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sales receipt

How Does QuickBooks Attached Documents Handle Security?

Chief Mechanic · March 19, 2011 ·

QuickBooks Attached Documents Manage Users
QuickBooks Attached Documents addresses the need for security by providing 4 levels of application permissions across 8 areas of QuickBooks functionality under an account overseen by a single user.

Users log into Intuit’s secure servers using an email address and password. While we’re on the subject of security, there’s one small drawback: the password is not case-sensitive and is therefore not considered a strong password.

A QuickBooks Attached Documents subscription is managed by a Company Administrator, the sole pre-defined role supported by the service. A user with the role of Company Administrator can:

  • Edit the business profile
  • Add other Attached Documents subscriptions
  • Update the current subscription

Here’s a screenshot of the screen to add a new user, which shows the range of security settings. After a user is added, security settings can be modified by clicking on the Manage Users button in the upper right of the browser screen, followed by editing a specific user. You can only manage users from a browser-based interface, not from within QuickBooks itself. The Setup and Manage Users menu selection will only open browser access to Attached Documents.

Quickbooks Attached Documents Add User

The service supports 4 levels of application permissions:

  • Administrator: can perform all functions and manage users
  • Full Access: can perform all functions but cannot manage users
  • View Only: can view any attachment in any area but cannot add new attachments and cannot modify or delete existing documents
  • Custom Access: controlled access across 8 functional areas

Necessarily, the user with the role of Company Administrator must have Administrator application permissions, but other users can have Administrator application permissions as well. While those users will have powerful capabilities, they won’t have the powers specific to the role of Company Administrator, such as editing the company profile.

The Custom Access permission is used to control access to documents in functional areas of QuickBooks. Custom Access supports 8 functional areas:

  1. Sales and Accounts Receivable
  2. Purchases and Accounts Payable
  3. Checking and Credit Cards
  4. Time Tracking
  5. Payroll and Employees
  6. Inventory
  7. Sensitive Accounting Activities
  8. Company Documents

Within these 8 areas, there are 4 capabilities:

  • Add: this is a global permission; if a user can add an attached document, he can add it to any area
  • View: this permission allows a user to look at but not modify or delete a document
  • Modify: this permission necessarily includes the View permission
  • Delete: this permission is only available to a user with Modify permissions in the same area

Users assigned a Custom Access level can make use of their capabilities (i. e., Add, View, Modify, or Delete) on lists and transactions associated with that area of accounting. A user can be assigned to more than one area, a necessity in a small firm that still wants to set some restrictions on document access.

Before examining how Custom Access applies in specific areas, it’s important to understand how access to files in the Document Inbox is controlled. Any user with View permission in any area can see all unattached documents in the Document Inbox. Custom Access can’t take affect until after a document is attached and put into a specific area. Therefore, for documents requiring controlled access, care must be taken to start the upload process by attaching them from within QuickBooks. If you elect to upload a document to the Document Inbox and attach it later, it is viewable by any user with View permissions until it is attached to a list item or transaction.

8 Functional Areas

Let’s review which lists and transactions are associated with specific areas. Note that a list or transaction type can appear in more than 1 area. For example, the Other Names list appears in both the Sales and Accounts Receivable and the Purchases and Accounts Payable areas.

Sales and Accounts Receivable: Customers, Other Names, Fixed Asset Item List, Estimates, Sales Orders, Invoices, Sales Receipts, Credit Memos, and Payments.

Purchases and Accounts Payable: Vendors, Other Names, Fixed Asset Items, Bills, Bill Credits, Bill Payments, Credit Card charges, Credit Card credits, and Purchase Orders. Note that Checks – which represent a different transaction type – cannot be seen unless the user has View permissions in the area of Checking and Credit Cards.

Checking and Credit Cards: Vendors, Other Names, Fixed Asset Items, Checks, Deposits, Credit Card charges, and Credit Card credits. Note that users with View permission can see documents attached to transactions in bank or credit card accounts but cannot see documents attached to the bank or credit card accounts themselves. Note also that Transfers are not included in this area.

