will be (if any). If there’s an annual maximum, you’ll also enter it here, and you’ll indicate whether the premium amount is taxable or pre-tax.
A sample check is displayed in the right column of this page. As you enter information, the check will be filled in with the correct amounts. If you don’t have a particular detail at hand, you can save what you’ve done and come back later to finish the record. And you can always return to edit data you’ve supplied.
When you’ve completed all of this and clicked Done, you’ll be back at the Employeesscreen. Click on the name of the staff person whose records you just created, and you’ll see something like this:
Nov 2015 QBO Fig. 2
Figure 2: Once you’ve created an employee’s record, you can view all of its details and edit it as needed.
There will undoubtedly be times when you’ll want to see your employee data in report form rather than clicking through numerous individual records. QuickBooks Online offers several report templates that accommodate this. You’ll click on Reports in the left vertical toolbar, and then All Reports | Manage Payroll. The most relevant here in terms of viewing employee-related information are:
  • Vacation and Sick Leave,
  • Employee Details,
  • Payroll Deductions/Contributions,
  • Workers’ Compensation, and
  • Employee Directory.
Running your first payroll can be daunting. We hope you’ll let us help you prepare for it. Please call us at 256-337-5200 to set up an appointment today.
The “QB Bob Team”

Time Tracking

 Building Your Records
Before you can ask employees to start tracking the hours they put in, you need to create a record for every time-based activity so that QuickBooks knows how much to charge when billable time is entered. The software creates and stores these in the same way it builds records for physical inventory items.
Start by clicking on the Items & Services icon on the home page (or go to Lists | Item List).  Click the down arrow next to Item in the lower left of the screen that appears, and then select New from the menu (or right-click in the main part of the screen and select New).
Oct 2015 QBC Fig 1
Figure 1: Once you’ve created a record for a service item, you can use it throughout QuickBooks.
A list of options will drop down under TYPE. Select Service. Type in the Item Name/Number and click in the box to the left of Subitem of if the time item should be grouped under another. In this example, the relationship is Labor/Removal (labor). U/M Set may not be an option in your version of QuickBooks.
Note: If you will be working with subcontractors, let us help you set up these services. It’s a little more complicated.
Enter a description for your service and a rate, then click on the drop-down arrow and select a tax rate if appropriate (click on <Add New> to create one on the fly). Select an Account from the list. It should be some kind of income; in this case, it’s Construction Income. Ask us if you have any doubts here. Click OK when you’re done. Now this service will appear in your Item List.
Tracking Time
When you want to create a record for a work session, click the arrow to the right of Enter Time on the home page and select Time | Enter Single Activity (or open the Customers menu and select the same). Make sure the date for the activity is correct; you can click on the calendar and select if it’s not. Click on the arrow in the field below to select the correct employee.
Oct 2015 QBC Fig 2
Figure 2: You can either start the timer to record an activity’s duration or simply enter it in the box.
Click the arrows next to the CUSTOMER:JOB and SERVICE ITEM fields to open those drop-down menus and select the desired options. If you want to time the activity, use the StartStop, and Pause buttons below the duration box, or simply enter the amount of time it took. The CLASS and NOTES fields are optional. 
If the time spent is billable, be sure that there’s a check in the box next to Billable in the upper right corner. If it’s not billable, ensure there isn’t a check in the box.
Data you enter here will automatically appear on timesheets. You can enter time directly on timesheets by clicking Enter Time | Use Weekly Timesheet.
When you start an invoice for a customer who has accumulated billable time, you’ll see this message:
Oct 2015 QBC Fig 3
Figure 3: If you’ve entered billable time for a customer, this message will appear the next time you create an invoice for him or her.
Make sure that your employees understand the importance of documenting every billable minute. Lost time can eat into profits, and that has an impact on everyone in the company. Call us today at 256-337-5200 so we can set up time tracking for you.  Don’t lose another minute of profit!
The “QB Bob” Team

