Customers By Type, Quick Books Pro 2004
So I had to write up some instructions recently for Quick Books Pro 2004. Yeah I know, old application. Anyway, I'm posting them here. They may work on later versions, I don't know. I personally use open source software as much as possible and don't understand why we keep supporting and insisting on proprietary software. Still it's out there and critical to some... Anyway as long as I had to do it here they are. All directions I provide are "AS IS WITH NO INTENDED OR IMPLIED WARRANTY" (aka use at your own risk). Honestly if you are too dumb to know if you're destroying important data and also too dumb to have a backup you probably shouldn't be around a computer. There are plenty of safe environments you can train in before you destroy something important and blame your IT support person instead of yourself, because let's be honest, support positions are often scapegoat positions created so that people too lazy to learn about computers can blame someone else. This is not always true, but true too often to evade mentioning. (Professors and IT managers come to mind in general). Anyway, I don't mean for this to be totally negative. I hope this helps someone out.
These directions are intended to help users of Quickbooks Pro 2004 setup customers by type so that they can run reports by type. This is a compromise which is somewhere between the ideal solution of the software actually supporting real user groups and not. It is broken into 3 sections.
-------------------------------------------------------------
Section 1 deals with
assigning the users "types", in this case by month so that the data can be used in
Section 2
which deals with using reports to pull users by types (in this case months).
Section 3 deals with setting up recurring expenses for customers. Say monthly bills.
Note: If I do not give a specific direction, in general, leave those fields with their default settings. Obviously common sense applies, if you have a specific field to change you may need to change it even though it is not included in the directions. For example, if you wanted to use Accural instead of Cash, etc.
Section I (Assigning Types) - This section assumes that you have already performed the initial setup of
Quick Books Pro 2004 and have a company with at least 2 customers entered.
1. Open Quick Books Pro 2004.
2. If you have more than one company choose the one you want to work on, otherwise
your only company should open in the default Navigator.
3. Choose "Cust" from the top TOOL BAR.
4. Double click on the name of the first customer you want to modify.
5. Choose the "Additional Info" Tab.
6. You will see the "Type" drop down menu under the "Categorizing and Defaults" heading.
This is usually blank until you fill something in.
7. If there is any text in the "Type" field delte it and enter our first Month "January". (Obviously if the customer is a February customer enter February, etc.)
8. Choose Ok and move on to the next customer
Section 2 (Setting Up A Report To Pull Data By Type)
1. Choose "Reports" from the MENU bar, then "Custom Transaction Detail Report".
2. Choose "Custom" from the "Dates" drop down list under the "Display" tab.
3. Choose your date range. (In this case We'll fill in the "From" field for January 01/01/2009 to 01/31/2009 since we want to pull data for customers that have payments due in January).
4. Click on the "Filters" tab and Choose "Customer Type" as the filter then
choose "January" from the "Customer Type" drop down list and choose ok.
5. Click on memorize to save the report and name it January 09, then choose "ok".
Note: Repeate these steps for each month as needed.
Section 3 (Creating Invoices and Recurring Expenses) - This is necessary so that your
customers electronically owe you something every month. This is how the reports,
etc. have data to pull in the first place.
Note: You can skip this item section if you have already created items (aka services, etc. that you bill people for).
1. CLick on "Item" on the left hand side in your TOOL BAR.
2. Under Type choose service.
3. Name it whatever you need. In this case "Montly Monitoring Charge".
4. Set your rate. In this case $15.00.
5. Choose Account "Services".
6. Choose ok.
Now to setup an invoice that can be billed to the customer every month. You have to do
this for each customer with a recurring bill seperately.
1. Click on "Invoice"
2. Choose any one customer under "Bill To".
3. Choose an item to bill them for under "Item".
4. Right click on the calendar next to the date and choose "memorize transaction".
5. Choose "Remind Me", then "Montly" (from the drop down list) and enter an appropriate date for the next reminder.
6. Choose "Ok".
Section Etc. (Printing Address Labels By Customer Type) -- Obviously you need to load
your printer with labels to print lables. There are several default types preloaded as stated below.
