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Ask Questions–We Have Answers

Have you ever had a question and been hesitant to ask someone?  I’ll bet, someone else has already asked us that same question! We don’t believe that there are any silly questions. Sometimes the smallest detail is all you’re missing.

We have gathered together some of the most frequently asked questions we hear and prepared short answers below.  Some frequently asked questions require answers that are a little too long for this page, so feel free to contact us with a question you may not see listed below!

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Get answers to some common, but critical questions.

We don’t believe that there are any silly questions. Sometimes the smallest detail is all you’re missing.
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Frequently Asked Questions

Intuit will provide read-only access of your company data for one year from the date of cancellation for a subscribed account. See Intuit’s data retention policy for more information.

Intuit stores its users’ financial data in the Intuit Data Center, a facility with full-time security staff, video surveillance, and alarms. The data itself is secured with 128-bit SSL encryption technology and a password-protected login on firewall-protected servers.

When you sync with your bank’s website, transactions come into the QBO  “Bank Feed” window. If you have already entered a transaction, QBO will recognize it and allow you to “Match” it. If you have not already entered a transactions, QBO will allow you to “Add” the transaction (such as a check) to your bank register-  entering the payee and assigning it to the correct expense account.

Make sure that your browser is set to accept cookies. Try switching to a different browser. In I.E. go to Safety:INPRIVATE. In the blue URL window, type in

Yes, there is a mobile application for QuickBooks Online

Yes, with QuickBooks Payments service, you can email an invoice to your customer and offer them the opportunity to pay electronically with credit card or bank transfer (eCheck).

QuickBooks Online offers both Basic and Enhanced Payroll Service.

Yes, you can convert your company file from the desktop software to QuickBooks Online. Many software features are quite different, however. Call us to determine if the online product is a good fit for your business.!

If you purchase tangible personal property from a company outside of California and they do not charge you California Sales Tax, that purchase is reportable and subject to payment of Use Tax.

Transportation charges for delivering goods to a purchaser by an independent carrier (the transportation charges must be separately stated in the invoice) are not taxable.

No, you must track those sales and report them to the State of California State Board of Equalization under the Exemption category “Sales In Interstate or Foreign Commerce”

If you sell tangible, personal property in the State of California, you have to collect and remit sales tax to the California State Board of Equalization. Follow this link to the BOE wesbsite to find out more about this topic.

If you are a business owner hiring or contracting with other individuals to provide services to your business, you must determine whether the individuals providing services are employees or independent contractors. Follow this link to the IRS website to find out more about this topic and what your responsibilities are.

The short answer is that the transaction is posting to another Balance Sheet account.

For a lot more detail, see our BLOG Post

There are several answers to this question. It depends on what you entered on the downloaded check, if there is inventory involved, etc. The simplest answer is to change the account on the check to Accounts Payable and add the Vendor Name in the column titled “Customer:Job”. Then go to the Pay Bills window and select the open Bill for that vendor and click the “Apply Credits” button, click OK to the window that opens and then Save and Close the “payment”. This will apply the check to the Bill and the vendors balance will no longer include that bill. If the check was for inventory or posted to something other than an expense account – call us to help you decide what to do.

Open the Deposit of the wire and on the next line down, add your bank in the Received from Column and the expense account for bank fees in the From Account column, then enter any memo you want and enter the fee as a negative number in the Amount column. The new Deposit Subtotal will match the bank deposit amount.

If you drill down into the zero balance, you will find payments that are not “linked” to the invoice or bill. Simply open the payment window and place a check mark in front of the appropriate transaction. Then save and close and refresh your report and they will no longer be present.

Setup a Vendor name for the employee (note: it must be different that the employee name, so leave out the middle initial or add (V) at the end, etc) and enter bills or write checks to that vendor name.

Follow the steps in the answer above and then the steps to merge list elements.

In Single User Mode, names in the “Other Names” list can be converted to Vendors, Customers or Employees – from the List Menu, select Other Names List. From the Activities button dropdown menu at the bottom of the Other Names List, select “Change Other Name Types”.   From the window that opens, find the name(s) that you want to change and click to place a check mark in the appropriate column and click OK.

