Hints & TipsDebbie Marshall

Hints & Tips

• Quick Hints & Tips

• Job Costing – Labour Costs in Job Profitability Reports

• Estimate v Actual Reports – Including Closed Estimates

• Managing Clients

Quick Hints & Tips

• Company Snapshot• Reports from Find Function• Undeposited Funds Report• GST Changes Report• Reconciling PAYE• Changing Inventory items to Non-Inventory Items• Options when Opening Quickbooks• Rebuilding Datafile without Backup

Company Snapshot

Company Snapshot

To display this when opening Quickbooks change preferences

to save the desktop .

This is particularly useful as the Company Snapshot cannot be added to your icon bar.

Reports from Find Function

Create Report

Undeposited Funds Report

• Create a general ledger report

• Filter on undeposited funds account - ‘no’ to cleared status

GST Detail Report on Changes since last GST return

Filter on Last Entered/Modified

Reconciling PAYE

Changing Inventory to Non Inventory Items

• Change Inventory Asset account to Cost of Goods Sold

Options when Opening Quickbooks

• Ctrl - Start QuickBooks without opening a file. This is useful if you are having problems with the last company file you were using – and you want to start with the Open or Restore Company window.

• Alt - Start QuickBooks without all the windows. If you have your desktop set to remember what windows you have open, sometimes it takes a VERY long time to start QuickBooks. This option will start it without opening all the windows.

Rebuilding Datafile without Backup

• Ctrl as selection ‘Rebuild’ - this is useful ONLY if the clients datafile cannot be backed up but requires rebuilding.

Time in Job Costing

• Adding time costs into Job Profit & Loss reports

• Ensure Employee is setup as a sales rep as well as an employee

• Ensure Service item is ticked as performed by subcontractor or supplier with a cost associated with it.

Timesheets

Pay Cheque

Paycheque – Allocation to Service Item

Paycheque Allocation – Recording Employee’s Weekly Wages

Costs Appear on Job Profitability Report

Creating Estimate v Actual Detail Report – For Closed Estimates

Modify filters

Modify Item Filter to include Labour

Change the estimate to be either active or not

Job v Estimates Detail Report

Hints on Managing Clients Efficiently

• Engagement letter outlining charge rates• Provide estimates for software with projected time and have client

sign the estimate – save as a template for future use• Have client prepay for software• Always use checklists when installing Quickbooks and/or upgrading

datafiles - follow them methodically• Create a timesheet for every visit and have it signed before you

leave the client• Invoice daily to avoid ‘memory loss’ with clients – document phone

calls and emails in the customers notes.