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Can I Use My Own Email Client To Send Reports And Forms Via Email?

Chief Mechanic · September 10, 2010 ·

Beginning with the 2008 series of products, you can use your own email client to send reports and forms via email – provided that you have a preference set correctly, and provided that your email client is one of:

Microsoft Outlook
Microsoft Outlook Express
Microsoft Windows Mail

To use any of the above email clients, choose the Outlook setting on the Send Forms sub-menu on the My Preferences tab on the Edit->Preferences menu selection.

Whether you send a report or form via your email client or QuickBooks E-mail, QuickBooks will send the report or form as a PDF attachment.

Users of 2007 series and older are limited to using QuickBooks E-mail, which is an online service provided by Intuit. Access to this service will no longer be available to QuickBooks 2007 users after May 31, 2010.

Online services are only available to users of a current QuickBooks version, so it’s important to monitor Intuit’s service discontinuation policy regarding the availability of online services for your version to avoid unexpected disruption to certain program features.

If you need to upgrade your QuickBooks software to continue to be able to send important forms and reports via email, see the links on our Buy QuickBooks page.

QuickBooks Premier 2009 Preferences Send Forms Email

The principal advantage of using your own email client is that you can automatically preserve a copy of the emails you send in a folder in your email program. With QuickBooks E-mail, you need to be sure to send a copy to yourself.

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How Do I Create a Unit of Measure When Using a Single Unit Per Item?

Chief Mechanic · September 9, 2010 ·

The steps to create a unit of measure depend on which mode QuickBooks is using: Single U/M Per Item or Multiple U/M Per Item. See our article on setting the unit of measure preference for more information.

In Single U/M Per Item, the unit of measure for an item is maintained with other information for that item. Click on the Lists->Item List menu selection and select the appropriate item. Choose < Add New > to add a new unit of measure or select an existing unit previously created.

QuickBooks Premier 2009 Edit Item Unit of Measure Single Mode

Adding an entirely new unit of measure invokes the Unit of Measure Wizard, a 2 step process that guides you through creating a new unit of measure.

First, choose the type of the unit of measure to create and click Next. For this example, we’ll create a Count unit of measure.

QuickBooks Premier 2009 Unit of Measure Wizard 1

Finally, choose the unit of measure itself. We’ll choose Each.

QuickBooks Premier 2009 Unit of Measure Wizard 2 Select

Once a unit of measure is specified for an item, that unit can be displayed on forms to better describe the line item.

QuickBooks Premier 2009 Create Invoices Unit of Measure Single Unit

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What Is the Unit of Measure Preference and How Does It Work?

Chief Mechanic · September 8, 2010 ·

The Unit of Measure preference is a way to specify the basis for quantities, prices or rates, and costs for an Item. It’s only available in Premier and Enterprise Solutions, and support for it varies by product and edition.

QuickBooks supports 2 modes for assigning a unit of measure: Single (Single U/M Per Item) and Multiple (Multiple U/M Per Item). In Single mode, each item can only have 1 unit of measure; in Multiple mode, an item can be converted from a base unit, such as each, to another, such as case or dozen, that contains a specified number of the base unit.

These QuickBooks products support only a Single unit of measure per item:

Premier
Premier Nonprofit Edition
Premier Professional Services Edition

These QuickBooks products support both Single & Multiple units of measure per item:

Premier Accountant Edition
Premier Contractor Edition
Premier Manufacturing & Wholesale Edition
Enterprise Solutions
Enterprise Solutions: Contractor Edition
Enterprise Solutions: Manufacturing & Wholesale Edition
Enterprise Solutions: Nonprofit Edition
Enterprise Solutions: Professional Services Edition

The Unit of Measure preference is set by clicking on the Edit->Preferences menu selection and selecting the Company tab on the Items & Inventory submenu. If you've never enabled this functionality in this company file (.qbw), you can enable it by clicking the Enable… button.

