Let’s say you want to create a Profit and Loss report in QuickBooks to report multiple years, with each year in its own column, and the total in the last column. You can easily customize a P&L in QuickBooks to give you this report.
Start with a default P&L report by clicking Reports / Company & Financial / Profit & Loss Standard. It will display the report.
Now change the date ranges to encompass the years you want.
Now click the control to the right of “Show Columns”. The default will be “Total Only”. Change it to “Year”.
Click the Refresh button in the upper right of the screen, and you’ll have your multi-year, multi-column P&L.
Where else in QuickBooks would it be helpful to you to show multi-column, multi-period reporting?
Make a good backup plan, and implement it. Yep, still true, and still needed for Desktop users. The best backup strategies these days for most small businesses involve automatic backups to the cloud, which are not only a lot less expensive, they much less problem-prone.
Keep your versions of QuickBooks (Desktop), Windows, and computer hardware contemporaneous. I think this is still solid advice. If one or two of these elements are old and the remaining elements are new, you’re asking for trouble. Use a current version of QuickBooks under a current version of Windows, running on current hardware.
Get expert help with your accounting reports. Yes. Unless you have an in-house CFO or accountant, an outside professional accounting resource can deliver a lot of cost-effective benefits to your organization: Perceive audit, tax, or security risks before they bite you, see what parts of your business are paying for themselves and which are not, uncover potential tax savings, learn best practices for receivables, payables, payroll, inventory….
But I’ll take back one of the notions I wrote in January 2010. I opined then that if QuickBooks ain’t broke, don’t fix it. I told a story of a lady using an Apple II computer (ha), and a commenter on that post told of using QuickBooks for DOS, and how great it was. Ha.
Those days are so gone. One needs to be more proactive these days and stay current on versions and updates for QuickBooks (Desktop), Windows, security software, and hardware. It costs more and requires more effort too. The alternative, however, is to passively accept great risk.
That’s part of why the QuickBooks Online world has been exploding the last few years, while the QuickBooks Desktop world has been fairly static.
I remember talking with a CPA friend in the mid-2000s about QuickBooks Online. She said a lot of her clients didn’t want their data on somebody else’s server, “out of their control”. I’m sure there are still plenty of people that feel that way, but that mentality has greatly receded since 2010. Cloud accounting is where the growth is now.
What will QuickBooks users be doing, thinking, wanting….in 2030?
We hear from QuickBooks Enterprise users all the time when they find that they’d rather be using Pro or Premier instead of Enterprise.
Our Enterprise Downgrade Service delivers your Enterprise file back to you as a complete Pro or Premier file. It’s as if the file had been created and used in Pro or Premier from day one.
What do people say who have gone through the process?
I just needed my QB file downgraded from Enterprise to Premier. I received my downgraded file the same day that I submitted it! Keep up the great work! It’s not often that you can find a vendor that exceeds expectations, and I’m glad I found you.
Brett Whigham, WoundVision LLC
What about links to external sites?
Quick service, and I didn’t lose my IRS links. All data seems to be intact and I was able to immediately start using my system again. Thank you all so much!
Julie Anderson, Mikado/Watkins Restaurant Group
Can you save money by downgrading?
Our company was being charged $2,375 for a 1-year license on Quickbooks Enterprise and when we chose not to renew we lost the ability to even log in to use the check register or pay vendors. Quickbooks offered no feasible solution. I started researching online and found Quickbooksusers.com. You guys have saved us a lot of money! It was a very easy process and the customer support was very fast to respond. Everything I read was exactly what they did and now I have all my data back even though some were adamant that this could not be done.
John McElvaine, Granville LLC
Is it a difficult process?
When I found out I could not update my Quickbooks without paying a yearly fee to Intuit I was devastated. I feel very lucky to have found Shannon Tucker, he made me feel very at ease and that he could help me convert our data with no problem.
He was right, he did exactly what he said he could do and on time. I find this quality so rare these days.
He made the whole process very easy, I was able to upload and download our files with no problem. He was also very helpful on the phone walking me thru it all. I highly recommend this company!
Sharon Grey, Innovation Dental, Inc.
