You QuickBooks for Mac users are a creative bunch, and you want the forms you send out for your business to show that creativity. You can customize any of your forms, like invoices and estimates, with Layout Designer. We’ll be adding more videos showing you how to use Layout Designer, but this one will get you started with two basic tasks: adding a logo and changing the fonts.

Video Script:

Hi. I’m Shelly with the QuickBooks for Mac team. And I’m going to show you how to customize the forms you send to your customers.

One of the questions I get asked a lot is how to add a logo to an invoice. Makes a lot of sense. Your business isn’t generic. Why should your invoice be? You can create customized templates for forms like invoices and estimates using Layout Designer.

At the top of your form’s window, look for the Templates dropdown. In that list, you’ll see all kinds of invoice templates QuickBooks provides for you. And you edit one of these but you can also create a whole new one. That’s what I’m going to do by selecting New Template.

That’s when Layout Designer launches.

Now, what I’m going to do is add a logo to my template. I want to add it to the top left corner of the template so I move the name and address of my company to the side so I have room. Then I just drag and drop an image from Finder. Or I can use Add Image and choose a file.

Now I’ll just move things around until I like the look of them. Another thing I’m going to do while I’m is change the font. I just select the items on the form I want to change the font for, or I can press Command A to select all the items on the form.

Now I click Fonts on the Formatting Palette and select the font I want to use.

Now I’m going to choose File > Save to save this template and give it a name.

Then when I’m back on my invoice, I can choose the template I created and preview it to see it as my customer is going to see it.

Thanks for watching! You can ask us questions or find out about new videos by liking us on Facebook or following us on Twitter.

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If you ever wondered if you could print checks or other forms all together in a batch, here’s how you do it.

Video script:

Hi. I’m Shelly with the QuickBooks for Mac team. Last week a I got a great question from one of our users.

She asked me, “Can I print multiple checks in a batch?”

The answer is “yes!” And not just checks. You can print any transaction form in batch as well, like invoices and estimates.

So here’s how you do this. I’m going to open a check here and go down to the bottom of the window and click the “Print this invoice later” button.

In earlier versions of QuickBooks, instead of a button, this is an option on the window.

Now when I’m ready to print those checks, I choose File > Print Forms. Now I can choose the type of form I want to print, like checks. Or I can select Multiple Forms to print all the forms I’ve marked to print later. I’m just going to print checks.

Now on this window, I can select all the checks to print them all. Or I can just select specific ones.

Then you’ll see the print window for checks that you’d see if you were just printing checks one at a time.

So that’s how you print checks and other forms in a batch instead of one at a time.

You can ask us questions or find out about new videos by liking us on Facebook or following us on Twitter.

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As a CPA, I’ve seen a wide variety of mistakes related to taxes, some of which were very costly to business owners. The IRS and state tax code and regulations are very complex. And they change every year, of course. This creates big challenges for you as a business owner if you don’t have a tax expert advising you.

In this article, I talk about some errors common to small businesses that can cause large problems for you, the business owner.

Mistake #1: Not keeping good records

Good record keeping is key to identifying and justifying tax deductions. You must be able to provide details about many important deductions, or the IRS or state taxing authority can disallow them. For example, you must be able to provide information about deducted meals, including who you dined with and where the meal took place, along with the cost and the purpose of the meal.

Here’s another example: You need to keep receipts for larger cash purchases so that you can identify and prove the deductions, as well as track the sales tax you paid so it can be accounted for in use tax calculations. Increasingly, people and businesses are buying goods outside their home state, either over the Internet or through some other means. These sales often happen without any sales tax being charged or paid. That’s where use taxes come in.

Because sales tax is a huge revenue source for most states, many of them are implementing use taxes to tap into the missing sales tax on goods bought out of state. And those states with use taxes are stepping up their reporting requirements. The California Board of Equalization is one such taxing authority that’s started sending letters to business owners to get them to comply with California’s use tax requirements.

So keep those receipts and records so there’s never any question about your deductions and purchases.

Mistake #2: Not keeping records separated by year

Income taxing authorities work on a strict calendar year basis—January 1 through December 31. Small business corporations can set up a fiscal year different from the calendar year. But the businesses that do this must apply to the taxing authorities, and then properly allocate records to the correct year.

