AdvantEdgeBLOG - Tips & Tricks QuickBooks category

Closing a Partially Received PO in QuickBooks

Wed, 24 Feb 2010 04:13:00 GMT

“Hanging PO’s” can be one of the most confusing issues to deal with in QuickBooks! As a “non-posting” document, users think that it really has no impact on anything. Then as they begin to utilize the features and reports available, they learn, to their dismay, that they have a bunch of “junk” information showing up. What to do?

In the traditional view of the Item List, the impact of PO’s is not obvious, but if you customize your columns and add the Quantity on Purchase Order field, you will quickly see that PO’s do make an appearance in various places!

Some other areas where the PO’s will pop up are:

· Enter Bills or Receive Inventory (with or without Bills):

· Open Purchase Orders or Open PO’s by Job reports

· Stock Status reports

So, in order to clean up the situation, you will need to address each PO individually. Is this item still expected? Are there other items on the PO that have not been received yet? Will they be? The answers to these questions will determine your course of action!

As you can see, from the quantities in the Backordered column, all three lines of this PO are currently “open”.

You can close one (or more) line(s) by clicking in the “Clsd” column to place a check mark there, and you will notice that the Backordered column immediately changes to zero!

Now, if you run the Stock Status Report, you will see that Monitor-17 no longer has any quantity appearing in the “On PO” column (nor in the Item List).

Your other option is to close the entire PO by clicking on the “Closed” box at the bottom of the window, and you will notice that all the lines have the Backordered column cleared to zero and the red CLOSED stamp appears on the PO header.

And if you run the Stock Status Report again, you will see that none of the monitors have an open quantity on PO.

As always, if you need help with this, don't hesitate to give us a call at 760-722-6839 or contact us at www.advantedgeonline.com.

Why does AR and AP still appear on my Cash Basis Balance Sheet?

Fri, 12 Feb 2010 21:09:00 GMT

When you Modify the QuickBooks Balance Sheet to Cash Basis it should not show AR and AP balances because these accounts track open invoices and unpaid bills. The Cash Basis Balance Sheet should include only closed, or paid, transactions. However, QuickBooks does include AR and AP on the CBBS. Explaining why, and what to do about it, follows:

MOVING AN APPLIED CREDIT MEMO TO A DIFFERENT INVOICE

Fri, 29 Jan 2010 20:35:00 GMT

You have applied a Customer's credit memo to the wrong invoice and are having a hard time figuring out how fix the error. You can change the invoice to which a credit was applied! Read on to follow the step by step instructions.

NEW! Pay Bills Filtering

Fri, 29 Jan 2010 19:39:00 GMT

Do you have hundreds of vendor bills to process for payment? Sorting by vendor helped in prior editions, but still often required scrolling through pages of transactions to process a bill payment for a particular vendor and it was difficult to see the exact amount you were paying a specific vendor.

New in QuickBooks 2010: The pay bills dialog can now be filtered for a specific vendor (see below). Click on the new Filter By drop-down menu and choose the specific vendor bills to display.

HELP ME!! It's Year End!

Thu, 14 Jan 2010 22:38:00 GMT

In addition to the Month End and Year End checklists in article: http://tinyurl.com/YR-END-Cklist. Read on for hyperlinks for additional sources of help.

Month End and Year End Checklists

Thu, 14 Jan 2010 18:40:00 GMT

Here are twenty Critical Areas for Review at Year End. If you ordinarily perform month-end closing activities you may have already completed the following tasks in "Part One". Otherwise, please review this list before moving on to “Part Two: Closing Your Books at Year-End.”

QuickBooks Payroll Updates

Thu, 31 Dec 2009 14:48:00 GMT

QuickBooks cannot update state unemployment rates for you because SUI rates are usually unique to each employer. Many state agencies send employers new rate notices by the end of December. With the latest release of QuickBooks 2010, you can update your SUI rate as soon as you receive a rate notice from the state agency!