Time Tracking: Other Names and Timers.

Payroll and Employees: Employees, Other Names, Paychecks, Payroll Liability Checks, Liability Adjustments, and Year-To-Date Adjustments.

Inventory: Items, Vendors, Other Names, Fixed Asset Items, Bills, Bill Credits, Bill Payments, Purchase Orders, Item Receipts, Inventory Adjustments, and Build Assemblies.

Sensitive Accounting Activities: Accounts, Journal entries, and Transfers. Note that users with View permission can see documents attached to general ledger Accounts, but to also see documents attached to transactions in a particular area, View permission for that area is required. For example, to view a document attached to a Check, a user must have View permissions in the Checking and Credit Cards area.

Company Documents: Documents attached to the company file itself via the Company Information window.

This last area is not an accounting function similar to managing A/R or A/P. Instead, it includes more general corporate documents that are connected to accounting and recordkeeping. Documents here include those attached to the Company Information via the Company->Company Information… menu selection. A screenshot of this point of attachment is shown below. Examples of documents that might be attached here include corporate organization documents such as articles of incorporation, bylaws, or meeting minutes.

QuickBooks Attached Documents Company File

A few examples of how applying security in QuickBooks Attached Documents will illustrate the power and flexibility of this security model. First, consider the need to upload bank statements but to restrict access to selected individuals. Bank statements attached to the Account are only viewable by users with access to Sensitive Accounting Activities, so the specific bank account to which the statement applies is the best point of attachment. We don’t recommend bank statements be attached to other list entities, such as Other Names, because documents attached to those lists are accessible to other areas.

Next, consider the need to upload payroll tax forms. If every user requiring access to the payroll tax forms will also have access to the Sensitive Accounting Activities area, one good point of attachment might be the liability account to which the tax form relates. Another approach might be to treat these forms as Company Documents, and attach them to the Company Information. A workable but slightly less desirable method would be to create employees representing the tax agency as placeholders and attach tax forms to the relevant placeholder employee. However, even though a tax form is often accompanied by a payment to a Vendor, we don’t recommend attaching a tax form to a Vendor because documents attached to that list item would be accessible to other areas, such as Purchase and Accounts Payable.

Both of these examples illustrate an important concept in making use of security in Attached Documents. Start by attaching a document to an area with the greatest restrictions and only attach it to other areas as required. If you attach a document to areas that include lists or transaction types that overlap, you may end up making the document available to a wider audience than you originally intended.

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How Do I Record the Sale of a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To record a sale of a special order item on a sales order in POS, start with the list view of sales orders.

This article is part of a related series of articles covering adding a new sales order with a special order item, generating a purchase order for that item and emailing it to the vendor, receiving the special order item into inventory, and recording the sale or shipment.

To display the list of open sales orders, click Customer Order List button on the POS Navigator and choose Sales Order List from the menu. You can also access open sales orders by clicking on the Sales Order button on the toolbar. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Sales Order button.

QuickBooks POS 8 Sales Order Make Sale Navigator

From the list view of sales orders, choose Sell Item(s) from the I Want To… menu or use the keyboard shortcut Ctrl + F7.

QuickBooks POS 8 Sales Order Sell Item 1

On the Select Items to Sell window, you can record the sale of the entire order by clicking Select All or just a portion of it. Partial shipments are accomplished by entering a Doc.Qty less than the Due quantity for some or all of the items. The order shown below has only 1 line item. Enter either the Doc.Qty for each line or click the Select All button, followed by Continue. For sales orders with many lines where a sale is being recorded for complete delivery of most but not all line items, it’s easier to select all the items first and then change the Doc.Qty only on those lines receiving partial shipments. If shipment quantities aren’t correct on this window, you’ll have an opportunity to change them before completing the sale.

QuickBooks POS 8 Sales Order Sell Item Select Item

In the New Sales Receipt window, you can add additional items to this sale, edit or remove the existing items, and record shipping information. On the Shipping window, you can choose from multiple shipping addresses already on file or add a new one. Address changes can optionally update the customer’s information or be used on this order only.