Most tax returns are filed on a “cash” basis, which means that income is recognized for tax purposes when the money arrives, not when it’s owed. Likewise, deductions are based on when the bills are paid, not when they’re due.

Talk with your CPA about making sure you’re keeping your records properly by year and basis. In this case, that old saying—”an ounce of prevention is worth a pound of cure”—rings true.

Mistake #3: Not planning ahead for taxes

Many small business owners don’t think very much about taxes until the year is over and they need to file their  tax returns. This can be a very costly mistake! Once the year is over, it’s usually too late to generate additional transactions that affect income and deductions for that year. For example, just before year end, your business can make additional deductible purchases or can advertise special offers to bring in more income.

Additionally, due to the slow recovery from recession, Congress passed many new tax benefits for small businesses to help spark job growth. But many of the benefits require you act during the tax year in order to receive them.

Now, more than ever, it’s wise to meet with your CPA to discuss tax reduction opportunities before the year ends. A small amount of effort and expense in 2010 may result in significant tax savings for your small business when tax season comes along!

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You may be ready to do your own 1099s, or to do your clients’ 1099s, but is the QuickBooks data you’re working with ready for you?

You’ve heard about the 1099 rule changes and you’ve figured them out, you’ve decided to file 1099s electronically or you’ve got your paper forms ready, and all you have to do is pull the year’s data out of QuickBooks and fill out those forms. Easy enough, right?
But if you haven’t completed the following pre-1099 process, your data may not be telling you the whole story. Did a subcontractor neglect to cash a check? What if a check is in the wrong account? Now is the time to resolve all outstanding issues, and to dig into every single place that 1099-eligble checks could be hiding, from the Balance Sheet to the Profit and Loss Statement. It can take 15 minutes to an hour and you may find that you have many transactions to reclassify, but the good news is that your 1099s will come out absolutely correct. The way you (and the IRS) expect them to be.

Before you create 1099s in QuickBooks

What do I do?

1. Run the 1099 Summary report by clicking Reports > Vendors & Payables > 1099 Summary. Save it or print it out. You’ll refer to it in the steps below.
2. Make sure all bank account(s) that you use to process payments to potential 1099 vendors are reconciled through Dec 31st.
3. Make sure there are no outdated, uncleared payments to 1099 vendors.
   Hint: Run a QuickReport on the bank account(s), filter for “uncleared” transactions, add Source Name to the Columns, and then sort by Source Name. All uncleared transactions are now listed by Payee in alphabetical order.
4. Dig Dig Dig! Get into every applicable transaction and compare it to the vendors and totals in the 1099 Summary Report. Take advantage of the Transaction Center—it gets specific data out of QuickBooks without making you dig in the dirt running report after report. For example, click Checks in the Transaction Center and every check issued is immediately available and usable, sortable by name, number, etc.
5. Fix Fix Fix! Open the 1099 Wizard by clicking Vendors > Print 1099s. Use the first step, Select Vendors, when you need to change the 1099 eligibility of a vendor, and use Map Accounts when payments to vendors that are set up as 1099s aren’t showing up on the 1099 Summary report.
   Hint: Change the 1099 Summary report settings from Only 1099 accounts to All allowed accounts .
6. Compare. As you make corrections to your vendors, your data, and your mapping, the 1099 Summary report will change. Refresh the report after you make corrections and compare it to the data you dig out of the Transaction Center. When the transactions you see in the Transaction Center are showing up in the right places on the 1099 Summary report, your 1099s will be perfect and your year-end is one step closer to completion!

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I bet you already know that QuickBooks for Mac records most of the bills you enter and pay as “checks,” regardless of whether we’re actually writing out checks, paying a contractor with PayPal, whipping out your debit card, or forking over a fistful of cash.

But here’s a fun fact: Check Numbers matter, so don’t leave that useful slice of QB real estate blank! Put the right info into the Check Number field, and you’ll save yourself buckets of time later on.

Here’s how you can make the best use of the Check Number field, depending on what kind of payment you’re actually making.

Checks

Put the correct check number in the Check Number field, whether you’re printing a check or writing it out by hand.

Cash

If you’re paying somebody in cash, enter CASH or ATM in the Check Number field.

PayPal

Do you use PayPal for a few bills, like most everybody else these days? Put the word PayPal in the Check Number field so that QuickBooks can identify the transaction correctly.

