Category Archives: Blog

Ilene Eisen Received 2015 Top 100 ProAdvisor Award

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Ilene Eisen was selected as one of the 2015 Top 100 ProAdvisor and award given by Intuitive Accountant. http://www.intuitiveaccountant.com/people-and-business/intuitive-accountant%27s-top-100-proadvisors-announced/#.VXcLtM9VhBd  ProAdvisor is designation from Intuit for consultants that join the program.  There are currently over 70,000 ProAdvisors in the United States.

Certified ProAdvisors also  pass the ProAdvisor Certification Exam.    Ilene has taken and passed all the certification tests since the inception of the program so she is Certified in QuickBooks Desktop, QuickBooks Online, QuickBooks Point of Sale and QuickBooks Enterprise Solutions.  Ilene was also named one of the 2014 Top 100 ProAdvisors.

Working With Your Accountant at Month End or Year End

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Many of my clients now give their Accountant a copy of their QuickBooks file at year end.  I would like to suggest two different methods for working with these files so that any adjustments that the Accountant makes can be imported into the clients company file.  The best method will depend up on the needs of the client and the type of adjustments that the Accountant makes.  The two methods are Accountants Copy and Send Journal Entries.  Both of these methods will require the Accountant to have the Accountant’s version of QuickBooks in the same year that the client is using..

Accountant’s Copy

This copy allows the Accountant to make adjustments that will be imported into the client’s books at a later date.  The client can continue to work on their QuickBooks entering current transactions but locks the books for making any adjustments or dating any transaction prior to a “Dividing Date” and also places other restrictions on the company file until the Accountant’s adjustments are imported.  . The process works as follows

An Accountant’s Copy is created from the file menu

A dividing date is entered (end of year or month that is being reviewed)

Accountant take copy and restored it on their computer

Accountant edits transactions, reconciles, accounts, makes journal entries, etc.

Accountant exports changes into a file for the client

Client imports change file

This method has works as long as the Client and/or the Accountant do not upgrade to another year or change the name of the company file.   However, the Accountants copy places restrictions  on the company file until the Accountant’s Copy changes are imported or the user “Removes the Restrictions”.  While at a recent, I also noticed that their QuickBooks Point of Sale did not post transactions while the accountant’s copy restrictions were in place.

 

Send Journal Entries

Many Accountant’s will only perform only Journal Entries for their clients and not change or edit existing transactions.  A feature called   Send Journal Entries    works well in this situation without imposing any limits or restrictions on the Client’s activities.  The process works as follows:

The Accountant takes a backup of the company file

I also suggest that they enter a “Closing Date” to prevent prior period changes after the backup is created for the client.

Accountant restores the backup on their system.

Accountant makes any journal entry adjustments needed.

Accountant sends the client an import file to record the Journal Entries in the QuickBooks Company file.

QuickBooks Webinar Schedule

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Ilene Eisen has scheduled webinars to be broadcast from May 2015 – December 2015.

Each webinar is two hours and will qualify for Continuing Professional Education (CPE).  All webinars will be scheduled at either 1 PM Eastern or 4 PM Eastern

The webinars will include

  • QB15 – QuickBooks 2015:New Features that Improve Reports & Save Time
  • QBBK – QuickBooks: Saving Time with Bank Feeds
  • QBBS – QuickBooks: Systematic Approach to Reconcile Balance Sheet Accounts
  • QBCR – QuickBooks: Customized Reports – Getting Information You Need Quickly
  • QBDR – QuickBooks: Client Data Review- Tools to Easily Correct Errors
  • QBES – QuickBooks: Getting the Most Out of Enterprise Solutions
  • QBIC – QuickBooks: Improving Security and Internal Controls
  • QBTK – QuickBooks: Tips & Tricks for Accountants
  • QBIN – QuickBooks: Inventory Fundamentals to Improve Efficiency and Reporting

Dates are listed on the ie-Solutions website https://ie-solutions.biz/seminars-and-webinars/

QuickBooks 2015 Accountant Toolbox

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QuickBooks 2015 changes the way that Accountants and Bookkeepers can access Client data Review (CDR) and other features included in only the Accountant Versions of QuickBooks and QuickBooks Enterprise Solutions (QBES) .  The new process uses the “Accountant Toolbox”, a new menu option on the Company Menu in both QuickBooks Pro and industry versions of Premier and QBES

Accountant Toolbox

The Accountant Toolbox gives full access to Client Data Review (CDR), Batch Enter Transactions, Period Copy, Working Trial Balance, and Accountant Center in QuickBooks Pro & Industry versions of QuickBooks Premier, and Quick Books Enterprise Solutions.    The toolbox is an amazing resource when working on the client’s records in a non-Accountant version.  The ability to “unlock” the toolbox is included in both the Intuit Pro Advisor program and QuickBooks Accountant Desktop Plus subscriptions and is accessed by using your Intuit login in conjunction with the External Accountant user rights.