PC App for QBO

No matter which version of QuickBooks you first used, there may be elements of Windows functionality that you miss in your current QBO version like:
  • The traditional file menus,
  • Keyboard shortcuts, and
  • The ability to open the software and let it stay open all day, minimizing it when you didn’t need it.
The recently released QBO for PC (and Mac) App offers all of those features. It may also be faster than the browser-based version because it loads the whole application at once and keeps the pages cached. It’s free; here’s the download link.
A Hybrid Approach
Oct 2015 QBO Fig 1
Figure 1: The old Windows menus are back in the new QuickBooks app.
Getting started is easy. You click the download link and then install the app like you would any Windows or Mac software. When the download is complete, you’ll find a new shortcut icon on your desktop’s home screen. Click on it, and you can either sign into an existing account or register for a new one.
The first thing you’ll notice is that it still looks like QBO, but if you look at the upper left of the screen, you’ll see what looks like a series of Windows desktop menus — because it is. These menu options don’t match Windows desktop menus. Instead they’re designed to mirror the navigation tools in QBO. You can use either or both.
Note: Windows that open when you click on one of these menu options can act in one of two ways. They can either replace the current window, which is the default in QBO, or they can open in a new window. To change the current setting, open the Window drop-down menu and check or un-check Menu Items Open New Windows.
Multiple Updated Windows
It’s not difficult to switch screens in the browser-based version of QBO, but it’s time consuming if you need to consult two or more different pages. You would find yourself switching back and forth and probably having to make notes about what you learned from the other screen(s).
The new QBO for Windows App makes this process easier and faster. Some navigation links now have a small arrow-in-a-box icon to their right, called a Detach icon. Click on one of those, and the item opens in a new window. Any changes you make in one window are automatically reflected in the other open windows.
Oct 2015 QBO Fig 2
Figure 2: Click on the new Detach icon wherever it appears to open the page in a new window.
This new functionality isn’t available everywhere in the app. You’ll see the Detach icons when you hover over transaction types by clicking on the + sign at the top of the screen, with the exception of Pay Checks, Single Time Activity, Weekly Timesheets, Pay Bills, and Statements. To open a transaction form in a new window, you must click directly on the icon. You can also open most reports in new windows; the new icons appear when you open a list of them.
So if you’re looking at a report that you don’t want to close and you want to enter a related transaction, you’d simply click on the + sign and select the transaction type by clicking directly on the Detach icon. The new window opens; you fill out the form and save it, and you’re back at your report where you can see the new entry in the report. 
If you have a transaction open and you want to consult a report, though, you’d need to select it from the Reports menu at the top, after making sure that the Menu Items Open New Windows entry in the Window menu was checked.
And if you’re still a fan of keyboard shortcuts and miss them in QBO, you’ll find them active in the app.
Oct 2015 QBO Fig 3
Figure 3: You can use dozens of keyboard shortcuts when you install the new QuickBooks app.
Only an Option
The QBO for Windows App is totally optional; you can keep using the browser-based version if you prefer. The ability to keep the app running without signing in and out all day may appeal to you — if there’s no chance someone else could access your computer while you’re away from your desk. 
You may or may not experience faster performance, depending on your system configuration. The app’s other capabilities are a matter of personal preference. Let us know if you need help working with this new option — or if you have other questions about QuickBooks Online (QBO).
The “QB Bob” Team

Customizing Your QuickBooks (QB) Forms

Want an easy, free way to make your business look more professional and polished? Customize your QuickBooks forms using the QB tools.

Getting Started

To see what forms are available for customization, open the Lists menu and select Templates to open this window:

Sept 2015 QBC Fig. 1
Figure 1: QBs’ Templates window shows you what forms can be customized and provides tools for working with them.
Before you try your hand at customizing a form, make a copy to work with first. Highlight Intuit Product Invoice. Click the down arrow next to Templates in the lower left, and select Duplicate. A small window will open, displaying your options. Select Invoice and click OK
QuickBooks will then take you back to the Templates window, and you’ll see a new entry labeled Copy of: Intuit Product Invoice. Right-click on it and select Edit Template from the menu that opens. This will open the Basic Customization window.
There are two parts to this screen. The editing options for the template you selected will appear on the left, and a preview of your invoice will display on the right. As you make modifications to the template, the preview will change to reflect them.
The best, most noticeable thing you can do to customize your invoice is to add a logo. Click the box in front of Use logo, and locate the file in the computer directory that opens. Double-click it. You logo will appear to the left of your company name and address in the upper left corner of the preview.
Sept 2015 QBC Fig. 2
Figure 2: The Basic Customization window displays options for modifying your copy of the Intuit Product Invoice template.
You can make numerous changes to your template in this window, like:
  • Selecting a new color scheme,
  • Changing fonts,
  • Deciding how much of your contact information should appear, and 
  • Indicating whether the Print Status Stamp (PAID, PENDING, etc.) should appear where appropriate on your invoices.
Note: You can choose to use the same modified design on multiple types of forms. This is a little complicated–let us help you. Call 256-337-5200 now to set up an appointment.
More Customizing Options
The changes you just made were fairly superficial. However, QuickBooks offers tools that let you go much further, modifying the actual content of the invoice itself, its columns, and its fields. To get started on this, click the Additional Customization button at the bottom of the screen. The window that opens displays a preview of your invoice on the right side, just like in the previous window.
Your customization options appear on the left side, divided into five different sections. You’ll work primarily with three of them for your invoice:
Header. This includes all of the information that appears on about the top third of the form, like Bill To, Terms, Due Date, and Project/Job.
Columns. What are you billing the customer for? Item, Description, Quantity, Rate, etc. 
Footer. What information will you want to enter after you’ve completed the invoice’s product or service content? You’ll likely want fields like Total, Balance Due, andPayments/Credits, perhaps a Message.
Sept 2015 QBC Fig. 3
Figure 3: QuickBooks gives you tremendous control over the content in your forms.
As you can see in the above image, QuickBooks lets you choose whether specific fields and columns will appear on your invoices onscreen and/or in print. You can also change field labels if you’d like. And if you have overlapping fields or want to further modify the appearance of the invoice, you can use the Layout Designer. It’s a simple tool, but it requires some design skills.

You may not be printing many invoices at all if you’re set up to email them and accept payments online, but your customers, of course, will still see how carefully you’ve crafted your forms, which will feed into their overall perception of you. Let this impression be a good one.  Call us today at 256-337-5200 to set up a forms customization appointment so your businessstands out from the crowd.”

The “QB Bob Team”

QuickBooks Online (QBO) Sales Tax Tools: The Basics

Are you paying the correct amount of sales tax to the proper agencies?

QuickBooks Online can handle the mechanics for you. Its sales tax tools are quite simple; they help set up both single and combined (up to five) rates. Then when you create invoices and other sales forms, you can select the appropriate rate(s). The tool does the necessary calculations and includes sales tax in the totals. It also keeps a running tally of how much you owe to taxing agencies.

Bear in mind, though, that absolute accuracy is required for this often-confusing process. States have their own individual requirements, and in some geographical areas, you’ll have to charge county and/or municipal sales tax. So before you start entering rates and charging customers, you  should sit down with your accountant and go over issues like:

  • Whether you need a sales tax permit,
  • How to handle sales in other states,
  • What transactions are exempt from sales tax, and
  • How often — and to whom — you submit the money you’ve collected from customers.
Sept 2015 QBO Fig. 1
Figure 1: QBO simplifies the mechanics of charging sales tax, but let us work with you before you start.
This element of accounting is so critical that QBO includes a special section devoted to it. To get to the Sales Tax Center, you’d click on Sales Tax in the site’s toolbar. The page that opens will eventually display information about the sales tax you owe for a specific period and recent payments you’ve made.
It’s the Related Tasks over to the right that we’ll address first. The Edit sales tax settings link opens a small window that asks whether you charge sales tax. It also wants to know whether you want to specify one rate as your default — the rate that fills in automatically when you enter a taxable item on a sales form — and whether all customers, products, and services should be considered taxable. 
Note: Even if you choose a default tax rate, you’ll be able to change it on individual forms as needed.
 Sept 2015 QBO Fig. 2
Figure 2: SBS will review review your site settings with you and ensure all are set up properly.
QuickBooks Online will now include a Tax column on sales forms like invoices. After you’ve entered all of your taxable items, you’d look below the line over to the right that says Taxable subtotal. Directly below that is a field where the sales tax rate should appear. 
If you’ve created rates and they aren’t showing, you’d click the up-and-down arrow to display the list. Either select the appropriate one or click +Add new. QBO would then multiply the taxable subtotal by your tax percentage and enter the result in the box to the right.
 Sept 2015 QBO Fig. 1

Figure 3: Once you’ve entered all of your items and/or services and you have a taxable subtotal, QBO will calculate the sales tax payable based on the rate selected.

When you want to see the balance of your sales tax obligation(s) to date, you can run three reports designed to display this information:

  • Taxable Sales Summary shows a summary of all of the sales to which you’ve assigned a tax rate in your sales forms
  • Sales Tax Liability Report tells you what you’ve collected in sales tax, as well as what you owe to taxing agencies.
  • Taxable Sales Detail is a more comprehensive version of the Taxable Sales Summary report. Its columns include Date, Transaction Type, Customer, Quantity, Rate,Amount,and Balance.