Tip: We don’t have codes yet for the e-payment systems that are similar to PayPal. So if you’re using one of those systems, save yourself some hassle and just use PayPal or one of the debit card codes in the Check Number field. (We promise we won’t tell!)

Debit Cards

Most of the world uses debit cards to pay bills these days. To make the most of QuickBooks’s capabilities, use one of the following codes in the Check Number field when you make a debit card payment:

• Debit
• Debitcar
• DBT
• DBT card
• Dcard
• Debit cd
• Visa
• Masterc
• MC
• Mcard
• Chase
• Discover
• Diners

When you put the right code into the Check Number field, later on you can sort reports by check number. This can minimize massive headaches when you’re combing QuickBooks for one specific payment, or you need to see all the payments you made with PayPal or your debit card.

Even better, if you’ve put the right codes into the Check Number field you can shave hours off the time you spend preparing your taxes. The QuickBooks 1099 Wizard uses the information in the Check Number field to find payments you don’t need to report to the IRS, like debit cards and PayPal (as of tax year 2011) and excludes them automatically from your forms. QB also sees the checks and cash payments you’ve made, and includes them on your 1099 forms.

See—that little Check Number field makes a big difference in QuickBooks!

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This article is Part 2 of a two-parter on the transactions you can use in QuickBooks. Part 1 covers customers. This one covers vendors.

With vendors, it’s all about spending money. You need stuff to run your business, whether that’s new inventory or just paper clips. You can create any transaction for a vendor from the Vendors menu or from the Vendor Center.

You want to order things you’ll pay for later

Ordering goods or services to be paid for at a later time is a purchase order (PO). QuickBooks uses POs to track outstanding orders for you. Then, when you receive the items or the services are complete, you can mark them as received on the purchase order. Also, when you get the bill, you can just use the purchase order to enter the bill.

You receive the things your ordered and need to pay for them

OK, now you’ve received your order, and you’re ready to pay. You have a few choices on how you do that.

• Check or Credit Card Charge. If you want to pay the bill right away, you can just write a check or use your credit card to pay the bill. You record these transactions with Write Checks or Enter Credit Card Charges on the Banking menu. Your balances reflect the payments right away.
• Bill and Bill Payment. You may want to pay the bill later, say after you’ve received payments from your clients or because you pay all your bills at once. But QuickBooks should know you received this bill so that it can accurately tell you how much money you actually have. Use Vendors > Enter Bills to enter the information about the bill. Once you pay the bill, use Vendors > Pay Bills to enter the payment.
• Item Receipt. If you receive the things you order but are getting the bill later, use an item receipt to tell QuickBooks you received the items. Use Vendors > Receive Items. Then when you get the bill later on, you can pay it right away with a check or credit card or enter the bill.

You have a credit from a vendor

Sometimes, a vendor may owe you money. You can then enter a bill credit. Choose Vendors > Enter Bills and select Credit at the top of the window. Then you can apply the credit when you pay a future bill from the vendor. You can also do the same thing for credit card credits. Use Banking > Credit Card Charges and select Credit in the window.

You need to pay your sales taxes

When you need to pay your sales taxes, use a sales tax payment (Vendors > Pay Sales Tax). QuickBooks records the sales tax payment for the organization you’ve set up as your tax agency.

Other transactions

And now we’re at the transactions that aren’t related to customers or vendors, but they still need a little love.

You have money to deposit or funds to transfer

When you deposit money or transfer it, QuickBooks needs to know about that.

• Deposit. When you put money into your bank account, QuickBooks needs to know about it. Use Banking > Make Deposits to record the deposit. If you use Receive Payments to record payments from your customers, you can select the Group with Undeposited Funds option on the Receive Payments window and see those funds as deposits.
• Transfer funds. If you move money from one bank account to the other, be sure to record that as well with Banking > Transfer Funds.

You make changes to inventory

If you track inventory in QuickBooks, you’ll probably need to make adjustments to how much of a thing you have or the value of that thing. So you’ll make an inventory adjustment (Vendors > Inventory Activities > Adjust Quantity/Value on Hand).

You want to make general journal entries

QuickBooks provides the general journal for bookkeepers who know debits from credits and who prefer to enter certain transactions in a general journal (Banking > Make General Journal Entries). If you’re unfamiliar with how a general journal works, you don’t need to make journal entries. This is just for those who are familiar with this method and want to keep using it.

