QuickBooks software training, support, and problem solving
Including strategies and information for a total small
Office Procedures & QuickBooks
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How long should you keep business records?
The IRS says you must keep your records as long as they may be
needed to prove the income or deductions on a tax return. .See
for length of time based on business status quo rather than on
authority, so use your best judgment and consult with your CPA.
How to restore
Click for a good explanation by Intuit that demonstrates
how to restore a Quickbooks Backup.
offsite with USB flash units
Using a FLASH DRIVE for backup?
Be sure to remember to use the "Safely Remove Hardware
Feature". Failing to do so can cause corrupted data, making your backup useless!
Tip: buy a separate flash drive for each day
of the week. Weekly, backup to your desktop and then create a CD or use the
QuickBooks online backup feature to ensure there is an offsite backup.
easy answer to moving data and keeping data offsite
128MB USB Flash unit (holds 70 times more data than a standard
floppy disk). USB flash units are about the size of a lipstick
and are designed to be added to your keychain There is no need
to burn CDs or use slow floppy disks to move data. They plug
into your USB port and the the backup works the same as
backing up to your A or CD drive. Windows XP comes with USB drivers that automatically
"see" the removable disk (the flash drive) Windows 98
usually requires a driver off a CD that comes with some
There should always be at least 2 sets of
backups in the event one backup unit fails. Consider
purchasing 2 units.
You can easily restore your files with Windows Explorer.
There is no need to compress the files. USB drives are built to last and are
designed to be carried around!
Actual Size Shown! Hangs on your keychain!
Windows XP comes with USB drivers that will recognize "see"
the removable disk (the flash drive). If your computer runs on Windows 98 a
driver file must be installed that will recognize the devise.
Many USB ports are located in the back of your computer. This handy cable will
make the port accessible (without climbing on your hands & knees) when using the
flash drive mentioned above.
Quickbooks Online Offsite Backup
QuickBooks Online Backup Service, powered by
Connected, offers your business an easy, low cost alternative to
protect your data remotely. To sign up, open QuickBooks
> Company menu > Company Services > Backup your PC online
QuickBooks Small Business File Backup--Protects all of your PC data
files, software applications:
Up to 200 MB. Includes PC Heal--the ability to "heal" your PC
and repair damaged configurations--the quick and easy way to get
your PC working correctly again. Plus you manually select additional
files, up to 200 MB.
Up to 4 GB for the Premium Data Backup Protects all of your
PC data files,
Up to 10 GB Premium Plus System Backup Protects all of your
PC data files and software applications, .
We found it a bit difficult to uncover the
telephone number for technical support
for QuickBooks Online Backup, and
therefore have listed it here for your convenience
The support is free during the 30 day trial but $1.95 per minute
thereafter unless your problem is among the following:
password or encryption
Re-installation of software
- Recovery of
accessing/connecting to the service (until it is determined the
issue is not with Connected)
termination of service,
The service provides a good website with
helpful tips and we suggest you read through it:
Message in Log: 0 Files backed up :
Backing up QuickBooks using CDs
From Intuit's website, a step by step procedure to
backup to a CD
If you have CDRW and the CD is preformatted as a direct drive
by Easy Creator 5 and Easy Creator is updated to the latest release,
you should have no problems backing up your QB files directly from
A simple procedure is to create a new folder on C drive named "Files to be
backed up on CD". To create a new folder, open up
windows explorer (from the start menu/programs/accessories) >
highlight the C: drive > from the file menu on the top menu bar,
click on file > new > folder > type in the folder name and hit enter
Backup QuickBooks to C Drive in the folder
"Files to be backed up....." . Then open the CD burner
software and select this folder to be copied to CD.
If you are using Microsoft® Windows® 98,
Microsoft® Windows® Millennium Edition, Microsoft® Windows NT 4.0®,
or Microsoft® Windows® 2000, the only way to back up your QuickBooks
data file to a CD is by using third-party software designed for this
purpose, such as Roxio(TM) Easy CD Creator®.
Or if you are using Windows XP you can use the
following procedure to copy the "files to be backed up" from the
C drive onto the CD drive.
HOW TO Copy Information to a CD in Windows XP
Copy Files and Folders to a CD
To copy files and folders to a CD:
- Insert a blank writable CD into the CD recorder.
- Double-click My Computer, and then
click the files or folders that you want to copy to the
CD. To select more than one file, hold down the CTRL key
while you click the files you want.
- Click any of the following options:
- Copy this file
- Copy this folder
- Copy the selected items
- In the Copy Items dialog box, click
the CD recording drive, and then click Copy.
- In My Computer, double-click the CD recording drive.
Windows displays a temporary area where the files are
held before they are copied to the CD. Check that the
files and folders that you intend to copy to the CD are
displayed under Files Ready to Be
Written to the CD.
- Under CD Writing Tasks, click
Write to CD.
- After the CD Writing Wizard starts, follow the
instructions in the wizard.
- When the process is finished, the wizard displays a
check box for you to choose to create another CD like
the one you just made. If you want to create multiple
copies of the same CD, click Yes,
write these files to another CD and insert
another blank, writable CD into the CD recorder. Follow
the instructions in the wizard. NOTE:
After you copy files or folders to the CD, it is useful
to view the CD to confirm that the files are copied.
Files copied onto a CD are changed to Read
Only files, so you can't open or restore the file the CD directly.
You have to copy the file to your hard drive and then right click,
select properties, and uncheck the "read only box". For windows XP
users, this last step is not necessary as XP will
uncheck the "read only" box for you.
Want to see the last 9
files you accessed in Word or Excel?
Expand the default view in Word and Excel of
recently opened files from 4 files to 9 files.; Open Word > Tools
Menu > Options > General tab > place a check next to recently opened
files and click on the arrow until 9 appears.
Complete same procedure in Excel
For more computer shortcuts visit
QuickBooks files to Windows QuickBooks
Intuit has developed a webinar to demonstrate how
easy it is for Accountants to convert their clients who use
QuickBooks for the Mac into a windows PC
QuickBooks data file. Also available is a PDF file which will
provide written instructions for your files on
how to convert QuickBooks Mac into a PC file and convert
it back to a Mac File
Taking too long to save a file?
You know what its like, you go to save a Word or
Excel doc and you wait and wait for your computer to read your
computer directory so that you can navigate to the correct folder.
Do you save it in folders that you can easily access again?
Do you wait while your computer re-indexes so you can switch
out of "my documents" to the correct file folder? Wait no more!
Save time by creating shortcuts under "my documents" that with one
click will open those folders you need frequently.
shortcuts to different folder right in my documents
Start menu > Documents > My Documents
Right click on the white space in this window
Select Shortcut > Click Browse > Click on the + next to my Computer
Browse the C drive to a folder you would like instant access,
select, click OK
Click Next then enter the name of this shortcut - put a 0 (zero) in
front of your name so this shortcut will appear at the top of your
files in my documents.
Trail- the first step in guarding against fraud.
Using the audit trail creates more data and larger
files but it is a great help in checking out who did what and when.
You can turn on the audit trail by going to the Edit menu and
choosing Preferences. In the Preferences window check Account in the
left-hand scroll box. On the company Preferences tab, select the
"Use audit trail checkbox." Click OK. The audit trail feature will
keep a record of all transactions entered, every change made to the
transaction and who entered and modified the entries. The audit
report is available from the reports menu, under accountant & taxes
Read our articles
"Protecting company assets from unethical employees" and "
Controls for small business" to find out how you can begin to
protect your business assets against dishonest employees..