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Creating Customer Statements in QuickBooks

Invoices not being paid promptly? Customers questioning their payment history? Create statements.

A Simple Process

Here’s how they work. Click Statements on the home page, or open the Customers menu and select Create Statements. A window like this will open:

QuickBooks provides multiple options on this screen so you create the statement(s) you need.

First, ensure the Statement Date is correct, so your statement captures the precise set of transactions you want. Next, you have to tell QuickBooks what that set is. Should the statement(s) include transactions only within a specific date range? If so, click the button in front of Statement Period From, and enter that period’s beginning and ending dates by clicking on the calendar graphic. If you’d rather, you can include all open transactions by clicking on the button in front of that option. As you can see in the screen shot above, you can choose to Include only transactions over a specified number of days past due date.

Choosing Customers

Now you have to tell QuickBooks which customers you want to include in this statement run. Your options here are:

  • All Customers.
  • Multiple Customers. When you click on this choice, QuickBooks displays a Choose button. Click on it, and your customer list opens in a new window. Click on your selections there to create a check mark. Click OK to return to the previous window.
  • One Customer. QuickBooks displays a drop-down menu. Click the arrow on the right side of the box, and choose the correct one from the list that opens.
  • Customers of Type. Again, a drop-down list appears, but this one contains a list of the Customer Types you created to filter your customer list, like Commercial and Residential. You would have assigned one of these to customers when you were entering data in their QuickBooks records (click the Additional Info tab in a record to view).
  • Preferred Send MethodE-mail or Mail?

Miscellaneous Options

At the top of the right column, you can select a different Template if you’d like, or Customize an existing one. Not familiar with the options you have to change the layout and content of forms in QuickBooks? We can introduce you to the possibilities–call us 256-337-5200!

Below that, you can opt to Create One Statement either Per Customer or Per Job. The rest of the choices here are pretty self-explanatory – except for Assess Finance Charges. If you’ve never done this, we strongly recommend that you let us work with you on this complex process.

When you’re satisfied with the options you’ve selected in this window, click the Preview button in the lower left corner of the window (not pictured here). QuickBooks will prepare all the statements in the background, then display the first one. You can click Next to view them one by one. At the bottom of each, you’ll see a summary of how much is due in each aging period, like this:

It’s easy to see the past due amounts within each aging period with the Summary that appears on the statement. 

After you’ve checked all the statements, click the Print or E-mail button at the bottom of the window.

Other Avenues

Your company’s cash flow depends on the timely payment of invoices. Sending statements is only one way to encourage your customers to catch up on their past due accounts. There are many others, like opening a merchant account so customers can pay you online with a bank card or electronic check. If poor cash flow is threatening the health of your business, give us a call @ 256-337-5200!. We can work together to identify the trouble spots and get you on the road to recovery.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

QuickBooks Online’s Mobile App

If you haven’t yet tried out the site’s companion mobile app, you might be surprised at how much you can actually accomplish on your smartphone. Take a look at the app’s main menu (with a partial view of the Activity screen to the right):

You can’t do everything on QuickBooks Online’s smartphone app that you can do in the browser-based version, but there’s a surprising amount of functionality here.

Once you’ve downloaded the app and signed in with your QuickBooks Online user name and password, you’ll see a home page divided into two vertical sections; you can toggle back and forth between them. One is your Dashboard, which displays current account balances and a graph showing an abbreviated version of your Profit and Loss report, as well as a graphical summary of paid and unpaid invoices. Click on Activity to see a list of your most recent actions and transactions.

Click on the three horizontal lines in the upper left of the screen, and the app’s main menu slides out. As pictured in the image above, this interactive list also serves as the app’s primary navigation tool. Any data that you’ve entered in the browser-based version (as well as anything you add here) will appear in list form when you click on an entry here. To add customers, invoices, sales receipts, etc., click on the + (plus) sign. You can also enter new transactions from each individual list screen.