QuickBooks Premier 2009 Preferences Unit of Measure Enable

You’ll then need to specify the unit of measure mode: either Single U/M Per Item or Multiple U/M Per Item. Click Finish to complete the process and return to the Items & Inventory preferences.

QuickBooks Premier 2009 Preferences Unit of Measure Mode

If the unit of measure has previously been enabled, you can change the unit of measure mode or disable it using the pulldown selector.

QuickBooks Premier 2009 Preferences Unit of Measure

You can disable or change the Unit of Measure preference after you’ve previously enabled it, but doing so will impact how item quantities, prices, and costs are displayed. For example, if you previously had the Multiple U/M Per Item Unit of Measure preference enabled, disabling it will cause all item quantities, prices, and costs to be displayed in base units only, even if the transaction was recorded in a related unit of measure.

See our articles on using a unit of measure for a single unit and multiple units per item.

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How Do I Update My QuickBooks Release?

Chief Mechanic · September 8, 2010 ·

Intuit uses 2 terms to describe QuickBooks: version and release. Version refers to the product and year (e. g., Pro 2009), while release refers to incremental updates to a version. Versions normally include significant feature enhancements and therefore must be purchased. Changing your version is a process that is referred to as an upgrade. On the other hand, releases normally include minor changes and bug fixes, which sometimes entail modification to the QuickBooks file structure. Often, there are multiple releases introduced over time, sometimes even after a newer version has already been introduced. Releases are typically provided free to users of a current QuickBooks version and are installed in a process referred to as an update. See our article for more information on how Intuit determines if your version of QuickBooks is current.

To update QuickBooks, click on the Help->Update QuickBooks… menu selection. On the Overview tab, click the Update Now button, which will take you to the Update Now tab. Alternately, you can navigate directly to the Update Now tab by clicking on that tab.

From the Update Now tab, click the Get Updates button.

QuickBooks will proceed to check for available updates and to download them if they’re available. Some updates may not be installed until you close QuickBooks and restart the program, and some updates may require you to restart your computer. Therefore, plan the update process at a time when you can conveniently complete all steps. If you’re running the latest release for your version, the Get Updates task will complete very quickly, usually in a minute or two.

If updates are downloaded that must be installed when QuickBooks starts, you’ll see the QuickBooks Update Service window the next time you launch QuickBooks; this window will appear before QuickBooks fully loads. Click the Install Now button to install the downloaded updates. Once the updates are installed, QuickBooks will load normally.

If you are running QuickBooks in a multi-user environment, be sure to update all computers to the most current release before that computer next runs the QuickBooks program. See our article for more information on updating your QuickBooks release in a multi-user environment.

A common question that arises in determining the need to update QuickBooks is “What’s my current version and release of QuickBooks?” To answer that and verify your version and release of QuickBooks, press F2 while QuickBooks is running to display the Product Information window. The Product field shows the version and release at the top left of the window. In the example below, Premier Accountant Edition 2009 is the version and R3P is the release.

QuickBooks Premier 2009 Product Information Release

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What Is Intuit’s Service Discontinuation or Sunshine Policy for QuickBooks?

Chief Mechanic · September 8, 2010 ·

Intuit regularly improves QuickBooks and discontinues support for older versions. Generally speaking, Intuit introduces new versions in the fall of a calendar year. For example, in September 2008, Intuit introduced the QuickBooks 2009 series of products. During April or May of the following year, versions more than 2 steps away from the current version will be discontinued.

That means in May of 2009, QuickBooks 2006 was discontinued. After discontinuation, you can continue to use an older copy of QuickBooks, but you won’t have access to support or business services such as payroll or online banking. To continue to use those services, you’ll need to upgrade to a supported version. Intuit posts the specifics of its QuickBooks service discontinuation policy online.

If you need to upgrade your copy of QuickBooks to continue to receive support or access to services, you can purchase QuickBooks at a discount (including download or delivery with free shipping) by accessing one of the links at our Buy QuickBooks page.

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Accounting

Developer

Intuit