New and Improved Features in QuickBooks Desktop 2018

QuickBooks® Desktop 2018 focuses on new and improved features that help accountants and their clients complete tasks with less effort. Join me for a review of these features.

Editor's note: Enjoy this video of Laura's QuickBooks Desktop 2018 presentation:

New! Multi-Monitor Support

Available With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: For up to three connected monitors, from the menu bar in QuickBooks, select View > Switch to Multi-monitor Mode1, or use the keyboard shortcut, Ctrl+Alt+M. When this setting is enabled, each open window in QuickBooks will display a Move Window to Next Monitor button near the top right.

Features: Tailor your workspace for more productivity by moving individual QuickBooks windows onto up to three connected monitors.

Improved Productivity by Using Multiple Monitors With the Same QuickBooks File

Improved Productivity by Using Multiple Monitors With the Same QuickBooks File

Easily Move Individual QuickBooks Windows Onto Additional Connected Monitors

Note: Multi-Monitor Mode does not work if you access your QuickBooks in a hosted environment.

New! Payroll Liability Payment Reminder

Available With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: For those with an Enhanced Payroll Subscription2, from the displayed Home page, when payroll liability payments are within seven days of their scheduled payment due date, the Home page will display a red marker on the Pay Liabilities icon.

Features: Helps make sure you and your clients are reminded of upcoming payroll liability payments. On the Home page, QuickBooks displays a red reminder badge seven days prior to the scheduled payment due date. This reminder prominently displays on the Home page, helping to increase peace of mind that future payroll liabilities payments are not missed.

Be sure to remind your clients of the importance of scheduling their payroll liability payments. To set a payment schedule for liability payments, from the menu bar select Employees > Payroll Taxes and Liabilities and Edit Payment Due Dates/Methods.

Badge Notifies Users That Liability Payments are Due in the Next Seven Days

New! Past Due Stamp on Invoices

Included With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: From the menu bar, select Lists > Templates and select the template you want to modify. With the template selected, from the lower left Templates drop-down menu select Edit Template. On the Basic Customization window, place a checkmark in the Print Past Due Stamp.

From a displayed Invoice in QuickBooks, users can optionally select to Turn Off the visibility of the Past Due stamp for the selected invoice when printed or emailed, without affecting the default setting in template customization.

Features: Visual confirmation that a customer’s Invoice is past due displays on screen when an Invoice has a Past Due balance. Optionally, set a template preference to include the Past Due stamp on emailed or printed invoices. Make a decision invoice-by-invoice to turn off the visibility of the Past Due stamp on the selected invoice when printed or emailed.

Option to Print or Email Custom Invoices With Past Due Stamp

New! Merge Vendor Records

Available With: Accountant 2018 and Enterprise 18.0 (all versions of Enterprise when logged in as the Admin or External Accountant User). Note: QuickBooks Pro or Premier non-accountant 2018 requires Accountant ToolBox access (see below).

Accessible: In QuickBooks Desktop Accountant, from the menu bar, select Accountant > Client Data Review > Merge Vendors. When logged into a QuickBooks Enterprise file as the Admin or External Accountant user, from the menu bar select Company > Accountant Tools > Merge Vendors.

Unlock this and other accountant tools while onsite with your clients, using QuickBooks Pro and Premier 2018 and using your Accountant ToolBox access. Simply subscribe to the Deluxe or Premium level of the QuickBooks Desktop ProAdvisor® Program.3  With a paid ProAdvisor membership, you will have access to the Accountant ToolBox, including this tool and many more in your client’s QuickBooks Pro or Premier 2018.

Features: The new Merge Vendor feature provides a consolidated window to efficiently identify and merge duplicated vendor records. Search and sort for both active and/or inactive vendors, for the purpose of merging duplicated records. Select up to four individual vendor records, designate one as the master record and merge them together. Optionally, update vendor record fields on the master record before merging.

One Window to Easily Identify and Merge Duplicated Vendor Records

Note: Specific vendors that cannot be selected for a merge include: Tax authorities, vendors that have been paid using online banking, payroll service vendors and vendors with direct deposits.

New! Copy-Line and Paste-Line Keyboard Shortcuts

Included With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: To copy an entire row on a transaction: Ctrl+Alt+Y. To paste the clipboard contents to a new row: Ctrl+Alt+V.

Features: Efficiently work with transactions that require repeating rows of information. New keyboard shortcuts will save time. Copy an entire row with the windows keyboard shortcut Ctrl+Alt+Y, then paste the entire row to a new line with Ctrl+Alt+V. Copy and paste rows works with Invoices, Estimates, Sales Receipts, Sales Orders, Credit Memos, Purchase Orders and Timesheets in QuickBooks.

New Keyboard Shortcuts to Copy and Paste Entire Rows of Data

New! Cash/Accrual Toggle on Reports

Included With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: Cash/Accrual toggle on the top left of a displayed report in QuickBooks Desktop.

Features: With the simplicity of a click, users can toggle displayed reports between Cash or Accrual Basis. The ability to view reports in Accrual Basis for management decisions, and Cash Basis for tax planning, has always been one of QuickBooks’ most desired reporting features.

New Toggle Accrual or Cash on Displayed Reports

Improved! Search Chart of Accounts

Included With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: Search box on the Chart of Accounts window, from the menu bar, select Lists > Chart of Accounts.

