Troubleshooting with Intuit Quickbooks

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60 plus recipes to save time and increase effectiveness in data entry, supervision, and business management for both public and industry accountants with this book and ebook

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by Jaime Campbell, CPA, MBA, CTT, MCT | May 2012 | Enterprise Articles Content Management

This article by Jaime Campbell, CPA, MBA, CTT, MCT, author of Intuit QuickBooks Enterprise Edition 12.0 Cookbook for Experts illuminates a number of accounting errors that are common in QuickBooks files, and enables you to resolve them.You will examine a number of accounting errors that are common in QuickBooks files, and enables you to be powerful and efficient in resolving them.

In this article, we will cover the following recipes:

  • Clearing stale undeposited funds
  • Adjusting cash basis receivables or payables balances
  • Writing off stale receivables
  • Writing off stale payables
  • Balancing the balance sheet
  • Classifying unclassified transactions
  • Reclassifying opening balance equity transactions
  • Classifying uncategorized income or expenses
  • Resolving opening balance discrepancies in bank reconciliations

The following table is the Recipe Reference Card for the keyboard shortcuts included in this article:

Find

Ctrl+F

Delete the line

Ctrl+Del

Save and close

Alt+A

Advance to the next field

Tab

Regress to the previous field

Shift+Tab

Customize the report

Alt+M

 

Clearing stale undeposited funds

When the Undeposited Funds window includes customer payments, which you know have already been deposited, recorded, and reconciled, the Income or Unearned Income and Undeposited Funds accounts are overstated. You can use this recipe to efficiently combine the cleared deposit with the undeposited funds.

Getting ready

Verify that the appropriate bank account is reconciled for the period containing the stale undeposited funds. If not, this can be resolved simply by deleting the recorded deposit and recording the deposit of the undeposited funds.

How to do it...

  1. With the Find tool (Edit | Find or Ctrl+F), use the Amount filter, along with the Date filter, if necessary, to bring up both the deposit and the customer payment already recorded.
  2. Open up the deposit, and click on the Payments button. Check off the appropriate transaction, and click on OK to add this to the deposit.
  3. Click on the line item for the deposit originally on the screen, that is, the duplicate of the payment that you just added to this screen. Click on Edit | Delete Line (Ctrl+Del), and then Save and Close (Alt+A).

How it works…

The only way to directly delete an item added to Undeposited Funds is to delete the underlying customer payment or sales receipt. However, this is not advisable, because these transactions are typically accurate representations of a real-world activity.

Additionally, when the deposit was recorded, the related account duplicated the income or customer deposit from the original invoice or sales receipt.

Therefore, the deposit itself needs to be modified to simultaneously remove the duplicate offset account, and resolve the outstanding Undeposited Funds item.

There's more…

For a printable and memorizable list of all outstanding items in the Undeposited Funds account, open the Undeposited Funds ledger. Click on Customize Report | Filters | Choose Filter | Cleared | No. On the Header/Footer tab, in the Report Title field, enter Undeposited Funds, and click on OK.

Adjusting cash basis receivables or payables balances

Does your cash basis balance sheet show balance in your receivable or payables accounts? This recipe will take you through the two-step process of resolving these items:

  • Locate them
  • Adjust them

Getting ready

To find out which customers and vendors are responsible for your cash basis accounts receivable or accounts payable balances, respectively, run the following report:

  1. Go to Reports | Custom Reports | Summary.
  2. Set Dates to All. If you desire a cut-off date, leave the From field blank, and enter your cut-off date in the To field.
  3. Set Report Basis to Cash.
  4. Set Display rows by to Customer or Vendor.
  5. Go to Advanced, and set Display Rows to Non-zero.
  6. Go to the Filters tab, and set Account to Accounts Receivable (or Accounts Payable).
  7. Go to the Header/Footer tab, and set Report Title to Cash Basis A/R by Customer or Cash Basis A/P by Vendor. The report total matches your balance sheet account total for the same cut-off date.

How to do it...

  1. Double-click one of the account balances to reveal the detail, and remove the columns irrelevant to this effort.
  2. Scan the activity for patterns, unusual items, or clues about the cash basis balance.
  3. Gain an understanding of the transaction, and resolve the items by changing the accounts, changing a date, making a journal entry, noting that no adjustment is needed, or other action.
  4. Refresh the report, and confirm either a zero balance or an appropriate cash basis balance.

