Sometimes you want to send statements to customers to remind them of overdue balances or to list statement charges a customer owes. There are two types of statements in QuickBooks. The first is called an open transaction statement. This shows only open transactions as of the statement date. This way, a customer knows exactly how much they owe you but doesn’t see the history of payments and credits.

The second type of statement is called “activity based.” This shows you the customer’s activity over a period of time, including payments and credits. In the following practice exercise, you prepare an open transaction statement and a list of the customer’s activity over a period of time.

Customer statements—Process an open transaction statement

  1. From the Home page, click the Statements icon.
  2. In the Select Statement Options section, select a type of statement, in this case, All open transactions as of Statement Date. This statement shows only open transactions as of a specific date.
  3. Under the Select Customers section, select One Customer.
  4. Click the drop-down arrow and select Brian Cook.
  5. Click Preview.
  6. Click the mouse to zoom in. This statement shows only what the customer owes you. The description shows the original invoice amount, and the Amount column shows the unpaid portion of the invoice. Prepare this type of statement if your customer only wants to see outstanding balances without the detail.
  7. Click Close.

Customer statements—Process a customer activity statement

  1. Brian Cook claims he sent a check that wasn’t applied to his account. Prepare a statement that shows his activity over a date range. In the Select Statement Options section, select Statement Period From.
  2. Enter a date of November 1st, 2015 to November 30, 2018.
  3. In the Select Customers section, select Brian Cook.
  4. Click the Preview button.
  5. Click the mouse to zoom in. An Activity-Based Statement shows all customer account transactions during the time period. Note that it only shows accounts receivable transactions that include invoices, payments, statement charges, and credit memos. It does not show sales receipts or cash transactions. Prepare this type of statement if your customer wants to see the transactions that make up their outstanding balance. This statement also shows the aging periods.
  6. Click Close.
  7. Brian Cook reviews his statement but can’t find the invoice you sent earlier, so he wants to see the detail of each invoice. Select the box next to Show invoice item details on statements.
  8. Click Preview.
  9. Click the mouse to zoom in. Now the statement shows each line item on every invoice. Use this if your customer needs to see the invoice detail as a reminder.

Today’s tip is a guest post by Tom Dahm from Real World Training. Catch one of their QuickBooks classes in New York, Miami and other great cities.

Have a computer at home? How can you keep it healthy? I spoke with computer tech Casey Champie about common home-office computer problems and how to avoid them. He suggests small but important tweaks to typical computer setups that can help home users avoid computer catastrophes.

Shannon: Casey, can you tell me a little bit about your computer support company, and the services you provide?

Casey: Certainly. My company focuses on home-office computer support and repair. The goal is to go into the client’s home and help them with any and all computer-related problems. These can range from something as simple as installing a printer or second monitor, to more complex problems like spyware/malware removal and data recovery. We also offer a range of other products like Windows 7/8 tutorials, smart phone tutorials, and hard drive backups.

Shannon: What do you find to be some of the biggest computer problems in home offices?

Casey: The two most frequent issues I have seen so far are the severe lack of malware protection, and zero forms of backups. Malware can be tricky, so that is fairly understandable. Not having a backup can be a huge risk, so I certainly try to convince my clients to use one of the many available options to ensure they don’t lose everything.

Shannon: With all we’ve been hearing about the Target data theft, the Heartbleed hack and more, how concerned do you think individuals and small businesses should be about their data and online security?

Casey: You definitely need to be cautious these days, especially businesses. Storing financial data is so easy and convenient with a computer, but you certainly have to understand the risks involved in doing so. You can take a few simple steps to give yourself much better protection, but at the end of the day no one is 100% safe all the time.

Shannon: What backup solutions do you normally recommend for small businesses and individuals?

Casey: There are two options available when considering doing backups. You can do the in-house approach using an external hard drive to back up all your data locally. There are risks involved in taking this approach, however. Your local drive can break, be stolen, or simply malfunction and all your data is lost. I call this the “putting your eggs in one basket” approach. It is certainly doable, but not recommended. My go-to backup is definitely going online. Carbonite or Mozy offer solid back up protection for a reasonable annual cost.

