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What Data Is Exchanged Between POS and QuickBooks Financial Software?

Chief Mechanic · August 25, 2010 ·

When you enable the company preference Use with QuickBooks Financial Software on the Edit->Preferences->Company->Financial menu, certain information is exchanged between POS and QuickBooks financial software.

POS 8 Company Preferences Use QuickBooks

Exchanges take place by initiating the exchange from POS by clicking on the menu Financial->Update QuickBooks.

The results of a successful exchange are shown below.

The Financial Exchange window summarizes what has been exchanged.

Some information is exchanged in both directions:

customer information excluding account balances
active vendor information

Once POS is installed and running, inventory transactions are managed in POS. Therefore, most information exchanges occur from POS to QuickBooks. These exchanges are:

customer payments
cash register payouts
sales and order deposits
receiving vouchers
financial impact of inventory adjustments
freight charges on inventory transfers between stores (POS Pro Multi-store)
time clock records (POS Pro)

To provide the ability for management to record some transactions that affect account balances and change customer credit limits, QuickBooks financial software exchanges this information to POS:

customer account balances
customer credit limits

Certain information is not exchanged in either direction:

inventory items and quantities after the initial import from QuickBooks financial software to POS
employees
employee commissions and tips
purchase orders

This information is summarized in this Intuit knowledge base article.

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How Do I Resolve a Paycheck That Incorrectly Calculates Payroll Taxes?

Chief Mechanic · August 24, 2010 ·

If this is the first time you’ve run payroll or issued a paycheck to this employee, it’s likely that incorrect payroll tax calculations are due to an incorrect setup. This article addresses the situation where previously issued paychecks to a given employee contained correct tax calculations, but a new attempt to produce a paycheck shows incorrect payroll taxes, even though no changes were made to payroll configuration.

In this situation, incorrect calculations of payroll taxes are usually caused by one of several factors:

you’re using an out-of-date tax table
data corruption in your QuickBooks company file (.qbw)

There’s also the possibility that the calculation only appears incorrect if federal or state withholding amounts on a paycheck are 0.00. QuickBooks annualizes the wages on a paycheck, and if the annualized wages are small, federal or state withholdings can be correctly calculated as 0.00, even when prior paychecks for the same employee included these withholding taxes. Intuit describes this as a Special Calculation Situation in the window below:

QuickBooks 2010 Special Calculation Situation

However, even in these situations, other taxes may be due, such as employer FICA taxes. If all taxes are calculated at 0.00, that may indicate an incorrect calculation.

The first step to resolve an incorrect payroll tax calculation is to make sure you have the latest payroll update. See our article on how to update your QuickBooks payroll software.

Once you’ve installed the latest update, attempt to create a new paycheck for the same employee whose paycheck previously showed incorrectly calculated payroll taxes. Even if the payroll tax calculations are incorrect, complete the steps to save the paycheck. If the payroll tax calculations are correct, the payroll update solved the calculation problem.

If the payroll tax calculations remain incorrect, your QuickBooks company file likely has data corruption. Before addressing the data corruption, open the Employee Center, locate the employee with the incorrectly calculated paycheck that you just created, and delete the paycheck with the incorrect payroll tax calculation. That will prevent an incorrect check from being issued.

Many, but not all, data corruption problems can be solved with QuickBook’s Rebuild utility. See our article on how to use the Rebuild utility to fix a damaged company file.

Once you’ve successfully run the Rebuild utility, attempt to issue a paycheck to the same employee whose paycheck previously contained an incorrect tax calculation. If the payroll tax calculation continues to be incorrect, it’s possible that your company file has data damage that the Rebuild utility couldn’t fix or there are other issues involved. An undamaged QuickBooks company file running with the latest payroll updates and correct payroll configuration will produce correct payroll tax calculations.

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How Do I Update My Payroll Software?

Chief Mechanic · August 24, 2010 ·

To update your QuickBooks payroll software, visit the Get Payroll Updates menu selection on the Employees menu.

We recommend downloading the entire update, so be sure to select the radio button Download entire payroll update.

Click the Update button. QuickBooks will begin the update process and will show a series of Payroll Update windows similar to the one below during the update process:

When the updating process is complete, you should see a Payroll Update window confirming the updates were installed. Click Ok to see information about the update installed.