Adding Transactions

If you’ve worked with mobile apps at all, you know that the user interface is different from what you see in full versions of applications accessed through a browser. QuickBooks Online’s app, though, is exceptionally easy to understand and use – perhaps even easier than the browser-based QBO.

Take the app’s New Expense screen, for example. At the top of the page is a camera icon. Click it to take a picture of a receipt. You can also enter the total manually in a field to the right. Below that are three buttons representing CreditCheck, and Other, so you can indicate how you paid for the purchase.

You’ll describe the expense by clicking on links that contain labels like:

  • Who did you pay?
  • What kind of expense is this?
  • Who was it for?

When you click on one, the app opens your list of related data. So, Who did you pay? opens your list of Payees. You can select one or add a new one. Click on the Billable button if the expense can be charged to a customer, and click Add a Split if you need to separate some of the items. There’s also room to add a Ref # and Memo. When you’re done, click Save to add it to your main QuickBooks Online file.

Viewing Existing Information

 
Besides entering data in the QuickBooks Online app, you can look up existing information.

You can just as easily find records and transactions you’ve entered either in the browser-based version of QuickBooks Online or on the app. You can follow the journey of an invoice as pictured in the screen shot above. QBO even prompts you to complete steps you haven’t taken. Click on the pencil icon in the upper right, and you can edit the data that appears on that screen.

Warning! Editing transactions that have been processed is risky. If you’re making errors that need correcting, we can help you determine when this is safe.

The QuickBooks Online app can also provide quick overviews of customer activity, with links to actions.

You may never need to access your QuickBooks Online data remotely on your smartphone. If you do, though, we can help you get set up with the site’s companion app so you’ll learn how they work together.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

QuickBooks Income Tracker

A Simple Layout

Click the Income Tracker link in the toolbar to open the tool’s main screen. If you’ve been using QuickBooks for a while, you’ll see a framework like this with your own company’s data already filled in.

Look first at the top of the screen. You’ll see six horizontal bars, each of which represents groups of transactions that either require immediate attention or will at some point in the future. Besides identifying the type of transaction, each block displays the number of transactions involved and their total dollar amount. They are:

  • Estimates – estimates that have been created and shared with customers, but haven’t yet turned into sales
  • Sales Orders – orders that have been entered but have been neither fulfilled nor converted to invoices
  • Time & Expenses – hours that have been recorded for customers but not yet invoiced
  • Open Invoices – invoices that have been created and sent to customers, but no payments have been received
  • Overdue – open invoices that have passed their due dates
  • Paid Last 30 Days – payments that have been received within the last 30 days

Modifying the View

Click on any of the colored bars, and the list of transactions below will change to include only those that meet that particular criteria. To get back to the default display of all transactions, click the Clear/Show All link in the upper right of the screen.

QuickBooks also lets you display a user-defined subset of the transactions. Click on one of the four drop-down lists above the transaction grid itself to change the view of:

  • Customer: Job – choose just one from the complete list
  • Type – Sales Orders, Invoices, Received Payments, etc.
  • Status – All, Open, Overdue, or Paid
  • Date – multiple ranges available

You can also modify the toolbar if your company doesn’t use all the sales forms/transaction types supported. To do so, click the gear icon in the far upper right of the screen and click in the boxes in front of Estimates, Sales Orders and/or Time & Expenses to remove them.

Taking Action

QuickBooks’ Income Tracker provides a great way to get a quick look at your finances. But it also serves as a launching pad for related activities.

Highlight a transaction by clicking in the row, then click the down arrow at the end of the row in the Action column. The options that appear there depend on the type of transaction you selected. Choose a Sales Order, for example, and you can Convert to InvoicePrint Row, or Email Row. Options for an invoice are Receive PaymentPrint Row, or Email Row.

QuickBooks offers numerous reports that can give you more insight about your accounts receivable. If you understand the software’s robust customization tools, you can create reports about your income that will answer all of your questions. If you don’t, let us know. We’ll be happy to work with you on pulling together just the data you need and memorizing those custom reports — call us today at 256-337-5200!