1. Choose "Cust" from the TOOL BAR
2. Then "File", then "Print Forms", then "Labels", choose the name of the label you've loaded
into your printer under "Label Format". Avery #5261 is usually a good one to buy. Sometimes they update their label numbers but they usually indicate on the packaging what labels they are backward compatible with.
3. Choose Customer Type then your month, in this case January.
These directions are intended to help users of Quickbooks Pro 2004 setup customers by type so that they can run reports by type. This is a compromise which is somewhere between the ideal solution of the software actually supporting real user groups and not. It is broken into 3 sections.
-------------------------------------------------------------
Section 1 deals with
assigning the users "types", in this case by month so that the data can be used in
Section 2
which deals with using reports to pull users by types (in this case months).
Section 3 deals with setting up recurring expenses for customers. Say monthly bills.
Note: If I do not give a specific direction, in general, leave those fields with their default settings. Obviously common sense applies, if you have a specific field to change you may need to change it even though it is not included in the directions. For example, if you wanted to use Accural instead of Cash, etc.
Section I (Assigning Types) - This section assumes that you have already performed the initial setup of
Quick Books Pro 2004 and have a company with at least 2 customers entered.
1. Open Quick Books Pro 2004.
2. If you have more than one company choose the one you want to work on, otherwise
your only company should open in the default Navigator.
3. Choose "Cust" from the top TOOL BAR.
4. Double click on the name of the first customer you want to modify.
5. Choose the "Additional Info" Tab.
6. You will see the "Type" drop down menu under the "Categorizing and Defaults" heading.
This is usually blank until you fill something in.
7. If there is any text in the "Type" field delte it and enter our first Month "January". (Obviously if the customer is a February customer enter February, etc.)
8. Choose Ok and move on to the next customer
Section 2 (Setting Up A Report To Pull Data By Type)
1. Choose "Reports" from the MENU bar, then "Custom Transaction Detail Report".
2. Choose "Custom" from the "Dates" drop down list under the "Display" tab.
3. Choose your date range. (In this case We'll fill in the "From" field for January 01/01/2009 to 01/31/2009 since we want to pull data for customers that have payments due in January).
4. Click on the "Filters" tab and Choose "Customer Type" as the filter then
choose "January" from the "Customer Type" drop down list and choose ok.
5. Click on memorize to save the report and name it January 09, then choose "ok".
Note: Repeate these steps for each month as needed.
Section 3 (Creating Invoices and Recurring Expenses) - This is necessary so that your
customers electronically owe you something every month. This is how the reports,
etc. have data to pull in the first place.
Note: You can skip this item section if you have already created items (aka services, etc. that you bill people for).
1. CLick on "Item" on the left hand side in your TOOL BAR.
2. Under Type choose service.
3. Name it whatever you need. In this case "Montly Monitoring Charge".
4. Set your rate. In this case $15.00.
5. Choose Account "Services".
6. Choose ok.
Now to setup an invoice that can be billed to the customer every month. You have to do
this for each customer with a recurring bill seperately.
1. Click on "Invoice"
2. Choose any one customer under "Bill To".
3. Choose an item to bill them for under "Item".
4. Right click on the calendar next to the date and choose "memorize transaction".
5. Choose "Remind Me", then "Montly" (from the drop down list) and enter an appropriate date for the next reminder.
6. Choose "Ok".
Section Etc. (Printing Address Labels By Customer Type) -- Obviously you need to load
your printer with labels to print lables. There are several default types preloaded as stated below.
1. Choose "Cust" from the TOOL BAR
2. Then "File", then "Print Forms", then "Labels", choose the name of the label you've loaded
into your printer under "Label Format". Avery #5261 is usually a good one to buy. Sometimes they update their label numbers but they usually indicate on the packaging what labels they are backward compatible with.
3. Choose Customer Type then your month, in this case January.
posted by baceman007 at 10:53 PM
0 comments
