Friday, December 23, 2011

Mac Shortcuts

I recently purchased my very first Apple computer, a Mac mini, so I could work with the QuickBooks for Mac, as well as some other Mac only software. I'm still learning my way around the Mac system, but I have had a chance to do a little work with the Mac QB program.

First off, I have to say that the Mac program is a crippled version of the Windows software and should only be used if you only have access to Mac computers and can't run Windows programs on them, such as with the Parallels program that allows Macs to emulate Windows. 

The biggest limitation of the Mac QB program is its lack of the special Accountant Review copies of data files that allow us to work with client data files while the clients continue to work with them.  This is an essential feature of QB that must be added to the Mac version before I can ever feel good about recommending its use.

However, for those who are using the Mac QB program, I recently came across this handy listing of the keyboard shortcuts that work with it.  I have printed out a copy and will refer to it when I work with that program. 



Tuesday, December 13, 2011

Sending QBX Files

With the newer versions of QB, it has become somewhat more confusing for clients to send me the special QBX Accountant's Review copies of their data files.  I sent this quick explanation to one client who sent me a QBX file with which I was unable to even start the conversion to QBA process because the password he gave me wouldn't work.

That password didn't work.  I tried it several times and no go.

I think the problem is how you are making the QBX file.  A few years back, Intuit added a new twist to sending QBX files.  There are now two main ways to do it.

1. There is one way that sends the file to me through Intuit's online system (File - Accountant's Copy - Client Activities - Send to Accountant) where you do need to enter a special password.  However, to work properly, you need to actually have the file sent via Intuit's server, not as an email attachment.

2. The other way, in which you can send the file to me directly as an email attachment doesn't require the special password.  To do this, select File - Accountant's Copy - Client Activities - Save File - Accountant's Copy.

It seems that the best thing here would be for you to start over by canceling out the previous QBX copy (File - Accountant's Copy - Client Activities - Remove Restrictions) and then make a new QBX copy via the second option which you can then attach to an email.

Good luck.  I hope this helps.



Saturday, July 23, 2011

Keeping Your QuickBooks Program Up To Date

Intuit is constantly releasing updates to its programs to fix problems that arise among the real world users.  These are free and are different than an upgrade, which is the new year's program (2010, 2011, 2012, etc.), which you have to pay for.

To tell how up to date your program is, hit the Control and 1 keys while you are in the program.  A Product Information window will pop up, such as the example below from my 2011 program after I ran the most recent update, Release 8.


There are two main ways to upgrade your program. 

First is to run the Update QuickBooks function from the Help menu in the program, which is the method I had been using until a few years ago.


My current choice for updating the program is the manual option, where I download the newest release and run it on each of the computers that has that version of the program.  This means I only have to download the files, which are very large (388 mb for R8), one time instead of separately for each computer.  With our very slow and limited internet service, that is very useful.

The other big benefit is the fact that the updates are normally available about two weeks earlier on the manual update page than they are in the update function from inside the program.

You can find updates for almost all versions of QB on the update page:


From TaxGuru's QuickBooks Tips

Intuit usually puts out a news release when they issue new updates, but I also like to check the update page every so often to see if the dozen or more versions of QB I am running are all up to date.  Since they only have back to the 2004 program, I am pretty much SOL for verifying the status of my 1999–2003 programs; but those programs are technically obsolete and shouldn't even be used nowadays.