Every once in a while, you will hit a bump on the road with QuickBooks, some which may require expert assistance, some which you can easily handle. Here are some of the more common QuickBooks problems we may face:
This can be a very challenging QuickBooks problem. It happens when you upgrade QuickBooks from an older version to a newer one where files are not readable. This usually occurs at the time of installation which makes it very important to create a backup first. In order to avoid any issues you must run the verification on the file before you uninstall the old version and install the new version.
When verified data does not get updated to the new version, you would need to go back to the older version and rebuild of the data file.
A very common issue: The slightest interruption in the network can cause the loss of connection. To correct this, you would need to use the in-built QuickBooks Connection Diagnostic Tool, which will help you determine where the problem is.
If you run into this QuickBooks problem, your first step would be to make sure that the Server Manager is installed on the server and is running. If it isn’t running correctly, try mapping the drive to the server. If you are able to see the server from the client machine, it may mean that the Server Manager is not working.
There could be several reasons why this happens. If it entails hardware problem that would cause risks to data files. Clean up company Data is usually a quick fix to this problem. This can be found in Files>Utilities.
If you lost your admin password it is recommended to reinstall QuickBooks software on your system. There are many software programs available in the market which can break the admin password but simultaneously there also is a need to protect your data from such threats. So, the safer path is to reinstall.
This issue is not the same as entering every transaction into QuickBooks. This issue is about monitoring the transactions to make sure they’re in the right place for the right amounts. In order to do this, you need to open the reconciliation module monthly and go through each transaction. Make sure each transaction was posted to the right account and has cleared the bank.
Items List is Not Organized and/or Streamlined: With QuickBooks your products are classified as ‘items.’ Over a period of time, it is easy to let your items list become overwhelming and outdated. To clean up your items list, deactivate items you no longer handle or sell, make sure each item is correctly labeled, check your stock and make sure the numbers are correct, update the cost of each item.
Incorrect Report Settings: whether you are looking for Cash Reports or Accrual Reports or both, you need to ensure that your report settings reflect the correct preference. Cash Reports show you the cash in/out flow of transactions within your company while Accrual Reports show you the overall performance of your company.
Unknowingly Deleting Transactions: QuickBooks transactions are linked together, so if you change one transaction you could be deleting other transactions in error that are attached to it. Check to make sure this is not happening.
QuickBooks has a modal dialogue box open: Close any open windows within your QuickBooks instance so you only see a gray screen.
Multiple instances of the Expensify Sync Manager are running: Only one Expensify Sync Manager can run with the token you used to connect to QuickBooks. If you are on a remote server make sure that the Expensify Sync Manager isn't also on your computer's desktop.
Can't open the Expensify Sync Manager: This is likely already running on your computer. Check the system tray in the bottom right corner of your computer. You should see an Expensify icon. Click on the icon and select configure to open the Expensify Sync Manager.
QuickBooks sync requires that a company file be provided so as to ensure that the sync will never connect to or synchronize data with an incorrect company file. To correct this issue, open the ‘QuickBooks’ tab of the ‘Integrations’ form (Setup -> My Company -> Information & Settings -> Integrations), click the ellipsis button to the right of the ‘Company File’ text box, and use the Open File Dialog to select the proper QuickBooks Company File.
This application needs to be authorized the first time you use the new QuickBooks sync. To do this, log into your QuickBooks company file as Administrator, then switch to Single User mode. Once in Admin, Single User Mode, open the open the ‘QuickBooks’ tab of the ‘Integrations’ form (Setup -> My Company -> Information & Settings -> Integrations). This should trigger the ‘Authorize Integrated Application’ form to display inside of QuickBooks. Now select either the ‘Allow when QuickBooks is Open’ or the ‘Allow even when QuickBooks is closed’ option, then click ‘Ok’.
This can be caused by an antivirus program blocking the sync, or from a corrupt installation of the QuickBooks XML Request Processor, which is a default part of the QuickBooks software. The correct process is, you have to first attempt to disable the antivirus software and make a connection attempt. If the attempt still fails, then you will need to repair the QuickBooks XML Request Processor. To do this, you need to uninstall then reinstall the newest version of QuickBooks that is installed on the system. Once you have reinstalled the newest version of QuickBooks, attempt to try to connect again, this time you shouldn`t have any problems.
This issue would only occur if the ‘Allow even if QuickBooks is not open’ option was selected when granting Office Tools Professional access to your QuickBooks file for the first time. If you used that option and QuickBooks required you to select a User for Office Tools Professional to ‘Connect As’, you will need to be sure that your staff never uses the user that was selected. If the user is already logged in elsewhere in your office, Office Tools Professional will not be allowed to connect to QuickBooks because the user is ‘Already Logged In’. To remedy this situation, you need to either re-authorize Office Tools Professional in QuickBooks and select the ‘Allow only when QuickBooks is open’ option (by deleting the current authorization in Edit -> Preferences -> Integrated Applications, then opening the ‘Setup Default Items’ form from Setup -> QuickBooks -> Default Items), or, by ensuring that the user you selected is never used outside of the Office Tools Professional QuickBooks Sync functionality.
Reinstallation Fail: if you want to reinstall the QuickBooks accounting management tool you should consider ‘The Clean Uninstall’ feature.
However, before you finally go for the reinstallation process, don’t forget to uninstall the previous program with the help of regular Windows uninstall techniques.
Jumbled “Items” List:
The accounting management application defines the product(s) you trade as “items”. It is easy to simply throw inventory anywhere and forget about the amounts update. Below is a list of ways you can clean up the items list:
No use of Purchase Order System – Majority of business owners do not consider to employ this very useful system.
No licensing Information – If you have lost the documentation and license/product numbers, you can still easily locate them in QuickBooks.
Procedurally, deleting an invoice is easy. You just display the invoice in the Create Invoices window and then either click the Delete button or choose Edit→Delete Invoice. When QuickBooks asks you to confirm your deletion, click Yes. Read the following paragraph first, though, because you may not want to delete the invoice.
To organize data, group similar accounts together by using sub-accounts. Keep it as simple as possible. When you enter data, enter it in the lowest level account rather than in the main account. If you view your COA and see duplicates, then merge them into one account.
Many business owners fail to use this helpful functionality. Using purchase orders can help you manage your inventory better and minimize data entry. Consider the following steps:
As payroll is processed, QuickBooks keeps track of how much payroll tax the business owes and records that amount in the Payroll Liabilities account. However, if payroll taxes are accidentally paid using the Write Checks window, the amount paid will not be properly deducted from the Payroll Liabilities window. Instead, remember to pay payroll taxes directly from the Pay Liability window to ensure payroll liability balances are properly tracked.
If you're having problems with your QuickBooks data file, we can fix it. Guaranteed!