When sales taxes are due, you will pay them directly from the Sales Tax Center. Its Sales Tax Owed table will display the amounts you owe and to whom. If they’re recorded as a paid bill or a check, they won’t appear in the Recent Sales Tax Payments table.

We can’t emphasize strongly enough the importance of correctly setting up your sales taxes from the start or of meeting the deadlines that your local taxing agencies enforce. Call us at 256-337-5200 when you want to start implementing this element of QuickBooks Online (QBO). We’re here to make all things QuickBooks easy for you.

The “QB Bob” Team

Accelerating Customer Payments using QuickBooks

You’re meeting your sales goals. Keeping inventory balanced. Making sure that every billable hour gets invoiced. Taking advantage of vendor discounts. Basically, doing everything in your power to keep cash flow humming, but you can’t control how quickly your customers pay you.

Below are Three QuickBooks Tools to:

  • Make it easier for customers to remit their payments,
  • Remind customers about unpaid balances, and
  • Keep a close eye on unpaid invoices.
August 2015 QBC Fig. 1 Figure 1: QuickBooks lets you accept payments from customers in multiple forms. Accepting credit cards and e-checks is likely to speed up your receivables.

 Tool Number 1 – Process Plastic

You can, of course, offer customers a discount for paying early. That may work in some cases, but accepting credit cards and e-checks is likely to be more effective. It also has other positive impacts on your business, including:

A more professional image. What do you think when you purchase goods or services from a business that doesn’t accept credit cards? In 2015, this is unusual. It may make customers wonder why, and you work too hard to preserve your reputation to give anyone reason to question your standing.

Time savings for you. How much time do you spend logging checks and running to the bank with deposits? It’s must faster to simply record a credit card payment.

Convenience and goodwill for customers.  Your customers will appreciate the time that they’ll save, which translates to a feather in your cap.

There are extra costs associated with setting up what’s called a “merchant/payments account.” You’ll have to learn how to set up an account and process payments, but once you’ve done so, you’ll be able to invoice customers in QuickBooks and let them pay immediately by credit card. If you ever have occasion to accept payments out of the office, you’ll be able to use your smartphone or tablet to accept them.

We’d like to see you take this positive step for your business, so let us know when you’re ready. Call us at 256-337-5200 so we can get you a merchant account and help with setup and implementation.

Tool Number 2 – Send Statements

August 2015 QBC Fig. 2 Figure 2: You have a lot of options to choose from when you create statements in QuickBooks.

This may be an area of QuickBooks you’ve never explored. Statements are just what they sound like: detailed summaries of what each customer owes over a period of time that you email or print and send by U.S. Mail.

QuickBooks makes this very easy. Start by either clicking the Statements icon on the home page or by opening the Customers menu and selecting Create Statements. The window above appears, laying out the three steps required:

  1. SELECT STATEMENT OPTIONS. Be sure that the Statement Date is correct. Then indicate whether you want your statements to include transactions within a specified date range or all transactions that are past due by more than a specified number of days.
  2. SELECT CUSTOMERS. You can generate statements for one customer, all customers, or a designated group in between.
  3. SELECT ADDITIONAL OPTIONS. You’ll have several decisions to make here about your statements’ content and appearance. Let us know if you have questions or need training–we’re here to teach you what you don’t know you don’t know–call us at 256-337-5200.

Tool Number 3 – Track Outstanding Receivables

August 2015 QBC Fig. 3
Figure 3: When you create the Open Invoices report, make sure that the Aging and Open Balance columns will display.

As a small business owner/manager, there are certain QuickBooks reports that you should be looking at frequently. One of them, Open Invoices, gives you an instant status update on your outstanding receivables. But it’s important that you set up the report to give you the exact information you need.

Open the Reports menu and select Customers & Receivables | Open Invoices. If you need to change the date range, click the down arrow to the right of the Dates field in the upper left to display your options and choose. Then click Customize Report above that. The window pictured above opens. Grab the scroll bar under COLUMNS and move it down until you see Aging and Open Balance. If there are no check marks in front of them, click in the column to create them.

