Converting One Write Plus or Peachtree to QuickBooks®

Hi, I’m Jayne Miller, the QuickBooks Gal. Welcome to another in our series of “Quicklets” –informational podcasts about QuickBooks and related bookkeeping topics.

Today, I’m going to talk about Converting One Write Plus and Peachtree to QuickBooks®.

I received a call a couple of weeks ago from a client who wanted to convert from an older accounting system of ledger sheets to QuickBooks. I obtained some information and determined that it would be best to have her come to our office where we could supervise her data entry from the ledgers into her new QuickBooks file that we would help her to create. She had an old 60 MHz computer and had not been exposed to any Windows® programs, so her learning curve could be large.

Later, I spoke with her son who informed me that she was using One Write Plus. She had a lot of data and her customer/vendor lists were pretty big…in other words, there would be a lot of data entry. It occurred to me that we could convert her data from OWP to Peachtree and then use the QuickBooks Conversion Tool to convert the newly created Peachtree file to QuickBooks.

The one thing I hadn’t counted on was the fact that she was using One Write Plus in DOS! That wasn’t a problem. We simply installed my version of OWP – Windows - on her computer, and then converted the DOS version to the Windows version. That went well. Then we backed up the data and restored it to one of my computers that had OWP v8 and Peachtree 2006 on it. Then, we converted OWP file to Peachtree using the internal converter tool in Peachtree.

Once that was done, we used the QuickBooks Conversion Tool to convert our new Peachtree 2006 file to QuickBooks 2006. This operation went very smoothly. Since the client could only purchase QuickBooks 2007, we then created her company once again in QB 2007 and upgraded the data file. At that point, we were able to give the client a back of her file in QuickBooks 2007 that she was able to take back to her office and restore on her new computer in her new QuickBooks 2007 program.

QuickBooks’ Conversion Tool really did the trick! If you need more information about the QuickBooks conversion tool, go to:

This site.

I stopped supporting One Write Plus in 1998 and haven’t used One Write Plus or Peachtree DOS versions in at least 10 or 11 years. I have to say that I was very pleased with the ease of transition from DOS to OWP Windows to Peachtree and then to QuickBooks. I don’t know if it matters, but I think that keeping Peachtree and QuickBooks versions compatible, in other words – using version 2006 of each software - makes a real difference when converting from Peachtree to QuickBooks…Intuit’s tech folks can probably tell you if that is important. One other note: I used the Accountant’s Edition of both Peachtree and QuickBooks.

If you have One Write Plus or Peachtree questions, drop me a line at jayne@quickbooksgal.com and I’ll try to answer them.

Got a QuickBooks Mess? Call The QuickBooks Gal!




Are you backing up your data?



Well, that’s it for now. I appreciate your time and hope you will join us again next time for another in our Quicklet© series. If there are topics you would like me to cover, send me an email at jayne@quickbooksgal.com. I welcome your ideas, questions, and comments.

Don’t forget to visit our website, www.quickbooksgal.com to learn more about me, the services we offer and our workshops.

I’m Jayne Miller, The QuickBooks Gal. Thanks for listening.






Jayne Miller is the owner of Custom Business Solutions, a consulting firm in Reno, Nevada that specializes in providing bookkeeping and software support.

Reconciling Bank Accounts in QuickBooks®

Hi, I’m Jayne Miller, the QuickBooks Gal. Welcome to another in our series of “Quicklets” –informational podcasts about QuickBooks and related bookkeeping topics.

Today, I’m going to talk about Reconciling Bank Accounts in QuickBooks®.

Nothing is so important and so overlooked in the bookkeeping process as performing monthly bank reconciliations. QuickBooks makes this process as easy as it could possibly be. Everyone should be in the habit of reconciling each checking, savings, credit card, or other financial accounts when they get a statement from the bank or issuing institution that holds these accounts.

Monthly reconciliations allow you make sure your that books are accurate, on-track, and gives you the opportunity to head off problems at the pass… before they become HUGE problems. To do your bank reconciliation, just grab your statement, open your QuickBooks file, go to the “Banking” menu and select “Reconcile.”