How it works…

Some of the most likely patterns to scan for include the following:

  • A Balance column, which keeps returning to 0.00, and then stops returning to 0.00:
  • An unusual transaction Type:
  • A recurring figure in the Balance column. This lets you know that at least one culprit occurred before the recurrence began:
  • A zero balance right before a transaction, which is also the aggregate balance sheet account balance:

There's more…

The most common reasons for a cash basis receivables or payable balance are:

  • Payment date precedes bill or invoice date, and the report cut-off is between both the dates
  • Offset account is a balance sheet account, and the bill or the invoice is unpaid

Writing off stale receivables

Making a journal entry to write off stale A/R in bulk is easy, but this makes it difficult to trace through the accounting records. The possible uses for more precise information include producing a trail for taxing authorities, internal or independent auditors, or banks. A separate spreadsheet may suffice, but it may be difficult to coordinate. This recipe focuses on straightforward ways to write off these balances in a detailed, but effi cient fashion.

Getting ready

Have your criteria ready for which invoices are to be written off. The A/R Aging Summary report may help (Reports | Customers & Receivables | A/R Aging Summary).

To further analyze your oldest receivables:

  1. Go to Customize Report | Age through how many days?, and type 360.
  2. Go to Filters | Choose Filter | Aging | >=, and type 90.
  3. Go to Header/Footer, add the text: Older Than 90 days to the Report Title, and click on OK.

How to do it...

To write off a stale receivable:

  1. Go to the Customers page or Home Page | Receive Payments.
  2. From the Received From drop-down box, select the appropriate customer. If applicable, select the particular job instead.
  3. In the Date field, enter the effective date of the writeoff.
  4. Click on the Discount & Credits button.
  5. In the Discount and Credits pop-up window, fill in the amount to be written off, the writeoff account (generally Bad Debt), and the same class from the original invoice, if class tracking is used in the file:
  6. The completed screen should have 0.00 in the Amount and Payment fields. Include the amount written off in the Discount field:
  7. If an allowance for doubtful accounts is used against bad debt for writeoffs, then set up the Allowance account as an Accounts Receivable account type , and select the Allowance account from the drop-down box at the top of the Customer Payments screen. A set of journal entries can be used later, to remove the amounts from both Accounts Receivable and the Allowance account.

There's more…

This is the same procedure that can be used to record discounts, but the key is that an income or expense account must always be selected. This procedure is not appropriate for a balance sheet account to be selected, such as debiting a liability account while crediting A/R, or debiting the Allowance account while crediting A/R. This will cause a cash basis balance sheet report to be out of balance.

If that combination of debits and credits is essential, then use a journal entry instead. Then, apply the journal entry to the original invoice, by opening the invoice, and clicking the Apply Credits button.

When this recipe is used to write off receivables, Act. Revenue is reduced in the Job Profitability Summary report , and there is no effect on the Item Profitability Summary report. The same reporting results are attained if a journal entry is used to debit Bad Debt Expense and credit Accounts Receivable.

If a Credit Memo is used instead, Act. Revenue is reduced in the Job Profitability Summary report as well as the Item Profitability Summary report.

In order to increase the Act. Cost column in the Job Profitability Summary report instead, use the Write Checks screen in an unusual fashion: on the Items tab, use an Other Charge item called Bad Debt or Writeoffs. When you create this item, link it to the Bad Debt Expense account. On the Write Checks screen, be sure to enter the Customer:Job name as well as the writeoff amount.

On the Expenses tab, select Accounts Receivable, and enter the writeoff amount as a negative number, so that the total amount of the check equals 0. Be sure that the check bears no check number, and clear it in the next bank reconciliation.

This technique causes both the Job Profitability and Item Profitability reports to show the transaction as an expense, rather than as a reduction of revenue. It works because QuickBooks includes the Write Check transactions in the Act. Cost column of these reports.

Writing off stale payables

Making a journal entry to write off stale A/P in bulk is easy, but makes it difficult to trace through the accounting records. Possible uses for more precise information include producing a trail for taxing authorities, internal or independent auditors, or banks. A separate spreadsheet may suffice, but may be difficult to coordinate. This recipe focuses on straightforward ways to write off these balances in a detailed but efficient fashion.

