K.C. Courtnier was selected as one of the Top 100 ProAdvisors of 2015 by the officials of the Insightful Accountant organization and popular vote of ProAdvisors worldwide numbering over 130,000.
Qualification required a history of excellence in serving numerous QuickBooks customers resulting in customer delight, as well as proven excellence in skills and performance. K.C. has acquired every certification offered by Intuit since 1999 for QuickBooks, QuickBooks Enterprise, QuickBase, and QuickBooks Point of Sale in order to provide her customers with the broadest possible knowledge base. She is a leader of the Portland Group of the National Advisor Network, a ProAdvisor-only member organization, which won the 2014 Fastest Growing Group award and in 2015 won the Superstars award. She has been a member of Intuit’s top-tier reseller group, currently called Intuit Premier Reseller, since 2008. While many of the Top 100 reached this level of accomplishment by creating a company of professionals to achieve success, K.C. has done it single-handedly without support staff.
My Memorial Day dilemma: Work in my office or go outside and relax? Thanks to Qbox I chose to go outside, relax, and work at the same time.
With Qbox I was able to abandon my office desktop computer. Instead, I sat under the backyard grape arbor, a glass of wine within reach, and did my QuickBooks invoicing on my laptop. My company data file is on both computers. Qbox keeps the two separate file copies synchronized in perfect harmony, so no matter which one I work on, and no matter where I am, the other is updated as soon as I finish my work. When I’m out of town I no longer need to leave my desktop PC turned on, waiting for me to remote in. I can work on my laptop instead and Qbox just sends all of the new information back to my office and updates that copy of QuickBooks for me. It’s so slick you’ll wonder how you ever lived without it. Just $9 per month for for multiple files, no matter how many users. Why not give it a try?
Question: How can your QuickBooks company data file safely be in two places at the same time?
Answer: Qbox! It’s practically a miracle worker, an extraordinarily simple and effective solution to an age-old problem.
The problem is how can I work on my office QuickBooks file when I’m somewhere else? I don’t want to leave my computer running to enable remote access while I’m out of town. I don’t want to pay to host my QuickBooks. I don’t want to work on the Internet at all. I don’t want to create and restore backup copies between computers. Qbox is the solution. Here are several scenarios where Qbox is the best solution for making QuickBooks readily accessible anyplace you need it.
- I have QuickBooks installed on both my office desktop computer and on my laptop which I take with me on business trips. I have a copy of my company data file on both computers, and I’ve identified those computers to Qbox using unique email addresses. When I work on my desktop computer and open that specific company file which I’ve told Qbox to monitor, Qbox sees me and locks me out of that same file on the laptop. As soon as I’m finished working, Qbox copies all of my new transactions, then unlocks the file to make it accessible on my laptop. When I start the laptop, Qbox updates the QuickBooks file with the new transactions so it becomes an exact replica of the desktop data file. It also locks me out of the file on the desktop as long as I have it open on the laptop. By allowing access to the data file in only one place at a time, Qbox ensures that it will keep all copies of that file in sync.
- I have a client who owns a small retail shop with QuickBooks Point of Sale software on the front counter computer. Her QuickBooks desktop financial software is also on that computer so at the end of the day POS can send the daily sales into the financial file. The bookkeeper works offsite. Since the POS computer must be available to ring up sales during store hours, the bookkeeper used to remote into the POS computer at night, after 9:00 PM, to do the bookkeeping. It was very inconvenient, plus it meant the store had to leave the POS computer running all night. Then along came Qbox. Now the bookkeeper has a copy of the QuickBooks file on her own computer and works during the day. Qbox sends her work over to the POS computer to keep it up to date. While she works, POS is locked out of the QuickBooks file which is fine since POS only needs to access the QuickBooks file at the end of each day when the store closes.
- A CPA I know now requires that all of his clients have a Qbox account so he can look at their data file on his own computer at his convenience instead of requesting a backup each time he needs to check something. He can access their QuickBooks data during office hours in view only mode, even if they’re working in QuickBooks. His copy will be updated each time they close their company file. The CPA can then open the file and make corrections or adjustments. No need to send an accountant’s copy back and forth. The time it saves everyone far outweighs the very small cost of the Qbox account. Learn more about Qbox here.
FROM THE OFFICE OF K.C. Courtnier
24 QuickBooks Point of Sale Terms You Should Know
If you’re new to QuickBooks Point of Sale, get ready to expand your vocabulary.
When you first start using QuickBooks, even if you’ve been doing manual accounting for your business, there’s a learning curve. You recognize some things, like check blanks and invoice forms, but you have to take on an unfamiliar workflow, deal with new words and phrases, and learn more about double-entry accounting concepts than you perhaps knew before.
The same is true as a novice QuickBooks Point of Sale user. Whether you’re opening your first retail location or you’ve been selling auto parts or craft supplies or bakery goods for a decade, there will undoubtedly be some education required of you.
Here’s a sampling of some of this new lingo that comes with the territory. You may look at the definition of a word or phrase and still be confused, but that’s where we come in. Seasoned shopkeeper or first-time seller, you will likely need our help when you first start using this complex piece of software.