Now you should be able to enter the date of your statement, the ending balance, the date for your service charges and interest (this should be the same date as your statement), and the accounts you want to code your interest and service charges to. The beginning balance is already filled in for you and either comes from the ending balance of your last bank reconciliation or is zero because you’ve never done this before.

There are only three places where you can have errors in the bank reconciliation, and two of them are right here – the beginning and ending balance. If those are right, the only place left where you can have errors is in the actual activity, which you’ll see once you press “continue.”
Once you press continue, you’ll see a new “split” window with checks and deductions in the left window and deposits and credits in the right window. At the top, you will also see a check box where you can select the option to view only activity before or as of the date of the statement you are reconciling to…put a check mark in the box to make reconciling easier.

Now you simply put check marks next to each deposit, check, withdrawal, etc that matches with your bank statement. Generally, you will be able to check off everything that is on your statement, everything will match and you’ll just about be done.


However, a few complications can pop up:

One I see a lot stems from the use of outside payroll services. Users often record the expenses as a single Payroll check without the detail of each individual check. If your payroll system clears individual checks through your checking account, it’s nearly impossible to reconcile. To get around this I suggest creating a “Payroll in Transit” account which can be used to reflect the difference between the bank activity that clears and the unidentified individual payroll checks that are a part of the bulk transaction that was entered from Payroll company reports.

The best way to avoid this, however, is to open a separate checking account for payroll and then just transfer funds from the operating account to the payroll account just before payroll. I like this method because I only fund the payroll account when needed and it prevents putting the entire operating account funds at risk. Whenever there is an outside source accessing my accounts, I consider all funds at risk…whether malicious or accidental. When I have a dedicated account, I can control the potential loss.

Another potential problem or difficulty in reconciling is Credit Card deposits. Some processors take the discount off the deposit as it occurs…others discount at the end of the month. Additionally, just as it happens with payroll, sometimes you close your credit card system out at the end of the day and only part of the daily activity clears and reflects on the bank statement…could be dating, could be the time of day, could be that you have AMEX and Discover mingled with Visa and MasterCard. At any rate, you may have to create an account for “Credit Cards in Transit” against which you can make adjusting entries that allow you to balance. This is why I have the same policy for accepting credit cards as I have for payroll. I have a dedicated checking account for my credit card processing. I move the funds to the operating account weekly…it makes reconciling both accounts simple.


Back to reconciling:

When your statement balance and your cleared balance agree and your discrepancy balance in the lower right-hand corner of the reconciliation window is $0.00 you can tell QuickBooks to “Reconcile Now” and after a moment of processing it will congratulate you on completing a successful reconciliation and give you the option to print out a summary report, a detailed report, or both. I like to print the report and store it with my bank statement; however you can always print a copy from the Reports, Banking menu. Just select previous reconciliation report and follow on-screen instructions. This is a handy tool should any transactions that were previously cleared be deleted or altered…use this archived report to find discrepancies.

If you have questions about reconciling your accounts in QuickBooks, drop me a line at www.quickbooksgal.com.


Got a QuickBooks Mess? Call The QuickBooks Gal!




Comng Soon: Starting a New Business - Checklist & Discussion

Upcoming:
• Payroll – Ugh! I have a business with employees– now who wants a piece of me? (Social Security, Medicare, State Unemployment, FUTA, who else?)
• Using Credit Cards to pay bills, make purchases
• Converting Peachtree to QuickBooks
• Creating a new file in QuickBooks from an old one (Import lists vs. deleting transactions)
• Recording cash purchases and owner purchases/contributions
• QuickBooks Point of Sale – What’s new in 2007
• Links to our new MicroPods – podcasts devoted to Microsoft and the new Office Accounting - yes, we really are working on them! Coming Soon!



Are you backing up your data?



Well, that’s it for now. I appreciate your time and hope you will join us again next time for another in our Quicklet© series. If there are topics you would like me to cover, send me an email at jayne@quickbooksgal.com. I welcome your ideas, questions, and comments.

Don’t forget to visit our website, www.quickbooksgal.com to learn more about me, the services we offer and our workshops. April classes are on the website now.

I’m Jayne Miller, The QuickBooks Gal. Thanks for listening.






Jayne Miller is the owner of Custom Business Solutions, a consulting firm in Reno, Nevada that specializes in providing bookkeeping and software support.