Getting ready

Have your criteria ready for which bills are to be written off. The A/P Aging Summary report may help (Reports | Vendors & Payables | A/P Aging Summary).

To further analyze your oldest payables:

  1. Go to Customize Report | Age through how many days?, and type 360.
  2. Go to Filters | Choose Filter | Aging | >=, and type 90.
  3. Go to Header/Footer, add the text: Older Than 90 days to the Report Title, and click on OK.

How to do it...

  1. Go to Vendors or Home Page | Pay Bills.
  2. Consider using the Filter by drop-down list to only show bills from a particular vendor, and consider using the Sort by drop-down list to organize the payables list by Due Date.
  3. For one single vendor, check off the fi rst bill to be written off.
  4. Click on the Set Discount button .
  5. In the Discount and Credits pop-up window, fi ll in the amount to be written off, the writeoff account (generally the same expense account as the original bill), and the same class from the original bill, if class tracking is used in the file:
  6. Click on Done, and proceed to the next bill for the same vendor.
  7. Make sure the Payment Date field is the effective date of the write off.
  8. The completed screen should have 0.00 in the Amt. to Pay field. Include the amount written off in the Disc. Used field:
  9. When the writeoffs for that vendor are complete, click on Pay Selected Bills, followed by Pay More Bills for additional writeoffs.

There's more…

The advantage of this recipe is that the transaction is created and applied to the bill in a single step. However, the drawback is that it does not appear in the Job Profitability Summary or the Item Profitability Summary reports. For that to occur, create a vendor credit instead, by using the Enter Bills screen, and clicking on the Credit button.

Then, use the Items tab to record the credit, using the same item that was used in the original bill. Additionally, use the Customer:Job field to apply the credit to a particular job.

For a partial writeoff, after the Discount and Credits window is closed, be sure to manually input 0.00 into the Amt. to Pay field. The default is to include the remaining balance in that field, and this recipe assumes that the current action is only to record writeoffs, not payments to vendors.

Balancing the balance sheet

How can a balance sheet get out of balance in a software program? If you're reading this recipe, you may have already seen for yourself that the impossible can happen. The following is a procedure to root out the transaction which is causing this phenomenon.

Getting ready

A balance sheet prepared on the cash basis can be out of balance if certain transactions were saved, for example if the Discount feature was used with a balance sheet account.

How to do it...

  1. Open a Balance Sheet Summary report.
  2. Click on the Customize Report button and in the Dates drop-down box, select All.
  3. If the report is on the accrual basis, change the Report Basis to Cash.
  4. In the Display columns by drop-down box, change the selection to Year, and click on OK.
  5. Look at the balance sheet, and identify the earliest year in which the balance sheet is out of balance.
  6. Click on the Customize Report button . In the From and To fields, enter the beginning and ending dates of the year identified in the previous step.
  7. In the Display columns by drop-down box, change the selection to Month, and click on OK.
  8. Look at the balance sheet, and identify the earliest month in which the balance sheet is out of balance.
  9. Click on the Customize Report button . In the From and To fields, enter the beginning and ending dates of the month identified in the previous step.
  10. In the Display columns by drop-down box , change the selection to Week, and click on OK.
  11. Look at the balance sheet, and identify the earliest week in which the balance sheet is out of balance.
  12. Click on the Customize Report button . In the From and To fields, enter the beginning and ending dates of the week identified in the previous step.
  13. In the Display columns by drop-down box, change the selection to Day, and click on OK.
  14. Look at the balance sheet, and identify the earliest day in which the balance sheet is out of balance:
  15. Run a transaction journal (Reports | Accountant & Taxes | Journal), limit the transactions to that day, and scan the report for the transaction responsible.
  16. Delete the transaction which caused the imbalance, which is usually a Customer Payment or other A/R or A/P data entry screen, and make a journal entry instead, to cover the appropriate debit and credit.

There's more…

If the Discount feature was used to reclassify an Accounts Receivable balance to Retainage Receivable, make a journal entry to achieve the same General Ledger effect instead, and apply the transaction to the original invoice, by opening the invoice and using the Apply Credits button.