Unlock Accountant Toolbox

In the past if you were on a non-Accountant QuickBooks edition either in your office or at a client’s site, logging into QuickBooks as an “External Accountant” user would give you access CDR with limited functionality.   In version 2015 non-Accountant versions you can still access CDR however you will now have full functionality.  To use the Accountant Toolbox log into the company file as and External Accountant user and then select the Company Menu – Unlock the Accountant Toolbox and login to your Intuit account when prompted.  The login account will tell Intuit if the rights to “unlock” the Accountant Toolbox.  After the toolbox is unlocked, the menu option will change from “Unlock Accountant Toolbox” to “Accountant Toolbox” and there will be a sub-menu with the toolbox features.

 

QuickBooks Options for Mac Users

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Recently I’ve been working with many Mac users who want to use QuickBooks software for their business.  These clients usually have QuickBooks for Mac.  However if this program does  not meet the needs of your business, you can also use QuickBooks Online  or one of the Windows versions QuickBooks (Pro, Premier, Enterprise) using  Hosting, Dual Boot, or a Virtual Machine.

QuickBooks Online

QuickBooks Online (QBO) is a web-based version of QuickBooks available in three versions http://quickbooks.intuit.com/online/compare/ . .   Using QBO and an internet connection, you will have 24/7 access and can integrate the software with other applications designed to work seamlessly with QBO.  Intuit has also developed a free download for the Mac that gives the user a native Mac experience when using QBO http://quickbooks.intuit.com/quickbooks-mac-app/ . Using QBO, you pay per user per month/year. This is the only option discussed in this article where you do not purchase or lease the software.

Hosting Services

QuickBooks can be hosted by authorized QuickBooks Hosting services.  In this scenario, you would purchase or lease the software.  You will also pay an annual or monthly fee to the hosting company to access their server.  The software is installed on the Hosting Services’ secure server and you would access the software application by logging into the site.  Using this option you can pay per user per month/year.  You would NOT be responsible for maintaining a Windows network and you would have 24/7 access.  Hosting software is a great option to reduce the cost supporting multiple platforms and managing a network.  This option usually includes backups and additional security.  Check References and perform due diligence before selecting a hosting service.  This is the only one of the three Windows options that I would recommend for multi-user access to QuickBooks (Pro, Premier, or Enterprise) on Mac, however it is also the most expensive option since it includes additional services.

Dual Boot

Mac users can install Boot Camp software on newer MACs to have the option of loading Windows on start-up rather than the native operating system. http://www.apple.com/support/bootcamp/ . Before selecting this option, verify that your Mac is compatible with Boot Camp at http://support.apple.com/en-us/HT204048 . Once you have set-up Boot Camp you will need to purchase and install the desired Windows operating system.  Once the installation is complete, start the computer using Windows and then install a Windows version of QuickBooks.  You could then access the software anytime you start the computer using Windows.  With a Windows operating system loaded you can run Windows programs taking full advantage of all the computer’s components.  This is a good option if the user will be using Windows for an extended period of time and does not mind restarting the computer to access Mac programs.  This option works best with only one Windows user.  For multi-user access, hosting, QuickBooks Online or the QuickBooks for Mac are better options.

Virtual Machine (VM)

A Virtual Machine gives the computer user the ability to easily work in multiple operating systems on the same computer without restarting the machine.  Two very popular programs to create a Virtual Machine on a Mac to run Windows software are Parallels http://www.parallels.com/products/desktop/ and Fusion http://www.vmware.com/products/fusion/ .   Once you have loaded software to create a Virtual Machine (VM) you would then load the Windows operating system and then install a QuickBooks Windows version.  My clients who use these programs tend to go back and forth between the Mac & Windows throughout the day and love the convenience of using the software. The cost of this solution would include both VM software and also purchasing the desired Windows operating system. I would recommend this solution if you have just a single QuickBooks user in the office and do not need multi-user access.  For multi-user access, hosting, QuickBooks Online, or QuickBooks for Mac are better options.

For additional information please contact Ilene Eisen at ie Solutions Ilene.Eisen@ie-solutions.biz

Do I Really Need to Update My Accounting Software?

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Many clients that I work with are skeptical about updating their accounting software on a regular basis.  I believe that if you plan to stay in business you need accounting software.  If you plan to continue using your current software you should update it regularly and if you plan on changing or upgrading to another version, make the change as soon as possible.

If you are interested or currently using a cloud application upgrading is not an issue and the publisher will install updates for you.  Keep in mind that some applications with limited functionality are free.  My personal preference is to use applications that do not  limit functionality like QuickBooks Online (QBO) where you can expect to pay an annual or monthly fee.

Accounting software is changing at a rapid pace and so is the way we pay for it.  Many firms are going to a subscription model that requires monthly or annual payments in order for you to continue to use the software.

This year QuickBooks Enterprise Solutions (QBES) moved from a purchase model to a subscription model.  If you are currently using QBES, and paying for the annual Full Service Plan (FSP) make sure you look at the new subscription levels to evaluate your costs and functionality using either method, if you choose to stay with the FSP rather than subscription, you must continue to pay on an annual basis to remain in this discontinued plan.

If your software requires an annual payment to receive updates and  you do not pay the fee you will not receive new features, your software may not work with new operating systems, and security issues will not be addressed.  All these items will cost money, time, and reduce productivity.

