Little Known Applications and Programs For Quickbooks®

Little Known Applications and Programs For Quickbooks®

This entry was posted in Uncategorized. Bookmark the permalink.

    Many businesses purchase Quickbooks® and after use, often wonder if there are other software packages that work with Quickbooks®. If so, what are they, what can they be used to do, and what other Quickbooks® versions are there for their specific industry. It has been noted that many times after the Quckbooks® was set up, it didn’t seem to have what the user would like within the program. There are occasions where mistakes are made inadvertently by staff when using a multiple Quickbooks® package. Some of the mistakes like having two files of the same company being generated by two different persons in two different areas, cannot easily be reconciled together. There are programs available to solve many problems that seem impossible to solve. Additionally these programs are compatible and work seamlessly with Quickbooks® to solve untold problems that are sometimes encountered by businesses. These applications and programs are available from either the Quickbooks® or Intuit® Website.


    Often companies go to the office supply store and purchase Quickbooks® software package for their specific business. This can be confusing as Quickbooks® offers many types of their software, for different companies. So what is one to do? Check with your outside accountant who does your books. They are the ones who are very familiar with Quickbooks® accounting packages and can give you a good advice, rather than trying to figure it out for yourself if you don’t have a good accounting background. Intuit® made it a point to help in this area. There is information at a place called the Intuit® Marketplace where the user can find and search for applications by Industry, such as Accounting Professionals to Wholesale/Retail Distribution can be found at this site. Also little known applications for industries such as Country Clubs, Church Management, Fund Accounting, and Import/Export of Goods, are among the many other applications available.


    Often the user doesn’t even have to go to a store to buy the program. You can go to Intuit’s online merchant partner, like Amazon®.com and get a good deal on Quickbooks®. You can buy it there, download it there and start working right away after the download. Some people find that they can also buy the product direct from Intuit® (manufacturer of Quickbooks®) and use the Quickbooks® On Line Product or use the same off line package but downloaded directly from Intuit®. If they want a CD just for backup they can usually get one from Quickbooks® for about $10, once they can show proof of purchase of the specific product.





    This utility is perfect for use within the program and is called Data Transfer Utility, available from Quickbooks® and written and tested by a C.P.A. who is also a Quickbooks® advisor. This program can be invaluable.

    This program is can be used if you happen to inadvertently make two identical files in two different locations with different inputs, in Quickbooks® . This sometimes happens when companies move from one location to another or when a new person takes over in the accounting process. This can be avoided by naming the files correctly in the first place but sometimes it is overlooked and two different people are entering different data into the same named file in different locations. This program can resolve the problem.


    The Data Transfer Utility allows Quickbooks® users to quickly and easily transfer data from one Quickbooks® file to another Quickbooks® file. The Data Transfer Utility automatically makes the transfer while allowing you to control the process. Quickbooks® files are opened and closed by the Data Transfer Utility and the regular Quickbooks® program does not have to be running. Small transfers can be made in less than a minute. The utility will merge data from one Quickbooks® file into another Quickbooks® file without erasing or overwriting existing data. It’s useful for transferring work done at home, at client offices, at service locations or at remote offices to a main office Quickbooks® file. Data can be transferred by network connection, email or removable disk.


    The utility allows you to work off the network doing data entry in multiple Quickbooks® files at the same time and then merge the data together in one file. For example, a clerk can be entering accounts payable in the main office, while another clerk is paying bills at another location. If the files are the same, you could end up either entering the bills twice or paying them twice. Also, an accountant can be paying bills on the office computer while a salesman in the field or at a remote office is issuing invoices or estimates to customers, while a stay at home worker is entering bills at home. All of this is easily resolved with data being merged together with this program and it won’t erase any other data at the same time.


    CPA’s and accountants will use the utility to send journal entries and other changes to their clients. Clients can send a backup of their Quickbooks® file to their accountant and continue to work in their copy while the accountant is reviewing and adjusting his copy of their file. The accountant’s changes can then be merged into the client’s files without erasing any data. The utility does not require that accountants and their clients be on the same release level. With version 2.93 and later, you can send clients a file of journal entries and new accounts that can be imported into older versions of Quickbooks® .

    Clients at the end of a period, after backing up their files, want to send the data to their accountants, without having to stop working within the program, and this program is ideal for doing this.

    (Continued in  Part 2 of 3)

Leave a Reply