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

What Is a Vendor Credit, and How Do You Record One?

When you need to enter a Vendor Credit in QBO, which you can apply the next time you buy something from that supplier, usually, the process is pretty straightforward.

Simple Steps

Let’s start with a simple example. Let’s say you received a shipment of pens that you’d planned to use as promotional items for your salespeople. The ink on some of the pens had gotten smudged, so your company email address printed on them was illegible. The supplier issued you a credit of $50.00 for future purchases, and sent you a reference number to use.

It’s easy to complete a  Vendor Credit  form in QuickBooks Online for a simple credit.

Here’s how it would work. Click the + (plus) sign in the upper right corner of the screen and select Vendors | Vendor Credit. A screen like the partial one pictured above would appear. These are the fields you would need to complete:

  • Vendor – Click the down arrow in the field in the upper left corner and select the correct vendor, or + Add New.
  • Payment date – Change the default date if it’s not correct.
  • Ref no. – Enter a reference number if applicable.

Under Account details, click in the field under Account, and open the drop-down list by clicking the down arrow on the right. Select the account you used when you created the original expense. Enter a Descriptionand the Amount of the credit.

You can add a Memo in the box at the bottom of the screen if you’d like, and select any Attachments to include from your file directories. Otherwise, click Save and close or Save and new.

Additional Input

There’s much more to the Vendor Credit screen that you didn’t need to consider for this example. The row where you entered AccountDescription, and Amount contains several additional fields that you may need to complete in some cases. They are BillableMarkup %TaxCustomer, and Class. If you’re not sure when these fields are required, call us at 256-337-5200 for a quick training session to go over these concepts with you.

There’s also another section under Account Details you may need to address: Item Details (click the arrow to open if necessary). You would only enter information here if you’re returning items to a vendor. Fields displayed there include Product/ServiceQty (quantity), Rate, and Sales Amt (amount). We don’t recommend that you do this the first time on your own; let us help.

Using Your Credit

How do you redeem this credit? QuickBooks Online reminds you to use it.

QBO records your Vendor Credits and reminds you that they’re there when you go to pay that vendor again.

The next time you enter a transaction that involves-or will involve-sending that vendor some money, you’ll see a record of that credit to the right of the Check or Expense screen, for example. In the image above, a small box has opened as soon as the vendor’s name was selected. You can Add that credit to the current transaction or Open it if you want to see the original screen.

Not everyone uses Vendor Credits. Some businesses find workarounds. But we recommend you at least understand when and how they’re used so your bookkeeping is accurate and precise. We’d be happy to spend some time with you going over your financial relationship with vendors, and how QuickBooks Online helps you document it.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

What are Sales Orders

They’re not as commonly used as invoices; but, if you need them, they’re there.

To use Sales Orders, you must ensure QuickBooks is set up to accommodate them. Note: Sales Orders are not available in QB Pro. Open the Edit menu and select Preferences, then Sales & Customers. Click the Company Preferences tab to open that window.

Before you can use sales orders, you’ll need to make sure that QuickBooks is set up for them.

Sales Orders Are Required for Some Tasks

There are a few situations where you must use a sales order:
  • If you have a customer who orders very frequently, you may not want to create an invoice for absolutely every item. You could use a sales order to keep track of these multiple orders, and then send an invoice at the end of the month.
  • If you’re missing one or more items that a customer wanted, you can create a sales order that includes everything, but only note the in-stock items on an invoice. The sales order will keep track of the portion of the order that wasn’t fulfilled. Both forms will include the back-ordered quantity.

Warning: Working with back orders can be challenging. In fact, working with inventory-tracking itself may be problematic for you. If your business stocks enough of multiple types of items that you want to use those QuickBooks features, let us help you get started to ensure that you understand these rather complex concepts.

 

Creating a Sales Order

Creating sales orders in QuickBooks is actually quite simple and similar to filling out an invoice. Click the Sales Orders icon on the home page, or open the Customers menu and select Create Sales Orders.

A sales order in QuickBooks looks much like an invoice.

