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  1. Quick question, not sure who to ask. If the company makes a contribution to an employee SEP IRA retirement account for 2013 and the check is written in 2014 before the deadline, does it need to be back dated in QB to 12/31/13 to calculate correctly?

    • Chief Mechanic says

      It depends on what you want to calculate and what basis you use for a report. For example, if you enter a bill and pay the bill with a bill payment check and you report using the accrual method, the check date doesn’t matter. On the other hand, if you report using cash basis, the check date does matter. If the accounts you use are balance sheet accounts, then there will be no impact on income statement calculations no matter when you date the check. Without knowing more, the best approach is to enter a bill as of 12/31/13 and then use a bill payment check to pay it when you actually pay it. That way, your accounting matches reality. You can alert your tax preparer to the bill/bill payment timing in case any adjustments are necessary.

  2. Tricia Love says

    Good Morning QB Garage,

    We are migrating to QuickBooks Enterprise 14 with Advanced Inventory. We have some components that need serial numbers and others that do not. Is there an option to turn serial numbers on for specific components or is it an all or nothing deal? I am concerned that if activate serial numbers and only place a warning on that the staff could miss putting in a serial number that is recorded.

    Thanks so much in advance for any insight or tips that you could give us.


    • Chief Mechanic says

      There isn’t an option to turn serial numbers on/off per item exactly as you have asked, but the feature is effectively there. When you visit Edit->Preferences and click on the Company Preferences tab of the Items & Inventory sub menu, you’ll see a button for Advanced Inventory Settings. When you click that button, you’ll see a tab to manage your Serial/Lot Number settings. At the bottom of that tab, you’ll see 3 settings. They are what to do a) if a serial number is blank, b) if a serial number is a duplicate, and c) if a serial number does not exist in inventory. Those settings establish your company default.

      Then, on each item, there is a Serial Numbers button and this button sets your defaults for that specific item.

      You should set your company defaults to match the characteristics of the majority of your items. Then, you should edit those items that are different. For example, if most of your items use serial numbers but a few don’t, set your company default to warn you if the serial number is blank; for items that don’t use serial numbers, specify that you do not want to be warned if it is blank.

      When you invoice, you can choose to either a) manually enter serial numbers, b) add multiple serial numbers using a tool c) autofill serial numbers from existing inventory, or d) simply view existing serial numbers on hand. Those options are in place even for items where you’ve specified that you do not want to be warned if the serial number is blank, but you can simply leave that field blank and move on.

      There’s no setting that blocks you from entering a serial number for an item that you’ve specified you do not want to be warned about serial number issues, so it’s up to your staff to ignore the field. However, if you choose not to warn on items that don’t use serial numbers, the extra information that QB stores won’t cause a problem.

      Hope that helps.

  3. Hi! When I run a report, say Job Costs Detail or Unpaid Bills Report, all the invoice amounts (payables) are shown as a negative and all credit memos are shown as positive. How do I reverse this? Although it doesn’t affect the books, it seems to make more sense for the credits to be negative and all dues to be positive. The quick “fix” I’ve done is to change the appearance of negative values to have trailing negative (dash after the amount) so it doesn’t looks so blaring.

    Any help is appreciated! Thanks!

  4. I’ve looked throughout your site, but can’t find an answer to this. Is there a way to export/transfer my data from Quickbooks to Filemaker, including all of the financial information? Thanks.

    • Rose, it depends on what you mean by “data”. There’s 2 types, lists and transactions. For lists, you can use the export function on the File->Utilities menu to export your lists to a comma-delimited format, or IIF. Transactions are a little trickier because QB does not support exporting transactions directly. You’d have to create a report, making sure to include all of the columns that are relevant, and save the report to Excel format. You’d then manipulate this report in Excel as necessary (including changing its format), and import it into Filemaker. For linked transactions, such as a bill and a corresponding bill payment check, you’ll want to make sure you include enough columns in your report to link the transactions in Filemaker.

      Hope that helps.

  5. sem fish says

    I want to download the trial version of QuickBooks Pro either 2010 or 2011 or 2012. Where can I found?

    • At this point, QB 2012 is the product you want to consider. QB 2010 will be noncurrent as of May 2013, so it wouldn’t be prudent to buy it now. Unfortunately, Intuit doesn’t offer trials of QB Pro 2012. It does offer a money-back guarantee. You can purchase QB and receive a discount on our Buy QuickBooks page. You’d be paying Intuit and receiving your product from them. If you were not satisfied with the product, you’d contact Intuit for a refund.

  6. I want to run 3 sessions of Quickbooks off the same host PC and allow 3 users to log in using thin clients. I have the licenses but they are all singles and demand that I install QB 3 times on 3 individual PC’s. Is there a way to merge the licenses so that the single installation can allow up to 3 logins?

    • Keval – That’s not the way QB works. For QB, you have to install QB on each machine, even if you plan to use it in a networked environment where each user is accessing a company file on a server. There is 1 exception to this, and it’s what you are looking for: QB Enterprise Solutions. QB ES allows you to install QB on a server and to use remote PC’s as terminals without QB installed. QB ES starts at a 5 user license and goes up from there. It’s more capable than QB Pro or Premier and uses a faster database engine. With those extra capabilities, it’s also more expensive. If that’s something that is of interest, get in touch with us.

  7. Hiya,

    Is it possible to save Chart of accounts or Account Balance with entries of one Company and then import them to another? I have been struggling with multiple currency account i created and i would like to Start again with brand new company where i could import some of my data without having to re-enter everything yet again.

    Is it possible?

    I will very much appreciate your reply.


    • You can certainly export the chart of accounts from one company file and import it into another company file. However, the chart of accounts is simply a list of the accounts. For the balances, you’ll need to either re-enter the transactions, explore transaction import via IIF files, or consider using 3rd party tools based on Intuit’s SDK to import transactions. Intuit doesn’t encourage transaction import via IIF files and won’t support you if you choose to do it. If the number of transactions is small, you may find it easier to just re-enter them. Hope that helps.