Question: I don’t like to show item numbers to my clients. Is there a way to avoid that in QuickBooks? Answer: Yes. You can customize templates to include only the fields you want and eliminate those you don’t. (And, it is a good idea to not show item numbers on customer forms, as it makes…
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Question: I use QuickBooks Premier. I have orders where copy or instructions are frequently the same. When I create these sales orders, is there a way to get these words onto the order without retyping them every time? Answer: Yes. You can save and reuse words or phrases that you use often by creating a…
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Question: How should I set up items for blank goods in QuickBooks? Answer: “Blank goods,” or orders that are then screen printed or embroidered by other vendors, are one of the most complex of orders in our industry. I recommend setting up a blank wearable by its item number and description only—not including color or…
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Question: Last year, I called QuickBooks to ask which program I should buy. They told me QuickBooks Online, and switched me from QuickBooks Premier to Online, but it doesn’t do what I need it to do. Can I convert back to QuickBooks Premier? Answer: Yes, but it’s not easy. Intuit sells QuickBooks Online as a…
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Question: A bookkeeper has been recommended to me. What should I ask to learn if this person can help me as well? Answer: A bookkeeper who works well for another type of company may or may not be suitable to you as a promotional products distributor. In addition to the common bookkeeper concerns for all…
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Question: Is there an easy way to keep art files so I can find them later? Answer: While this technically is not an accounting question, cataloging your art files is important for keeping your order management organized. During my distributor days, I kept a folder in my documents called “Art.” I would keep all my…
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Question: What is involved in converting from my current accounting software to QuickBooks? Answer: Converting from other ad specialty systems, such as ASI ProfitMaker, OrderMaster, AIA or Proforma, involves planning and attention to detail, and it is a routine procedure. QuickBooks is user-friendly, which has something to do with it being the No. 1 accounting…
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Question: I have been using the order numbers that QuickBooks auto-assigns for sales orders (SO), purchase orders (PO) and invoices numbers. Is there a better way? Answer: Yes. When I was a distributor, I quickly learned how often I had to access different orders during the course of a day. And thus, being able to…
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Question: How can I set up QuickBooks to control what information users have access to? Answer: QuickBooks allows you to set up users and passwords under the “company” tab. When setting up a user, you can specify which information you want that particular user to see or not see, and edit or not edit. You…
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Question: Is there some way in QuickBooks to run a report showing the amount of sales from a particular group of customers? Answer: Yes. QuickBooks allows you to define “Types of Customers.” When you open a customer in the Customer Center, click on “Additional Info” on the left side of the screen. There you can…
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