There are other reports you’ll want to look at regularly as you try to accelerate incoming customer payments, like A/R Aging Summary and A/R Aging Detail. If we’re not already working with you on reports, creating and analyzing the critical financial reports that we should be generating monthly or quarterly, let’s set up a meeting. We can give your copy of QuickBooks a QB Bob Health Check at the same time to ensure that you can keep accepting those payments accurately.

The “QB Bob” Team

QuickBooks Online (QBO) – Managing User Permissions

To get started, click on your company name in the upper right of the screen, and then click Manage Users. Click New to open the mini-interview.

August 2015 QBO Fig. 1
Figure 1: You have four access level options when you’re setting up a new user in QuickBooks Online.

The first screen of the mini-interview explains the four user types available. They are:

1.  Regular or custom user. You’d assign this to staff who will be working with accounts receivable and/or payable but don’t need access to anything else.

2.  Company administrator. This will be you or a trusted employee. The individual with this role has access to the entire site and all actions.

3.  Reports only. Just like the name says, users at this level can only view reports. They cannot, however, see payroll reports or any that contain contact information for customers, vendors, or employees.

4.  Time Tracking only. You can give employees and vendors access to timesheets only, so that they can complete and edit their own.

Note: The latter two designations do not count toward the user limit you chose when you signed up for QuickBooks Online. In addition, you can invite up to two accounting or bookkeeping firms.

Select Regular or custom user, then Next. This is the only access level that allows you to set limits. Other levels are already established.

August 2015 QBO Fig. 2
Figure 2: If you’ve selected Regular or custom user for an employee, you have some control over the areas he or she can access.
  • If you click the button in front of Limited, then put a check mark in front of Customers and Sales, the employee will be able to access all add, edit, and delete QuickBooks Online records. In addition, he or she can work with some transactions and forms, as well as view reports and registers. There are many restricted areas and functions at this level, including check-printing, inventory adjustments, and payroll data access.
  • Employees who will be working with Vendors & Purchases have a similar role on the vendor side.
  • If you want an employee or vendor to be able to access his or her own timesheet but no other areas of QuickBooks Online, you would choose None.
  • The All designation is reserved for users who have all of the access rights described above. They can also, for example, do some payroll tasks, make deposits and transfer funds, and work with budgets.

Click Next after you’ve selected an access level. The next window will display the user’s administrative rights, unless he or she is an employee or vendor who will only have access to timesheets. In those cases, there will be an additional window first that contains a drop-down list consisting of employee and vendor names. 

August 2015 QBO Fig. 3

Figure 3: Administrators should be very careful when assigning their users’ administrative rights. 

Once you’ve assigned administrative rights, click Next to “invite” the individual to QuickBooks Online (QBO) in the specified role. Enter the name and email, then click Next. The user will receive an email containing a link to a page where he or she can select a user ID (or enter an existing Intuit Business Services ID).

When your users have accepted the invitation and logged in, their status on your Manage Users page will change from Invited to Active.

 If you would like to discuss access levels with us, please call Small Business Solutions (SBS) at 256-337-5200. It’s one thing to see a list of permissions, but it’s quite another to determine whether a specific role can put you at risk for critical errors – or worse.

The “QB Bob” Team

Receiving Payments in QuickBooks

QuickBooks comes with some helpful pre-defined payment types; however, you also have the flexibility to edit that list and add new types. To see your list, open the Lists menu and select Customer & Vendor Profile Lists, then Payment Method List. This window opens:

Figure 1: QuickBooks lets you accept payments from customers in a variety of ways.

To make changes to this list, click the down arrow to the right of Payment Method. By selecting items from this menu, you can add, edit, and delete payment methods. You can also make one temporarily inactive if for some reason you’re not going to support that option right now but don’t want to delete it, either. Click in the box next to Include Inactive if you want it to remain on the list (an X will appear next to it). When you want to reinstate it, open the Payment Method menu again and select Make Payment Method Active.

To search for every transaction that used a specific payment method, highlight it in the list and select Find in Transactions. QuickBooks will open the Find window with that filter already applied.

When you’re done working with that window, click the x in the upper right to close it.

Applying Funds

Ideally, you or a dedicated staff member will be working frequently with the Receive Payments screen. To get there, open the Customers menu and select Receive Payments, or click Receive Payments on the home page. This is the screen you will work with if you’re recording a payment that is to be applied to an invoice that you sent.

July 2015 News Fig 2

Figure 2: The Receive Payments screen in QuickBooks

First, select a customer by clicking on the down arrow in the field to the right of RECEIVED FROM. If there are outstanding invoices, they will appear in the table below. Enter the PAYMENT AMOUNT in the field below, and change the date if necessary. 