QuickBooks POS 8 Sales Order Sell Item Shipping

Once a shipping address is selected, enter the Shipping Details and click Ok.

QuickBooks POS 8 Sales Order Sell Item Shipping 2

When we return to the sales receipt, shipping information and the sales receipt total are updated. In this example, we opted not to add shipping charges, because the customer has previously placed a deposit to pay for the sales order in full. The Total reflected on this screen does not reflect the amount unpaid after taking into account deposits, even deposits already applied to this sales order. It’s the total of the sale before deposits are deducted. If we did added additional shipping charges to this receipt, we’ll have an opportunity to collect payment for them as well as apply the customer’s deposit at this point. Click the Take Payment button.

QuickBooks POS 8 Sales Order Sell Item 1

In the Receipt Payment window, the $100 deposit received with the original sales order is shown. That deposit pays for the order in full. If we had caused the sales order to exceed the original deposit by adding additional items, changing order quantities or prices, or adding shipping charges, we could collect and enter payment. If there were no changes to the original sales order and the application of the deposit is correct, click Save or Save & Print Receipt.

QuickBooks POS 8 Sales Order Sell Item Receipt Payment

That completes the process of recording the sale of a special order item in QuickBooks POS.

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Zoovy Web Store

Chief Mechanic · August 25, 2010 ·

A web-savvy client just drew our attention to a QuickBooks compatible web store, Zoovy.

The company says they support bi-directional communication of invoices, sales receipts, customers, products and inventory with QuickBooks in this Zoovy overview.

For QuickBooks customers looking to increase sales from a web store and not have to re-enter information, Zoovy might be worth a closer look.

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What Is a Payment Item and How Should I Use One?

Chief Mechanic · August 23, 2010 ·

A Payment Item is a type of Item maintained on the Item list, which is accessed on the Lists->Item List menu selection.

See our article on all of the Item types supported by QuickBooks for more information.

A Payment Item is used to record a partial payment on an Invoice or Statement made before the original sale. Payment Items shouldn’t be used on other sale documents, such as Sales Receipts or Credit Memos.

Payment Items are typically used by firms seeking the ability to create a single customer document (the Invoice) that reflects the net balance due on the grounds that a single document showing payments deducted reduces customer confusion and improves collections.

QuickBooks Enterprise Solutions 10 Payment Item

Typically, recording a customer payment via the Customers->Receive Payments window is used to record a full or partial payment received at or after the time of sale. Recording a Payment Item on an invoice is an alternate to this approach to reduce an invoice balance. One common use of a Payment Item is to record a deposit or retainer.

A Payment Item is designed to give you the flexibility to control the account to which it is deposited and to specify the associated Payment Method to enable the payment to be grouped with other similar items into a bank deposit. To specify the deposit account, either select Group with other undeposited funds or select Deposit To and pick an account from the pull-down list of accounts.

The screenshot below shows a Payment Item being recorded in the Create Invoices window. The Payment Item is recorded as a negative number and reduces the Balance Due on the invoice.

QuickBooks Enterprise Solutions 10 Payment Item on Create Invoice

One downside to using a Payment Item is that any reference number information, such as a customer’s check number, is not recorded in the typical field for such information, the No. field. Instead, the No. field is populated with the Invoice number.

For those who favor using a Payment Item, the advantage of being able to produce a single document (the Invoice) that reflects a customer’s net balance outweighs these shortcomings.

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How Do I Make a Bank Deposit?

Chief Mechanic · July 25, 2010 ·

Always keep in mind that your goal when recording a bank deposit in QuickBooks is to match what you record to what you actually deposit. That means matching the transaction date, the amount, and the bank account to which you make the deposit.

The steps to make a bank deposit in QuickBooks depend on your setting of the Undeposited Funds preference.

For most QuickBooks users, the Undeposited Funds preference is enabled, so we’ll cover that scenario first.

