Harriet Gatter

Harriet Gatter
How Can I Upgrade?

Question: How do I upgrade from QuickBooks Pro to Premier? Answer: QuickBooks makes it easy to upgrade from Pro to Premier. First, download Premier; then back up your QuickBooks company file. Print out your balance sheet and income statement on the accrual basis. When you are ready to upgrade, go to "File," "Open" or "Restore…

View Everything on One Screen

Question: Is there one screen in QuickBooks Premier where I can look at my open sales orders and invoices? Answer: Yes, QuickBooks has a feature called "Income Tracker" that does just that. Go to "Customers," then "Income Tracker." The dashboard shows a current accounting of various income segments. At the top, you will see totals…

Customizing Quickbooks for Promotional Products Distributors

Question: Are there any reports in QuickBooks that are designed specifically for the ad specialty industry? Answer: Unfortunately, there are no ad-specialty-specific reports, but all of the reports on QuickBooks can be customized. And some have been put to good use by distributors. If you have loaded QuickBooks Premier specifying the Manufacturing and Wholesale Edition,…

Who Made All These Errors?

Question: We have some recurring errors in our QuickBooks. No one will take ownership of the errors, but I need to find out who made them. Is there a way to do that? Answer: QuickBooks Premier and Enterprise have a report that should give you that information. It’s called an "Audit Trail." This will list…

Adding Data to Stock Reports

Question: Is there a way to add data to stock reports in QuickBooks? Answer: QuickBooks Premier and Enterprise allow a great deal of customization of its reports, but sometimes you will want to add, rearrange or manipulate data beyond the scope allowed in QuickBooks. In that case, you can export that QuickBooks report to an…

Making Default Templates

Question: How do I make a template in QuickBooks to be the default template for sales orders, purchase orders or invoices? Answer: QuickBooks Premier and Enterprise do not have a means to designate a “default” template, but there is a workaround to achieve the same result. Go to "Lists" and then "Templates." The list shows…

Why Use QuickBooks Over Other Software?

Question: My accountant wants me to start using QuickBooks Premier instead of industry software. Why? Answer: As described in another blog, QuickBooks Premier works very well for our industry, but your accountant may or may not know that. Likely, your accountant knows how to work within QuickBooks since it is the No. 1 accounting software…

Don't Do Unnecessary Work

Question: In QuickBooks, I prefer to set up items as categories, such as apparel or pens, and type in the individual descriptions. Is there any reason not to do it that way? I feel like I'm going to end up with too many items otherwise. Answer: I can understand why you might want to do…

Setting Up Non-Inventory Items

Question: I have my non-inventory items set up in QuickBooks, but I don't see anything in my cost of goods sold account, and my sales numbers seem very low. Why is that? Answer: Chances are you don't have your non-inventory items set up correctly. This is a common error for our industry, and one of…

Correctly Updating QuickBooks

Question: I am using an older version of QuickBooks and want to upgrade to the current year. What should I do to prepare for this? Answer: First of all, back up your current QuickBooks file. Then, run your balance sheet, and profit and loss (income) statements on both the accrual and cash bases for the…

Combining Duplicate Customers in Quickbooks

Question: I have created a duplicate customer in QuickBooks that has a slightly different name. How do I combine them into one customer account? Answer: Go to "customers" > "customer center." Highlight the customer name you want to change, right click on it and click "Edit Customer: Job." Change the customer name to match the…

'Knowing QuickBooks' Isn't Enough

Question: I am interviewing a bookkeeper who is familiar with QuickBooks. Is that all I need to know? Answer: No! Setting aside the issues of the complexity of a bookkeeper's former experience, which is the subject of another blog, you need to know more about which QuickBooks this person has used in the past. QuickBooks…

Organizing by Class

Question: Is there a way to view my profit by type of customer? Answer: QuickBooks has a function within it to allow segmenting your business in reports. It is called "classes." You can create a set of classes, which you enter into QuickBooks and apply to customers, vendors or other categories. For instance, you can…

Trust Your Instincts

Question: I called Intuit/QuickBooks support and was told something that I know is not the way we do business. How can that happen? Answer: We have a complex and unique business. We do not fit typical business models, and it is confusing to many bookkeepers, CPA's and, yes, even QuickBooks support on occasion. Recently, a…

Inventory Versus Non-inventory Parts

Question: In QuickBooks, do I set up my items as “non-inventory part” or “inventory part?” Answer: Most always, ad specialty transactions are of the “non-inventory part” variety. The items ordered are customized to our clients' specifications—drop shipped directly to them, and we, the distributor, do not take physical possession. And in QuickBooks, these transactions are…