QuickBooks 2011: Even More Changes

| November 4, 2010 | 13 Comments

I’ve been writing a lot about QuickBooks 2011 lately, and my article on the smaller, less publicized changes drew a lot of attention (see QuickBooks 2011: Other Changes I’ve Noticed). Here is a list of MORE small (but important) changes in the 2011 product. My thanks to Laura Madeira for pointing many of these out to me (see Laura’s blog Getting The Most from QuickBooks, an excellent resource).

Item Receipts

I got very excited when I came across this, as I thought that it was going to be a major improvement. After digging in, not so big. But it will be appreciated by some people.

QuickBooks allows you to enter a receipt of an item before you enter the bill. This is a common occurrence, and the ability to do this is important. You need to have accurate inventory quantities in QuickBooks, and you don’t want to let a slow bill create problems. Here is an item receipt without bill as an example.

QuickBooks Item Receipt

The items are received in inventory and can be used.

At a later date the bill arrives and you will select Enter Bills Against Inventory. The bill has a date, and most people will enter the bill date on the bill. That makes sense, that is the date that the bill was received. However, this changes the date of the inventory receipt as well, and that can cause many problems.

In QuickBooks 2011 we have a new option, to use the item receipt date for the bill date.

QuickBooks 2011 Item Receipt

Unfortunately, this does not separate the bill from the receipt. It just sets the default date for the bill to remain as the original receipt date, instead of changing the date of the bill to be the current date. So, if you enter the bill at a later date, the program leaves the transaction date at the original date of receipt (unless you manually change it). That helps, as you don’t move the item receipt to the later date accidentally.

The problem is that the due date of the bill is still calculated based on the receipt date. So your due date might not be calculated the way you want. The receipt and bill are still tied together as one transaction.

Payment Stubs with Credit Card Payments

If you select Pay Bills you have the option to pay the bill with a credit card or a check. If you select credit card, we have a new option – Print Payment Stub.

QuickBooks 2011 Payment Stub

This is a nice option, as it gives you a printed record of the payment that you can file.

QuickBooks 2011 Bill Payment Stub

Reminders

If you set your Reminders preferences to show the list (details) of Inventory to Reorder, the Reminders window will now show the purchase description of Inventory Part items that are listed. In prior versions, the description did not show. Unfortunately, they didn’t extend that to Inventory Assembly items, even if you mark them as being purchased. In prior releases just the item name appeared.

QuickBooks 2011 Reminders

In addition, Inactive Items won’t be listed here. They were included in prior years, which cluttered up the list.

Account Balances

The Account Balances window will now display the Accounts Payable and Accounts Receivable balances, along with your bank and credit card balances.

QuickBooks 2011 Account Balances

General Journal Entry Memo

If you are entering a General Journal Entry, you can enter a memo in each line. The memo that you enter in the FIRST line is then automatically copied to any subsequent line you enter. In prior years, if you entered a different memo on the second (or later) line, when you add the NEXT line it would still default to the original memo from line one.

With QuickBooks 2011 this is changed – if you enter multiple lines, the memo is copied from the prior line, not the first line. So in the example below, when I entered the memo for the Bank Service Charge, when I added the fourth line the memo defaults to the memo from the third line, not the first line.

QuickBooks 2011 General Journal Entry Memo

Void Invoice Stamp

Up until now, if you voided an invoice (right click on it, select Void Invoice), the invoice would be stamped as Paid. This was really annoying – you would have to make a special “void” template (see my article on voiding invoices in QuickBooks for details).

QuickBooks Void Invoice

At last, they have fixed this. In QuickBooks 2011 if you void an invoice it is stamped as Void.

QuickBooks 2011 Void Invoice

Tags: ,

Category: Program Updates, QuickBooks 2011

About the Author (Author Profile)

Charlie Russell is the founder of CCRSoftware. He’s been involved with the small business software industry since the mid 70’s, focusing on inventory and accounting software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor. Look for Charlie’s articles in the Accountex Report blog, as well as his California Wildflower Hikes blog.

Comments (13)

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  1. William "Bill" Murphy says:

    Thanks to YOU, and the always endeared Laura Madeira, for giving us some more ‘clues’ to some of the more subtile changes Intuit has made in the 2011 product line.

    William “Bill” Murphy – OK City

  2. Sandra Haralson says:

    On your shortcuts, you say that you when you put a memo in a JE then on the next line it automatically copies it to a subsequent line. Mine does not do that. I have the 2009 Pro version. Does my version have that? If not which version did it start? I do not buy the new version’s each year because our business (children’s shoe store) is the type Quickbooks isn’t really set up for because of the different sizes, widths etc of shoes. Our POS systems has a different program on it to track everything we need for shoes and sizes. I just use Quickbooks to do the end of the month accounting to enter transactions into the books so I can produce a P&L, BS, and pay bills each week.

    Thanks for your help!

  3. For me, the most-used feature listed here will be the “Print Payment Stub” for credit card payments. Previously, after deciding which items to pay in the pay bills window, I would need to pull the “Unpaid Bills By Vendor” report for each vendor, print it, and use that as my payment stub. This will save several steps!

  4. Glad to see the VOID vs Payment stamp. Thanks for going through the software to find these new nuggets.

  5. The Journal Entry description Copy capability is not available in the Pro version, only Premier and above.

  6. Sarah Linder says:

    Thanks for these tidbits. Small, yes, but juicy (and useful). Thanks again.

  7. Charlie says:

    Sandra: Michael is correct, that is a feature only in Premier or Enterprise. I do apologize, I tend to overlook Pro, as I generally don’t work with it and none of my clients use it. In addition to not making a good list of new features, Intuit doesn’t do a good job of outlining what is different between Pro and Premier.

    Leslie: In this case, I didn’t dig these particular ones up on my own by looking for them (some of those in my prior article I DID find that way). All the ones here were pointed out to me by Laura Madeira and some other people who work closely with QuickBooks. Laura and I trade info back and forth. There are a few other hidden things that have been found by others, not listed here, but I was having difficulty in finding them in time for this article.

  8. Not sure this is the proper place to ask this question.

    Has anyone else had issues with snail mailed invoices when you use QB’s Billing Solutions? for the last 2 months our clients are getting invoices that have squares, triangles and symbols rather that readable text. Emailed invoices are fine.
    This is a known issue to QB but so far they have been unable to resolve it and when asked don’t have any idea when/if it will be fixed

    • Charlie says:

      Brian, I’ve not run into that myself. I don’t work with Billing Solutions.

      You would be better to ask them directly, OR go to the Intuit Community Forums for help.

  9. JERRY says:

    Charlie: Not sure where to ask this question re: QB2011 and Windows 7 but:

    In User Accounts I find 2: QBDATASERVICEUSER18 AND QBDATASERVICEUSER21

    What are they, how did they get there,etc. etc.?????

  10. Charlie says:

    Jerry – take a look at my article about that at http://qbblog.ccrsoftware.info/2010/07/what-is-the-quickbooks-qbdataserviceuser-and-do-i-need-it/

    The “21” version is the database account for QB 2011, the “18” version is the database account for QB 2008. If you aren’t running QB 2008 on the system you don’t need the “18”, but the “21” is needed for your QB 2011

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