So that’s it for transactions. I hope Part 1 and Part 2 of this article makes using transactions a little easier for you.

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This article is Part 1 of a two-parter on the transactions you can use in QuickBooks. Part 2 covers vendors and other transactions. This one covers customers.

QuickBooks has lots of different transactions you can use to run your business. Which ones do you need? Well, that depends on what you’re doing. Here’s a guide on when to use what.

With customers, the transactions you use deal with money that comes into your business. You can create any form for a customer from the Customers menu or from the Customer Center.

A customer owes you money

You’ve done the work or delivered the goods, and now you want to be paid. You have two approaches you can use to get the money ball rolling. With both options, you can either print a paper version to drop in snail mail to your customer or you can email a PDF.

• Invoice. An invoice is a request to be paid. When you create an invoice, QuickBooks then sees that the customer now officially owes you money. So you might send an invoice for each job you complete for a customer. Choose Customers > Create Invoices.
• Statement. A statement is a list of charges the customer has rung up over a period of time. You create statement charges to record what you’ve done for the customer as you go along, and then send a statement that lists all the accumulated charges. For example, you can send a statement once a month for all the work you’ve done for a customer that month. Choose Customers > Create Statements.

A customer pays you

Yay! Money! Now you need a record of that payment for both you and the customer.

• Sales receipt. When a customer pays you on the spot, give them a sales receipt. It’s the same as when you go to a store and buy something. They give you a receipt with your purchase. That’s exactly what you’re doing. You can also use sales receipts to summarize a day’s sales if you don’t want to record each sale one by one. (Create a customer named “Daily Sales Summary” if you want to do this.) You can print or email a sales receipt. Choose Customers > Enter Sales Receipts.
• Receive payments. If you’ve sent a customer an invoice and then they pay you, receive the payment (Customers > Receive Payments). The invoice is your customer’s record of sale so you don’t need to give them a sales receipt.

You’re bidding on work you want to do

The form you need is an estimate—what you tell a customer you think you will charge for your work. You’ve probably received estimates yourself from service providers, like a plumber or the guy who fixes your computer. In other words, estimates can be your first step in getting paid, and getting paid is good. Choose Customers > Create Estimates. (Be sure to turn on estimates through QuickBooks > Preferences > Sales & Invoicing.)

You owe a customer money

One of your customers has returned goods you sold or canceled an order for which you’ve already sent an invoice or billing statement and received a payment. So you need a credit memo. A credit memo reduces the amount the customer owes you. You can then issue a refund or apply the credit to future invoices. Choose Customers > Credit Memos/Refunds.

Check out Part 2 of this article to find out about transactions for vendors and other situations.

Other articles: Using the updated 1099 Wizard | Managing the 2011 tax year 1099 changes manually in QuickBooks

(Update 1/31/2012: If you haven’t already downloaded this app, it’s no longer available as of 1/31/2012. But don’t panic! You can still mange these 1099 changes using the manual method. If you have downloaded the app prior to 1/31/2012, then keep reading.)

For tax year 2011 the IRS has changed the 1099-MISC reporting requirements.  If you have 1099 vendors, the IRS has made some changes that may affect you. Don’t panic! We’re here to help. (If you don’t have 1099 vendors, you don’t have to worry about any of this.)

The short version: if you’ve paid your vendors using credit cards, debit cards, PayPal, or payment services similar to PayPal, this process will help you make sure that the 1099-MISC forms you create come out right. I’ve got some more information about the changes the IRS made over here.

See? Not so bad.

For QuickBooks 2011 and 2010, we’ve created an app to walk you through the process of making changes in your company file to be sure the right information gets reported on the right form. We can’t offer this app to you for free because we can’t add features to older releases due to regulations. I really wish we could. But you can purchase the QuickBooks 1099 Assistant app for $0.99 which I hope is a fee that works for you.

If not—especially if you’ve paid only a few 1099 vendors with credit cards, debit cards, gift cards, or PayPal—there’s a manual method to update your 1099s that I’ve described in detail.

What do I do?