Shannon: What symptoms might appear in someone’s computer if they were infected with a virus or malware?

Casey: Some viruses and malware can be pretty subtle, while others can be fairly obvious. The usual tell-tale signs are things like slow boot speeds, sluggish response in Windows, internet browser auto-loads, pop-ups or a search engine you usually do not use, or you can’t load certain programs. These are some of the usual suspects associated with malware and/or a virus, but this isn’t a 100% foolproof way of knowing for sure. Having reliable malware protection and solid anti-virus software are solid first steps to take to ensure you are better prepared for these attacks.

Shannon: If you only had a $100 budget to spend on bullet-proofing your computer, how would you spend it?

Casey: I am a huge fan of two programs, and you can have both for this kind of budget. Kaspersky Internet Security is my go-to anti-virus, and would be first on my list of must-haves. There are definitely cheaper (even free) alternatives to anti-virus, but this is an area where I definitely feel that you get what you pay for. Kaspersky is very user friendly and incredibly effective in stopping malicious attacks. For 50 to 60 dollars, depending on discounts, you simply can’t go wrong with this program.

My other must-have product is Carbonite. This is an online backup program that can copy as little or as much of your computer as you desire to their servers for immediate restore. This program gives you ultimate peace of mind in knowing that if your hard drive dies on you, all is not lost. Having a backup can save you tons of time and money, so I see this as an absolute must for the price.

Shannon: What about people who don’t see themselves as very tech-savvy? Any words of advice for them?

Casey: Technology seems like it is always moving at a thousand miles per hour. Keeping up with the constant changes and advancements can certainly be overwhelming, even to most tech-savvy people. My best advice is to stay patient and never be afraid to ask for help. In my line of work, I get calls from people saying “this is going to sound stupid, but…” and this could not be farther from the truth. The reality is, there are no dumb questions when it comes to technology, because every person has a different learning curve. So never hesitate to ask for help, no matter how big or small you might consider the problem to be.

Shannon: Thanks, Casey.

Casey Champie is the owner of BVComputerGuy.com in Buena Vista, CO.

Let’s start with the dark side.

Three Reasons Why You Don’t Like QuickBooks

1. It’s not exactly right for your business.

No, it’s probably not. QuickBooks is used (by Intuit’s count) by 5 million businesses. None of them are exactly like yours. You have a particular way you like your income statement to look, or a particular thing you want to track in your sales, or a particular formatting you want for your invoice, and QuickBooks doesn’t and can’t do it exactly like that. That is a characteristic of almost all off-the-shelf software.

RELATED: How Many QuickBooks Users Are There?

 

The alternative? Industry-specific software, or custom software. Both are many times more expensive than QuickBooks.

2. There are technical glitches.

Yep. In our opinion, there are bugs in QuickBooks. Always have been, always will be. There is no way to write hundreds of thousands of lines of code (purely a guess) with perfect logic, that will anticipate and respond correctly to every possible user action and IT event. My first tech job was as an accounting software quality tester. My second tech job was as an accounting software development code writer. So I’ve seen software quality from different angles, and it’s just hard to write really good accounting code, and perfect code is a mythical beast. We shouldn’t expect unicorn horns and phoenix feathers.

RELATED: Should I Upgrade to QuickBooks 2014…Now?
                     Handling QuickBooks Upgrades and Updates

3. It’s not supported the way it should be.

I guess we all have an opinion about what we should expect of a software company in their support of their product. I hear people express dissatisfaction with Intuit’s sunset policy, the cost of their support plans, and the quality of help received through support staff. (Less complaints about that last issue in the last year or so, it seems to me.) What we’d all like is great support, delivered fast, that’s free. But unless the cost of providing that kind of support were built into the initial product cost, that’s not going to happen. Resources like the Intuit Community and the QuickBooks Forums do offer free support that is often of high quality.

RELATED: The User Who Sailed Around the QuickBooks Sunset (Policy)

One Reason Why You Like QuickBooks. Maybe a Lot.

1. It’s a complete, affordable, flexible system.

Between QuickBooks Pro, Premier industry editions, Enterprise Series, Mac, and Online editions, there is a completeness to what QuickBooks can do for small to medium-sized businesses.