Hiring a QuickBooks® ProAdvisor

Hi, I’m Jayne Miller, the QuickBooks Gal. Welcome to another in our series of “Quicklets” –informational podcasts about QuickBooks and related bookkeeping topics.

Today’s topic is Hiring a QuickBooks® ProAdvisor
Today, I’m going to talk about the QuickBooks ProAdvisor program. Certified QuickBooks experts known as ProAdvisors are typically CPAs, accountants, small business advisors or consultants who have been tested and certified on QuickBooks. Are you a new customer setting up QuickBooks for the first time or an experienced user planning to start a new data file? If the answer is YES, then you may want to learn more about the QuickBooks ProAdvisor program. I have been a Certified QuickBooks ProAdvisor since 1999. Additionally, I am certified in QuickBooks Point of Sale.

About QuickBooks Certified ProAdvisors
Intuit defines Certified ProAdvisors as those who have completed rigorous and comprehensive QuickBooks curriculum developed by Intuit in order to obtain the Certified ProAdvisor status. Anyone who has not been tested and obtained Intuit’s Certification will not be listed in Intuit’s ProAdvisor database and is not entitled to use that professional designation or any Intuit logos.
They help businesses customize QuickBooks for their unique needs and help them get the most out of the software. Certified ProAdvisors are also a great resource if you run into trouble with QuickBooks.
Certified ProAdvisors charge for their services, and many businesses feel the investment is valuable.


Who are Certified ProAdvisors - Why ProAdvisors?
They're experts in helping small businesses learn, use, and customize QuickBooks
They're certified by Intuit. Each Certified QuickBooks ProAdvisor has completed a rigorous and comprehensive QuickBooks curriculum developed by Intuit. They understand the challenges you face and can offer guidance on a variety of services from installation, set up and support, to bookkeeping and accounting questions. They support payroll and assist you in mastering the advanced features of QuickBooks.
Many are accounting and tax experts
Many businesses are even more satisfied with QuickBooks after working with a Certified QuickBooks ProAdvisor, and feel they are a valuable investment.
A Certified QuickBooks ProAdvisor can help ensure that your new QuickBooks file is set up correctly right from the start
Each Certified QuickBooks ProAdvisor has his/her own policy. Some may answer a question or two for you on the phone if they plan on building a long-term business relationship with you. Others may not choose to answer questions for you unless you plan to meet with them.
About the Referral Database
The Certified QuickBooks ProAdvisor Referral Database is meant to be a resource for QuickBooks users like yourself to easily find a Certified QuickBooks ProAdvisor, who specializes in QuickBooks, to serve you for the long term. It is not intended to be a resource for free advice.
Intuit does not allow paid placement with the Referral database.
Anyone who has not been tested and obtained Intuit’s Certification will not be listed in the database
You can find a Certified QuickBooks ProAdvisor on Intuit’s database. Click on the following link: Find a QuickBooks ProAdvisor in your area.



How the Database Search Works
To search by city, state or zip code to find a Certified QuickBooks ProAdvisor in your area, you will need to input an "access code" (provided to you on the page) before receiving your search results. The QuickBooks versions in which they are certified are indicated by the year or years next to the Certification icon.
Click on the name of a Certified QuickBooks ProAdvisor on the list, and read their profile to decide if they are appropriate for your business's needs.
You can narrow your search further with an Advanced Search by choosing criteria such as QuickBooks version in which they are certified, products they support, specialized services they perform, or their professional designation.
The database search engine sorts according to Certification Level and number of certifications:
First: Advanced Certified ProAdvisors within a 50 mile radius, sorted by distance from the zip code or address entered.
Second: Certified ProAdvisors certified in the most recent version of QuickBooks, sorted by distance from zip code or address entered.
Third: If more than one Certified ProAdvisor is tied on distance, and both certified in the most recent version of QuickBooks, they will then be sorted according to the greatest number of previous certifications.

Try my zip code – 89502 – to see how it works!

