Best Practices

Is Your QuickBooks Accurately Backed Up?

Submitted by Will on September 16, 2011

It is crucial to have your QuickBooks file accurately backed up. Good backup meaning that your data file does not have error on it and if you ever loose your power connection, you can quickly reconnect and your data is not lost. Yesterday William (Will) drove to Laguna Beach, CA to assist one of our clients. He reconnected their QB Point of Sale (POS) with their server because they lost the connection. It is so important to have a system with a redundant hard drive and current backups.
Don't hesitate to contact us with any questions that you have regarding this or any other topic.

QuickBooks and Bookkeeping Support

Submitted by Will on September 13, 2011

With a client base that spans across the country, remote meetings are a necessity for us at English Management Solutions, Inc. We can work with anyone, anywhere by utilizing web conferencing and online meeting tools. We collaborate with individuals and groups, perform remote support and product demonstrations, and conduct live, interactive trainings. As much as possible, we meet face to face but many times, due to the distance between us and our clients along with time restraints, we host remote meetings. William English is currently assisting one of our bookkeeping clients, who is based in Virginia, with their financials by using a web based meeting application. 

July QuickBooks Promotions and EMS Referral Program

Submitted by Will on July 05, 2011

We hope you all had a wonderful 4th of July!

As we enter a new month, we are excited about the current promotions that are explained on our Home Page. They all expire July 31st. It's best to plan ahead so you are not rushed in your decision making! We will assist you with a business needs analysis to ensure you are purchasing the right product for your business needs, proper installation of the product, staff training and post-sale support.

We also have a Referral Program for those of you who refer a New Customer to EMS. Once the customer purchases new QuickBooks software from us, you will receive a 10% discount on 1 QBPOS purchase from EMS. If you are already a QBPOS customer, you will receive 1 hour of free consulting for your referral. To refer a friend or colleague, simply email us at aking@englishmgmt.com or call 877-467-0451.

How POS talks to QuickBooks Financial software

Submitted by Will on September 03, 2009

While POS is a great program, it really shines as a complete system when used with QuickBooks Financial Accounting Software (QBF).  Here is how the 2 talk to each other.  BTW, this assumes you are using summary posting, which is what we recommend.  Detail posting just clutters up  your item list and creates more work depositing funds.  The following assumes a standard set up. Each time you send data over to QBF, it will update any vendor information you have changed in either program.  Additionally, if you are set to synch customers, it will update any changes between the two. POS will create a single sales receipt for the total of the day's cash and credit card sales.  It will also create a sales receipt for each check received.  The net cash that POS registered will be sent to an account called cash in drawer.  Even if you show a shortage in your Z-out drawer count, you still need to adjust QBF's cash in drawer account. Additionally, POS will create a journal entry increasing the cost of goods account and decreasing inventory.  This is why it is so important to receive merchandise correctly.  Speaking of that, any completed receiving vouchers will be sent over to POS as entire an Item receipt or a bill depending on preference settings. POS working hand in hand with QBF is a thing of beauty, but as my wife tells me, I need to get out more.

Pulling cash from the drawer during the day

Submitted by Will on August 10, 2009
If you deal with a lot of cash sales, you will have to figure out a way to track when cash is pulled out of the drawer.  Create an other current asset account in QuickBooks Financial called Cash Drop.  When the cash is pulled from the drawer, code the amount to this account and in the comments put who pulled the cash.  During your z-out report, you will see a list of payouts that will include these amounts.  Count your cash from the drawer.  That plus the paid outs will equal the cash for the day.  In QuickBooks Financial, when you make your deposit of cash, it will have 2 parts.  The net cash

How to track items you use at the store

Submitted by Will on March 10, 2009
A question that we get quite a bit is how to track items that we pull out of inventory to use.  It really depends on your sales tax codes.  There are 2 ways to do this.  The first way is to do a qty adjustment and then when it gets posted to QBF, change the journal entry that was created to shop supplies.  You will have track the amount taken and usually pay some sort of use tax.  The easier solution if allowed is to sell the item to yourself at cost (collecting the tax) and use the payment on account.  In QBF, discount the invoice to your supplies expense.  With this method, no need to track

Inventory process

Submitted by Will on January 08, 2009
Being the start of a new year and all, a lot of you are thinking about doing inventory.  The first step in a successful inventory is to buy or rent the POS inventory scanner.  Yes we do sell them, but that is not why I am telling you to get the scanner.  The scanner turns the inventory process from days to a few hours.  Next, in Version 6 and new, click on inventory and start phyiscal inventory. find a expected item with zero and put a 0 in the counted field.  Then save the change.  It will start the inventory process and ensure that anything gets sold or received will be flagged. Then scan or

How to handle prepaid merchandise

Submitted by Will on December 04, 2008
Typically when a new business starts up, vendors require payment in advance for items ordered.  When using QuickBooks POS with QuickBooks Financial software, there is a relatively easy way to track this.  When posting your check or charge in QuickBooks Financial, enter accounts payable in the account field and the vendor you placed the order with in the customer job field.  Then receive your inventory on a receiving voucher as normal (you are using receiving vouchers right?)  When you go to QBF, click on pay bills.
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