Intuit QuickBooks Enterprise Edition 12.0 Cookbook for Experts 60 plus recipes to save time and increase effectiveness in data entry, supervision, and business management for both public and industry accountants with this book and ebook
Published: May 2012
eBook Price: $23.99
Book Price: $39.99
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Classifying unclassified transactions

If class tracking is in use, then all income and expense transactions need to be assigned a class, in order to help ensure that the other class balances are accurate. It is easy to run a report of unclassified transactions, but more challenging to correct them efficiently. This recipe includes two means of doing so.

Getting ready

  1. Go to Reports | Company & Financial | Profit & Loss Unclassified.
  2. Set the date range as appropriate. If you have the Client Data Review feature available in Accountant Edition, then proceed to the next step
  3. Note the accounts which contain unclassified transactions. Consider printing this report, or, in a dual-monitor environment, expanding the QuickBooks application, by clicking on View | Multiple Windows, and arranging this report on only one monitor.

How to do it...

  1. If you do not have the Client Data Review feature available in the Accountant Edition, the following keyboard shortcuts will help you effi ciently add a class to the unclassified transactions:
    • Press and hold Tab to quickly move through the fields above the report: Dates, From, To, Columns, and Sort by.
    • In the first account balance, press Enter.
    • In the detail report, press and hold Tab to quickly move through the fields above the report: Dates, From, To, Columns, and Sort by.
    • Press Enter to open the first transaction in the list.
    • Press Tab to advance to the Class field. If you go too far, press Shift+Tab to move back to the previous field.
    • In the Class field, start typing the name of the appropriate class.
    • Once it appears, press Alt+A to Save and Close.
    • An additional shortcut:

      If the screen is the Write Checks, or Enter Bills, or Enter Credit Card Charges screen, then Alt+X or Alt+M reduces the number of Tab strokes necessary to get to the Class field. This is because Alt+X jumps to the Expenses tab, and Alt+M jumps to the Items tab:

      If you are uncertain as to the appropriate class for this transaction, press Ctrl+Q to run a QuickReport on that customer or vendor.

      Then quickly add the Class field to the report by pressing Alt+M (Customize Report), and checking off the Class column.

      When in the Class field, if you want to see a complete list of classes without slowing down to pick up the mouse and click on it, press Alt+down arrow. Then, as usual, start typing the name of the desired class, and press Alt+A to Save and Close.

  2. If you do have the Client Data Review feature available in the Accountant Edition:
    • Go to Accountant | Client Data Review. Start the review, and click on Reclassify Transactions.
    • In the left-hand margin, set the date range and the report basis as appropriate.
    • From the View drop-down box, select Profit & Loss Accounts.
    • Select the first account noted in the Unclassified Transactions report.
    • On the right-hand side of the screen, set Show Transactions to All, and check off Include Journal Entries.
    • Click on the Class header, so that an upward-pointing triangle appears. This sorts the list by Class, placing the unclassified transactions at the top of the list.
    • Select the checkboxes next to each of the transactions, which need to be assigned the same class, and at the bottom of the screen indicate the appropriate class.
    • Click on Reclassify, and repeat this recipe.

How it works…

Only certain transactions can be assigned a class using the Client Data Review. If this poses a stumbling block for you, then follow the alternate procedure, and learn the keyboard shortcuts, which make the Profit & Loss Unclassified report easy to get through quickly.

Reclassifying Opening Balance Equity transactions

Although reclassifying the Opening Balance Equity transactions is straightforward, this recipe also includes a procedure for avoiding this problem in the first place.

How to do it...

  1. From the Home page or List menu, open the Chart of Accounts (Ctrl+A).
  2. Start typing quickly the phrase Opening Balance Equity, until QuickBooks jumps to that account, or simply look for it in the list.
  3. Run a QuickReport (right-click on the account, and select QuickReport or press Ctrl+Q).
  4. If the date range is not All, then without clicking on anything, press the letter A to switch the highlighted Date field to All.
  5. Open the transaction, and assign the appropriate account, likely Retained Earnings or partner ownership accounts:

How it works…

QuickBooks includes various opportunities to enter an opening balance, notably when a new company file, account, or item is created. In certain screens, such as bank accounts and inventory items, an opening balance causes an entry into the Opening Balance Equity account:

This screenshot, encountered during the interview process, is the gateway to entering opening balances, which might cause the Opening Balance Equity account to come into play.

