Tips & Tricks

Brought to you by the QuickBooks Desktop Enterprise team along with Intuit's Reseller and ProAdvisor communities - Here are some 'did you know' questions that hopefully will help you be more productive with your Enterprise software.

Assemblies/Bill of Materials

Did you know that you can edit a Bill of Materials on the fly when building assemblies in QuickBooks Desktop Enterprise?

From the Inventory Activities icon drop down menu on the Home Page, choose Build Assemblies, then choose the assembly item you want to build. Now you can edit any existing component on this build or even add a new component. Your change will only affect this build transaction and will not change the original Bill of Materials at all. It's that easy.

Contributed by: Enix Associates, LLC., Tavares, FL

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Managing Two Company Files

Did you know that you can open up two company files at the same time in QuickBooks Desktop Enterprise?

Here is how:

Open a company file.

From the File menu, choose Open Second Company. Select a different company file. At the bottom of your toolbar you will be able to toggle between the two company files. Keep in mind there are certain tasks you cannot do in the secondary file such as payroll, but most other functions are available.

tips-two-company-files

Contributed by: Complete Business Solutions, Florence, SC

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Custom Fields

Do you know about custom fields with lists in QuickBooks Desktop Enterprise?

In all QuickBooks desktop financial products you can create custom fields that are a text box. However, in QuickBooks Desktop Enterprise, you can create a custom field with a multiple choice list. A perfect example is to add a Requester field to a purchase order. Making the options standard will help make sure your team does not accidentally misspell the name of the employee making a purchase.

Contributed by: AQB, Austin, TX

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Did you know that you can make custom fields required in QuickBooks Desktop Enterprise?

Here's how. If you ever find the need to have a required custom field in QuickBooks Desktop Enterprise for a Customer, Vendor, Employee, or any of your Items, you can do so by adding 1 of 30 header custom fields and 1 of 15 custom item (column) custom fields.

For Items:

For Customers, Vendors, and Employees

If you want these fields to be added to reports, don't forget to also add them to your templates!

Contributed by: Quality Consulting Group, Tampa, FL

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User Roles & Permissions

Did you know that in QuickBooks Desktop Enterprise you can create unique custom roles for each of your users and track what that user does?

Everyone that uses your QuickBooks file should have a unique log in. This protects you company file from unwanted viewers and helps protect you against fraud or theft because you can view what each user has done in the file. There are 14 pre-defined roles that you can select and use or customize further to allow each user to have unique access.

To view activity in your file, go to Reports>Accountant & Taxes>Audit Trail. There you can view a report of the activity in the QuickBooks file and what each user contributed. Safeguarding your QuickBooks file is important, and creating roles is a good way to do that.

Contributed by: CN Systems LLC., Cottleville, MO

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Did you know that QuickBooks Desktop Enterprise has a much deeper set of user permissions and security options than QuickBooks Pro or Premier?

Many businesses desire to have greater control over what their staff can and can't see or do within their accounting software, and QuickBooks Desktop Enterprise delivers. The user security settings within Enterprise offer no access, full access, or partial access (not found in Pro or Premier). Even better, within the partial access option, you can select create, modify, delete, print or view balance. This is perfect for restricting access to certain bank accounts, for example. All of these settings are built around the concept of user roles to simplify, yet strengthen your Enterprise security settings.

Contributed by: Bottom Line Accounting Solutions, Willoughby Hills, OH

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Did you know your QuickBooks Desktop Enterprise can be tailored to allow a long list of very specific tasks to be allowed or disallowed for each of your employees?

QuickBooks Desktop Enterprise offers over 120 areas and activities that can be customized for each user, granting different permissions for creating, viewing, editing, deleting and printing. The QuickBooks Administrator can utilize the standard roles already listed in QuickBooks and/or define their own roles. The Administrator can then assign users to the appropriate role, so that the settings do not have to be tweaked one employee at a time. As companies grow and add staff, it becomes increasingly important to tighten these controls on your data.

Contributed by: Bianchi Consultants, Homer, NY

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Job Costing

Did you know there is new Committed Costs by Job Report in QuickBooks Desktop Enterprise?

If you have ever wanted to know the costs incurred for a job, when a purchase order has been recorded (but no bill yet), and a time sheet has been recorded (but no paycheck yet), you can now create the Committed Costs by Job Report. Choose Reports > Jobs, Time & Mileage > Committed Costs by Job.

Contributed by: Ailsworth Accounting & Software Solutions, Virginia Beach, CA

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Inventory Management

Did you know that QuickBooks Desktop Enterprise can automate the replenishing of your inventory by calculating how much you should order and when?