Click the down arrow in the field next to Customer: Job and choose the correct one. If you use Classes, select the correct one from the list that drops down, and change the Template if you’ve created another you’d like to use.

Tip: Templates and Classes are totally optional in QuickBooks. Templates provide alternate views of forms containing different fields and perhaps a different layout. Classes are like categories. You create your own that work for your business; they can be very helpful in reports. Talk to us if you don’t understand these concepts.

If the shipping address is different from the customer’s main address, click the down arrow in the field next to Ship To, and either select an alternate you’ve created or click <Add New>.  Make sure the Date is correct, and enter a purchase order number (P.O. No.) if appropriate.

The rest of the sales order is easy. Click in the fields in the table to make your selections from drop-down lists, and enter data when needed. Pay special attention to the Tax status. Let us know if you haven’t set up sales tax and need to.

When everything is correct, save the sales order. When you’re ready to convert it to an invoice, open it and click the Create Invoice icon in the toolbar. QuickBooks will ask whether you want to create an invoice for all the items or just the ones you select. You’ll be able to specify quantities, too, in the window that opens.

When you create an invoice from a sales order, you can select all the items ordered or a subset.

As we’ve said, Sales Orders are easy to fill out in QuickBooks. However, they involve some complex tracking, and you may want to schedule a session with us before you attempt them. Better to understand them ahead of time than to try to troubleshoot problems later. Call us today at (256) 337-5200 for Sales/Work Order training or other workflow needs.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

7 Best Practices for QuickBooks Online

Even if you’ve been using QuickBooks Online for a long time, it’s good to step back and evaluate your actions.

Reconcile accounts regularly.

One of QuickBooks Online’s (QBO) most useful features is its ability to connect to your financial institution’s websites and download cleared transactions. QBO also offers tools to help you keep your accounts reconciled online, like you used to do every month when your paper statement came. Reconciling accounts can help you uncover errors. It gives you a truer picture of your cash flow, and it improves the accuracy and timeliness of some reports.

 It’s not a particularly pleasant process, but you should be reconciling your accounts regularly in QuickBooks Online. 

Clean up your lists.

Some lists in QBO aren’t overly lengthy. You don’t have to worry about, for example, Payment Methods, Terms, or Classes. Your lists of customers and vendors, products and services, on the other hand, can grow unwieldy over the years. This means it can take more time than it should to scroll through lists when you’re using those entities in transactions. It also puts unnecessary stress on your company file. If you can’t delete any, at least make them inactive.

Never leave QBO open when you leave your work area.

This goes for everyone, even people who work alone and don’t access their company files away from their work areas. The obvious reason is to keep someone else from getting in and authorizing payments, for example, or otherwise compromising your financial information. It also protects the integrity of your data file in case your internet connection suffers some kind of outage.

Keep track of 1099 vendors.

Whether your company uses 10 vendors or a hundred or more, you may have to supply at least some of them with an IRS Form 1099 at about the same time you’re preparing W-2’s for employees. Your 1099-related tasks will be much easier if those individuals and/or companies are earmarked. If you think vendors might need 1099’s when you create their records in QuickBooks Online, click in the box to the left of Track payments for 1099 in the lower right corner. Not sure? C all us at 256-337-5200.

Classify everything with care.

Every time you have to create a record or transaction where categories are involved (i.e., Classes, Customers and Vendors, Territories), check and double-check that you’ve assigned them the correct classification. Errors here can result not only in problems with daily workflow, but your reports will not be accurate. A related best practice: Create a meaningful group of Classes, and use them faithfully. They’ll help you make better business decisions.

To create your list of Classes, click the gear icon in the upper right and select All Lists | Classes | New.

View reports on a regular basis.

There are some advanced financial reports in QBO that we should be creating for you on a regular basis, either monthly or quarterly. These include Profit and Loss, Balance Sheet, and Statement of Cash Flows. The mechanics of creating them aren’t difficult, but analyzing them is. You should be running reports on your own at frequencies that you think would be helpful, like A/R Aging Detail, Unpaid Bills, and Sales by Class Detail.

