QuickBooks Questions & Answers

“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.

Ask the QuickBooksGal!Got a QuickBooks Mess? Call The QuickBooks Gal!

Hi, I'm Jayne Miller, The QuickBooks Gal. Welcome to another in my series of “Quicklets” – Today I'm going to answer some listener questions.

How are passwords like bubblegum?
  • They're strongest when fresh
  • The should be used by an individual, not a group
  • If left laying around, they will create a sticky mess

Security experts are strongly urging us to use more sophisticated passwords. The days of using your birthday or your child's middle name are over. Now, they tell us we should use passwords with at least 8 characters, with at least one number, one uppercase letter, and one lower case letter.

Now on to some of the questions I've gotten from listeners. Of course, if you have any questions, don't hesitate to e-mail.

1. "What two keys do you press in order to find the registration and release number of the program QuickBooks?"

This has two answers. The "two keys" would be control + 1. However, you can do the same thing by pressing just the F2 key. This will display not only the registration and release numbers, but also the file size, number of customers, vendors, and more.

2. "What is the 2007 business mileage rate?'

This question refers to the rate set by the IRS and since it is the end of the year, it's a good time to have this information handy, both for 2007 and 2008.

Beginning January 1, 2008, the standard mileage rates for the use of a car (including vans, pickups, or panel trucks) will be:

-50.5 cents per mile for business miles driven;
-19 cents per mile driven for medical or moving purposes; and
-14 cents per mile driven in service of charitable organizations.

3. "Can you copy the QuickBooks company file to another computer and open it?"

Sure, you can. Assuming that you have the same or newer version of QuickBooks on the other computer. But, generally it's better to make a backup of the file and restore that on the other computer rather than copying over the entire company file (.qbw file).

4. "Can you customize buttons on QuickBooks Enterprise?"

Yes. Just as in QuickBooks Pro and Premier, this can be done from the "View" menu and "Customize Icon Bar." This will let you add and remove buttons, change their order, and change the picture to associate with them.

5. "Can you issue employees 1099's?"

This might seem like a trick question at first. Employees, by definition, are not 1099 contractors. But sometimes people are both. Maybe they were 1099 contractors and then you decided to hire them as employees and put them on the payroll.

In this case, yes, you can issue a 1099 to the VENDOR, and also write payroll checks to the EMPLOYEE. In QuickBooks, the EMPLOYEE name cannot be identical to the vendor name. So, when Mike Smith was a 1099 VENDOR you would have written checks to "Mike Smith." Once he became an employee, you would have to write checks to the employee "Mike A. Smith" (so that it isn't the identical name).

6. "Is QuickBooks 2006 compatible with Windows Vista?"

We get variation on this question all the time. The best resource to check all Vista compatibility issues for QuickBooks is http://support.quickbooks.intuit.com/support/Vista/.

You can also find information about Vista campatibility for Peachtree at http://www.peachtree.com/support/vista/.

7. "I run both 2006 and 2007 Premier editions on my system. A friend has 2004 Pro and would like me to help her with something. How do I open her version without upgrading my version? And can I save to work done in her version so she does not have to upgrade?"

In this case, you can only go in one direction-from the old (2004) file to the new (2006 or 2007) file. You could restore a copy of the 2004 file to your computer and view it, run reports from it, etc. But you cannot make changes to it and then send those changes back to the friend with 2004. The upgrade process is a one-way street.

8. "In QuickBooks reconciliation is the cleared balance on the reconciliation report the beginning balance for the next months reconciliation report?"

It is supposed to be; in ideal conditions it is. However, people can throw this off by going back and deleting cleared transactions. Once an item is cleared and reconciled, it should not be altered.

9. "In QuickBooks how do I export memorized transactions to Excel?"

To do this, simply go to "Reports", "List", "Memorized Transaction Listing." From there, you should be able to hit the "Export" button and that will export the list to Excel.

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.

Got a QuickBooks Mess? Call The QuickBooks Gal!

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

Reno - Tahoe - Sacramento


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