QuickBooks/ Bookkeeping Tip of the Week

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Tip of the Week

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Get the Tips and Tricks that every Bookkeeper should have in their bag, courtesy of our Accounting Services staff.

1/6/2023

Angela’s Tip

Printing Prior Bank Reconciliation Reports in QuickBooks Desktop

  1. At top of window in grey bar, click on Reports
  2. From the drop-down menu hover over Banking
  3. From the Banking selections click on Previous Reconciliations
  4. Window appears labeled “Select Previous Reconciliation Report”
  5. From here, choose desired GL account, Statement date, and either Summary, Detail or Both and any other preference/options.
  6. Click “Display”
  7. You will be led to your Print Reports screen to choose your printer options. I suggest printing to PDF/Adobe, and select “Fit report to 1 pages wide” at the bottom of the Print Report screen

See images below for reference.

 Reports > Banking > Previous Reconciliation

Select Previous Reconciliation Report

Display Report 

Print Report 

Print Report Options

12/16/2022

Valerie’s Tip

Time to Review Vendor 1099 Information

Now is a good time to review your vendors for 1099 information. You can send a note to the vendor or a W-9 to get the missing information before we go into the new year when it will be needed. Starting for 2023 when filing 2022 1099’s, if you have more than 10 you must file electronically or you may be assessed a penalty.

Desktop: Go to vendors, print/efile 1099’s, run the review 1099 vendors, review for missing information. Determine if you didn’t fill in the info or need to send the vendor a W-9. Once you get the information, go to the vendor file and update it. You can also drop and drag a copy of the 1099.

QBO: Go to expenses, in upper right prepare 1099’s, continue to 1099’s, you will see a list of your vendor’s that you have checked the 1099 box in their file. You will see in red any information that is missing. Determine if you didn’t fill in the info or need to send the vendor a W-9. Once you get the information, go to the vendor detail and update it. You can also drop and drag a copy of the 1099.

11/18/2022

Candy’s Tip

Closing A/P in QuickBooks Online Version

If you use the Accounts Payable function in QuickBooks, it’s important to make sure the bills are marked paid in the system.  There are several reasons you may have open but paid bills.  You may have cut a manual check, paid with cash or ACH, or used a credit or debit card to pay the bill. If you are not cutting the check against the bill, the bill will need to be paid manually, to close out the open A/P. This will be important for monthly reconciliations.

If you use bank feeds, this will need to be completed before you approve your transactions.  This will allow QuickBooks to match the transactions and avoid duplication.

  1. In the bill window, select “mark as paid” button in the upper right-hand corner.
  2. In the drop-down window of “Bank/Credit Account”, choose the account that was used to pay the bill.
  3. Hit the save and close button and this bill will be removed from your A/P.

10/28/2022

Candy’s Tip

Closing A/P in QuickBooks Desktop Version

If you use the Accounts Payable function in QuickBooks, it is important to make sure the bills are marked paid in the system.  There are several reasons you may have open but paid bills.  You may have cut a manual check, paid with cash or ACH or used a credit or debit card to pay the bill. If you are not cutting the check against the bill, the bill will need to be paid manually, to close out the open A/P. This will be important for monthly reconciliations.

If you use bank feeds, this will need to be completed before you approve your transactions.  This will allow QuickBooks to match the transactions and avoid duplication.

Go to Vendor > Pay Bills

For the manual check, cash, ACH or Debit Card transactions, in the pay bills window, select the bill to be paid as you would to print the check, enter the day it was paid, choose the Method- Check then choose Assign check number, and then in the Account dropdown window choose the appropriate account. Then hit the Pay Selected Bills button.

In the pop-up window choose Let me assign check numbers below, enter the manual check number and in the case of Cash, Debit or ACH payment you can leave it blank or type ACH or Debit.

For credit card payment enter the date it was paid, choose the Method- Credit Card then choose the appropriate credit card in the Account dropdown window. Then hit the Pay Selected Bills button and these bills will be removed from your A/P.

9/30/2022

Angela’s Tip

Avoid Deleting Entries in Your Accounting Software

Entries and/or transactions can be corrected with a Reversing Entry or Adjusting Journal Entry. In the case of an incorrect or uncleared old check, your software should have the option to “void” that transaction within your books.

Your books are like a map, deleting entries and transactions removes pieces of the “road” that you and your tax preparer may need to cross in order to figure out the who, what, when, where and why of your company’s finances.

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