If your software does not have an annual plan and you must re-purchase the software, evaluate the new features each year to identify changes.  Also consult with the vendor to identify how long they “support” a version and will continue to issue free updates.  I recommend only using supported versions.

Intuit supports QuickBooks Desktop products for a little more than three years.  After that period the technical support staff cannot answer questions, free updates for minor changes are not created, and connected services like payroll may not be supported.

Many clients are concerned about installing updates and fear that it will “break” the software and do not want to make any changes.  I understand your concern.  My suggestion is that you wait on installing  software updates for 1 – 2 months for annual updates, in this time software publishers will generally be made aware of any issues and correct as much as possible, or warn users regarding known issues.  If your software is updated less regularly, I would wait longer and consult to reseller to determine when it is advisable to update.

This article was inspired by the following article Accounting Software Updates: Are they Necessary?

If you have any questions regarding this article, or would like further information,  please contact Ilene Eisen, CPA.CITP at ilene.eisen@ie-solutions.biz

December 2014 QuickBooks Specials!!!

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*** QuickBooks Enterprise Solutions

40% Off 5-30 Users Version for 1st Year

Discounted Add A Seat for QBES Software

*** QuickBooks Desktop Versions 

Pro & Mac – $50.00 off per user

Premier – $120.00 off per user

Accountant  – $100.00 off per user

****QuickBooks Point of Sale

Free HW bundle ($600 value) with v2013 software and POS MAS approval if purchased on or before 12/31/2014

Discounted Add A Seat for QBES Software

****QuickBooks Payroll

Please call for specials.  Various payroll services are offered and it’s important to find the one that best meets your needs

Ilene Eisen to Speak at Inuit Virtual Conference

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Ilene will be speaking that the Intuit Virtual Conference , Wednesday December 10, 2014  she will be presenting:

QuickBooks Desktop Accountant: Your Friend at Year End (Part 1 of 2)

This course has been designed to introduce the accounting professional to strategies for working with your clients’ QuickBooks company files at month‐end or year‐end. It provides an overview of  the tools and features that streamline the process of evaluating and correcting your client’s QuickBooks data as well as those tools and features that enable you to work efficiently and directly with your client on month‐end and year‐end accounting processes & financial reporting. These tools are available with your QuickBooks Accountant Desktop Plus 2015 subscription or QuickBooks Accountant Desktop 2015 software, and QuickBooks Enterprise Accountant 15.0 software

QuickBooks Desktop Accountant: Your Friend at Year End (Part 2 of 2)

Your clients’ QuickBooks data is seldom clean enough or complete enough for you to use when preparing their year‐end financial statements and / or income tax returns. In this session, we will “walk through the Balance Sheet” using the tools and features covered in the previous session (QuickBooks Desktop Accountant: Your Friend at Year End ‐ Part 1) to quickly find AND correct mistakes, allowing you to confidently use the QuickBooks trial balance to prepare your clients’ returns. You will also learn proactive steps you can take with your clients to keep their data accurate throughout the year – to streamline both income tax return preparation and periodic financial statement preparation.

 

QuickBooks Online Accountant Saves Time and Helps Organize Workflow

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Intuit has updated the QuickBooks Online for Accountants and this product can save your firm significant time.  After looking at the demo at QuickBooks Connect it appears that Intuit has gone beyond accounting functionality and is working to help Accountants and Bookkeepers with firm management.  I was quite impressed with two features in particular the Client Dashboard and the Document Request Function.

The Client Dashboard allows the user to enter all the clients (QuickBooks Online, QuickBooks Desktop, Other) in one dashboard.  If the client uses QuickBooks Online you have significant functionality, you can access their file from the dashboard, check their status, get alerts on payroll due dates, identify banking issues, etc.

The Document Request function allows you to request a document from any client that has e-mail.  The client can then upload the document requested AND QuickBooks Accountant renames the file to the title used in your request.  Then the documents are available from within the Client Dashboard.

I’m looking forward to hearing how Accountants and Bookkeepers use these features save significant time during the year.

Ilene Eisen to Speak at QuickBooks Connect

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Ilene will be speaking that the Intuit Conference QuickBooks Connect in San Jose, California, Monday October 20, 2014 she will be presenting Mastering QuickBooks Inventory in Pro and Premier. This session will highlight the inventory features and strategies that Ilene uses when working with client to create an efficient workflow and accurate reports.  The session complete description is:

Managing Inventory can be quite complicated in any business! QuickBooks has features and tools that will help non-accountants manage the process. This course covers inventory concepts to help you understand the process and then introduces features and tools to purchase inventory, sell Inventory Parts, and enter Inventory adjustments.

Management should also understand the concepts, and use the tools provided, review reports, and be an active participant in the process to enhance internal controls. For this reason, we will also discuss reports, the reconciliation process, and an evaluation tool to easily identify errors and issues.

There are various versions of QuickBooks and we will discuss the inventory features that are available in QuickBooks Pro, QuickBooks Premier, and QuickBooks Accountant version so that the user can assess their needs and purchase or upgrade to the version that is best suited for their Inventory needs.