1)You can add long text on the templates. You can also add additional text boxes. Also, with your invoices, you can create invoice letters to which you can add lots of text. But that doesn't work with PO's or SO's.
There is not a way to add another form.
Maybe you can use paper that has T&C printed on it and you use QB to print on the front.
Not great...but maybe workable?
2)You can enter both emails in the customer record in the one email field and separate by commas. That way, both will come on the forms and you delete the one you don't want.
At least you're not cutting and pasting!
Good luck

In my Unpaid Bills Report, I have a vendor that is showing up with a credit balance. After researching the account, there is no credit balance. A previous employee received a bill and short paid it instead of applying the credit.

In the Vendor Open Balance report, that vendor is showing up with a credit balance. In the A/P Aging report, the vendor is showing up with a 0 balance.

Here is the list of transactions at it occured:
9/9/05 Invoice entered. 9/15/05 Credit memo entered; 10/26/05 Invoice entered (vendor has credit balance on acct); 12/15/05 Invoice entered; 12/29/05 Pymt issued (short paid invoice) On check, it shows bill amount $XXX and in amount due, it shows a lesser amount.

How do I clear the credit balance off the unpaid bill report and how do I clear the vendor off the A/P Aging Report?

• mbrcpa (Mar 16, 2007 1:03 pm)

That sounds really wierd!

I can't tell from your list of transactions what exactly happened because you didn't include $'s...so it's hard to visualize!
If it were showing up everywhere, even though there really wasn't a credit, I would think someone deleted a bill after it had been paid, or some such.
What happens in the "pay bills" screen? Do you see an amount due and then if you click on that bill, a credit at the bottom of the screen?
That indicates the credit was never applied.

You could try to create a bill and go through "pay bills" to apply the credit...but I'm not sure what that will do to your reports...some may say that you owe money!

I'm also wondering if you have a corrupt data file. Ususally when the numbers aren't consistent among reports, there's a unlinked transaction somewhere.
I would suggest that you verify (file/utilities) your data and rebuild and re-verify.

If that doesn't work you may need to call tech support to help you.
Best of luck

In the customer receive payment window, I would like to add more fields to the register.

Also, in the customer enter charges window, I would like to add additional fields. How cam I do this?

• mbrcpa (Mar 16, 2007 1:07 pm)

you can't...you can't :)
That being said...I'm wondering what you need to add to the receive payments window that's not there now...most detail information is on the invoice itself.
Do you mean "statement charges" when you say "enter charges" window?
When you enter a statement charge, you are in the accounts receivable register for that customer. You cannot change the register.
A statement charge is used for a one line invoice that has no sales tax implication.
If you need more info, I would suggest you use the invoice. You can customize the invoice template to include more information.
Hope this helps.

I have set up the taxes to be paid in scheduled liabilities, however, I do not like doing them this way. Is it possible to delete (or make inactive) the scheduled liability payments for taxes?

• mbrcpa (Mar 16, 2007 1:11 pm)

I'm assuming you're using QB07. You cannot make inactive or delete the scheduled liabilities.
That does not mean you have to use them. You can go the the "related payment activities" and pay unschedule liabilities...which really includes all liablities.
I'd be interested to know why you don't like the scheduled. I was quite excited when this came out because there are a lot of people that pay their taxes incorrectly either by using the wrong dates or picking the wrong taxes. This prevents that from happening.

I recently upgraded from QB Pro 2004 to Premier 2007. I am setting up a new company - the company will rent out equipment to others. The owner intends to pay a 20% commission to the sales rep for equipment rental income, but also wants to deduct 20% of the expenses on the particular piece of equipment rented. The commission will be paid when payment is received from the customer. I have considered setting up each piece of equipment as a Class with expenses for each piece going to a COGS account. The gross profit would provide a basis for the commission. I've also considered using items. Any thoughts?

• mbrcpa (Mar 16, 2007 1:20 pm)

You can assign a "rep" or set up a custom field on the customer record to add a field for the sales rep and then add that field onto the invoice. This will keep track of the sales.
Then you can run a sales by customer summary, on a cash basis (so you can see what was paid...not what was invoiced..in that time period) and filter it for the rep (memorize a report for each rep). Then you can see the sales for which you were paid.
The problem is the 20% deduction for expenses. How will you know what the expenses are for each piece of equipment.
How about, instead of setting it up as classes, set up the piece of equipment as a customer? Does one real customer rent more than one piece of equipment?
If not, then the real customer could be a job under that piece of equipment.
If they do...then maybe classes would work.
You could set up items...piece of equipment as an item and the types of expenses as sub items..and then use those sub items on the purchase forms.

The best way to figure out is to just start playing...make a back up first! :)

I'm wondering if you really know anyways what the costs are for a piece of equipment...certainly if it's a direct repair, it's easy, but if you buy gas...isn't it for every piece?

Good luck!

Our organization wants to install the same version of QB used by our off-site bookkeeper and read from our organization's .QBB file that the bookkeeper said he will give us periodically on disk. We have no interest in changing the file, just reviewing the books. One consultant said that if we go ahead it should take us ourselves about 5 minutes from the time we put in the QB Installation Disk until we see our records from the .QBB file on the screen. Another consultant said the QB installation is very complex, time-consuming, and expensive (for his time). That gives us pause. Our PC is running XP Pro(SP2). Please advise.

• mbrcpa (Mar 16, 2007 1:23 pm)

You are talking about backing up and restoring from two different computers...both which need QB on it...and not accessing one file remotely from another computer..right?
I'm not an attorney (I don't even work for Intuit!) but my "opinion" is that you have to have your own legal copy of QB on your computer.
It does not take long to install it.
Then you need to learn how to restore a back up. It is not difficult.
You just need to make sure that both computers have the same version (just not the same one site license!) to be able to trade files back and forth.
Hope this helps.

