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SHIFT + TAB saved me from a 2013 QuickBooks bug!

Here’s a shortcut I use all the time to get to the previous field while working in a form in QuickBooks:

SHIFT + TAB

This shortcut came in particularly handy this week when I ran into a bug in the Canadian version of QuickBooks Pro 2013. Every now and again, one needs to override the GST amount. For some strange reason, I couldn’t click into the GST (ITC) field on cheques and bills. I tried everything I knew to fix this! Tab, click, open, close, relaunch the program, restart the computer, reinstall the software, recreate GST item and sales tax code, scream at the screen…absolutely nothing worked! No matter what I did, I could not override the GST! I was almost desperate enough to call technical support. But alas…I came up with a workaround! I parked my cursor at the top of the form (for example, in the BANK ACCOUNT field in a cheque) and used the SHIFT + TAB shortcut to move backwards until I successfully arrived in the GST field. I was then able to modify the amount of the GST. Right after that, I sent a bug report! There seems to be no rhyme or reason to when this happens, and I haven’t heard of anyone else having this problem, but some weird things have been popping up in 2013…

In any case, it’s a great feature. TAB and SHIFT + TAB your way around a form and see how it functions!

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Clever trick to unapply a vendor credit in QuickBooks

VENDORS & BILL CREDITS:

Open the BILL CREDIT you wish to unapply, and temporarily change the name of the VENDOR – any name will do. SAVE. This will unapply the credit. Then change the name on the BILL CREDIT back to the correct VENDOR. The bill credit is once again fully available and you can apply as you’d like.

I’m a finalist for “CANADA’S SUPERSTAR BOOKKEEPER!” Will you take a minute and vote for me?

Here’s the link. The winner will be announced on October 22nd.

http://www.c2online.ca/Home/BookkeeperSuperstarsCanada.aspx

Thanks for your support!

How do I get the correct date range to show when “Filing Sales Tax?”

When you use the FILE SALES TAX feature of QuickBooks and your from and to dates don’t coincide with your actual filing dates, you haven’t indicated the correct date range. It’s fairly simple to manually change the date range for the period that you’re filing, but you can set this up so that the correct date range automatically shows up each time you open the FILE SALES TAX window. Here’s how to set the default date range in the Canadian version of QuickBooks:

Go to the VENDOR CENTRE and double click the vendor RECEIVER GENERAL. Then click on the TAX AGENCY INFO tab. Choose your Reporting Period (Monthly, Bimonthly, Quarterly, Bi-annual, or Annual). Then choose the Period Ending. Once this is set, it will show up automatically when you go to FILE SALES TAX.

Why you MUST set a closing date in QuickBooks!

You’re a small business owner, and you’ve just sent your QuickBooks data file off to your accountant to complete your tax return for the year ended June 30, 2012. For the next 12 months, your staff unknowingly make changes prior to that date – they delete a few invoices, add a few receipts, add a couple old bills from vendors who haven’t been paid, delete a lost payroll cheque…you get the idea. Now your accountant has the June 30, 2013 data file and runs a report from June 30, 2012 to make sure the numbers match from the previous tax return. THEY DON’T. Now what?

DON’T RUN INTO THIS PROBLEM. IT CAN TAKE HOURS TO FIX.

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There’s one REALLY important thing you need to do as soon as you send your file to your accountant: SET THE CLOSING DATE! This prevents users from making changes to QuickBooks, prior to a date you select. Here’s how to do it:

COMPANY > SET CLOSING DATE > Select SET DATE/PASSWORD

Enter a closing date (the fiscal year end). Create a password that users will be required to enter to override the restriction. There’s now also a box to exclude non-posting transactions from the closing date restriction – a fabulous new feature if you use estimates, purchase orders, and/or sales orders. Check it!

Once you set the closing date, you’ll be able to run a CLOSING DATE EXCEPTION REPORT if you ever need to see what changes have been made:

REPORTS > ACCOUNTANT & TAXES > CLOSING DATE EXCEPTION REPORT

Don’t rely on your users to know whether or not changes they’re making will affect a prior period. SET A PASSWORD-PROTECTED CLOSING DATE TO PREVENT CHANGES.

If you find yourself in the  hypothetical scenario described at the top of this post…call a ProAdvisor to get your books back to where they were when you sent them to the accountant 🙂

NOTE FOR SALES TAX and/or HST/GST FILERS: I recommend that you set the closing date as soon as you’ve filed a sales tax return. In the case of quarterly filers, this means the closing date is changed quarterly. 

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