Click on the icon representing the payment method. If you don’t see it there, click the down arrow below MORE and add or select it. Your chosen icon will turn green. Then:

  • For cash or e-checks: Just enter any REFERENCE # needed.
  • For checks: Enter the CHECK #.
  • For credit/debit cards: If you’ve saved the customer’s preferred payment method in his or her record, the number will fill in automatically. If not, or if you need to change it, enter it manually. As you know, you need a merchant account in order to accept credit/debit cards and e-checks. If you haven’t set one up and want to, call us at 256-337-5200.

If the payment amount equals the total of all outstanding invoices, there will be a check mark in the first column of every line in the table. If the payment is for any less than the CUSTOMER BALANCE in the upper right, QuickBooks automatically pays the oldest invoice(s) first. You’ll also see an UNDERPAYMENT box in the lower left corner. Click the button in front of your preference here (leave as underpayment or write off the extra).

When you’re done, click one of the Save buttons.

Other Types of Payments

You’ll also use the Receive Payments window to record down payments and over payments. There may be situations where you’ll have to complete other forms to document the incoming money. For example, if a customer makes a partial payment for products or services that haven’t yet been invoiced, you’d use a Payment Item. A customer who pays for a product at the time it is received would get a Sales Receipt.

July 2015 News Fig 3Figure 3: Sales receipts go to customers who pay for products or services at the time they are received.

This may all sound a little confusing–it won’t be if you gain a thorough understanding of the right way to record different types of payments. We can go over all of this with you to ensure that your incoming money is documented correctly, which will take less time than trying to retrace your steps when a mistake has occurred.  Need more help? Call Small Business Solutions (SBS) LLC at 256-337-5200.  “We’re here to teach you what you don’t know you don’t know,” says ‘QB Bob.’ “

The “QB Bob” Team

QBO – Creating Reports

Now that you’ve been using QBO for your company’s accounting, it’s probably unimaginable to think about going back to manual bookkeeping. The file folders, paper forms and scribbles on notepads have all have been replaced with a neatly organized, everything-in-its-place website.

If you’ve been in business long enough to remember the old ledger books, you’re probably especially glad to be able to rely on QBO to handle one critical accounting element in particular: reports. You know how important they are in your regular workflow, especially when it’s time to make critical business decisions.


There are other cloud-based accounting websites, but nothing comes close to QBO in terms of the report templates. Click Reports in the left vertical tab to see what’s available. The site’s generous collection of reports is divided into five areas to make access simpler. Individual reports may appear in more than one of these areas:

  • Recommended. These reports have been hand-picked. Their data changes every time you or one of your employees work with QuickBooks Online, and they contain some of the key information you need to be tracking. The Company SnapshotExpenses by Vendor Summary, A/R and A/P Aging Summaries should be consulted frequently by you and/or anyone else in financial management. Profit and Loss and Balance Sheet do not have to be generated as often. These are complex reports, and the information they provide needs to be analyzed for you to make sense of it. We can create these for you on a periodic basis.
  • Frequently Run. This list will be generated automatically, based on your own pattern of report activity.
  • My Custom Reports. QBO offers tremendous report customization options. When you have crafted a report that you think you’ll probably run again (with refreshed data, of course), you can save that format.
Figure 1: When you click on All Reports on this screen, you’ll see how QuickBooks Online (QBO) divides its reports into related activities.
  • Management Reports. These are somewhat complicated, and we hope you’ll let us work with you on them. QBO comes with three multi-part report templates that you can view and print as is:  Sales Performance, Expenses Performance, and Company Overview. You can also edit and copy these. Management Reports are more polished and comprehensive than other reports and could be used as part of a presentation.
  • All Reports. Click on this link to see everything, divided by type of activity.


Besides offering a generous number of report templates, QBO offers exceptional customization tools. This means that you can carve out the exact subset of data that you want to see.

To see this in action, click on the Reports tab in the left vertical pane, then All Reports | Manage Accounts Receivable | Customer Balance Detail. Click the Customize button in the upper left. You’ll see this screen:

Figure 2: Use QuickBooks Online’s customization tools to isolate and display the exact information that you need.

To the left is a list of navigation links that will take you to the section where you want to work. You can also just use the scroll bar on the right to browse through your options. Take some time to explore the possibilities so that when you need a specific subset of data in a report, you’ll know how you can use QBO’s customization tools to shape it correctly. 