I have downloaded a trial version of Quickbooks pro for Mac - I would like to use it for my companys bookkeeping - I am a commercial photographer - I have found a way to use most entries except the estimates and invoices - I need to be able to type in a paragraph or more of information in the description area of the invoice or estimate - I find that I can only type aprox 30 characters and in only one line - why would you create a description area that will not allow a service oriented business to describe what it is billing for ? - if I am not understanding the ability and there is a way please advise - I really would like to use your product but can not without a solution to your problem description box - also - why won't a customized invoice show up as custom on the entry page - I know it prints as custom but why not have it show that way to be filled in ? have not gotten any help from any of the help numbers - can I use your product or must I try another ? Please advise

I am not real familiar with the Mac version, though I know it's not as robust as the Window's version...because there have not been as many versions published for the Mac than windows.
I asked my QB guru and here's what she said:

This is a limitation in the Mac version – their description fields are much more limited in size than the windows. One option is to use QB for Windows running on Parallels, if they have an Intel Mac.

Hope this helps!

I have printed my first deposit slip; however, the check numbers did not print beside the amount (on the part which I give to the bank). The check numbers did print on the summary that we keep. How can I get the check numbers to print on the actual deposit slip, beside the check amount?

• mbrcpa (Mar 16, 2007 1:27 pm)

Aren't the deposit slips great? They save so much time writing and adding!
I actually contacted one of my clients who use them and love them and she said that you are right...which you already knew...the check numbers do not print on the deposit slip.
There is not a way to get them to print there that I know of, but the good thing is that the bank doesn't seem to care.

MB,

I am just trying to import data that I have already collected into Quickbooks. I do not have Quicken and don't have this data in any other financial package. I have it in a Excel spreadsheet. I am trying to save time by not entering this data directly into Quickbooks. My ultimate goal is to print out K1's from Pro Series. Any assistance would be much appreciated.

Thanks,

Tim

• mbrcpa (Mar 16, 2007 1:30 pm)

Tim
In order to import transactions into QB, it has to be in iif file format. If you look in help, there are some guidelines to setting up an iif file.
You may also want to look out at marketplace.intuit.com to see if there is a utility software that will do the conversion for you.
I know Karl Irvin has a lot of conversion software and may be able to set something up for you if he doesn't already have what you need.

I'm hoping that your goal is to start doing everything in QB and stop using Excel? :)

hello. I need some major help with QB. My boss is in another state and has a laptop. we both have same version of quickbooks but, we need to be able to exchange information. he does all the invoicing. i need invoices on my computer. i do all the payroll and paying bills, reconciling the accounts, and he wants that information on his computer. Is there anyway that we can exchange information without having problems??? We tried remote access but was not able to transfer everything. It is so hard to find a quickbooks expert that can set it up the way it needs to be set up. If you could give us some input we would greatly appreciate it. Thanks

• mbrcpa (Mar 16, 2007 1:35 pm)

If you are using remote access...you are both actually accessing the same data file...one person has on their computer, the other person accesses remotely. That way, there's no transfer of information because there's only one file.
That being said...that may not work for you depending on if the boss (or you for that matter) are hooked up to the internet all the time.

There is no way to export transactions from QB.

What I would suggest is that you look out at marketplace.intuit.com in the utilities section and there is a Data Transfer Utility program that will pull transactions from one file and import into the other.
My guess is that you will have to import his invoices to your file (because you have payroll in your file and that's harder to transfer) and then you can back up or create a portable company file and send to the boss and he overwrites his current file.
Just be careful!

Can you extend the number of concurrent users in Premier beyond 5 by buying additional licenses?

• mbrcpa (Mar 16, 2007 1:37 pm)

No...you can buy as many licenses as you want, but only 5 people will be able to access the data file at the same time.
sounds like you may be ready to upgrade to QB Enterprise Solutions...there you can have up to 20 people access the same file at the same time.
It's a more robust program, more features, less limitations...and of course more expensive, but it's a cost of doing business!

I'm close to desperation...I have a company in QB that I have been using for 1.5 years. During 2006, the bank statements were never completely reconciled because there were issues with deposits that were made and the first 2 months of the year were (I think) reconciled improperly. Can I start a "new" company and somehow import the expenses, assets, etc. to do away with the errors and start fresh? If so, how do I go about this?
Thanks so much,
C

• mbrcpa (Mar 16, 2007 1:52 pm)

Hello...I hopt not too desparate!
A couple of things you can do
1) copy your QB file over through Windows, so now you have an old file (name it OLD) and a new file. In the new file "remove all transactions. You don't say what version of QB you are using. If it's 06 or 07, go to file/utilities/clean up data/ remove all transactions. This will keep all your list information, preferences, subscriptions, but delete all transactions. Then you clean up your lists, put in your balances as of 12/31 and then start inputting this year's activity.
2) If that doesn't work, or you're not comfortable doing that...start a new QB file (file/new company) and go through the easy step interview....but don't import the chart of accounts (assuming yours is okay). Or, you could skip the interview, put in the basic info and create an empty file.
Then, from your old file, export whatever lists that you want and import them into the new company. (file/utilites/export/lists to iif files.)
Again, you will need to put in opening balances and this year's transactions.

If there are too many transactions in the current year to put in, get the file set up with your list information. Then go to marketplace.intuit.com and look for the data transfer utility that will export transactions from one file and import into another.
Best of luck.

Thanks much. No problem buying our own organizational copy of QB: we are happy to do it. We were just afraid of how complex it might be to install QB once and then look at the contents of successively overwritten .QBB files as they come periodically from the bookkeeper.

• mbrcpa (Mar 16, 2007 1:52 pm)

you are welcome.
good luck.