1. Click here to purchase the QuickBooks 1099 Assistant app.
2. Either download the QuickBooks 1099 Assistant directly from the purchase page, or wait to get a confirmation email that’s got a link you can use to download the product.
3. Open up the downloaded QuickBooks 1099 Assistant app and follow the steps the screen takes you through to install and set up the app.Hot Tip: During set-up, you’ll be prompted to enter your QuickBooks product License Number and Product Number. (Not the new app’s numbers.) Click QuickBooks > About QuickBooks 2010/2011 and jot down the two numbers on the About window.
4. Download the latest QuickBooks product update by clicking QuickBooks > Check for QuickBooks Updates.
5. After the app and the latest updates are all set up and installed, quit QuickBooks, then open QuickBooks again to enable the 1099 wizard.
6. When you’re ready to start your 1099 preparation, open the 1099 Wizard from one of these two access points:Files > Print Forms > 1099sorVendors > Print 1099s/1096s

The 1099 Wizard will take you through the process of updating your 1099 vendor information to follow the new IRS regulations step by step. I’ve written an article that takes you through each step in detail.

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Is there anything worse than a customer who doesn’t pay you? OK, maybe a bounced check, but not getting paid at all is just so bad. Then you’ve got that invoice or statement just hanging around in QuickBooks. Well, I can’t get your customers to pay you, but I can tell you what to do when they don’t.

First of all, writing off bad debt doesn’t apply if you are using a cash method to track your business in QuickBooks. This is only applicable if you’re using invoices or statements to ask for payment from your customers when you’ve already done work or sent them goods. (This is called the accrual method of accounting.)

Before you write off the bad debt

Generally, you should write off bad debt only after exhaustive efforts to collect. If your customer owes you a lot of money, you should call the customer until you’re convinced the customer can’t or won’t pay. The rules change if customer files for bankruptcy. At this point the law provides a procedure for filing a claim for payment. Further efforts of collection may violate federal law. Check with an attorney if things get to this point.

Writing off bad debt

When you’re ready, you can write off the debt in QuickBooks so you don’t keep seeing that open invoice or statement.

Writing off debt for an invoice

1. If necessary, create an account for Bad Debt
 in your Chart of Accounts. (Lists > Chart of Accounts.) Be sure to select Expense as the account type. In the Name field enter Bad Debt.
2. Now, choose Customers > Receive Payments.
3. Select the name of the customer who hasn’t paid you.
4. Leave the amount field at 0.00.
5. If you like, enter a memo at the bottom of the window that you’re writing off a bad debt. The memo appears in the customer’s register and prints on statements.
6. Click the Payment column for the invoice that hasn’t been paid.
7. Click the Discount Info button.
8. In the window that drops down, enter the amount of the bad debt in the Discount field and the name of your bad debt expense account in the Discount Account field.
9. Click OK to record the bad debt.

Writing off debt for statement charges

1. If necessary, create an account for Bad Debt
 in your Chart of Accounts. (Lists > Chart of Accounts.) Be sure to select Expense as the account type. In the Name field enter Bad Debt.
2. Create an Other Charge item called “To Record Bad Debt.” Use the Bad Debt account for this item. You only need to do this once.
3. Create a credit memo for the customer or job. (Customers > Create Credit Memos/Refunds) In the Item list, select the To Record Bad Debt item and enter the amount of the statement charge you want to record as a bad debt. Click OK to save the transaction.
4. Now choose Customers > Receive Payments and choose the customer who has the bad debt.
5. Leave the Amount field set to 0.00.
6. You should see the Existing Credits for the amount of the credit memo you just created. Check the Apply Existing Credit check box.
   
7. Click to place a check mark in the far-left column beside the statement charge you want to write off as a bad debt. If any other check marks appear, click to turn them off. The amount in the Payment column for the statement charge should match the amount of the credit.
8. Click OK to save the transaction.

Final thoughts…

Now all your bad debts are associated with the Bad Debt account. You can use reports and the Account filter to see the transactions associated with that account. Or you can go to your Chart of Accounts and open the register for the Bad Debt account to see transitions associated with that account.

I’m really sorry about your bad debt issues. It’s hard enough to keep a business going without having customers who don’t pay you. But I hope this article helps you deal with it in QuickBooks.

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Managing the changes for 1099s in QuickBooks 2009 and earlier

Did you pay some of your 1099 vendors with a mix of checks, credit card, electronic funds transfer, debit card, PayPal, and direct deposits–that is, both reportable and non-reportable payment methods? Have you completed Step 1 and Step 2 on the  Managing the changes for 1099s in QuickBooks 2009 and earlier page? 

