Monday, October 20, 2014

Customer payments entered in error

The Support site is very helpful, if the above link does not work, here is the information:

Correct customer payments that have been deposited and reconciled

You can move a payment that has been incorrectly applied from one customer to the correct customer, if the payment has already been deposited and reconciled.
You can also use this process to correct any customer payments that were entered through the make deposits screen and are not connected to an invoice.
Performing the following steps in QuickBooks will correct these issues and allow the reconciliation to remain intact.
Detailed Instructions
To correct a misapplied payment:
  1. Create a duplicate payment for the correct customer:
    1. Select the Customers menu and select Receive Payments.
    2. Create a duplicate payment for the correct customer.
    3. Click Save & Close.
  2. Delete the original payment and recreate payment line in (reconciled) deposit:
    1. Select the Banking menu and select Make Deposits.
    2. Click the Cancel button at the bottom of the Payments to Deposit window
    3. In the Make Deposits window, click the Previous button until you find the deposit containing the original payment (that was incorrectly applied).
    4. Click the Payments button at the top of the window to open the Payments to Deposit window again.
    5. Select the newly created payment and click OK to add it to the previously reconciled deposit.
    6. In the Make Deposits window, select the original payment.
    7. Select the Edit menu and select Delete Line.
    8. Click Save & Close to automatically replace the original payment with the new payment.
    9. Click Yes to the warning: "You have changed the transaction."
  3. Delete the original payment.
    1. Select the Customers menu and select Receive Payments.
    2. In the Receive Payments window, click the Previous button until you find the original payment.
    3. Select the Edit menu and select Delete Payment.
    4. Click OK to the warning: "Are you sure you want to delete this transaction?"
    5. Click Save & Close.
The payment has now been applied correctly and the reconciliation left intact.

Correcting Deposits made through the register or through the Make Deposits window that were not applied to customer payments:
  1. Find the deposit in the register
  2. Double-click on the DEP line
  3. Change the Received From line to Undeposited Funds
  4. Click the Payments button on the top
  5. Place a Check mark next to the payments that this deposit belongs to
  6. Save and Close the deposit
The payment should now be correctly applied to the deposit.

Sales Tax Setup and Use

You need to set up the sales tax item. 

1. Go to Edit, Preference, Sales Tax

2. Click on the Company preferences tab. 

3. Click Add sales tax Item>Create Sales tax items in the items list>make sure you have noted that you charge Sales Tax

4. Click the remaining preferences as applicable

5. Edit your customers to be taxable or non taxable

6. Edit your items to be taxable or non taxable

7. Add sales tax to the footer section of the invoice template.

8. When paying Sales Tax, always go to Vendor>Sales Tax>Pay Sales Tax

Your Customer Preference overrides the Item taxable status.
You will need to know your sales tax rate and agency. 
Contact your state and local taxing authorities for that information.

Bill shows as unpaid in QuickBooks-check was written to pay

Did you enter a bill and then enter a check to pay the bill?  The bill will still show as unpaid because it is not "linked" to the check.

To correct this payment:

1. Go to the check written to pay the bill and double click to open it

2. Enter Accounts payable in the Expense Account drop down list on the lower portion of the check

3. Go to Vendor>Pay bills>click on the bill

4. Click "Set credits" in the area below the list of bills

5. Set the correct date and choose "Pay Selected Bills"

This will link the payment to the bill

Tuesday, March 27, 2012

Does your file have data damage and if so why?

Data damage can be caused by many things in a QuickBooks file, much like any other software.  The best offense is a good defense.
Verify and if necessary Rebuild your data.  The links given sometimes move so if the link is broken just search the main (home) page for "verify"

Another good tool:

Also make sure that you have the option checked to verify your data with each backup.  It's worth the extra time it may take.

Backing up and verifying data are extremely important and could save you hours (if not days or more) of time in the future.

Friday, February 24, 2012

Overstated income Customer payments posted twice due to Undeposited Funds Issue?

Do you thing you have duplicate Customer payments posting???

You probably don't have duplicate payments, just payments that need to be matched.

If you posted a payment that is still pending in undeposited funds then go to the Bank register and double click the deposit to open it.  Click the Payment Icon and choose the payments that need to be listed in the deposit.  Then click on the original deposit entry line(s) and choose the Edit drop down list and choose Delete line.  This will post the undeposited funds entries into the deposit correctly and will not affect the reconciled status of the deposit.

Sunday, January 15, 2012

Need to correct 1099 form in QuickBooks?

This article lists the steps to print 1099-MISC forms that were missing or needed corrections at the time the original set of 1099s were created.

Note: Make sure all 1099s to print are already corrected or created.


Printing corrected 1099s:

      Start QuickBooks.
      Select the File menu, and select Print Forms > 1099s/1096s.
      Select the Print 1099s button, and select the date range to use for populating 1099 forms and click OK. Last Calendar Year is the default choice.
      Place a checkmark on each 1099 form to print for only the vendors who need corrected 1099s or were missed during the initial 1099 creation process.
      (Optional) Select Preview 1099 to view each form prior to printing.
      Load blank 1099 pre-printed forms in the printer you are using to print the forms, and click Print 1099. If the Preview window is open, click Print.
      On the newly printed forms, write an X in the Corrected box at the top of each form. Be sure to place an X in each of the copies.
      File the corrected forms with the federal and state governments.
      Send vendors copies of the corrected forms.

Saturday, January 14, 2012

4 line 1099 address to include DBA in QuickBooks

You can access this link that provides the information below:

Printing a 4 line address which included the DBA on a 1099 forms.

Solution Description

To resolve this issue:
  1. From the Vendor menu, select Vendor Center.
  2. Right-click on the Vendor name, select Edit Vendor.
  3. In the field "Company Name" type in DBA and the "Company Name"
  4. Fill out the fields 'First Name', 'M.I.', and 'Last Name' (This information will appear on the top line of the address on the1099).
To view the 1099:
  1. From the Vendor menu, select Print 1099s/1096
  2. Click Print 1099s.
  3. Enter the correct From and To date, click OK.
  4. Select the Vendors name, click Preview 1099.
    • The First and Last Name will appear on the first line.
    • The DBA will appear on the second line.
    • The address will appear on the third line.
    • The City, State and zip on the fourth line.