RELATED: QuickBooks Comes in Lots of Flavors

 

The price of the software and support is reasonable for what you get (in my opinion). And it’s flexible. You can scale up from Pro to Premier to Enterprise, (and even scale down from Enterprise if necessary), or you can scale over to online editions.

It’s not perfect, but there’s a lot to like.

RELATED: What Users Like and Do Not Like About QuickBooks

Have you ever crashed Quickbooks? It ain’t pretty. Here is an often-ignored tip to avoid bringing down QuickBooks on your network. This is not a hardware-based tip, like plugging every network component into a battery backup unit.

This one requires cooperation from every one of your QuickBooks users.

TIP: Close QuickBooks whenever you are going to be gone from your computer for awhile.

Lunchtime, trip to the dentist time, staff meeting time, quitting time…get out of QuickBooks.

Why?  For some reason, if you leave your company open (but inactive) in QuickBooks for a long time, it tends to lose connection with your company data file. So when you come back to your computer and try to resume your work, QuickBooks will often be unresponsive. It may crash. You may get a “Connection Lost” message. You may get a fatal error code. None of these are good.

This has happened to ME…more than once. One time, it corrupted the file so that I had to restore my last good online backup. (Yes, fortunately, I had one.)

The simple prevention is to just log out of QuickBooks when you are going to walk away from your desk for awhile. When you get back, run QuickBooks again, open up your company, and get to work.

You would maybe think that you could leave QuickBooks running indefinitely across your network without problems. That is not so.

So this tip is simply one of making office policy: Before you walk away, close QuickBooks. Easy.

Have you ever lost connection in QuickBooks because of extended inactivity? What happened?

My yard was full of robins this morning. A post-Easter bunny rabbit was snuffling around and grazing on new spring growth. The aspen trees are about to display their caterpillar-like blooms. I love all that.

And I love it when QuickBooks seems responsive and energetic when I run a report or pull up a customer’s details. It’s like…springtime in accounting-land!

But what if QuickBooks seems caught in an icy grip? Has QuickBooks ever frozen up on you? It has to me.

There are a number of things that can make QuickBooks freeze.

Complex processes. If QuickBooks is working on something complicated, like rebuilding a file, creating a portable copy, or filtering a big report, it can seem to freeze up. You might see the anxiety-inducing “Not Responding” message at the top of your QuickBooks window.

This is a temporary freeze and nothing to worry about. It’s like a Colorado spring snowstorm. You wait it out; it will be over and gone soon. Go get a cup of coffee, and probably by the time you get back, QuickBooks will have finished its work. Everything will be back to normal.

I wish that the Intuit development team would put up a message in QuickBooks that would say “Processing, please stand by…” to lower the anxiety of bookkeepers staring at that “Not Responding” message…

RELATED: What to Do When QuickBooks Is (Not Responding)?

Big databases. Big files can make QuickBooks seem to freeze even for non-intensive tasks, like saving an invoice.

What is big, you ask? Well, for Pro files, maybe 200MB. For Premier files, perhaps 350MB. For Enterprise files, perhaps 1.5GB. But the proof is in the pudding: your file may be getting on the big side whenever it starts to become sluggish or unstable.

When your database gets large, then some of the processes in QuickBooks have to crank through a lot of information to deliver accounting results on your screen. The bigger the file, the more the information it has to sift through, and the more time it takes. That can make it seem to freeze.

The solution? You can upgrade to Enterprise, if you are using Pro or Premier now. Enterprise is more robust with larger files.

You can also put your QuickBooks files on a SSD drive, which reportedly can speed things up.

Or you can have your existing file supercondensed, which makes it smaller, faster, and more stable. You can try the built-in condense command too, but results vary there, so make sure to try it on a copy of your file first, not your live file.

RELATED: Interview/case study: User with Big, Slow QuickBooks File

Corrupt data. This one sounds scary. Who wants to contemplate the possibility that the lifeblood file of their business might get corrupted?

But QuickBooks files, like any complex file, can get corrupted by a number of things. When that happens, one of the symptoms may be that QuickBooks freezes when you try to do certain things. It may freeze when you try to go into a certain screen, or look at a particular piece of information.