Schedule a QBO health check.

Scheduling routine health checks with us will help you stay ahead of issues and save you time at year-end. Call us today at 256-337-5200 to schedule and ask about our support plans. When you are on support, we call and ensure your routine health checks are scheduled to keep you on track.

If you’ve been using QBO for a while, you probably have your own list of best practices. If you’re new to QBO, consider scheduling some time with us to go over more of them. Develop good habits from the start, and there won’t be nearly as much need for troubleshooting down the road.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

Check Writing in QuickBooks Desktop

Online banking may get all the headlines, but many small businesses still prefer paper checks. 

Once you’ve recorded a bill in Enter Bills, you need to visit the Pay Bills screen to dispatch a check. The image above shows the bottom of that screen.
Other examples here include:
  • Issuing paychecks (click the Pay Employees icon),
  • Submitting payroll taxes and liabilities (Pay Liabilities icon), and
  • Paying sales taxes (Manage sales tax icon).

Simple Steps

Let’s say you asked an employee to go to an office supply store to pick up some copy paper because you ran short before your normal shipment came in. If you knew the exact amount it would cost, you could write a check directly to the store. An employee agrees to pay for the purchase and to be reimbursed.

Click the Write Checks icon on the home page. If the BANK ACCOUNT that’s showing isn’t the correct one, click the arrow to the right of that field and select the right one. Unless you’ve written a check to that employee before, he won’t be in the Vendor list that opens when you click the arrow to the right of PAY TO THE ORDER OF. Enter his name in that field.

The Name Not Found window opens. If this was a new vendor that you would be working with again, you’d click Set Up and follow the instructions in the step-by-step wizard that opened. Since this isn’t the case, click Quick Add. In the window that opens, click the button next to Vendor.

Note: If you’re using a payroll application, you already have an employee record for that individual, which would have filled in automatically when you started typing the name. Since this is a Non-Payroll Transaction, it won’t get mixed up with his payroll records as long as you assign the correct account.
If you don’t want to create an entire record for the payee of a check, you can just click Quick Add.

QuickBooks will then return you to the check-writing screen, where you can verify the check number and date, and enter the amount. Fill in the MEMO field so you’ll remember the reason for the payment.

At the bottom of the screen, you’ll see a tabbed register. The Expenses tab should be highlighted and the amount of your check entered. Click the down arrow in the field under ACCOUNT to open the list, and select Office Supplies.  The AMOUNT should fill in automatically. Not sure which account to select, and what the remaining three columns mean? Ask us.

Note: You would only enter the expense under the Items tab if you were buying inventory items or paying job-related costs.

Warning: If you’re planning to print the check, be sure to check the Print Later box in the horizontal toolbar at the top of the screen.

When you’re finished, save the transaction. Since you want to pay the employee right away, click the Print Checks icon and click in the field in front of the correct check to select it, then click OK.

Easy, But Tricky

 QuickBooks makes the mechanics of writing checks easy. Simple as it is, though, a lot can go wrong if you, for example:
  • Issue a check from the wrong screen,
  • Classify a check incorrectly, or,
  • Skip a step.

We encourage you to set up a learning session with us if you’re new to check-writing in QuickBooks or are confused about any of its attributes. We’ll be happy to help ensure that your accounts payable activities will result in accurate record keeping.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

CPA Crystal McClaflin Joins SBS

Certified Public Accountant (CPA) Joins SBS– Small Business Solutions (SBS) LLC is proud to announce that Crystal McClaflin, CPA, has become part of our team. Crystal is a licensed CPA and a QuickBooks ProAdvisor.  She graduated from the University of Huntsville with a Bachelors Degree in Business Administration.  She is a member of the AICPA and ASCPA.

Crystal McClaflin has been providing accounting services to small and medium sized businesses since 2007.  Her background includes financial reporting, cost accounting, government contract management, internal control review, policy and procedure development and managing the daily functions of an outsourced accounting team. Crystal is proficient in several software programs including Morado, iWrap, PeopleSoft, QuickBooks, QBO, ADP, Paychex, IOP, Cabuz, and Tsheets.

