My lists have all disappeared in QuickBooks!

This is a timely post since I have seen more than a half dozen people this week have this issue.  Also, Scott Gregory, QuickBooks Guru wrote a similar post for how to fix the problem.  

So, why does this happen?  Usually caused by data base fragments or a data file problem.  

How do you fix this?  Try these few steps:

1. Close QuickBooks and shut down your computer and reboot.  Open Quickbooks, are your lists back?


2. Resort all of your lists.  Open the Vendor Center, click edit>resort list.  Do this for the Customer,  Employee (if applicable), Chart of Accounts lists too.  Check again to see if the lists have returned.


3. Here is a step I did not know about (thanks Scott), Go to Banking, Write Checks and put your cursor in the "Pay to the Order of" field and click CTRL + L. In the name window that appears, head to the bottom left hand corner, click the Name box, then click the Re-sort list option.  Look to see if the lists have returned.


4. Lastly, you can go to File, Utilities, Rebuild.  Do this 3 times.  Close out of QuickBooks and reopen.  See if your lists have returned.

A few years ago, I had the same thing happen to a client.  None of the above worked and we ended up restoring the last backup.  Going forward, you should refer to my other post "Keeping your Data File Healthy", which if you do this bi-annually, you will avoid some of these things from happening.  Also, it is so important to use the File, Backup function in QuickBooks.  

Lynda 

Check out my website www.artesanibookkeeping.com

New changes to the ProAdvisor Program starting this Fall

They have changed the ProAdvisor program starting in November, 2011.  We will now be getting a copy of QuickBooks for Mac.  I have a feeling this will be a useless addition for most ProAdvisors, but if you own a Mac, you will like getting the program included with the membership.  I also think that many more people are purchasing a Mac, especially the 30 something crowd.  The program is very different looking (it is Mac-like) and of course, has less features than I would like to see.   But it is definitely coming along and it is getting better with each new version.

All ProAdvisors will be classified in levels.  It all depends on your certifications and how long you have been certified.  That is good for me because I should be listed in the Diamond level (at least that is what I think it will be called).  This is due to my Advanced Certification and many other certifications and years in the program.  Along with the "levels" you get discounts and other perks based on the level achieved.

So if you are a self-employed bookkeeper doing QuickBooks for various clients, you should consider the wonderful value in becoming a ProAdvisor.  Here is a link to a blog by Pat Hartley that tells you about the upcoming changes. The ProAdvisor program may seem expensive, but you get a ton of software with it.  You also get the testing that you need to be certified and you will be listed on the ProAdvisor search engine.  Many clients that call me locally find me through that site.

Please note that I do not work for Intuit and the above notes are just my own opinion.  But if you are just starting out with a new business, I highly recommend signing up to be a ProAdvisor.  It was one of the best business decisions that I made when I started my business all of those years ago.

Lynda 

Check out my website www.artesanibookkeeping.com

Handling Security deposit returns if you are the Landlord

When you receive the payment for a security deposit, you enter it as a deposit to the security deposit liability account.  So what happens when the tenant moves out?  Perhaps they owed for utilities or maybe the tenant damaged the apartment.  You have do deduct some of the security deposit, but also return the balance.

This is how you do it.  You enter a check to the tenant.  Under account, use the security deposit account and enter that amount in full.  Then tab down to the next line and under the security deposit account, enter the utilities expense as a negative amount.  This will refund your expense account the from the funds that were in the security deposit account.  Tab down again and enter repairs and maintenance account and reimburse your expenses for repairing the unit for damages over normal wear and tear.

Here is a screenshot to show you how the check would look in QuickBooks:

I like to enter notes in the memo line for future reference.  Of course, I always send a cover letter with the check explaining the charges.  When there are repairs or damages to the unit, I also send pictures of the damages so there is no chance that the tenant can complain that they did not know of or cause these damages.  Pictures speak "one thousand" words.   These are also beneficial if you end up in court defending the charges to the security deposit.

(On a side note:  We always fill out a "condition of apartment" form when the new tenant initially  moves into the apartment.  We note any "damages" that occurred prior to the tenant's moving in.  We will also note when there is new carpet, etc.  This paperwork is extremely beneficial if you charge any damages to the security deposit.)

I hope everyone up north stays safe with Hurricane Irene coming up the coast.  We are very happy down here in Southwest Florida that a Hurricane has passed us by.  Hurricane's are not to be messed with.  Stay inside and stay safe.

Lynda 

Check out my website www.artesanibookkeeping.com

Reconciliation shows zero in QuickBooks

I entered my entire new bank account's transactions for the month and when I went to do the bank reconciliation, the beginning balance is zero.  It had a beginning balance when I entered the original journal entry to start my new company in QuickBooks.  What did I do wrong?

Nothing, actually.  You just have to reconcile the beginning balance entry to get started:

Enter the beginning balance of the new account as your ending balance

Clear the opening balance transaction (usually on the deposit side).

Once the initial deposit entry is reconciled, you are now all set to do the month's bank reconciliation.

   
That is really all there is to clearing that initial transaction for your new or newly entered checking account.

Lynda
Check out my website www.artesanibookkeeping.com

Move or renaming a company (data) file

So you set up your data file and you realize you spelled something wrong on the company name in the file.  How do you fix this?

You do it outside of the Quickbooks program and directly in windows.  Go to your company file folder.

Quick tip:  If you don't know where you store the company files, do a windows search for .qbw files--these are your company files.  Then remember the path to them.

Once you have found it, right click on the file.

And select rename and rename it.

Here I have made the name correction.

Here I try to go to file, open previous, but it is no longer there.

So I have to re-browse to it to open it.

Another place you may have to correct is within the file under company, company information.

And that is really all you have to do to rename a company file.

Lynda
Check out my website www.artesanibookkeeping.com