The following screenshot is displayed after the above "products and services" Add button is clicked, and the screenshot for the bank accounts is similar:

The Opening Balance field, or in the case of Inventory Parts, the Total Value field as shown, is the culprit. Use the Inventory Adjustment screen instead, where you can select the appropriate offset account from a drop-down list.

For bank accounts, create a deposit instead to record the opening balance directly to the Retained Earnings or partner ownership accounts.

If there are many such transactions and multiple partners, it is more efficient to use the procedure recommended by QuickBooks, namely, one single journal entry, mass-reclassifying the Opening Balance Equity account to the appropriate partner ownership accounts.

There's more…

The Client Data Review feature can also be used to move transactions out of Opening Balance Equity. However, not all transactions may be accessible in this feature to be reclassified.

Classifying uncategorized income or expenses

The Uncategorized Income and Uncategorized Expense accounts are created by QuickBooks automatically, when opening balances are entered for customers or vendors. Use this recipe to reclassify these balances, and to avoid this problem in the first place.

Getting ready

If you are not going to use the Client Data Review tool available in the Accountant Edition, then get ready by running the following report of all transactions in these accounts:

  1. Go to Reports | Custom Reports | Transaction Detail.
  2. Set the date range as appropriate.
  3. Go to Filters. In the Choose Filter box, select Account; it may be already selected by default.
  4. In the drop-down box, select Multiple accounts…, located at the top of the list.
  5. Check off the Uncategorized Income and Uncategorized Expense accounts, and click on OK.
  6. Optional: On the Header/Footer tab, in the Report Title field, substitute a meaningful report header for Custom Transaction Detail Report.

How to do it...

To reclassify balances:

Without the Client Data Review tool, simply use the previous report, and either open each transaction and enter the appropriate account, or create a journal entry to reclassify the balances in bulk.

Alternatively, use the Client Data Review's Reclassify tool as described earlier in this chapter to reclassify balances of these accounts. The only difference from the earlier recipe is that the Account field at the bottom of the screen will be used, rather than the Class field:

To avoid the problem:

Rather than entering opening balances for customers in an Opening Balance field, create an item linked to the Retained Earnings account, and enter an invoice for each customer.

The advantage of this approach is an accurate and transparent trail in the General Ledger, but the disadvantage is that it takes more time than entering in the balances and doing a bulk reclassification.

How it works…

Because QuickBooks is a double-entry accounting system, entering an opening balance for a customer or vendor, as shown in the following screenshot, actually causes an entry into the General Ledger:

The information may be entered in bulk during the file setup process:

Regardless of which of the previous screens is used, the General Ledger accounts affected are Accounts Receivable and Uncategorized Income, in the case of customer balances, and in the case of vendor balances, the accounts are Uncategorized Expense and Accounts Payable.

There's more…

The customer and vendor opening balances can also be entered in bulk using the Lists | Add/Edit Multiple List Entries feature. To add the Opening Balance column to the screen, click on the Customize Columns button, and add either Customer Balance or Vendor Balance, as appropriate.

Resolving opening balance discrepancies in bank reconciliations

You're reconciling a bank or credit card account, and there is still a difference. Both your deposits and other credits ,and your checks and payments totals match the bank statement totals, and you're confident that you typed your Ending Balance correctly. The likely culprit? A Beginning Balance that does not match the bank statement, and in QuickBooks, this is not a data entry field. This recipe details how to resolve this discrepancy quickly.

How to do it...

The stages of troubleshooting this problem are to locate it, fix it, and finally re-reconcile the account to wrap it up. The following recipe shows each step in the process.

  1. Find and fix:
    • Run the Previous Reconciliation Discrepancy Report: Reports | Banking | Reconciliation Discrepancy, and select the appropriate account.
    • Note the transactions included in the report, in particular the Type of Change and Effect of Change columns.
    • To gain more information about deleted transactions, go to Reports | Accountant & Taxes | Voided/Deleted Transactions Detail.
    • Once you determine the correct transaction, enter it into QuickBooks or fix an existing transaction.
  2. Re-reconcile

    The most efficient solution is to re-open the Reconcile window, and check off the corrected transactions. Although this does not correct the opening balance per se, it will move the difference to 0.00, and once this reconciliation is complete, the next opening balance will be correct.