How to Select a Certified ProAdvisor
When selecting a Certified ProAdvisor, you should consider some of the following points when interviewing or researching the Intuit database:
1. What professional qualifications or level of support are you seeking? Do you need a CPA, an accountant, a bookkeeper, a consultant or a trainer?
2. Is the individual, practitioner, or business certified by Intuit and are they in the Intuit Database? This is especially important if you found them via Yellow Pages, Internet or any means other than the QuickBooks ProAdvisor Database Search. Remember, if they are not certified by Intuit, they have not completed the testing required and may not be the right choice for you.
3. Does the individual or firm have a business license? In Nevada, we are required to have a state business license, a city business license, in every city in which we do business, a fictitious name registration if not doing business in our own name (i.e. my fictitious name is Custom Business Solutions) in order to register our company with the Secretary of State.
4. Does the individual, practitioner, or business have General Liability Insurance? If your needs require long-term or ongoing services, can they provide a certificate of insurance with your company named from their insurance company? Many of my clients, especially government entities, require a copy of my certificate of insurance for long-term or ongoing projects.
5. If they use outside consultants or subcontractors, do those subcontractors have General Liability Insurance? I now require that all consultants who do subcontract work for my firm have their business license and certificate of insurance copies on file at my office in order to work with our clients.
6. What types of companies have they served or do they specialize in? If they don’t have experience in Construction or Manufacturing and that’s your business, you may want to find someone who does.
7. Can they give you references? Can you speak to someone for whom they have done some consulting work? This is especially important when you hire a consultant. Naturally, CPA’s and accountants must meet rigorous professional and educational standards. Many consultants are incredibly qualified…they have a variety of business and educational qualifications. It is important to be able to talk to current or previous clients if you are not sure that they will be able to meet your needs.
8. Where are they based? Does your consultant work from home or does he or she have an office where you can meet with them, drop off work, or reach them if you have questions or concerns? Is your information secure (if services are provided offsite)?
9. Who will do your work if services are performed away from your office? Do they have staff? Who will see your information? Have they educated their staff in matters of security, data backup, and confidentiality? Are they working from home….can the kids, spouse, friends access the computer or office where your work may be processed or data is stored. How secure is their computer? Do they practice good computer housekeeping and upkeep? Is their computer safeguarded from intrusion, do they do regular maintenance, and what steps do they take to assure that your work is safely backed up should their system “crash”?
10. What are their hours of operation? Can you reach them after hours or on the weekends if something comes up? Are they able to provide telephone support after hours or if they are out of town?
These are some good points to consider when interviewing or hiring QuickBooks Professionals. Intuit’s ProAdvisors bring a wide spectrum of experience and skill to the table; make sure to do your homework so you can find the best match for you and your needs.

I hope this has been informative and is useful to in finding and selecting the right QuickBooks support person or firm for your needs. Intuit has developed Corps of QuickBooks experts who specialize in affordable, quality, hands-on, local support that is unmatched and unsurpassed in my experience.
Got a QuickBooks Mess?
Find a Certified QuickBooks ProAdvisor in your area today!


Next time: Starting a New Business - Checklist & Discussion

Upcoming:
· Payroll – Ugh! I have a business with employees– now who wants a piece of me? (Social Security, Medicare, State Unemployment, FUTA, who else?)
· Using Credit Cards to pay bills, make purchases
· Converting Peachtree to QuickBooks
· Creating a new file in QuickBooks from an old one (Import lists vs. deleting transactions)
· Recording cash purchases and owner purchases/contributions
· QuickBooks Point of Sale – What’s new in 2007



Are you backing up your data?


Don’t forget - once a month, I will be dedicating a podcast to your questions.
Got a QuickBooks Mess? Got a QuickBooks question? Send it to me, The QuickBooks Gal, and I’ll try to include it in our monthly Q&A Quicklet!

Well, that’s it for now. I appreciate your time and hope you will join us again next time for another in our Quicklet© series. If there are topics you would like me to cover, send me an email at jayne@quickbooksgal.com. I welcome your ideas, questions, and comments.

Don’t forget to visit our website, www.quickbooksgal.com to learn more about me, the services we offer and our workshops. Look for an expanded schedule in March.

I’m Jayne Miller, The QuickBooks Gal. Thanks for listening.

Jayne Miller is the owner of Custom Business Solutions, a consulting firm in Reno, Nevada that specializes in providing bookkeeping and software support.