RELATED: What Damages QuickBooks Data Files?

If Quickbooks freezes because of data corruption, the obvious solution is to restore your last good backup. Especially if not much work has been done in the file since that backup was made.

If that is not possible, then data repair services are available, and downtime should be minimal.

RELATED: Can a Corrupted QuickBooks File Be Recovered?

Has QuickBooks ever frozen up for you? How did you thaw it out?

You bought a new version of QuickBooks, and you’re about to install it on your computer. But you are a little worried about how to transfer your data from the old version to your new version.

No worries. It should be automatic (but see caveats below).

You install and register your new version of QuickBooks. Then you click on Open Existing Company. Navigate to your company file and open it. QuickBooks will see that your company file exists in an earlier version and needs updating.

It will ask you if you’re sure you want to upgrade your file to the new version. The process is irreversible, so QuickBooks gets your confirmation before proceeding.

Once you confirm, QuickBooks will update your company file to your new version. It might take a few minutes if your file is a large one.

That’s it! Your company file has been revised to work with your new version of QuickBooks.

CAVEATS:

  • Make sure that you make a backup of your data before opening it in the new version. Probably the easiest way to do that is to do so in your old version of QuickBooks, before you install the new version. Just to make things perfectly clear, include in the name of your backup file something like Pre-converted
  • If there is some data corruption in your file, it may fail the process of being converted to the new version. Data repair may be needed.
  • If you are making a jump of many versions (e.g. coming from QuickBooks 2006 to QuickBooks 2014), the chances are greater that the file will have trouble converting.
  • For large files, be patient with the process. It might seem as thought QuickBooks is freezing up, but it might be just “thinking about it”.

RELATED: What to Do When QuickBooks Is (Not Responding)

How to Get Ready for a QuickBooks Upgrade

What If My QuickBooks File Won’t Upgrade?

Should I Upgrade to QuickBooks 2014…Now?

Do you have any experience to share about transferring your company data into your new version of QuickBooks?

Do you want to delete old Quickbooks company files you don’t need anymore? How do you do that?

You do it through Windows, not QuickBooks. If you know where your files are located (press F2 in QuickBooks to see where you keep your files) then you can open My Computer (or equivalent in your version of Windows), and open up the folder where the old company files reside.

It is often in a place like C: / Documents / Intuit / QuickBooks / Company Files

For each of your old companies, you’ll see a few files (QBW, ND, TLG, maybe others). You can select each of those files that has your company name, and press the Del key to delete them.

It would probably be a good idea to backup up those files before you delete them! Just in case!

Afterwards, those companies won’t show up in QuickBooks on your list of available companies. Those files will probably go to your Recycle Bin until you empty it, but don’t assume you can restore them back to good working order. Don’t delete them unless you’re really ready to see them go away for good.

 

 

Did you know that there is a limit to the number of customers you can keep in your QuickBooks Pro or Premier file? It’s a strange sounding number: 14,500.

Actually, the 14,500 limit is a ceiling for the total of all names in your file. Names includes customers, vendors, employees, accounts, classes, sales reps. For most people, though, it translates to a limit on adding new customers to your file.

You can find out how close you are to the limit by pressing the F2 key in QuickBooks when you have your file open. In the right hand column, it will show the total number of names already taken in your file.

So if you’re pushing the limit, what can you do? There are basically three options:

1. Upgrade to Enterprise. For practical purposes, the name limit goes away in Enterprise.

Downside: Much higher product initial cost, higher support costs, higher software upgrade costs.

2. Merge old, inactive customers. This is a manual, DIY workaround. Pick an old customer you don’t need in your data anymore, and rename it to “Unused”. Then rename another old customer to “Unused”. It will ask you if you want to merge the two accounts. Confirm that you do. You just freed up space for a new customer. You can merge as many old customers to “Unused” as you have the patience to do.

Downside: This is a tedious process to do on a large scale.

3. Supercondense your file and have inactive customers removed. This will potentially free up space for thousands of new customers, and as a bonus, will make your file much smaller and faster.

