5 Not-So-Obvious Features of QuickBooks Enterprise Solutions

Beyond the basics in QuickBooks® Enterprise Solutions (QBES) are a number of features to help the business process. How many do you use? Here are 5 of my favorite “not-so-obvious” features:

#1: Put a Status on Your Purchase Order Using Custom Fields

In QBES, you can set up a custom field with multiple choices. This allows you to have a fixed pick list of choices for your users. On purchase orders, for example, we will help clients put the options of Request, Approved, Quote and Ordered in a custom field so the purchasing department can keep track of the status of their open orders. Then, we will set up a report for open purchase orders and add in the column for Status.

#2: Separate Duties Using Custom User Roles

As the business grows, you definitely want to make sure to spread duties among different people to help prevent fraud. With QBES, you can create one role called Accounts Payable 1 who can create bills, modify bills and delete bills. You can then create another role called Accounts Payable 2 that has the rights to view bills only, but not modify them. AP 2 will also be allowed to pay bills and print checks. QBES has advanced security features to allow you to keep these important duties separate.

#3: Order Based on Quantity Available

When inventory grows, there becomes a time when it is better to purchase in bulk to lower the cost of the products you sell. If an item is on a sales order, QuickBooks marks the item as no longer available to sell. In QBES, instead, you can use the Stock Status by Item report and check the box “Use avail qty to reorder.” This will switch the report from telling you what you need to reorder based on quantity on hand to quantity available that is on hand minus any open sales orders or pending builds. Using this Enterprise feature will allow you to order in higher quantities to keep your costs lower as well as project out what you need to order in the future weeks or months.

#4: Use Jobs Instead of Ship-To Addresses

QBES can handle more customers and jobs because it has high list limitations. Putting each location you ship to as a job allows you to run profitability by location as well as for the customer as a whole. This will also allow you to have separate sales reps, credit limits and price levels for each location. It is important to set up your file so you can get the most from your reporting!

 

#5: Open Two Company Files at the Same Time

Most of our clients have at least two company files; QBES allows you to have two company files open at the same time. This saves time for people who work in multiple files from having to log in and out of the files multiple times throughout the day. We do recommend changing the color scheme in each file though so you don’t get them mixed up.

I hope these 5 features are helpful to you; if you know of additional tips, please leave a comment below with your feedback and comments.