Weekly QuickBooks Tips and Tricks Newsletter

QuickBooks Edition - Issue 10.04

February 22, 2011

I am thrilled to be co-hosting a three webinar series with Intuit during the first week and last week of March. It is specifically designed for Accountants and ProAdvisors as a pilot offering. Yes, we know it is tax season so many of you won't have any time to attend, but we wanted to get it done now as a test so we begin working on additional content to be unveiled late April/early May. Each session will qualify for 1 hour CPE and have an educational component with lots of QuickBooks tips and tricks as well as highlighting an AppCenter app to streamline the process. For all the details, go to https://appcenter.intuit.com/promos/training. I hope to see you there!


In this issue:

  • Ask the Expert: Open Previous Company
  • Ask the Expert: Audit Trail Report
  • About Us
  • Quick Links

Tips and Tricks

Ask the Expert: Open Previous Company

Q - How can I expand the number of previously open companies (listing) under the FILE menu form 4 to 10? Submitted by Peter

A - This is one of two common questions that come up regarding the Open Previous Company feature. The answer to your question is to go to File > Open Previous Company > Set Number of Previous Companies. This is where you will go to change it from the default of 4 to the number you choose to a maximum of 20.

The other question that comes up regularly is when someone changes the name of the QuickBooks data file or deletes the file but it still shows on the list. To clear the list, edit the number of previous companies as described above which will only show the current file that is open. And then increase the number of previous companies to the appropriate number and as you open the other files, the list will be populated.

As a resource for this and other questions, submit a question via "Ask the Expert" or attend our free, monthly discussion forum webinar.

Ask the Expert: Audit Trail Report

Q - How do I understand and utilize the Audit Trail report? What does the column named "State" mean and why does some data display in bold?

A - The audit trail is always on since the database change in 2006. And while there has not been much change in the report since then, it is useful in looking for what has changed in a file.

The "State" refers to the historical progression of the transaction. "Latest" is the transaction as it is in the QuickBooks file currently, i.e. how it appears on the general ledger and any other report. "Prior" is the transaction as it was previously. So, a transaction that is listed with a "Latest" entry and then three "Prior" entries has been changed three times since it was originally entered.
From the date and time stamp you can determine when the entry was changed and from the user, assuming that good business practices are followed and every user has a unique login rather than using Admin, it is also possible to determine who changed the report. Just a quick side note, when someone leaves, do not delete the user since the Audit Trail report will then be blank for that user. Instead, change the password. The same is true if there is turnover for a position, don't give the new person the previous login information, set up a new user and password.
And finally, the information in bold is what has been changed. I was very excited when this feature was added several versions ago because you can now quickly scroll through the report to see what has changed. For example, was it just a memo that was changed, or was it actually an amount.

As a resource for this and other questions, submit a question via "Ask the Expert" or attend our free, monthly discussion forum webinar.

About Us

McWilliams and Associates can help you keep pace with all your QuickBooks clients. Through many self-service options on our website www.accountingsoftwaresecrets.com, group settings like seminars and webinars, or one-on-one services, we help you quickly and painlessly navigate through the obstacle course of QuickBooks and related add-ons. Our clients are primarily from all over the United States with 95% of our work being done remotely with other Accountants and Pro Advisors, or with their clients if they prefer. We do not do any income tax work or financial statements so there is never a conflict of interest. Most of our QuickBooks consulting clients need 2-6 hours with us to deal with a specific issue, transition, or just for those occasional questions that come up.

In addition to QuickBooks we love working with integrated applications: Some specific examples include XpandedReports, Fishbowl Inventory, and Legrand CRM. We have experience with all these products and would love to partner with you as you help your client address needs that are beyond the scope of QuickBooks alone.

If you want more information on how we might best work together, call 800-787-8744. We would love to talk with you about your needs and any special deals we have for Bookkeepers, Accountants, and ProAdvisors.

Quick Links

Monthly Discussion Forum

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We have a non-ownership business relationship with Intuit, XpandedReports, Fishbowl Inventory, AuditMyBooks, Virtual Software, BQE Software, The Sleeter Group, Alterity, MISys, RightNetworks, Insynq, Remote Accounting Solutions, CA CPA Education Foundation, and CPE Link.

Tuesday, February 22, 2011 - 11:54
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Accounting Software Secrets Tips & Tricks Newsletter