Export lists items to another QuickBooks company file

Note : Only the QuickBooks Administrator can do this.

You can export part or all of your company lists to another QuickBooks company. For example, if you work with two different QuickBooks companies, you might want to export a list of vendors you created in the first company to the second company.

Important: This procedure does not export transactions. 

To do this task

1. Make a backup copy of the QuickBooks company that will receive the list information.
2. Open the company that contains the lists you want to transfer.
3. Go to the File menu, click Utilities, click Export, and then click Lists to IIF Files.
4. In the window that appears, select the lists that you want QuickBooks to include in the export file.
5. Click OK.
6. Enter a filename for the export file.
7. Click Save.
8. Open the QuickBooks company that will receive the list information.
   To quickly find and open the file, go to the File menu and click Open Previous Company.
9. Go to the File menu, choose Import, and then click IIF Files.
10. Select the export file you just created and click Open.

How to Activate Intuit Data Protect

NOTE : Before you begin, please make sure that you have an existing Intuit Data Protect subscription plan active with Intuit. This subscription comes free with your Monthly and Annual Technical Support Plan or you can get a monthly-ala-carte subscription for either a Single PC Plan (usually at $9.95/month) or Single Quickbooks File Plan (usually at $4.95/month). Also note that the IDP is not the same as your old Online Backup Service that you use with your Quickbooks 2010 or lower versions. If you don't have an existing account then please call Quickbooks-Connected Services at 1-800-450-8475 to subscribe.


1. Go to www.workplace.intuit.com

2. Click the blue "sign in" button at the top right part of the page.

3. Sign in using your e-mail address and click on "no im a new user" then click sign-in.

4. A confirmation/activation email will be sent to your email, open the mail and click on the long link found in the e-mail.

NOTE : if the website detects that you have an existing intuit account then it will display an error saying that the password is incorrect. That means you may have an existing intuit account that either belongs to another intuit service you may have signed for before. If in case true, call Quickbooks support for them to locate the correct login.

5. Set a password, after setting/customizing password, log in

6. After logging in click on the Intuit Data Protect icon

7. Create a business profile by entering your business name and telephone number

8. After successfully creating business profile, open your quickbooks and log in as the admin user

9. Go to the hompage inside quickbooks and click "activate intuit data protect" on the back up status window on the lower right.

10. A green lock icon will appear on the icon tray on the lower right corner of your monitor,double click on the icon to open the IDP window

11. Click on the "already purchased sign in" link at the left-hand side of the screen.

12. Type your e-mail address and your password

13. It will automatically recognize your company file on the computer and will be added to the back up list.

14. Click continue, it will give you options to choose other files/folders on your pc to be included in the back up list

15. Click continue and click back up now

16. Initial back up may take 10 to 20mins or more depending on how large your files are, speed of the pc, and internet connection.

17. After back up completes, you can set schedule for the back up process by clicking "change back up time".

18. IDP works in the background it backs your file automatically even Quickbooks is closed, make sure that the computer is on and has internet connection on during the back up schedule.

19. Recommended to be set up in the main server where a copy of quickbooks and the company file is originally located in.

Pay only part of a bill

To do this task

• Enter the amount you want to pay toward the bill in the Amt. To Pay column of the Pay Bills window.

Pay a bill with a credit card

To do this task

1. Go to the Vendors menu and click Pay Bills. 
2. If you have more that one accounts payable account, choose the one that you want to use to pay these bills.
3. Select the bills that you want to pay.
4. Set any discount or credits that you want to apply to the bill.
5. Click the Payment Method drop-down arrow and choose Credit Card.
6. Click the Payment Account drop-down arrow and choose the account from which you want to pay the bills.
7. QuickBooks automatically enters today's date in the Payment Date field. You can change this date, if necessary.
8. Click the Pay Selected Bills button to record the bill payment.

Pay a bill with a check

To do this task

1. Go to the Vendors menu and click Pay Bills. 
2. If you have more that one accounts payable account, choose the one that you want to use to pay these bills.
3. Select the bills that you want to pay.
4. Set any discount or credits that you want to apply to the bill.
5. Click the Payment Method drop-down arrow and choose Check.
6. In the Payment Method section, select whether you want the check to be printed from QuickBooks or whether you're paying with a hand-written check or debit card.
7. Click the Payment Account drop-down arrow and choose the account from which you want to pay the bills.
8. QuickBooks automatically enters today's date in the Payment Date field. This is the date that will appear on your printed checks. You can change this date if necessary.
9. Click the Pay Selected Bills button to record the bill payment. The Payment Summary window opens to show the bills you successfully paid, and if you selected the To be printed check box, to give you a chance to print checks.
10. To print checks, click Print Checks in the Payment Summary window. If you prefer to print checks later, go to the File menu, choose Print Forms, and then click Checks.

Enter a bill against an item receipt

When you receive a bill for items previously received and entered as an item receipt, you need to enter a bill in QuickBooks against that item receipt.

Important: If you don't enter the bill against its corresponding item receipt, the same inventory items will be received twice into QuickBooks, making these item quantities wrong.

To do this task

1. Choose Vendors > Enter Bill for Received Items.
2. In the Select Item Receipt window, click the Vendor drop-down arrow and select the vendor.
3. Select the Item Receipt which corresponds to your bill.
4. To keep the original inventory availability date, select Use item receipt date for the bill date.
5. Click OK. QuickBooks converts the item receipt into a bill.
6. Compare the information on the bill you received from the vendor to the information in the Enter Bills window and make any necessary changes.
7. If the bill includes any non-item expenses, such as freight charges or sales tax, click the Expenses tab and.
8. Save the bill.