Address Verification Service (AVS): In transactions where a credit or debit card is not physically present, AVS adds an extra layer of security
Assembly: Multiple products pre-assembled in a unit
Average Unit Cost: The average (not actual) cost of the items on hand in your inventory
Chargeback: A credit card charge disputed by a customer
Class: A categorization method used in creating reports; can, for example, run Profit and Loss reports by store
Committed Quantities: The number of inventory items that have been included on active customer orders
Figure 1: QuickBooks Point of Sale’s Financial Exchange establishes an ongoing connection to QuickBooks for data-sharing.
Financial Exchange: QuickBooks POS tool that helps you share data with QuickBooks
Merchant Service Center: An Intuit website dedicated to helping you manage your merchant account
Non-Inventory Item: An item for which you do not keep track of on-hand quantities, like shipping or delivery fees
Payout: Funds taken from the cash drawer for any of a number of reasons, like a bank deposit, office party, or to make a necessary purchase
Physical Inventory (PI): The process of tallying the number of items physically present in inventory; used to correct quantities recorded in QuickBooks
Price Level: Price charged for items that differs from the regular price; can define up to four additional reduced prices in QuickBooks POS (employee cost, promotions, etc.)
Quick Add Item: Process by which you can quickly create a new inventory item while completing a transaction with a customer; doesn’t require as much immediate detail
Quick Find: Found on the QuickBooks POS Navigator; functions as a search tool for locating customers, items, receipts, etc.
Figure 2: You can enter a search word or phrase in the Quick Find box at the top of the Navigator page.
Quick Pick: A user-defined group of selected items that can be easily accessed during checkout
Quick Zoom: Lets you “drill down” on a line or value within a report; can see the origin of the selected item
Remote Store: Refers to every store other than Headquarters in a multi-store QuickBooks POS configuration
Simple View: An abbreviated version of a sales receipt that may be viewed via touchscreens and virtual keyboards
Split-Payment Sale: A transaction that is completed using two or more payment methods
Store Exchange: Data shared between Headquarters and remote stores via:
- Desktop email
- Web-based email
- Removable media, or
- Network file exchange
Transfer Slip: Documents transfer of merchandise between stores
X-Out Shift Report: Available throughout the sales day, monitors recent sales activity
Z-Out Drawer Count: End-of-shift or end-of-day cash drawer reconciliation
Z-Out Store Close Report: End-of-day sales and cash flow summary; assists in readying a bank deposit
You can see that there are a lot of new terms to understand when you begin managing your retail transactions using QuickBooks Point of Sale. We can help further your education by putting those words and phrases in context, so you can see where they fit in your workflow.
June was an exciting month for me because of my experiences at the annual Scaling New Heights conference in San Antonio, Texas. Held primarily for QuickBooks ProAdvisors, the SNH conference is held in a different city each year and attracts over 1000 attendees. It’s produced by Joe Woodard whom I’ve known since early QuickBooks days so I was pleased to chat with him just prior to the conference when chapter leaders of his National Advisor Network gathered for special training and networking.
Seven members of our Portland group attended the conference where we met with software vendors and Intuit staff and attended classes on many business, accounting, and software topics.
We were pleasantly surprised to receive the national award for the fastest growing NAN chapter in the United States.
I even helped promote the 2014 event when Joe posted my comment on his website.
You want the easiest way to access your QuickBooks company data file from two or more locations without the worry of corrupting the data nor incurring the cost and experiencing the lag time that hosting the file typically entails. Qbox may be the answer for you. It certainly is perfect for me. Essentially, you’ll be working with a local QuickBooks file on your own computer but you’ll be locked out of it whenever someone else is accessing an exact copy of that file on their own computer, and any changes either of you make will post into both locations so you’re always in sync. Okay, I know it’s a new concept and tricky to grasp at first but it’s SO COOL!
Here’s an example of how it works. I need to work on a QuickBooks file at my office. My business associate also needs to work on the same file while she’s in her office. We both have licensed copies of the exact same QuickBooks version installed on our computers. We have a Qbox subscription. Don’t worry – it’s super affordable at $9.00 per month. I have a copy of the QuickBooks file on my computer. She has a copy of it on her computer. When I work in the file, Qbox stops my business associate from working on her copy of the file until I’m finished. Then Qbox posts all of my changes into her copy of the QuickBooks file on her computer so we’re in sync. Then it unlocks the file so she can work on it. While she works on the file, I’m locked out of it on my computer. As soon as she logs out, Qbox sends all of her changes over to my computer so once again, our two copies are in sync – exact copies of the same data file.
Now here’s the really big news. This is a fantastic solution for QuickBooks Point of Sale users who must have their financial software and data located at the store so it can integrate with Point of Sale, but they need to work in the QuickBooks financial file at home or another office location. With QBox they can do exactly that.
At some point we all have to restore a QuickBooks data backup file to recover from a problem or to move the file to another computer. Often an important step is missed in that process. Read the rest of this entry »
I love using keyboard shortcuts but they are a pain in the you-know-what to remember. It’d be different of there were just a few. I could handle that. But the list in the help menu, as shown below, is daunting, to say the least. So here’s a fairly pain free way to learn them and teach your employees at the same time. Read the rest of this entry »