SBS will be expanding its services to include outsourced CFO functions and business process consulting.

For more information, please contact Small Business Solutions LLC via phone at 256-337-5200/E: info@qbbob.com.

Receiving Payments in QuickBooks Online (QBO)

It’s one of our favorite activities in QuickBooks Online: recording money that comes in.  Are you doing it right?

Receive payment on an invoice

When payment comes in on an invoice, you can get to the right screens in any of several ways.

Click the + (plus) sign in the upper right corner. Under Customers, select Receive Payment. In the upper left of the window that opens, select the correct customer by clicking the down arrow at the end of that field to open the list.

Make sure the Payment date is correct. Open the Payment method list and select from Cash, Check, Credit card, etc. If there’s a Reference no., like a check number, enter it in that field. The default value for Deposit to is Undeposited Funds. Leave that active, and enter the Amount received in that field.

When you select a customer’s name in the Receive Payment window, a list of unpaid invoices will appear at the bottom.

If the customer has multiple outstanding invoices, QBO will put a check mark in front of the oldest one(s). You can change this if you need to by clicking to uncheck the box and clicking in the box in front of the correct one.

Tip: If you want to isolate invoices from a specific date range, click the arrow next to Filter.

When you’ve specified where the payment(s) will go, add a memo and/or attachment if you’d like and select either Save and close or Save and new in the lower right corner.

You can also record payments on invoices from other screens in QBO. For example, click Transactions in the left vertical navigation bar and select Sales to open the list of sales transactions. At the far right end of every line that contains an unpaid invoice, you’ll see a link to Receive payment. Click it, and the payment screen will open with the name and amount already filled in. Another option: With an invoice open, click Receive payment in the upper right corner.

Receive payment at the time of the sale

When a customer pays you immediately for products and/or services, there’s no need to create an invoice. You’d instead use a sales receipt. Click the + sign in the upper right and select Sales Receipt under Customers.

Tip: If you click the small diagonal arrow when it appears next to an option, the site will open the screen in a separate window.

Fill in the fields at the top like you did on the Receive Payments screen.

Use a sales receipt in QuickBooks Online if you receive payment at the same time you provide a product or service.

Complete the lower half of the sales receipt by selecting the products and/or services sold from the drop-down lists. Then click the links at the bottom of the screen to print or email the receipt.

Receive a down payment or retainer

If a customer gives you money as part of a down payment or a retainer for work to be done or products to be delivered, you can enter it on the Receive Payment screen without connecting it to an invoice. If you’re prepared to create a record of the specific charges, though, you can use an invoice form and categorize the payment as a deposit.

There are other ways to receive payments from customers in QBO, like creating credit memos or using a mobile payment device. However you do it, your bookkeeping needs to be precise, or you’ll run into problems down the road. If this is a topic that creates some uncertainty, we can go over the whole concept with you and outline your options. Call us at 256-337-5200 for assistance. You work too hard for your money to risk applying it incorrectly -or worse, losing it to an accounting error!

 

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

How to Keep Your QuickBooks Data Safe

You work hard to make sure your QuickBooks data is accurate. Make sure it’s safe, too.
Internal Safeguards

No business owner wants to believe that his or her employees could use their QuickBooks access to commit fraud. But it happens. Your company file contains credit card and checking account data that could be used for nefarious purposes. As we discussed last spring, you can restrict user access to specific areas  and actions of QuickBooks.

You can limit your employees who have QuickBooks access to certain areas and activities

To get started, open the Company menu and select Set Up Users and Passwords Set Up Users. The User List window opens. It should have at least one entry there, for you (Admin). Click Add User and enter the employee’s name and password in the next window that opens, then click Next.

Tip: Your QuickBooks license limits you to a specified number of users. If you’re not sure how many you’re allowed, click F2 to open the Product Information page. The number of user licenses you’ve paid for appears in the upper left.

