QuickBooks Asia

What had you entered today?

Software: QuickBooks accounting software

You had been entering transactions daily into QuickBooks. Do you know the transactions which were recorded today by either you or your colleagues?

How to find the transactions which were entered today?

From Edit menu, select “Find” function. In the Find wizard, go to “Advanced” tab, Select “Entered/Modified” field from the Filter window. Next, select “Today’ from the Entered/Modified field (beside the Filter Window). Click the “Find” button to start the search of entry recorded today.

Once Find wizard got your result, you simply click the “Report” button to print out the transactions into the “Find Report” window.

 

 

Closing Date

Software: QuickBooks

One of the worry, which an Accountant had, was the user can change the QuickBooks transactions anytime (if he/she has the access right) even the account had already been closed.

A method to prevent changes is to set a Closing Date in your QuickBooks data file. Example: In the month of Oct 2008, you can set a Closing Date as of 30 Sep 2008. This will prevent user to enter data on or before 30 Sep 2008.

To set a closing date, simply go to Edit menu | Preferences | Accounting | Company Preferences tab | click  on “Set Date/Password” button and set the closing date and password accordingly.

QuickBooks will prompt for password when user try to save a transaction that is fall on or before the closing date.

To further control the security, QuickBooks Administrator can set the user don’t have the ability to edit or delete transactions that were recorded before the closing date in the user profile.

 

Set number of previous companies

You have created more than four company files in QuickBooks, but there are only four company files links appeared on the ‘Previous opened company’ Window (page that you see when you launch QuickBooks without company file). What could be the possible issue?

By default, QuickBooks set the number of previous company link to four company files. You can increase it to twenty (maximum). Although the maximum previous company file was twenty, you are allowed to create more than twenty company files. Just go to File menu and follow by ‘Open or Restore Company …’ to open files that was not in the ‘Open Previous Company’ list.

To edit the number of ‘Previous Companies’ setting, you need to log in to your data file as an Administrator. Then, from the File menu, select ‘Open Previous Companies’ and follow by ‘Set number of previous companies …’ option.

Next, the ‘Set number of previous companies’ window will popped up, in the ‘How many companies do you want to list (1 to 20)?’ field, enter your required number of companies’ file which you like to list.

 

 

Backup

This is not the first time I remind QuickBooks user to backup their company file. Am still seeing users do not take Backup task seriously; some user backup rarely, some “recycle” the backup file and some even do not perform a backup at all. This is a bad habit. Backup is an important task, be it your daily document, spreadsheet or your QuickBooks Company file, you must perform your backup task as according to your schedule. For QuickBooks, I recommend user backup daily.

For QuickBooks 2009/10 Asia edition, to do a backup, simply go to File menu and select “Save Copy or Backup …”; next, follow the Backup wizard to perform your daily backup. The Backup extension for QuickBooks is “*.QBB”.

If you foreseeing that you do not have a habit of backing up regularly, I suggest you set a schedule for your backup. You can setup an Automatic backup schedule for your QuickBooks Company file for every “x” number of time you close your Company File. Should there be anything happen to your QuickBooks Company file, such as having a major data error such as C=43, C=44 or C=88, you can have a backup file to fall back on.

Do not forget to BACKUP!