Create an Accountant's Copy

An Accountant's Copy is a version of your company file your accountant can use to make changes while you continue to work. When your accountant is done, you can then import his or her changes into your company file. Create an Accountant's Copy file and deliver it to your accountant (e-mail, CD, or other method). Before you begin, coordinate with your accountant on a dividing date. This date defines the fiscal period your accountant will work on. You can also create and send an Accountant's Copy in one step using the Accountant's Copy File Transfer, an Intuit Web service.

Important: You cannot create an Accountant's Copy if you have transactions that need to be sent to Intuit for processing (such as Assisted Payroll or Direct Deposit payments). You must send all pending transactions before you create an Accountant's Copy.

To do this task

1. Go to the File menu, click Accountant's Copy, and then click Save File.
2. Go to the File menu, click Accountant's Copy, click Client Activities, and then click Save File.
3. Confirm you want to create an Accountant's Copy and click Next.
4. Choose a dividing date.
5. Click Next.
6. (Optional) Change the suggested location for the file and the filename that QuickBooks suggests for the accountant's copy. The file must have a .qbx extension.
7. Click Save.
8. Give the Accountant's Copy transfer file (.qbx) to your accountant and continue work.

How to create or restore a portable company file

A portable company file is a compact version of your company file containing only financial data. It is small enough to be sent by e-mail or saved to removable media. You can use a portable company file to move your company financial data to another location or send it to another person.


To create a portable company file:


1. Choose File > Save Copy or Backup.
2. Select Portable Company File and then click Next.
3. Save the portable company file to a folder on your computer, or to a CD, USB flash drive, or other removable media. The portable company file is saved with a .qbm extension.
4. When prompted to close your company file, click OK. QuickBooks must close and reopen your company file before creating a portable company file.


To restore a portable company file:


1. Choose File > Open or Restore Company.
2. Select Restore a portable file and then click Next.
3. Browse to the location where you saved the portable file. The file name has a .qbm extension.
4. Select the portable file and click Open.
5. Click Next. The Save Company File as window opens.
6. To avoid overwriting your existing company file (and loosing your company data), rename the company file by entering a new name in the File name field.


Important: Never restore a company file without renaming it unless you intend to overwrite your existing company file. If you overwrite, you will lose all data in your existing company file. Do not change the .qbw file name extension.


7. Click Save. QuickBooks converts the portable file to a company file with a .qbw extension.


Note: The .qbw file created from the portable company file might be smaller than your original .qbw file. This is normal.

How to set up a company file for Syncing with Intuit's online Applications

Intuit Sync Manager synchronizes your QuickBooks company file data with Intuit online services. When you subscribe to any of the services that require access to your QuickBooks company file data, you need to set up your company file for sync. This feature is available only for QuickBooks 2009 or later.

During setup, you will have to choose an Intuit Account to log in. You will also have to select an online business profile to associate with your company file. At this stage, you need to log in with the same Intuit Account that you used to subscribe to the online application.  In addition, you must select the same online business profile that you created when you signed up for the application.

Important: Intuit Sync Manager will not work on a copy or backup of the company file you have set up for sync. You need the exact file you have setup using the menu item 'Set Up Intuit Sync Manager' to sync successfully with Intuit online services. 

Here are the step-by-step instructions on how to set up your company file for sync:

Please ensure that you have the latest Intuit Sync Manager by turning on QuickBooks update.

1. In QuickBooks Pro/Premier, go to Online Services > Set Up Intuit Sync Manager. In QuickBooks Enterprise Solutions, go to Online Solutions > Set Up Intuit Sync Manager.
   
   Note: You must be logged in as the Admin user of your QuickBooks company file for this option to be available. If the Setup Sync Manager option is not available, then you are not currently logged in as the Admin user.
2. Please sign in with your Intuit Account on the login window that appears.
3. Next window displays the list of online business profiles you have created while signing up for the application. Choose the profile with which you want to associate this company file.
4. Click ‘Start Sync Now’ button.
   Intuit Sync Manager will start uploading your company file data to Intuit online services and inform you when it is complete. At this point, you have successfully set up your company file for sync from this computer.
   After the set up is complete, you will not see ‘Set Up Intuit Sync Manager’ menu item in QuickBooks. Intuit Sync Manager will start syncing your company file in the background and you can continue to work on QuickBooks. If you want to access Intuit Sync Manager, you can do so using the menu option:
   • QuickBooks Pro/Premier, Online Services > Manage Services > Launch Intuit Sync Manager
   • QuickBooks Enterprise Solutions, Online Solutions > Manage Solutions > Launch Intuit Sync Manager

Add your logo to invoices, estimates, or sales receipts

To do this task

1. Go to the Home page then click any of the following: the Estimates icon, the Invoices icon, or the Sales Receipt icon.
2. Click the Customize drop-down arrow, then click Logo & Fonts.
3. In the Basic Customization window, select Use Logo.
   • If you have not previously used a logo, a window opens where you can select a logo.
   • If you have been using a logo and want to change it, click Select Logo to select the image you want to use.
   For best results, your logo image should be square. Your logo image will be reduced and sized to fit in a square space.
4. Click Open to return to the Basic Customization window and preview your logo.
5. (Optional) Click Print Preview to see a larger preview.
6. Click OK.

Customize Your Invoice Forms

You can change the names and layout of the fields of an invoice to fit the needs of your company by customizing an invoice form template.

To do this task

1. Go to the Customers menu and click Create Invoices to open an invoice form.
   The form you see onscreen is not how your invoice looks when printed. Click Print Preview at the top right-side of the form to see how it will print and then click Close.
2. Select the template you want to use:
   1. Click the Customize drop-down arrow and then click Manage Templates.