Features: New search box on the chart of accounts window makes it easier to find and select a chart of account or sub-account by typing an account number, account name or partial words of an account name. Searching is easier and more convenient than having to scroll through a long chart of accounts list.

New Search Field on Chart of Accounts List 

Improved! Updated Email Security

Included With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: From the menu bar, select Edit > Preferences > Send Forms > My Preferences. Select Webmail option & click Add. Select the “Use enhanced security” setting during the setup. You will need to have your Intuit® ID and Password to complete the setup.

Features: QuickBooks 2018 includes securely sending of emails from Gmail, Outlook, Hotmail, MSN and Windows Live accounts through QuickBooks, using improved multi-factor authentication. Security includes signing in with your Intuit ID account. Once set up, you no longer need to enter your webmail password when emailing from within QuickBooks. Access and refresh tokens track that you have authorized QuickBooks to access your webmail.

Note: You can use multiple Intuit Account IDs in a single QuickBooks email setup.

Enhanced Webmail Security Connects QuickBooks With Your Webmail Server

New! Mobile Inventory Scanning

Included With: QuickBooks Enterprise 18.0 with Advanced Inventory4

Accessible: To connect a mobile barcode scanning or Android device5, log into the Enterprise company file as the Admin user. From the menu bar, select Edit > Preferences > Items & Inventory, and from the Company Preferences tab select Advanced Inventory Settings and then click on the Site Operation tab. For technical details about wirelessly connecting a barcode device or Android phone to the QuickBooks Enterprise file, click the hyperlink text fields.

Features: Using a barcode device or Android phone to record inventory, pick quantities at the warehouse. Mobile device recording of picked quantities improves accuracy and efficiency in the picking, packing and sales recording process in QuickBooks Enterprise with Advanced Inventory.

Mobile Scanner – overview of setup:

  1. Install the QuickBooks Desktop Warehouse mobile app on your Android device.
  2. Wirelessly connect mobile barcode device(s) or Android phone(s) to the QuickBooks Enterprise file with Advanced Inventory.
  3. Create a vendor record for each warehouse picker and assign the new vendor type: Warehouse User.

Note: When picking inventory with the mobile device, barcodes can be scanned to record the quantity picked or the quantities can be manually updated on the mobile device.

Mobile inventory scanning works across multiple warehouses, anywhere that a warehouse has an internet connection.

Enterprise Users With Advanced Inventory Can Enable Mobile Scanners

New! Sales Order Fulfillment Workflow

Included With: QuickBooks Enterprise 18.0 with Advanced Inventory

Accessible: To connect a mobile barcode scanning or Android device, log into the Enterprise company file as the Admin user. From the menu bar, select Edit > Preferences > Items & Inventory, and from the Company Preferences tab select Advanced Inventory Settings, and then click on the Site Operation tab and select the New Sales Order Fulfillment Worksheet (Internet Required). For technical details about wirelessly connecting a supported device to the QuickBooks Enterprise file, or about working with the New Sales Order Fulfillment Worksheet, click the hyperlink text fields.

Features: Access to picklist details on a mobile device that’s connected wirelessly to a QuickBooks Enterprise file with Advanced Inventory. Real-time access to the status of sales order fulfillment in QuickBooks Enterprise. Option to print the picklists and update the picked quantity manually in QuickBooks.

New Sales Order Fulfillment Workflow Overview:

  1. In QuickBooks Enterprise, inventory picklists are prioritized and created from sales orders.
  2. Picklists are assigned to a Warehouse User and synced with the mobile device(s) across warehouse(s).
  3. A Warehouse User signs into the mobile app from the warehouse location (internet connection required).
  4. The assigned picker scans barcodes or serial number barcodes - or, if not scanning, manually enters the quantity of items picked.
  5. Updated picklist details are sent back to the QuickBooks Enterprise file.

Scan Barcodes, Serial Number Barcodes or Manually Update Quantity Picked on Mobile Devices

QuickBooks Sales Orders Provide Real-Time Picked Status Updates

What if your client does not want to use a mobile device? No worries. Print the picklist, take it to the floor and update the quantity picked. Return to QuickBooks Enterprise to manually update the quantity picked.

Option to Print the Pick List and Update Quantity Manually in QuickBooks

Improved! Inventory Report Customization

Included With: QuickBooks Pro, Premier, Accountant 2018 and Enterprise 18.0

Accessible: For the following inventory reports, from the menu bar select Reports > Inventory > Inventory Valuation Summary or Detail, Inventory Stock Status by Item, and Assembly Shortage by Item.

Features: Customizable display options added to the following inventory reports:

  • Inventory Valuation Summary or Detail
  • Inventory Stock Status by Item
  • Assembly Shortage by Item

Specific Inventory Reports Include Option to Customize Columns

Up to three monitors supported. Multiple monitors not available in a hosted environment.
2 Enhanced payroll subscription required. For more information: http://payroll.intuit.com/payroll-services/compare-payroll/.
3 For more information about the QuickBooks ProAdvisor program, visit the following website: http://quickbooks.intuit.com/accountants/proadvisor/.
4 Scanners sold separately. Only available in Advanced Inventory module, which is available in QuickBooks Desktop Enterprise Platinum. Learn more about Advanced Inventory http://enterprisesuite.intuit.com/products/advanced-inventory/.
5For more information on scanners or devices recommended, click here.