Have you approached the 14,500 ceiling? How did you deal with it?

 

Many of you readers are already going strong with QuickBooks 2014. But a lot of folks are using earlier versions and have postponed upgrading for a variety of reasons:

* Waiting until potential bugs are worked out of the new version.
* Waiting until your older version is no longer supported
* Waiting until a new version gives you something you really need

Here we are in March 2014. Is now a good time to upgrade to version 2014?

RELATED: QuickBooks 2014 Screenshots

* QuickBooks 2014 is currently in its fourth release (R4). Lots of bugs have been fixed, and stability has certainly increased since R1.

Most QuickBooks 2014 users don’t have any significant problems with their version.

As far as data errors related to version 2014, we seem to observe a proportionally higher incidence of inventory related errors, encrypted data errors (problems with social security numbers, vendor tax IDs, bank account numbers, and customer credit cards), and user data errors (difficulties when adding, changing, or deleting users, or their passwords, or their permissions).

RELATED: What to Do When You Can’t Add or Change Users
        
Problems with Customer Credit Cards in Enterprise 13

These problems were also present in version 2013, but seem (in our anecdotal experience) a little more common in the 2014 version. Please note, however, that these errors are not typical of the experience of most version 2014 users.

RELATED: Is It Possible for a Corrupted QuickBooks File to Be Recovered?

* Sunset issues. Version 2011 will probably be sunsetted — officially become an unsupported version — this May. At least, that is what has happened in previous Mays: support for the version 3 years back is discontinued.

So if you are using QuickBooks 2011, now would be a very good time to consider upgrading to QuickBooks 2014. (Although you could upgrade to version 2012 or 2013…you don’t have to necessarily upgrade to the latest version.)

RELATED: QuickBooks 2010 About to Depart into the Sunset
              The User Who Sailed Around the Sunset (Policy)

* Features. New features in version 2014 have been well documented by others.

Are you getting ready to take the plunge into QuickBooks 2014? What are your thoughts about it?

We asked users how their using QuickBooks saved them money. There seemed to be one common theme: I can do my books in-house. Here’s what some of them said:

“Quickbooks saves me money because it is so easy (and support is good) that my wife was able to figure it out.  Now I don’t have the expense of an additional bookkeeper.”

“Quickbooks is so easy to use that I do not have to hire an accountant to keep my firm’s accounting and financial data.”

“QuickBooks saves my business money by allowing me to do a lot of things that I would have had to pay a CPA for.  I do all of our payroll and payroll taxes.  This also saves us money by not requiring a payroll service that so many businesses use.”

“As a tiny business, payroll is my one of my largest expenses.  QuickBooks allows me do my own payroll and taxes to cut out the expensive middle man.”

(Sometimes it’s not a bad idea, though, to farm out just the payroll part and do the rest of books in-house. Depends on your experience and training.)

“I do not have to pay for a accountant to do my business paperwork each month”

(Yep, and you can run the reports — and change the reports — anytime you want.)

“I can actually do and manage my own accounting without depending on an outside accountant. This might not sound sweet to accountants but it is what it is as QB is easy, friendly to use.”

(You can do the main data entry and reporting, and just use outside accountants for periodic reviews and adjustments as needed.)

“When used in conjunction with a quickbooks professional bookkeeper it means the high-end accountant cannot justify charging me for work that is already done.”

(Right. Divide the labor for most cost-effective results.)

“When I need to get data to my tax accountant to prepare my income taxes, for corporate, franchise and personal, all I need to do is hand over a copy of my Quickbooks file.  It saves me hours of filling out my accountants questionaires and it saves me fees for time charges my accountant would normally charge to get the answers to the information he needs.   When providing an estimate of what it will cost to do my taxes, my accountant always asks, ‘Will you have a Quickbooks file available?’   It is a big savings!”

“Quickbooks is so easy to run I am not only Joe the contractor, electrician and yes the plumber but I can be my own Secretary and Accountant too. Amazing software. QuickBooks is the perfect name.”

(Joe, you’re a talented guy!)

RELATED: What Do People Love Best About QuickBooks?

 Thank you, QuickBooks users, for sharing your thoughts with us.