  3. A less efficient, but more exacting solution, is to undo reconciliations for the previous months (Banking | Reconcile | Undo Previous Reconciliation) through to the period in which the corrected transactions actually cleared, and redo the reconciliations. If you choose this option, consider the following techniques for a highly effi cient re-reconciliation:
    • Prior to undoing the previous reconciliations, print the original PDFs, or save them to your computer.
    • Upon re-reconciling each month, check off the Hide transactions after the statement's end date checkbox.
    • Click on Mark All.
    • Using the previously printed or saved bank reconciliation as your guide, simply uncheck the uncleared transactions. These are generally fewer in number than the cleared transactions:
    • Reconcile and repeat until the reconciliations are up to date.

How it works…

The most common reasons for an opening balance discrepancy are:

  • A user clicked on the "cleared" checkmark in the register, and ignored the pop-up warning message
  • A user changed the bank or credit card account in the original transaction, even if it gets changed back to the correct account
  • A user deleted a cleared transaction

There's more…

Occasionally, the Previous Reconciliation Discrepancy Report does not display the desired information. A backup plan is to compare the two versions of previous reconciliations, and identify the differences in cleared numbers:

Summary

In this article, we learned how to clear stale undeposited funds, adjust cash basis receivables or payables balances, write off stale receivables and stale payments, balance the balance sheet, classify unclassified transactions, reclassify opening balance equity transactions, reclassify opening balance equity transactions, and resolve opening balance discrepancies in bank reconciliations.

Intuit QuickBooks Enterprise Edition 12.0 Cookbook for Experts 60 plus recipes to save time and increase effectiveness in data entry, supervision, and business management for both public and industry accountants with this book and ebook
Published: May 2012
eBook Price: $23.99
Book Price: $39.99
See more
Select your format and quantity:

About the Author :


Jaime Campbell, CPA, MBA, CTT, MCT

Leveraging 14 years of teaching experience with nine of those years in the accounting industry, Jaime Campbell leads the technology training and financial modeling services at the accounting firm of Bartolomei Pucciarelli, LLC in Lawrenceville, New Jersey, USA. She provides consulting services and expert instruction on software used by Certified Public Accountants (CPAs) and small businesses. Jaime is a Certified QuickBooks Professional Advisor, Microsoft Certified Trainer (MCT), Certified Technical Trainer (CTT), and Certified Microsoft Master, having earned the highest certifications in Excel, Word, PowerPoint, and Outlook.

Jaime connects her Excel expertise and accounting experience to provide acclaimed financial modeling services for small businesses, creating custom financial models which are dynamic, user-friendly, and compliant. Her clients use these financial statements to obtain venture capital, bank loans, significant contracts, or to evaluate a business expansion or acquisition.

Jaime also prepares financial statements, business and individual tax returns, budgets, projections, and participates in special analysis and operations management projects. Jaime works closely with business clients to "measure, monitor and manage" their key performance indicators.

Jaime also teaches business technology courses at Princeton Adult School and gives seminars and webinars on financial and technology topics in English and Spanish. She is often quoted in the media on these topics, and her published articles include “Look Like a Tech Wiz with Keyboard Shortcuts,” “How to Quickly Find Spreadsheet Errors,” “QuickBooks Time-Saving Features,” “Untapped Google Applications,” and “Remote Access and Office 2010: Communication, Collaboration, and the Cloud.”

Jaime is a member of the American Institute for Certified Public Accountants (AICPA), New Jersey Society of Certified Public Accountants (NJSCPA), and New Jersey Association of Women Business Owners (NJAWBO). She is also a member of the NJSCPA Technology Interest Group and Financial Literacy Interest Group, serves as an Officer on the NJSCPA Mercer County Chapter Board of Directors, and volunteers as a Spanish-language business consultant with the New Jersey Small Business Development Center.

Jaime earned her Master of Business Administration degree from Rutgers Business School and her Bachelor of Music Education from Florida State University.

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