If you’ve used both reportable and non-reportable payments to pay any of your 1099 vendors, you’ve got some more work to do.

Step 1: Look at each vendor’s reportable and non-reportable payments

What do I do?

Take a look at all the payments you’ve made to each 1099 vendor that you’ve paid with both reportable and non-reportable methods. I’ve suggested a couple of ways to do this.

Method 1: Use the 1099 Detail Report

What do I do?

1. Run a 1099 Detail report from the Reports menu by selecting Reports > Vendors & Payables > 1099 Detail.
2. Find your non-reportable payments. These are the kinds of transactions you’re looking for:
• Credit card payments
• Check-style transactions that represent debit card charges or PayPal payments
• Bills that are paid by debit or credit cards
• General Journal entries that represent non-reportable payments
3. If you want to create a good graphic view of your payments, export all transactions to a spreadsheet. On the example spreadsheet, non-reportable payments are color-coded yellow, and reportable payments are colored light green.

Method 2: Use the Vendor Center

1. Open the Vendor Center.
2. Select one of your 1099 vendors.
3. Select All Transactions.
4. Choose a date range that includes the entire reporting period—for tax year 2011, that’s 1/1/2011 – 12/31/2011.
5. Find non-reportable payments in the lower pane of the window. These will look like:

• Bills paid via a Bill Pmt –Credit card
• Checks with the check number DEBIT
• Checks written from a bank account named PayPal
• Credit card charges
• General Journal entries that represent non-reportable payments

Step 2: Total your reportable payments, then total your non-reportable payments

In whichever view of your vendor’s payments you’ve chosen, add up your reportable and non-reportable totals.

What do I do?

1. Separate the non-reportable payments from the reportable payments.
2. Add up the non-reportable payments and note the total.
3. Add up the reportable payments and note the total.

Step 3: Remove vendors whose reportable payments don’t meet threshold amounts

If reportable payments to a vendor for all the 1099 boxes that apply are less than the 2011 threshold amounts, you don’t need to send that vendor a form 1099-MISC.

What do I do?

1. Open the Vendor Center (Vendors > Vendor Center).
2. Double-click the name of the 1099 vendor whose reportable payments don’t meet the thresholds. Click the Additional Info tab.
3. Uncheck the 1099 checkbox.

Step 4: Add journal entries for non-reportable payment totals

When you’ve got a vendor you’ve paid more than the thresholds using reportable methods, but you’ve also made payments to that vendor using non-reportable methods, you have a few more steps to take.

You need to calculate the total amount of non-reportable payments for that vendor, then create a journal entry to move money around so that QuickBooks sees only the reportable payment totals when you create and print your 1099-MISC forms.

What do I do?

Create General Journal entries for each vendor, dated for the last day of the tax reporting year (12/31/2011).

1. Credit the total non-reportable amount to a 1099 account, so that QuickBooks will not see or include the non-reportable payments when it’s creating 1099-MISC forms to print.
2. Pick a non-1099 account to debit, so that your books remain balanced and the non-reportable payments don’t get lost while you’re working with your 1099s.
3. Enter the 1099 vendor name next to the journal entry along with a note like “1099 adjustment—temporary” to remind yourself why you made this entry.

Step 5: Confirm your results

Thank goodness, it’s time to confirm your results using the 1099 Detail report.

1. Be sure to close the 1099 Detail report if you’ve still got it open.
2. Create a new 1099 Detail report to verify your work at Reports > Vendors & Payables > 1099 Detail.
3. Read over the report to make sure that the amounts you’re reporting are reduced as a result of the journal entries you just made.

Step 6: Create your 1099 forms

You’re finally ready to actually create your 1099 forms, so go to Vendors > Print 1099s.

If you need help creating and printing your 1099s, this article can get you rolling.

Tip: Starting with tax year 2011, the IRS has changed the layout of the 1096 form. If you use QuickBooks 2009 or earlier, you’ll need to fill out your 1096 form by hand this year. Be sure to put the X in the 1099-MISC box, not the 1099-K box.

Step 7. Finish up

Remember to delete the journal entries you created so that your financial statements aren’t affected later on.

Congratulations—you’re finally done! After all that, I hope you can take the rest of the day off!

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