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Today's topic is working with client files when they are using a Mac and you are using QuickBooks for PC.
Quite often I need to get a backup of my client's work to take to my office and then return with changes or new postings.
I generally don’t use the Accountant’s Copy because it can create significant limitations in the client’s file and they usually aren’t very happy with me; I prefer to take a backup to my office and work on their file when they can stay out of QuickBooks while I am working.
This podcast will discuss the process using QuickBooks 2006 for Mac. It’s easy to go back and forth between Mac and PC if you follow a few simple instructions. When you do, a report will be generated in a PDF format that offers simple instructions for the process and provides a list of data that won’t be converted, unsupported reports in QuickBooks for Mac, and unsupported Report Filters that won’t convert from Mac to PC when you restore the work to your PC. There are some things that won’t convert from Mac to Windows.
I recently did a lot of work in a file that needed 3 bank accounts reconciled from mid-2006 to current. I reconciled 2006 (all 3 accounts) for the client, then returned a back up so he could work in the file until my next visit. I didn’t realize the Bank Reconciliations would not “stick” as they do in the PC version. I had to go back to reconcile each month again in order to go forward. Fortunately, the data I entered remained. Additionally, the transactions I cleared the week before remained cleared.
However, I did have to begin in June 2006 and re-do the reconciliation process month by month in order to a) create a previous reconciliation history and b) recreate the chronological process inside the bank reconciliation. By this I mean, that when I opened the bank reconciliation for the payroll account for example, the beginning balance was zero and the current day was my statement date. All historical reports were gone and since I am doing a lot of work in this client’s file, it is very important to me to have that data available.
This isn’t the only conversion issue, but for me it is the biggest. I noticed that when I create a customized tool bar for the tasks I access the most, the view doesn’t convert from PC to Mac and therefore when I got a new backup the next week, my customizations weren’t there. Here’s a brief recap of the data, reports, and report filters that don’t convert from MAC to PC:
DATA
• Payroll & payroll item lists (if you use Intuit payroll – Mac uses PayCycle) • Online banking transactions that you haven’t accepted into the register • Other online services data may be affected • Some customized forms and templates • Integration with third party applications • Budgets, transactions types, assembly items may convert as non-inventory items • Most user customization – columns, ship to addresses, price levels, etc
There are other data that may not convert; the PDF document generated at the time of conversion offers a more complete list than I can remember, but this give you an idea of what you may not be able to access in the PC file once you restore a MAC backup.
REPORTS
• Pending builds • Sales tax revenue summary • Reconciliation Discrepancy • Previous Bank Reconciliations • Mileage Reports • Payroll and workers comp reports • Fixed Asset Listing • Several Sales and Job related reports • Estimates by Job
Again, there are many more that I haven’t needed or don’t remember. Refer to the PDF when you convert. You may want to review it before you elect to work in the PC file.
REPORT FILTERS
• Name email • Posting Status • Template • Voided • Workers Comp Code • Paid Through • Sales Tax Code • More – refer to PDF
Sharing data Mac to Windows
If you can’t open the MAC file, you may have to go back to get another back up and make sure you save it as a .qbb file before you can open it on your PC.
If you get error messages when restoring the MAC file to PC, you may have to go back to the MAC and run Verify Data from the Utilities menu…the file could have some problems and need a little attention before you can proceed.
Back up Data in Mac to take to PC
1. Run Verify Data from the Utilities Menu (see previous). 2. Back up Mac data; be sure to save the file as a .qbb file
Restore Data from Mac to PC
1. Select FILE, RESTORE 2. Select the file and then RESTORE 3. You will be asked if you wish to update the file to the new version – type YES , then OK
Backing up Data in PC to take to MAC
1. In Windows, select FILE>Utilities>Copy Company File for QB Mac to save a .qbb backup file (you will notice that QuickBooks inserts “MAC” in the file name being saved 2. Save to Flash Drive, CD, Zip Disk
Restoring data to the Mac from PC
1. Insert backup media 2. IN QB MAC, select FILE> OPEN COMPANY 3. Select the .qbb file and click OPEN 4. Enter the company name and select SAVE 5. Once you have completed this task you will be shown a window where you can select OK to complete the process or you can click on the SHOW FILE IN FINDER button to see the location of the restored file
Don’t forget to visit our website, www.quickbooksgal.com to learn more about me, the services we offer and our workshops. Remember, if you wish to read or listen to past podcasts, they are available online at blog.quickbooksgal.com.
