Consulting, QuickBooks

Moving Memorized Transactions In QuickBooks®

We recently had a situation where we needed to combine three QuickBooks® company files into one single  file.  Overall this wasn’t extremely difficult and we had a plan in place to take care of all the tasks at hand; that was until we got a look at the list of memorized transactions that the client wanted to include.

QuickBooks® allows you to export most of the available lists, but the Memorized Transactions list is not one of them.  Fortunately there are a couple ways to get your Memorized Transactions from one file to another.

The first way that you  can accomplish this is to remove all transactional data from a copy of your file and once complete use this as the base for your new file.  The second way to handle this issue is to run all your memorized transactions with a date in the future.  Then use a tool such as the Data Transfer Utility by Karl Irvin to transfer those transactions to your new file.  Once they have been copied you can then memorize them and you will now have a new Memorized Transactions list.

If neither of these works for you then you have one option left, and that is to manually recreate all of your memorized transactions.  If you would like to use one of the methods above and need assistance please feel free to contact us, we’d be happy to help.


Can’t Pay An Employee? Could Be A QuickBooks® Set-Up Issue

Question: We just added a new employee into QuickBooks® last week and I am trying to run payroll but the new employee isn’t showing up.  I have verified all the employee’s data and I can’t see why they aren’t showing up.  The hire date is 2/22, their earnings are filled in and the taxes are all setup, but I still can’t run 2/28 payroll for this one employee.  Why?

Answer: I began to review an employee record and scan for a field that might just cause such a problem.  As I completed the question, “What do you have in as the Payroll Schedule”, the customer stated that she fixed it.  I asked what the problem was and she said, “I didn’t have a Payroll Schedule entered.”

In this case it really wasn’t a problem with the software it was a simple oversight by the user.  But how often is that the case?  We often overlook something during set up no matter how hard we try to be vigilant.  This post is more of a reminder to always take your time and go slow whenever setting up anything within QuickBooks®.  The problems that improper setup can cause are not always as noticeable as “I can’t pay my employee”.  If you setup an item incorrectly you could cause activity in incorrect accounts which could go unnoticed for some time.  Once you’ve realized there is a problem it could take a while to determine the source of the issue, and in the mean time you could be having problems at all sorts of levels.

So the lesson here is take your time, fill in all the data, then double check, and triple check your information.