On the next page of this wizard, click the button in front of Selected Areas of QuickBooks. The following screens will let you define that employee’s access permissions in areas like Sales and Accounts Receivable, Inventory, and Payroll and Employees. When you’ve clicked through every screen and reviewed the summary displayed, click Finish. Your user will now be able to sign in and access the areas you specified.

You can-and should-take numerous other steps to keep your QuickBooks data safe. If your company is big enough to have a dedicated IT expert, he or she will handle most of this. But there’s a lot you can do on your own to prevent data loss and theft.

Keep Your Operating System and Applications Updates

Don’t ignore this dialog box.

Software companies’ occasional updates offer more than just adding new features and fixing bugs. They sometimes refresh your software to ensure greater security based on new threats. Don’t forget about those all-important antivirus and anti-malware applications, as well as QuickBooks itself.

Keep Your Networks Safe

Just as a cold virus spreads around your office, so, too, can unwanted intrusions like computer viruses. Don’t allow an electronic epidemic to get started; take steps ahead of time to prevent it:

  • Discourage employees from excessive web browsing. This can be a hard rule to enforce, as some employees probably need internet access for research, timecard entry, and other work-related tasks. Create a firm policy legislating what workers can and can’t do on company-issued equipment (including tablets and smartphones) or any personal devices that use your wireless network.
  • Ask employees to refrain from using public networks on work equipment. Enforce the rules vigorously, and make compliance an element of performance evaluations.
  • Minimize app installations on business smartphones. Employees should ask for approval. Viruses and malware get in that way, as well as through some websites and email attachments.
  • Use monitoring software. If you can’t afford to pay for “managed IT” (a la carte, third-party IT services), install an application that alerts you to problems.

Use Common Sense

You can fight data loss and theft by being cautious. Be diligent about backups, and if you create them on a local, portable device, don’t leave them in the office. Cloud-based solutions are better. Shred papers that have sensitive information on them. Log out of QuickBooks when you’re not using it or when you leave your office. Be aware of who may be around you, looking over your shoulder.

We take data security very seriously in our own office, and we strongly encourage you to do the same. Contact us if you’re at all concerned with your own data safety, and we’ll come up with a plan together.

 

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

Recording Simple Expenses in QuickBooks Online (QBO)

Keeping track of your outgoing funds can be challenging, since there are so many ways to complete those transactions. It’s important that all expenses are recorded correctly and consistently, to keep your company file accurate. Tracking even the little expenses is important because so many of your expenses are tax-deductible, and you don’t want to miss any of them.

Setting Up Expense Tracking

How you set up these preferences depends on your company’s individual structure and needs. We can help!

Before you start recording expenses, you’ll need to make sure that your site settings match what you need. Click on the gear icon in the upper right, then Your Company |Account and Settings| Expenses to see what we mean. Most of these options will turn columns on the Expense screen off or on (though you can change them for individual transactions). As for the Track billable expenses and items as income preference, that’s something we can discuss when we go over this topic.

Billable or Not?

Let’s say you need to buy some landscaping tools for your business that you’ll use with multiple customers. One of your customers has asked you to purchase some additional tools for her own use. This is how you could record your purchases on that trip. You’d click the + sign in the upper right, then select Expense. Click the down arrow in the payee field and select the name of the store (or add it if it’s not there by clicking + Add new).

In the field to the right, you’ll select the source of the money you’ll be paying. Choose the name of the Checking account from the drop-down list.

Note: Even if you’re using a credit card for this purchase, the money will ultimately come out of your checking account. So be sure to choose the correct option here.

Ensure the date is correct, and choose the Payment method that you’re using to complete the purchase at the store.

This is the portion of the Expense screen where you’ll enter the actual details of your purchase

Click in the field under ACCOUNT to display a list of categories and click the correct one. In the DESCRIPTION field, enter descriptive text about the item – enough that it will be recognizable when you see it later. Type in the AMOUNT of the item. Since you’re buying these tools for company use, you can’t bill them to an individual customer. Click in the TAX field if necessary.

