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QuickBooks 2013 New Preferences!

There are 3 new preferences in the 2013 version of QuickBooks.  We will discuss all 3 here in this article.

Default Classes – Available in QBES only.   
In QBES v13, the Accounting Company preferences tab has a new option when it comes to classes.  Now, when you turn on Class tracking, you have the option to have QuickBooks automatically assign a specific class to names in either the Names, Item or Account lists.  (Keep in mind that you have to choose one list only).  When you choose the Name list, when you add a new Customer, Vendor or Employee, there will be an option in the Additional Info tab that has a Class dropdown.  By assigning a class to the name, every time you create a transaction for this name, QB will pull the class in automatically. 

Similarly, if you select Items in the preference you will find a class field in the item record.  Just like the names list classes, whenever you create a transaction using an item that has a default class, QB will automatically add the class. Keep in mind that if your template does not have a column for class, the class is still assigned in the background and will appear as being used on reports.

Lastly, if you set the preference to Accounts, you will see a class field in Income, COGS and Expense accounts. Whenever you create a transaction using an account (such as a check, journal entry or bill) the class will auto-populate.

Mark All Expenses as Billable – Available in all versions.
There is now a checkbox in the Time & Expenses Company Preferences tab that allows you to Mark all expenses as billable.  There is not much to explain here other than now you don’t always have to click the “billable” box on your checks and bills.  You just need to be careful that if you have this preference set and something is not supposed to be billable, you uncheck the box.  Sound like to me that you have to decide which one you have more, billable or non, and adjust for the lesser of the 2 evils.

Item Description on Reports – Available in all versions.
In the Reports & Grafts Company preferences, there is now the option of showing both Name & Description on item driven reports. Huge improvement if you ask me. This allows you to change how the items are listed in reports such as:

  • Inventory      Status by Item
  • Inventory      Stock Status by Site
  • Sales by      Item Summary and Detail
  • Sales by      Customer Summary and Detail
  • Open Sales      Order by Item
  • Item      Profitability
  • Item      Estimate vs. Actual
  • Inventory      Valuation Summary and Detail
  • Pending      Builds
  • Pending      Builds by Site
  • Open      Purchase Order Details
  • Purchase by      Vendor Detail
  • Purchase by      Item Summary and Detail

In older versions, if you were to run any of these reports it would show like this:

Now, in 2013, they show like this:

Overall, I really like these preferences updates.  As always, give us a call if you need help implementing them!

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