Enabling the Undeposited Funds preference means that your default “deposit to” account is your Undeposited Funds account. Customer payments and sales receipts are temporarily accumulated in the Undeposited Funds account until you combine them into one or more bank deposits. Funds reach the Undeposited Funds account in one of 3 ways:

  1. recording a customer payment on the Customers->Receive Payments menu selection
  2. recording a Sales Receipt
  3. recording a General Journal entry
QuickBooks Enterprise Solutions 10 Payments To Deposit

Funds in the Undeposited Funds account are combined into a bank deposit on the Banking->Make Deposits menu selection. If you select this menu choice and your Undeposited Funds account contains transactions, QuickBooks will automatically open the Payments to Deposit window, as shown nearby.

This window will contain all items available to deposit. In this window, choose the item(s) that actually make up the bank deposit being recorded. In our example, we chose 1 item. Buttons are available to Select All items and Select None, which performs an “undo” function. When you’ve selected the item(s) to deposit, click Ok to return to the Make Deposits window. If you want to change the items selected from among the available items to deposit, simply hit the Payments button at the top of the Make Deposits window. If your deposit will only contain items from the Undeposited Funds account, it’s a good idea to verify that the Payments Subtotal matches the amount of the deposit.

In addition to items gathered from Undeposited Funds, you can include other deposit items, as well as deductions for fees, such as incoming wire fees. You always want to have the amount of the deposit match the amount recorded by the bank. If your bank combines a fee with a gross deposit and records a net deposit amount, you’ll want to include the fee on the Make Deposits window. If your bank records a gross deposit and a fee as 2 separate transactions, you don’t want to include the fee on this window. In our example, even though we’re depositing 1 check, we’ve added a $10 bank service charge expense to demonstrate how a deposit deduction is recorded.

You can also receive cash back from a deposit, which will be deducted from the deposit. You should only use this feature if your bank reports the net amount of the deposit as 1 transaction. If you use these fields, you’d normally enter a petty cash account (effectively a transfer), an expense account (such as a travel advance), or an equity account (a return of equity). While recording cash back from a deposit on the Make Deposits window can save a step, we generally discourage using this method. It’s preferable to record the gross deposit and cash withdrawal separately because you’ll preserve more transaction details of the cash withdrawal by doing so.

QuickBooks Enterprise Solutions Make Deposits

Before saving the deposit, confirm the Deposit To account, the transaction Date, and the Deposit Total match your actual bank activity. Optionally, you can record a Memo for the deposit.

Once you’ve verified the deposit details, click the Save icon, the Save & Close, or Save & New button.

You can also print a Deposit Slip and a Deposit Summary from the Print icon. If you opt to print information associated with the deposit, QuickBooks will first save it. A Deposit Summary is simply a summary report of the items and cash back (if any) on the deposit.

QuickBooks Enterprise Solutions 10 Deposit Summary

A Deposit Slip is designed to work with pre-printed QuickBooks deposit slips to automate the step of filling out a deposit slip form before you take the deposit to the bank. However, using a pre-printed deposit slip imposes some restrictions on the deposit function: all deposit items must have a Cash or Check payment method, and every deposit item must have a positive amount. The screen shots below illustrate these restrictions.

QuickBooks Enterprise Solutions 10 Deposit Warning
QuickBooks Enterprise Solutions 10 Deposit Warning

Recording a deposit if you don’t use the Undeposited Funds account follows most of the procedures described above. If you previously had the Undeposited Funds preference enabled and disable it while you have items in the Undeposited Funds account, QuickBooks will automatically open the Payments To Deposit window. If there are no transactions in the Undeposited Funds account, QuickBooks will present the Make Deposits window and allow you to manually enter the items for a deposit.

For each deposit item, you’ll specify who provided the funds (Received From), the general ledger account (From Account), any applicable Memo, the Chk No., the payment method (Pmt Meth.), and Amount. If class tracking is enabled, you’ll be able to specify the Class for each deposit item as well.

Once you’ve verified the deposit details, click the Save icon, the Save & Close, or Save & New button.

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