I’m Jayne Miller, The QuickBooks Gal. Thanks for listening.
Jayne Miller is the owner of Custom Business Solutions, a consulting firm in Reno-Tahoe, Nevada that specializes in providing bookkeeping and software support.
“Quicklet” - A Podcast for QuickBooks Pro, Premier, Enterprise Solutions, Point of Sale and Peachtree users featuring helpful information, tips, tricks and suggestions for bookkeepers, business owners, and consultants.
Got a QuickBooks Mess? Call The QuickBooks Gal!
Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – informational podcasts about QuickBooks, Peachtree and related bookkeeping topics.
Recently a client called because she needed to split liabilities to two separate checks.
Here's what happened. She paid 401K liabilities to the usual agency on a check a couple of weeks ago.
Today the check was returned to her because her employer had made some changes to the plan and moved part of the employee contributions to another agency and neglected to tell her about it.
When she voided the returned check, the liabilities all returned to the Payroll Liability journal as they originally were recorded.
Her question to me was: How can I re-issue two checks (one to Bank #1 and one to Bank#2) to replace the one original check?
This is easy....
1 - Create a check to entity # 1 through Payroll Liabilities. 2 - Select all Liabilities. 3 - With that check onscreen, select the EXPENSE tab above the Account Column 4 - Select the payroll liability account that you are paying (401k for example) and enter a negative amount equal to the amount of the 2nd check you wish to issue. 5 - Change the amount of the check on the form at the top to agree with the amount you wish to pay to this vendor. 6 - Save & Print
Next...
1 - Create a standard check or bill to the 2nd vendor 2 - Enter the amount remaining from the 1st check 3 - Code the payment to the same category you used for the negative entry on the first check 4 - Save & Print
You have now paid all liabilities to their proper accounts and used a "dummy" account to wash the difference you wanted to split to a separate check.
“Quicklet” - A Podcast for QuickBooks Pro, Premier, Enterprise Solutions, Point of Sale and Peachtree users featuring helpful information, tips, tricks and suggestions for bookkeepers, business owners, and consultants.
Got a QuickBooks Mess? Call The QuickBooks Gal!
Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – informational podcasts about QuickBooks, Peachtree and related bookkeeping topics.
The 2008 IRS Depreciation Limits are now available.
IRS depreciation limits: Passenger autos put in service in 2008
Autos (cars)
Light SUVs, pickups/vans*
50% Bonus Depreciation
No bonus or used
50% Bonus Depreciation
No bonus or used
1st Year
10,960.00
2,960.00
11,160.00
3,160.00
2nd Year
4,800.00
4,800.00
5,300.00
5,100.00
3rd Year
2,850.00
2,850.00
3,150.00
3,050.00
4th Year & after
1,775.00
1,775.00
1,875.00
1,875.00
*6,000 lbs. or less, built on truck chassis, and not specifically modified.
“Quicklet” - A Podcast for QuickBooks Pro, Premier, Enterprise Solutions, Point of Sale and Peachtree users featuring helpful information, tips, tricks and suggestions for bookkeepers, business owners, and consultants.
Got a QuickBooks Mess? Call The QuickBooks Gal!
Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – informational podcasts about QuickBooks, Peachtree and related bookkeeping topics.
Do you have questions about making Federal Payroll Tax Deposits? Here's a link to the IRS' Guide to this necessary process:
Today I'd like to discuss the tricky process of Restoring a QuickBooks Backup File from a Vista computer to a Windows XP computer.
Our office has both Vista and XP computers. In exchanging QuickBooks files between computers, we have found that files goingfrom Vista to XP require a little attention to detail.
When you restore a file from Vista to an XP computer, you may find that XP defaults to restoring the backup to the source media by default; for instance if you are restoring from a flash drive, Windows XP QuickBooks will default to the flash drive and if you are not careful, you will restore to the flash drive rather than the preferred directory.
Then, when you remove the flash drive from the port and open QuickBooks, you will discover that the changes you expected to be restored are not on your computer.
