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QuickBooks Tips

Check your Open Invoices report:

Periodically check you "Open Invoices" report. Customers listed in this report owe you money, or possibly have a credit (shown as a negative amount) reflecting the amount they have overpaid. If a customer had an invoice and paid it in full it should not appear on this report.

  • Do you have customers with invoices and payments listed but a zero balance?
  • Do you have customers with invoices and credits listed but a zero balance?
  • Do you have customers with balances for which you will never collect?

You may need to create credit memos. Also, you may need to apply these payments or credits an open invoice. Having this report correct is important to create accurate customer statements. Go to our Creating and Applying Credit Memos page for more detailed instruction.

Use Excel to Customize Reports:

QuickBooks has more report options when combined with Microsoft Excel. Once you find the best report in QuickBooks and then click on the “Excel” button at the top of the report window. You will have greater flexibility in customizing your report.

Using Computerized Checks:

If it takes you a lot of time to pay bills, consider using computerized checks. Just enter the address and payment information once, then use windowed envelopes to send out checks quickly. For fast service, we offer QuickBooks and Quicken "voucher" checks. These checks provide security features, magnetic encoding (MICR ink) and compatibility with QuickBooks, and Quicken programs. Intuit and other vendors offer computer checks but you should allow a couple of weeks for delivery. If you need faster service, we can process your order in 2 days. Unfortunately, we do not offer shipping but you can pick it up at our office.

Memorized Transactions:

This is a great time saving feature in QuickBooks. Here is how to do it:

Enter the transaction as you'd like it memorized. If the content of certain fields will change each time you recall the transaction, leave those fields blank. For example, you might want to leave the amount field blank on your monthly utility bill. That way, you can fill in the amount each time you recall the bill.

1. From the Edit menu, choose Memorize.

2. Enter a name that will help you recognize the transaction on the Memorized Transaction list.

3. Choose how you want QuickBooks to treat the transaction. You can just be reminded or QuickBooks can enter the transaction automatically.

4. Click OK to memorize the transaction.

5. If you are only entering the transaction information for memorization purposes, click "Cancel" to close the transaction window. If you save this transaction it will record it as any other saved transaction.

If you have transactions that occur often such as monthly checks or recurring invoices for clients you can save time by memorizing the details of the transactions. Once you memorize a transaction, you can have QuickBooks reenter it for you at any time. To enter a memorized transaction only when you wish, click the “Lists” menu then select “Memorized Transactions”. Click on the transaction you want to enter and click on “Enter Transaction”. You can even have QuickBooks automatically enter the transaction at intervals you specify or just remind you that it needs to be entered. You can memorize the following transactions:  

Invoices, Statement Charges, Automatic deposits (not payments to be applied to invoices), Checks, Bills.

Go to our Memorized Transaction Adobe Acrobat Logo (pdf file) page for more detailed instructions. You can also print or save this document to you computer for future reference.

Adobe Acrobat Logo This symbol indicates the document is in Portable Document Format (PDF). To view PDF files, you will need the Adobe Acrobat Reader which is available for free from Adobe at .



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