However, you’re buying the second item for a specific customer. You’ll click in the BILLABLE field to create a checkmark and add your company’s MARKUP PERCENTAGE in that field. Open the drop-down list in the CUSTOMER column and select the correct one. Choose a CLASS if you use them and save the transaction.

When you look at that customer’s transaction list, you’ll see an entry for a Billable Expense Charge. You can click Start invoice if you want to bill for this one item. If not, you’ll see this charge in the vertical column to the right the next time you create an invoice for that customer.

Mobile Expenses

QuickBooks Online has a companion mobile app that lets you—among other things—track expenses when you’re away from your computer.

As you can see in the image above, you’ll be able to enter the details of your expenses manually. Click on the camera icon in the upper left, and you can take a picture of a receipt and attach it to the transaction. The next time you log into QuickBooks Online, you’ll see the expense with the photo file attached.

QuickBooks Online can simplify the entry and tracking of expense data, but as we said, it’s important to enter purchases in the right places – and to categorize them correctly. We’re ready to work with you on expenses when you are–call us at today at 256-337-5200.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

Receiving Customer Payments: Your Options

A Familiar Screen

If you’re like many businesses, you send invoices to customers to let them know what they owe and when their payment is due. So one of the most commonly used ways to record payments is by using the Receive Payments window. To open it, click the Receive Payments icon on the home page or click Customers | Receive Payments.

You’ll use QuickBooks’ Receive Payments screen when you record a payment made in response to an invoice.

The first thing you’ll do, of course, is choose the correct customer by clicking the down arrow in the field to the right of RECEIVED FROM. The outstanding balance from that customer will appear in the upper right corner, and invoice information will be displayed in the table below. Enter the PAYMENT AMOUNT and make sure the DATE is correct. (The next field, REFERENCE #, changes to CHECK # only if the CHECK option is selected.)

Next, you’ll need to ensure that the payment is applied to the right invoices. If it covers the whole amount due, there will be a checkmark in every row in the first column of the table. If not, QuickBooks will use the money received to pay off the oldest invoices first. To change this, click Un-Apply Payment in the icon bar and click in front of the correct rows to create checkmarks.

Several Options

You’ll then want to tell QuickBooks what payment method the customer is using. Four options are displayed. The possibilities that are visible here are:

  • CASH
  • CHECK
  • CREDIT DEBIT (A specific card type may be shown here if you’ve indicated the customer’s preferred payment method in his or her record.)
  • e-CHECK

If the desired payment method isn’t included in those four, click the down arrow under MORE. If it’s still not there, click Add New Payment Method. This window will open:

The New Payment Method window

Click OK. When you choose your new payment method from the list, a window opens containing fields for the card number and expiration date. Click Done after you’ve entered it, and you’ll be returned to the Receive Payments screen. If you’re satisfied with your work there, click Save & Close or Save & New.

Haven’t gotten set up to accept credit and debit cards yet? We can get you going with a merchant account to make this possible. You’re likely to find that some customers pay faster with this option. Your customers will be able to click a link in an emailed invoice and make their payments. Call us today at 256-337-5200.

Instant Sales

Depending on the type of business you have and its physical location, there may be times when customers will come in and buy something on the spot. You’ll need to give them a Sales Receipt. Click Create Sales Receipts on the home page or open the Customers menu and select Enter Sales Receipts to open this window:

The Enter Sales Receipts window

You’ll complete this form much like you entered data in the fields of the Receive Payments window. As you can see, you can print the mail for the customer and/or email it.

After all the hard work you’ve done to make your sales, the last thing you want to do is record a payment incorrectly so it isn’t processed and you don’t get paid. Though QuickBooks makes the mechanics of receiving payments simple enough, you still should understand the entire process involved in getting income into the correct accounts. We’re available to help with this and any other areas of QuickBooks. Call us today at 256-337-5200.

The “QB Bob” Team
Intuit Premier Reseller
256-337-5200

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