Not every report in QBO is as simple and as self-explanatory as this one. In fact, there are some reports that your Accountant should be analyzing for you on a regular basis; these fall under the Accountant Report heading. We encourage you to master QBO’s customization tools for many reports, and we’re here to help. Call us today at 256-337-5200 to set up an appointment with one of our certified QBO ProAdvisors.

The “QB Bob” Team

QBO – Importing Bank Transactions

When you connect a bank account to QBO, it pulls in the past 90 days of activity. But what if you need to pull in more data? Or what if your bank isn’t one of the thousands that link with QBO? You’re in luck – if your bank will give you the data, you can upload it into QBO.

From Transactions > Banking screen
In the upper right of the screen and then click File Upload button
The “Upload bank file” window will slide down. Follow instructions to download the data from your bank’s website and save the file on your computer.
Then click the browse button to select the file to upload to QuickBooks Online
This will pull the data onto the Banking screen. From there, you use the Banking screen as you do on other downloaded bank data that is connected directly to a bank.

Mobile Apps for QuickBooks – Helpful Apps

Mobile Sales Using Intuit’s GoPayment

Benefit: Improved sales that aren’t dependent on location

Payment-processing on smartphones has become commonplace these days. You’ve probably seen merchants accepting credit cards on mobile phones in one of two ways: by swiping the card on a small card reader that attach to their device or by entering bank cards numbers directly.


Figure 1: One of the oldest apps that integrates with QuickBooks is GoPayment. You can process transactions on your smartphone or tablet from anywhere.

Intuit’s GoPayment lets you do both. You can download the free app and process a customer’s payment on your smartphone. However, you still have to download it into QuickBooks and either create a sales receipt or match it to an open invoice. This isn’t a difficult process once you understand it, but you must be sure to do it correctly from the start. We can help you with some practice runs.

Travel Expenses On the Go

Benefit: More accurate, policy-compliant expense reports

One of the smartest, most useful apps that has ever been created is the expense reporter — particularly when used by your road warriors for on-the-go expenses. There are a handful of these. Travelers can record expenses in two ways: they can either enter the information directly or snap a picture of a receipt with a smartphone. When your employees get back to the office, they’re able to prepare complete expense reports, whose approved data can be transferred into QuickBooks.

Concur is one of these apps. When you set it up, it imports Account Codes, Customers, Jobs and Classes, Vendor and Employee Records from QuickBooks so that these can be assigned for each expense entry. Credit card transactions can be imported directly. When an expense report is completed, it can be sent to a manager for approval, and reimbursement is then deposited in the employee’s bank account.


Figure 2: Intuit’s App Center is home to hundreds of add-on applications for QuickBooks.

Tallie works similarly. It can automatically categorize expenses and alert approvers to expense policy violations. Used in conjunction with and SmartVault, it can accommodate a sophisticated, seamless accounting workflow. We’ll see more multi-app integration as cloud-based financial solutions mature, but if you’re going to attempt such a setup, let us help you with the initial mechanics.

Time-Tracking and Timesheets

Benefits: Employee accountability; recovery and correct classification of all billable hours; and less time required to create timesheets

If all of your employees walk through the office door every morning and stay there, you don’t need a mobile app for time-tracking. But for businesses whose cash flow depends on recovering and recording every minute of billable time, a smartphone time-tracker is ideal.

TSheets Time Tracker can help improve your bottom line in numerous ways. This particular app:

  • Accommodates real-time mobile data entry,
  • Tracks employee locations using GPS, and
  • Creates timesheets that can be synchronized with QuickBooks, tracking billable time by customer, job, employee, etc.

Moving Toward Integration

Given the size limitations of smartphones, some mobile apps contain only a subset of the features found in their desktop counterparts. But that subset is chosen based on the needs of mobile users.

Fewer features means that your learning time for the mobile apps that integrate with QuickBooks will be minimal. But the steps to sync with QuickBooks must be followed to the letter, and you may not be familiar with such a process. We want you to experience the benefits that these smartphone solutions can offer without compromising the integrity of your QuickBooks company file. Let us introduce you to these forward-looking, beneficial tools. Call the “QB Bob” team TODAY at 256-337-5200 to schedule a visit.

The “QB Bob” Team

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Huntsville, AL 35801
(256) 337-5200