What a seamless conversion! Fast turn around and the converted file uploaded the first time. No issues at all. GREAT service! Would highly recommend A+++
Vicky Hamlin, Nuvesse Skin Therapies
We have downgraded a couple of QuickBooks Enterprise company files to the Premier version with QuickbooksUsers.com and they have delivered the files on time and perfectly downgraded. Everything was a mirror of the previous version. Thank you so much!
We’re getting a lot of inquiries about this as Enterprise 16 will be sunsetted at the end of this month (May 2019).
People who have been using Enterprise, but who don’t need the extra capacities of Enterprise, sometimes explore the possibility of moving over to Premier. You save a lot of money that way.
There’s no built-in way, however, to migrate a set of data from Enterprise to Premier.
The good news is that we can convert/downgrade your Enterprise file to Premier without any loss of data, or rekeying of data. It’s a turnkey service. We guarantee success or we’ll give you a complete refund. Our success rate with this process is +99%
The data file we return to you will be as if it had been created and used in Premier from day one.
See details, pricing, turnaround, and ordering information here.
You’re getting ready to install the latest version of QuickBooks, but you’ve got a prior version already installed. Can you have multiple versions installed on one computer at a time? Is this going to cause QuickBooks problems?
And if you can have multiple versions installed, should you?
First, let’s define the term ‘version’. A version in QuickBooks means a particular year’s release of one of the desktop editions of QuickBooks: Pro, Premier, Accountant, or Enterprise. So for example, QuickBooks Pro 2018 and QuickBooks Pro 2019…those are two different versions, same edition.
In most cases, YES, you can have multiple versions of QuickBooks installed on the same computer at the same time. In fact, you can has as many as your hard drive has room for. See caveats below, however.
On my own main work computer, I have all versions of QuickBooks Accountant (Premier) and QuickBooks Enterprise between 2012 and 2019 (the latest version as of this writing). No problem.
The only exceptions to this are…
Pro AND Premier. You can only have one or the other installed for a particular version (year).
US AND Canada (or other countries’ combinations). You can’t have multiple ‘region’ versions installed on the same computer.
So SHOULD you have multiple versions installed on your computer? It makes sense if…
You are a CPA, bookkeeper, or consultant who needs to support the files of clients who use different versions
You want to keep an older version (or versions) installed just in case you need to restore an old data backup associated with that old version. Of course, it should work fine to restore an old backup into a new version of QuickBooks — it should upgrade it as it restores it. But sometimes there are glitches there, and you need to restore it in the original version.
Otherwise, you can choose to uninstall the old version(s). In fact, when you install new versions, it will ask you if you want to uninstall an old version.
NOTE: Before you uninstall a version of QuickBooks, make sure that you file away the old version’s install CD (or download file if you bought it that way), your install codes, and your registration information. Just in case you need to reinstall it later for some reason.
Of course, the best option will be defined by what your business needs.
QuickBooks Desktop (Pro, Premier, Accountant, Enterprise) has the advantage of having the longest and deepest track record. QuickBooks Desktop editions have have been installed millions of times since they were initially released in the early 1990s. Some people need the extra horsepower that Enterprise has, especially in inventory reporting. Or some people need an industry-specific sub-version that isn’t available in QuickBooks Online.
The main disadvantages of Desktop editions: You’re in charge of the IT necessary to make QuickBooks run on your network (hardware, networking, security, backups). And, if your users are distributed across different locations, that is a challenge.
QuickBooks Online has been growing in its userbase much faster than Desktop editions over the last few years. QuickBooks Online has also been gobbling up some of the Desktop userbase as desktop users migrate to the online edition.
The advantages of QuickBooks Online are the exact opposite of QuickBooks Desktop’s disadvantages: Intuit does the IT work for you, and you are free from geographical limitations in your user team. The main disadvantage? The software currently doesn’t have some features that are only found in Desktop.
Some people also take philosophical exception to having their accounting data reside in the cloud, on someone else’s computer (on Intuit’s server).
Hosted QuickBooks is, in a way, having your cake and eating it too. Companies like Right Networks offer a subscription service where you run QuickBooks Desktop that is hosted on their servers.
So you don’t lose any functionality associated with QuickBooks Desktop, but you are freed from the demands of running QuickBooks across your own local network, and you can run QuickBooks Desktop from anywhere that has fast internet access.
What about you? Are you planning on making a change of QuickBooks platform this year?