To prevent this, make sure you restore to the recommended directory: my computer>shared documents>Intuit>QuickBooks>Company Files; or restore to your preferred directory.
As a safeguard, (belt & suspenders) check your restored file to make sure you have completed the process correctly.
Please visit the QuickBooks Gal again for more QuickBooks & Bookkeeping tips.
Got a QuickBooks Mess? Call The QuickBooks Gal!
I'm Jayne Miller, The QuickBooks Gal. Thanks for your continued interest.
If you have questions or suggestions for future topics, please drop me a line at jayne@qbgal.com.
“Quicklet” - A Podcast for QuickBooks Pro, Premier, Enterprise Solutions, Point of Sale and Peachtree users featuring helpful information, tips, tricks and suggestions for bookkeepers, business owners, and consultants.
Got a QuickBooks Mess? Call The QuickBooks Gal!
Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – informational podcasts about QuickBooks, Peachtree and related bookkeeping topics.
“Quicklet” - A Podcast for QuickBooks Pro, Premier, Enterprise Solutions, Point of Sale and Peachtree users featuring helpful information, tips, tricks and suggestions for bookkeepers, business owners, and consultants.
Got a QuickBooks Mess? Call The QuickBooks Gal!
Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – informational podcasts about QuickBooks, Peachtree and related bookkeeping topics.
Are you setting up your chart of accounts and need help creating the Equity accounts?
You will find these on the Balance Sheet and they will be used to record the Owner's Equity.
You will need a master account called Owner, Partner, Shareholder or Stockholder Equity.
Then you can create the accounts that will record Investments and Draws. Go to your chart of accounts (you can find this by pressing the Ctrl key and the letter A at the same time, or in the “Company” menu at the top of QuickBooks).
Once there, click the “Account” button in the lower left corner and select “new.” This takes you to a screen asking you to choose what type of account will be created. Select “Equity.” Now, you can enter the name of the account. We’ll be creating 3 of them.
~ The first is called “Shareholder Equity.” Enter that in as the account name and click “Save and New.”
~ Now in the account name section enter “Draws” and click the check-box next to “Sub Account of” and use the drop down menu to select the “Shareholder Equity” account we have just created. Then click the “Save and New” button.
~ Finally, we’ll create one more account. Enter “Investments” as the account name and again, click the box next to “Sub Account of” and select “Shareholder Equity.” Then click “Save and Close.”
I've used the example of an S-Corp chart of accounts here. You can use the same method to set up Owner Equity, Draws & Investments for a sole proprietor.
“Quicklet” - A Podcast for QuickBooks Pro, Premier, Enterprise Solutions, Point of Sale and Peachtree users featuring helpful information, tips, tricks and suggestions for bookkeepers, business owners, and consultants.
Got a QuickBooks Mess? Call The QuickBooks Gal!
Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – informational podcasts about QuickBooks, Peachtree and related bookkeeping topics.
Do you use an outside credit card processing company and want to issue a refund through QuickBooks? One of our clients called recently to see if there was a way that they could do this in a way that they would see the refund as a reduction when they processed the day's deposits.
Here's the procedure for processing a refund in QuickBooks, with an outside credit card service, resulting in that refund being included in the daily “batch” deposit in the check register.
Step 1:Issue a credit memo for the returned item.If this is an existing customer, use their name, otherwise post the credit memo to your “Counter Sales” or “Cash Customer” type customer
If prompted when saving, select “Retain as an available credit.”
Notice here that the Item is placed back into stock, the full amount is credited, and the sales tax credit is accounted for as well.This however puts the credit into Accounts Receivable.Next we will fix that.
Create a General Journal Entry Debiting Accounts Receivable for the full amount of the refund and crediting Undeposited Funds for that same amount.The A/R line will need the name of the customer (in this example “Counter Sales”).
This moves the funds out of A/R and into undeposited funds, leaving our customer with no net effect on their balance.We do need to do a tiny bit of clean-up however.
While the net effect is zero, if you were to look at an Open Invoices report, you would see both a positive and negative figure in the amount of the refund.Let’s reconcile that!
Open the credit memo we created (you can double click on it from the open invoices report) and select the “Use Credit to” Button.From the drop down menu, select “Apply to Invoice.”
The “Apply Credit to Invoices Window will open.Make sure your Journal Entry is checked and click “Done.”
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