Opening two data files at the same time in QuickBooks 2011

How do I open two files in QuickBooks 2011?
It is very easy.  First open QuickBooks 2011 and open your first data file.  This will be your primary company file:  (click on any picture below to enlarge)

Next, minimize QuickBooks and go to the data file folder where your next company file resides.  Double click on the actual data file:

This will open the next QuickBooks data file, which will be your secondary file.  You will see this warning box:

You will then see that you will have two QuickBooks icons on your desktop that you can switch back and forth with.  At the top of the data file, you can see which file is the primary and which is the secondary:

Now, for the list of restrictions (things you cannot do when you have the two files open):

Restrictions on both files:
When two company files are open, you cannot perform the following operations listed  below in either file.

Accountant Menu Items:

1. Manage Fixed Assets
2. Intuit Statement Writer
3. Export Balances to Lacerte Tax
4. Export Balances to ProSeries Tax

Add QuickBooks Services:

1. Adding any QuickBooks Add ons

App Center:

1. Install Intuit Partner Platform (IPP) applications

Intuit Data Sync (IDS) Setup: 

1. IDS Setup and Reset

Internet Connection Setup:

1. Setting up an internet connection from the Windows Control Panel

Registration and Licensing:

1. Registering QuickBooks, License Sync, Changing a License, Unlocking to Premier, and Adding Seats

SDK Applications:

1.  Any application that use the the QuickBooks Software Development Kit (SDK) to connect to QuickBooks.

Tax Product Integration:

1.  Integrating with TurboTax, Lacerte, or ProSeries

Update QuickBooks:

1.  Download an update to QuickBooks. If Automatic Download is on, the updates download, but are not installed until you exit from both file windows.

Restrictions on the Secondary file
When two company files are open, in addition to the operations listed above, you cannot perform the operations listed in the table below in the secondary file.


Banking:

1.  Order Checks and Envelopes
2. Set up Account for Online Services
3. Import Web Connect File
4. Create Online Banking Message
5. Loan Manager 
6. Set check Reorder Reminder
7. Participating Online Institutions
8. Learn about Online Bill Payments
9. Change Online Banking Mode

Company Menu Items:

1.  Advanced Service Administration
2. Alerts Manager
3. Customer Credit Card Protection
4. Manage Currency
5. Planning and Budgeting Tools
6. Prepare Letters with Envelopes

Customer Center:

1.  The Collections Center

The following Credit Card Processing activities:

1. Add Credit Card Processing
2. Add Electronic Check Processing
3. Add Mobile Payment Processing
4. Link Payment Service to Company File
5. Process Payments
6. Authorize/Capture Payments
7. Set up Recurring Payments
8. Get Online Payments
9. Record Merchant Service Deposits
10. Download Fees
11. Merchant Service Center
12. How to Process Credit Cards
13. Add Billing Solutions

Complex Password:

1.  The Complex Password Setup for Credit Card Protection

Customize Design and Layout:

1.  Estimate, Purchase Order, Sales Order, Invoice, Sales Receipt, and Credit Memo forms

File Menu Items:

1.  All items on the Import and Export submenus of the Utilities menu
2. Convert
3. Send Forms
4. Shipping Manager
5. Ship FedEx Package
6. Ship UPS Package
7. Track or Cancel a Shipment
8. Shipping Settings
9. Synchronize Contacts
10. Update Web Services

New Business Checklist:

1.  All items on the checklist

Payroll:

1.  My Payroll Service (all items)
2. Pay Employees
3. Setup
4. Create Termination Check
5. Start Scheduled Payroll
6. Edit Payment Due Dates/Methods
7. Edit Filing Methods
8. Setup Workers' Comp
9. Add, Edit, and Delete Payroll Items
10. Get Payroll Updates

Printer Setup:

1.  You can only setup a printer in the Primary window.

QuickBooks Messenger:

1.  Restricted in the Secondary window

Template List:

1.  New
2. Edit
3. Delete
4. Duplicate
5. Active/Inactive
6. Download

Year-End Guide:

1.  Restricted in the Secondary window

Restrictions on QuickBooks Help:

1. QuickBooks Help can only open in one window. It opens in the current window. If Help is already open in one widow and you click Help in the other window, Help does not open again. Use the Help in the other window to search for a topic.

Lynda

Check out my website www.artesanibookkeeping.com

Reconciling just one transaction

This is a question that I answer over and over again.  Sometimes you have to delete a deposit or a check that was already reconciled.  Many people think that means they have to undo their entire bank reconciliation and do it over.  This is not necessary.  You can make your change and just re-reconcile the one transaction, as follows:

First you make your changes.  In this case, I deleted two bill payment checks that were cleared by mistake.  When I went to reconcile I noticed the beginning balance is off.  So,  to see why my beginning balance is off, I run the reconciliation discrepancy report:  Click on any picture below to enlarge

 I know I need to recreate these two bill payments that I deleted in error.  I go to vendor>pay bills and recreate them.  Now, I go back to the bank reconciliation screen and re-reconcile just these two transactions.  Make sure you backup the dates of the bank rec one month so that you will be all set when you do your full bank reconciliation.

 

Then I just click reconcile now and close.  There is no need to print the bank reconciliation for just these two re-reconciled transactions. 

And that is basically it.  You have fixed your mistake of deleting a cleared transaction.

Lynda 

Check out my website www.artesanibookkeeping.com