When you’ve finished reviewing the changes included with the Payroll Update, click the X in the upper right corner to close the Payroll Update News window and return to normal work.

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Why Does Pay Scheduled Liabilities Show No Liabilities When Liabilities Do Exist?

Chief Mechanic · August 23, 2010 ·

We’ve seen cases where payroll liabilities are missing from the Pay Scheduled Liabilities block on the Payroll tab of Employee Center but the company has actual payroll tax liabilities. The screenshot below shows where all payroll tax liabilities should appear, but sometimes liabilities are missing.

QuickBooks Premier 2009 Employee Center Pay Scheduled Liabilities

Typically, payroll tax liabilities can be confirmed by the Payroll Liability Balances report (on the Reports->Employees & Payroll menu selection) or by an examination of general ledger account balances. The Payroll Liability Balances report can be configured to report totals by quarter, which matches the reporting format for the Pay Scheduled Liabilities information.

According to Intuit, this situation is caused by:

another Liability Check exists that covers the amount of the missing liability
the liability isn’t being recorded in an account whose type is Other Current Liability
the liability account is marked inactive
the starting or ending Period dates on the Liability Check used to pay a payroll tax liability are wrong
no payment schedule has been set up for the payroll tax liability
the company file was upgraded from a prior version of QuickBooks to a newer one

Intuit describes a series of troubleshooting techniques in this knowledge base article. However, in our experience, these steps work to resolve some, but not all, situations where payroll tax liabilities are missing from the Pay Scheduled Liabilities block.

We recommend regularly reviewing the Payroll Liability Balances report as well as the general ledger accounts accumulating payroll tax liabilities to be sure all liabilities are currently recognized and paid.

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How Many Custom Fields Does QuickBooks Support?

Chief Mechanic · March 20, 2010 ·

For the 2010 version (QuickBooks 2010 and Enterprise Solutions 10.0), Intuit has increased the number of custom fields and provided for data validation in Enterprise Solutions. Compared to 2009, the number of custom fields for Names increased from 7 (out of 15) to 12 (out of 30), and for Items it increased from 5 to 15.

QuickBooks 2010 and Enterprise Solutions 10.0 support up to 30 total custom fields for Names which can be applied to a combination of Customers:Jobs, Vendors, or Employees, provided that no more than 12 custom fields apply to any 1 type of list.

In addition, QuickBooks 2010 and Enterprise Solutions 10.0 support up to 15 custom fields for Items.

Enterprise Solutions 10.0 extends data validation to custom fields by allowing you to specify the type of data a custom field should contain and whether the fields are required on Transactions and Lists. Data types include 1 generic text format, 3 number formats, 5 date formats, 2 phone number formats, and a multi-choice list, which allows you to create a pull-down list of entries.

In Enterprise Solutions 10.0, the Multi-choice List contains list elements you specify, and you can select whether the list can only contain these elements or user-entered text. In all cases, custom fields are subject to a 30 character limit.

QuickBooks Enterprise Solutions 10 Custom Fields Multi-choice List

QuickBooks 2009 and Enterprise Solutions 9.0 support up to 15 total custom fields for Names, which can be applied to a combination of Customers:Jobs, Vendors, or Employees, provided that no more than 7 custom fields apply to any 1 type of list (i. e., Customers:Jobs, Vendors, and Employees). For example, you could create 7 custom fields unique to Customers:Jobs and a different set of 7 unique custom fields for Vendors. Then, you’d have the ability to create 1 additional custom field which could be used only for Employees.

Custom fields are limited to 30 characters. You can’t control the amount of text entered in a screen form, but you can limit the amount that is printed on a printed form. Except in Enterprise Solutions 10.0, custom fields are text entry boxes that accept any character. You can’t control the data entered with pull-down lists or other data type restrictions. Because data entered into custom fields is essentially unrestricted, care must be taken during data entry if these fields are to be used for filtering data; an apparently small change in data recorded for a custom field could result in many records not being found when applying a filter.

Custom fields for Customers:Jobs can be used for data in the header or footer of forms such as invoices and receipts.

In addition, in the 2009 version, QuickBooks supports up to 5 custom fields for Items.

QuickBooks Premier 2009 Custom Fields for Items

Custom fields for Items can be used for data in the section for line items (i. e., the columnar section below the header) on forms such as invoices and receipts.

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