QuickBooks is probably the most popular e-accounting solution available in the market, thanks to its easy user interface, commendable support team, regular update support, and reliability. This is the reason that businesses of all scales – small, medium and large are updating their accounts to QuickBooks as a one-stop solution to all their accounting needs.
Any software needs constant maintenance and QuickBooks is not an exception. Every day you are feeding in employee data, customer data, details of purchases and business and so on. If not organized, all this data may just become a dump of information which is not fit for use. This is the reason regular Clean up Vendor and Employee lists in QuickBooks is to be undertaken to ensure that the data is retrieved whenever needed. In this article, we shall explore how to go about doing this.
Why does data get unorganized?
There are some sure reasons that may cause the disorganization of the Clean up Vendor and Employee lists in QuickBooks.
- A single customer makes multiple purchases throughout the year, which increases the probability of entering duplicate information into QuickBooks.
- As the number of customers grows, duplicates may be created.
- Same with the number of vendors. When your business grows, the number of vendors grows and this may also create duplicates.
- It ensures that the data is dumped into QuickBooks, thus affecting the accounting speed of your establishment.
You May Also Read: How to Fix QuickBooks Company File Data Damages
What do I have to do to organize my data?
Here are a few good practices to ensure that your data is organized perfectly and is accessible when there is a need without much fuss.
1. Mark Old or Inactive Customers Inactive in QuickBooks
If you have customers who haven’t transacted with you in a while, you may want to have a separate list of them. Making them inactive will serve the purpose.
Follow these Steps:
- Open QuickBooks and open Customer Centre.
- Open Edit from the menu and click on Add/Edit Multiple Customer: Jobs”.
- Click on “Customers” from the drop-down box and click on All Customers or Active Customers from Select View drop-down box.
- Right click at the top of the column and select Customize Columns.
- Include Inactive to the Chosen Columns portion at the right side.
- Check the box for the inactive customer for each customer you want to add to the list.
Here’s a tip: You can also add individual customers to this column by right-clicking on the customer details and then selecting Make Inactive.
2. Using Naming Standards
To avoid confusions with the customers with the same name, make sure you follow a particular format to enter the details, like Last Name, Middle Name, First Name or something similar. This avoids the common confusion, thus keeping your accounts on the track.
Few Common Tips on Reorganising Data in QuickBooks
There are a few obvious tips for you to sort out data in QuickBooks if you already have data fed into the system.
- The customers with whom you have no dealings with for about a year or so become inactive customers. This can be done by running a report to show all the transactions for these customers.
- Duplicates can be removed manually by reviewing the customer and vendor list. Duplicates are usually close to each other and are obvious while you are reading the lists.
These were a few tips on Cleaning up Customer, Vendor and Employee lists in QuickBooks. Keep your data organized and your accounting on the right track by following the steps above. Should you find any issues or problems or confusions, never think twice about contacting the QuickBooks Support Phone Number 1-805-257-5030 where professionals will be more than happy to help and sort things out for you.