Make 2019 the year that you and QuickBooks become the “complete team.” How? By using QuickBooks to help you reach your business goals (offense!) while also avoiding accounting/IT catastrophes (defense!)
Make more money: Find out what parts of your business are most profitable and target that area more in 2019. Use P&L by Class, or inventory reports to determine where you are most profitable. Don’t know how? Get a QuickBooks Pro Advisor who is strong in managerial accounting, or a CPA who is strong in QuickBooks, to help you.
Make even more money: The flip side: Find out where you are unprofitable and scale that area back or out in 2019. Same strategy as above, but looking for the weak areas.
Gain efficiencies by using the cloud. This, of course, is one of QuickBooks Online’s strongest suits. You can distribute your QuickBooks operations geographically when your data is centrally located on Intuit’s server.But if you can’t do without the special functionalities of Desktop editions, you can still take advantage of accounting in the cloud. Use a hosting company (like Right Networks) to get your data into the cloud on their server, while still maintaining all the functionality of the Desktop editions of QuickBooks.
Protect from fraud. Initiate an accounting audit using an outside auditor. I frequently read news stories about bookkeepers embezzling hundreds of thousands of dollars from their employers by doing tricky, hidden things in QuickBooks. An external audit can expose this and potentially save the business.
Protect from IT disasters. Small office IT is something that is often ignored until something really bad happens. Most small business owners don’t prioritize a proactive IT audit, but they should.
Protect against accounting vulnerabilities. Do payroll and taxes right. If you have an in-house CPA, experienced in-house payroll clerk, and experienced in-house IT guru, consider yourself fortunate. If you lack any of these, consider bringing in a an outside resource in 2019 to do the heavy lifting. Payroll and sales tax liability are tricky, and many small businesses are not equipped to know all the ins and outs. Why fight it?
Stay within the limits of QuickBooks. If you are using Pro, Premier, or Accountant (Desktop editions), then make sure you’re not about to bump into the 14,500 names/items limit. If your file is getting so big that it’s starting to feel sluggish, consider getting your file worked on so that it performs well again.
Thinking about getting QuickBooks 2019 Desktop? There are new features like invoice status tracking, multi-monitor support, and an easier, more efficient way to pay bills.
What choices do you get when installing the software, and what is required at install time?
Here’s an installation walk through and the new feature list you’ll see when installing. (These screenshots were taken from QuickBooks Enterprise 2019, but the process is the same for Pro, Premier, or Accountant 2019.)
When you first open QuickBooks, it’s a good idea to check for updates. It is likely that there will be updates, and you want to be using them when you create or upgrade your company file. Click Help / Update QuickBooks Desktop to find and install any available program updates.
What if you could reduce your big QuickBooks file’s size without deleting data. How great would that be?
But wait…Can you have your cake and eat it too?
There is a new feature that is built in to the Condense command starting with the 2019 version of QuickBooks Pro, Premier, Accountant, and Enterprise. This new feature will allow you to run the Condense command and ONLY remove the audit trail from the file.
Sometimes the audit trail makes up the majority of a QuickBooks file’s size. So the ability to remove it, and only it, might allow a user to significantly reduce their file size but still retain all other data.
For years, the built-in Condense command has offered users a way to reduce their file’s size. But many users reported that the command froze, or didn’t do much, or messed up the balance sheet.
That’s why for many years users have come to us to have their data supercondensed as an alternative to the built-in Condense command.
But now QuickBooks 2019 has a new take on condensing: Leave all the data except the audit trail. Will this be effective?
The main problem I foresee is that audit trail removal alone may not make the file perform any faster.
At least, that has been our experience. For awhile we experimented with offering a service to remove just the audit trail from QuickBooks files. We could reduce a file’s size by up to 50% that way.
But users complained that it just didn’t help speed up slow files. The process of saving invoices would be just as sluggish as before. Running complex P&Ls would take just as long as before. Verifying a file would still take as long, etc.
So even though on paper the process reduced the file, in actuality it didn’t make any noticeable difference in QuickBooks’ performance. And it’s all about performance, right? So we discontinued offering that service years ago.
I’ll be interested to run some tests on big files in QuickBooks 2019 to see if removing the audit trail speeds up slow files or not. If you try it, let me know your experience.
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