List elements can be “merged” when in Single User Mode. Click on the name you want to go away and edit it to exactly match the name you want to remain in your file. You will be prompted that the name already exists and asked if you want to merge them.

Try changing the “show columns” filter from the default of “Total Only” to “year”. If it balances then, you have a data corruption problem. You can try to run a Verify on your datafile. From the File Menu click on Utilities, then click on Verify Data. If the Verify fails, it will tell you to Rebuild your data. This must be done by the Admin User in Single User Mode and NEVER EVER across a network! Best to call us for assistance with this one!

There are a number of reasons this could be happening, so it would be best to call us to troubleshoot this for you.

That answer depends on what kind of check it was. If it was a check for reimbursement of expenses, follow the steps in the question above. If it was a payroll check, you will need to re-issue the check if the original has been lost. If you can’t re-issue it to the employee, you must forward the money to the State of California. Contact us to help you with this issue.

Create a Journal Entry, dated January 1st of the new year and enter a debit to your bank account and a credit to the expense account you originally posted the check to. Then when you reconcile the January bank statement, use the Journal Entry to offset the check and clear them both.

Click on the Edit Menu and select Preferences at the bottom of the list. Then click on Accounting at the top of the left column, then click the Company Preferences tab. At the bottom of the screen click the button: Set Date/Password.

Learn more from this BLOG post

If you are paying an individual, sole proprietorship, partnership, LLP or LLC (filing taxes as a Partnership) for “Services” (non-tangible like janitorial, etc) rendered to your business, you must track those payments and provide a 1099 at the end of each year, if they are paid more than the IRS threshold (currently $600).

For more on 1099 reporting in QuickBooks click on our BLOG Post

No problem. Click the Write Checks icon on the Home Page or click the Banking Menu at the top of the screen and select Write Check.

For more detailed instructions on writing and printing checks:  BLOG Post

Click the Enter Bills icon on the Home Page or go to the Vendor Center via the Icon bar on the left or the Vendor Menu at the top, then select the vendor in the column on the left (if the vendor is not there, click “New Vendor” at the top of the Vendor Center window) and click New Transactions – Enter Bills at the top of the Vendor Center window.

For more detailed instructions, see our BLOG Post

A check has no connection to your Accounts Payable and is generally used to expense payments made at that time. A bill payment is, of course, a check, but that check is used to pay a previously entered bill and is connected to the Vendor in Accounts Payable.

The simple answer is that QuickBooks uses another datafile to “manage” the data input / output from the end users. Yeah, I know . . . . not simple, so just think of it as the first stop the data makes on it’s way into the actual QuickBooks file. The TLG file keeps that information and can be used to restore a damaged file. The downside of this is the file can grow exponentially, so it is really important to perform periodic internal backups to empty the TLG file.

There are many ways to open your company file; opening QuickBooks software will automatically load the last company file you were in and request your user name and password. If you haven’t opened the company before, you can click the Open Company button below the box in the “No Company Open” window, then “browse” to your company file, select it, and click the Open button. You can click on the QuickBooks FILE Menu and select Open or Restore Company, Open Previous Company or Open Second Company, then browse to the location of the file you are trying to open.

Your company file is the actual “live” datafile that you are working in. A backup file is a specific type of “backup copy” made from within QuickBooks. A portable file is another specific type of “copy” of your company file, also made from within QuickBooks, and then compressed so that you have a smaller file size.

The magic of F2! if you are in QB you can learn your file location, size and other pertinent information by pressing the F2 key.

If you are not in your company file, open the software and highlight your company file name in the “No Company Open” window, then look directly under the box for the path to your file.

Yes, you absolutely can use QuickBooks on your MAC computer!  In fact, you have two options:

  • QuickBooks for MAC software downloaded and installed locally on your MAC OR 
  • QuickBooks Online: Self Employed, Simple Start, Essentials or Plus

A very good question and one we hear frequently!  Intuit provides a comparison chart to help you make the best choice!  Go to: QuickBooks Compare