Bonnie, Is there anyway to transfer invoice data from previous years. We just started this business and used simple start to try QB. We have now upgraded to the pro version 2007. I have a few invoices that have not been paid fully in 06. I would like to transfer the info to pro version but can't seem to find out if you can. I can enter opening balance but not the total invoice from simple start.

Thanks

• BNagayama (Feb 9, 2007 7:59 am)

I guess my first question is: When you upgraded you did not convert your Simple Start data file to QuickBooks, instead you started a brand new company file? If you would have done the former, everything would have converted for you so all the previous activity would be in your current file.

If you did the later, there is not any functionality built into QuickBooks to easily transfer transactions from one file to another. There are tools available to do this, but for the cost and time it will take since you mention you are just starting out, I am guessing you could more quickly just re-enter those transactions that would have been outstanding based on the actual date and details.

Thanks for the links - that is exactly what I have been searching after for the past few years!

On the home page where it lists account balances. How do I edit which accounts appear there?
Thanks
Tom

• BNagayama (Feb 9, 2007 8:12 am)

There is not a way to edit what appears, it is controlled by the user permissions. If a user has permissions to see bank account balances, for example, then the bank accounts will show on the home page.

I'm using QB Premier 2006. Our State has increased our sales tax rate from 6% to 7%. How do I change the retail tax rate to reflect the new rate?

• BNagayama (Feb 9, 2007 8:18 am)

The most important thing is to make sure you have all the transactions for the old rate entered first including any adjustments or credits. Then you can edit the sales tax item to change the rate to the new rate.

I have found that this works better (although you have to be careful and not go back and change historical transactions or they will now have the new rate) than setting up a new sales tax code since the customers are then linked to the old code with the wrong rate.

Bonnie,

Is there a way to view a custom report of a previous bank reconciliation for QB Pro 2007? It seems that I am only given the option of viewing all reports.

In a previous version, (Reports>Banking>Previous Reconciliation) I was able to view the exact statement I wanted to by simply selecting the dates I desire.

• BNagayama (Feb 9, 2007 8:21 am)

I am guessing that in the previous version you were using Premier. That is the version that has the user interface to permit choosing the previous reconciliation with the list of dates, not just the last reconciliation.

I am new to QB and am confused about how to track pledges & payments. We are 100% allocated to fundraising for a private school. I want my payments to be allocated to various income accounts such as "annual fund income", "memorials income"; "special events income", etc. not just put to a/r. Thanks!

• BNagayama (Feb 9, 2007 9:06 am)

I am a little confused about your question. Accounts Receivable is one half of the entry, the income would be the other. From your item list, you can set up multiple items to be coded to the various income accounts. Then those items can be used on invoices/receive payments, sales receipts, etc.

Hi, I just started using the QB payroll in Dec 2006 and we issued 4 paychecks to an employee so far. Everytime I run the paycheck in QB Payroll, it doesn't show the Federal Income Tax Withholding for this employee. Am I doing something wrong? The average pay is about $500 per paycheck and this is an hourly employee.

• BNagayama (Feb 9, 2007 2:18 pm)

Depending on the pay frequency and how the withholdings are set, it might be OK. Since the payroll is so small, it may be below the limit.

Hi Bonnie,

Please clear this up for me. Our church accountant did our fund accounting in a way that seemed different than how QB was designed. She did NOT use the class feature. Instead, she booked both Income and Expenses to the same Expense account to show a "balance" in the "fund". The income was booked as a negative expense.

Is this an acceptable method for fund accounting? I've never agreed with the methodology, but also find QB difficult to use to get balances and if I understand correctly, you cannot produce balance statements by fund.

Thanks for your help.

• BNagayama (Feb 9, 2007 2:23 pm)

The only time I have seen this "net" approach is for small one time projects, like a bake sale. Not as a general rule.

As far as a Balance Sheet by Class, there is not a solution as a standard report, but you can get something close by starting with the Custom Summary report and changing the display columns by class and display rows by Balance Sheet and change the filter to all balance sheet accounts. There may be some journal entries required to reclassify amounts from unclassified to the appropriate class, but at least it gives you a starting point.

I have set up 4 profit centers or classes as QB would say. I want to input time sheets for each employee by job so that it will go to the proper class. We tried setting up payroll and it is asking for a particular class to specify for an employee. If we ignore this, will the job costing and time sheet setup put the proper payroll costs to each job as well as class??

Thanks, Bob

• BNagayama (Feb 9, 2007 2:25 pm)

Assuming the employee has been marked to be paid via the timesheets, and that the preference has been chosen so the class column appears on the timesheet, that information will override the default that was set up with the employee.

yesterday everything was fine. today when i signed onto quickbooks, the current date ion everything was 11/8/06 when it should have been 2/8/07. the data entered from november to february is there, but checks, invoices, everything is dated like todays date is 11/8/06. when printing out reports, it isnt giving me true report data for example when i want a p/l report for this fiscal year to date, it gives me january 1 2006 through 11/6/06. what does that mean and how do i get computer and data on right track?????

• BNagayama (Feb 9, 2007 2:31 pm)

It sounds like the date on your computer got changed some how. Where you see the time in the lower right corner, if you double click on it the Date and Time Properties should appear. Otherwise, you can get to the same screen by going to your control panel and accessing the date and time that way. Change it to the current date and that should solve the problem.

The bigger issue, however, is why it changed in the first place. The only time I have seen this happen was when our power supply was on its way out. If you feel relatively confident that noone accidentally changed the date, you should probably have a computer person check out your hardware.

In the past few weeks we have been experiencing QB's freezing and becoming nonresponsive. It usually always happens when we are editing something, and lately it has been happening when we attempt to pay bills, pay employees etc. We have to close the program and when we open it up again, the posting has completed. Any help would be appreciated.

• BNagayama (Feb 9, 2007 2:36 pm)

This type of question is very difficult to troubleshoot without access to seeing what exactly is happening. However I will offer a couple of thoughts:
1. Have you checked the data integrity of the QuickBooks Company file? Maybe it has become damaged. You check it by going to File > Utilities > Verify Data (and there is an option right under that to rebuild the file if this is the problem.
2. Since it is a recent problem, there might be something going on with your computer. All the software businesses run are very demanding on the hardware, yet very few do any kind of regular maintenance. It might be worth having a computer person do a quick tune up to make sure everything is functioning at peak efficiency.
3. Make sure that your hardware meets the minimum requirements for the version of QuickBooks you are using. The new versions take advantage of the latest and greatest technology so quite often even adding some memory to your hardware results in a significant improvement in speed and performance.

I am new to QB and have just started a consulting business. Much of my travel is reimbursable by the client. I use a credit card for most of the charges and attribute the expenses on the card to the client. For some small purchases, like parking, I pay cash. What is the best way to make the cash expenses show up on an invoice? From what I've been able to read, it sounds like I have to set up a petty cash fund.

• BNagayama (Feb 9, 2007 2:38 pm)

A petty cash fund will work, however, I usually suggest you just write a check to yourself for those expenses so they go through the system in the same way you are used to for other vendors plus you get your money back.

Hi! Can you tell me how to hide or remove the vendor balances from the Vendor Center? I have an employee who creates and prints POs, but I don't want her to have access to all my A/P!!

Thanks for your time.

• BNagayama (Feb 9, 2007 2:44 pm)

Unfortuantely in QuickBooks Pro and Premier, there are wide general categories of access that control what users can see or not. For specific access like you are requesting would require an upgrade to the Enterprise Solutions product. With that alternative, there are 115+ different things you can turn on and off even down to the level of letting people see one bank account and not another.