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With online banking and debits cards we are using our checking accounts for so many different types of transactions… So how do you record a check in QuickBooks® when it’s not a physical check, but rather a debit card or an electronic transfer? It’s easier than you think… You begin with the same “write check” window to record non check transactions as you would to write a physical check. Do not use the field called Check# to insert the reference number or approval code for debit card receipts, this is not the best use the software and will only add to the confusion when you reconcile your bank account. Consider instead using the following abbreviations to identify when a transaction is a debit card purchase or some other type of transaction other than that of a physical check. If you want to record the reference number or approval code, insert it in the memo field. Make sure to uncheck the “print later” box, then you will be able to insert the abbreviation applicable to your transaction.
Below is a list of abbreviations you can use for the “write check” screen, you can create your own list of abbreviations too. Remember to be consistent with the abbreviations you use; if not it will make reconciling a very tedious task.
Check# is always used when issuing physical checks.
DC = Debit card purchase
DD = Direct deposit transactions (an example is direct deposit paychecks to your employees)
EFT = Electronic funds transfer (items that come out of your bank account electronically)
BP = Bill payments made with online banking
TX = Transfer between bank accounts if the receiving bank account is not a bank account that is tracked in your QuickBooks® Company File (for example a transfer can be funds used for personal reason from business to personal accounts)
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So you’ve finally found the report in QuickBooks that fits your needs perfectly and you want to be able to access it quickly, easily and often…memorize it!
Select any report, modify it by “customizing” and “filtering” it with the information you want to see and then memorize it. Whenever you change the settings for a report, you can memorize the report with the new settings and save it in the QuickBooks Memorized Report List. Then, when you want to create a similar report, just go to the Memorized Report List to find it. Please note: QuickBooks memorizes the report settings, not the data in the report; so if data changes in your company file the data in the report changes.
How do you memorize a QuickBooks Report? Glad you asked…Here are a few easy steps:
1. Customize a report with all the information you need, click Memorize at the top of the report.
2. If you have changed an existing memorized report, indicate whether you want QuickBooks to replace the earlier report, using the same name or create a new memorized report with a new name.
3. In the Memorize Report window, enter a title for the report.
4. If you want to assign the report to a memorized report group, choose “Save” in “Memorized Report Group”, and choose the group from the drop-down list.
5. If you run several businesses or have a multi-user QuickBooks installation, choose the sharing option for your custom reports so other employees will be able to access the report templates quickly and easily.
Happy memorizing… Need more information?
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