QuickBooks Desktop Enterprise has two fields to help automate inventory restocking: the Reorder Point (Min) and Max fields. By establishing preferred Min and Max stock levels for each item, you can use a number of useful tools to bring stock levels to where they need to be. Additionally, Stock Status reports will provide reorder information based on Item, Site, Vendor, etc. Not only will you have clear visibility into what items need to be ordered, and how many of each, but QuickBooks will also create all of the necessary Purchase Orders with the click of a button (Create Auto POs). Taking the time upfront to complete these fields will allow you to better manage your inventory levels and can prevent running out of stock.

Contributed by: SBS Associates, Inc., Westwood, NJ

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Did you want to use your Vendors' Barcodes to retrieve items in QuickBooks Desktop Enterprise? With the Advanced Inventory Add-On and a barcode scanner, Enterprise makes it easy to use your Vendors' Barcodes?

If your vendors have unique UPC codes, you can use the barcode feature of Advanced Inventory to store your vendor's barcode with each item.

Here's How: One simple way of updating the barcode field is to open the inventory item in the QuickBooks Item List. Click in the barcode field. Then simply scan your Vendor's Barcode. Save the record. That's it! After saving, be sure to test compatibility by scanning the barcode on various forms in QuickBooks. Good news...a lot of scanners are already compatible with QuickBooks!

Large Files: If you'd like to update your file in a 'batch', you might use the (A) Barcode Wizard located in the Barcode preferences window, or (B) consider using "Add/Edit Multiple List Entries window. More advanced programming options are available too.

Contributed by: CMA Accounting and Consulting, Inc., Milford, MI

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Did you know that you can quickly retrieve information about products that have a specific lot number with the QuickBooks Desktop Enterprise Advanced Inventory Add-On?

There are times you may need to run a report to track specific lots and gather key transaction information. As part of your workflow, you can assign lot numbers to your inventory as you receive, build and sell. This way, you can quickly pull information about that lot.

Below is an example of an Assembly Item that has been assigned a Lot Number. The item also includes inventory parts that have Lot Numbers. By assigning Lot Numbers to your inventory, you can quickly run a report by Lot Number to see which customers have purchased that item.

Examples:

1.

I need a report that shows me who purchased my manufactured item with the Lot Number: 20140102MP. Simply select your Assembly Item and the Lot Number. Select OK.

Report is generated listing the transactions related to that lot number.

2.

I need to run a report on an item I purchased from a vendor that has a Lot Number and is used in an Assembly Item. Simply select your Item and the Lot Number. Select OK.

A report is generated listing the activity of the item - from when it was received to whom you sold it.

Contributed by: Ability Business, North Canton, OH

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Custom Reporting

Did you know that QuickBooks Desktop Enterprise can be connected to Microsoft products like Excel, Word, or Access using QODBC driver?

While requiring some technical expertise, you can build custom output from your QuickBooks Desktop Enterprise software by installing an included QuickBooks Open Database Connectivity Driver (QODBC). To begin, simply set up the users you want to have access to this feature by clicking on Reports | Custom Reporting from the top menu bar and click on the Manage ODBC users button. Once your users are set up, download the driver by clicking on File | Utilities | Configure ODBC from the menu bar and follow the steps to download the driver and connect it to your QuickBooks data file. Now you can open up any ODBC compliant software to output data from your QuickBooks file. This data can be refreshed automatically whenever data in your QuickBooks data changes.

Contributed by: LedgerFix, Louisville, KY

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Reconciling More than Bank Accounts

Did you know that you can use the "Reconcile" feature to reconcile more than your bank and credit card accounts?

The reconcile feature can be used on any balance sheet account. This is very useful for "clearing" accounts, or to reconcile a customer deposit or prepayment account.

You can then use the uncleared transactions in the reconcile reports to see what transactions are still outstanding. You can build a memorized report to show only outstanding transactions, or simply sort the deposit account by "cleared" status to show open balances.

Contributed by: CN Systems LLC., Cottleville, MO

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Expense Tracking

Did you know that you can add sales reps to expense transactions in QuickBooks Desktop Enterprise?

You've always been able to add sales reps to sales transactions, but now you can also add sales reps to expense transactions and get a full Profit & Loss by Rep report. Here's how: Right-click in the bottom section of a bill, check or credit card transaction and select Customize Columns. You'll notice you can also add custom fields.

Contributed by: The QuickBook Specialists, Roseville, CA

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Fixed Assets Management

Did you know that you can sync your fixed assets with the QuickBooks Fixed Asset Manager software using QuickBooks Desktop Enterprise?

By clicking on Company | Managed Fixed Assets in QuickBooks Desktop Enterprise, you can open up a host of options for tracking fixed assets. First, create a list of fixed asset items in Enterprise. From the Lists menu, choose Fixed Asset Item List. Once you have your fixed asset items entered, make the connection to the Fixed Asset Manager using the aforementioned Company | Manage Fixed Assets process and, voila, you now have a professional grade fixed asset management software tool at your disposal.

Contributed by: LedgerFix, Louisville, KY

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