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Transaction Pro Blog

QuickBooks Online Features You Should Consider Using

Hidden Gems!

 

 

We work with a lot of small businesses around the world helping them eliminate manual data entry into their QuickBooks Online company file by using our Transaction Pro Importer.  When talking with these small business owners often times we discover they are not taking advantage of all the features within QuickBooks Online.

Class and Location Tracking

You can use class and location fields on transactions in QuickBooks Online so you can determine where your business is coming from.  One thing to keep in mind is that classes can be assigned at the individual line level whereas locations can only be assigned at the transaction level.

To turn class and/or location fields on:

  1. Select the gear icon in the upper right of QuickBooks Online
  2. Under settings select company settings
  3. Select company at the left
  4. Scroll down to categories and select the pencil icon at the right
  5. Select either class or location and select save

Category Preferences in QuickBooks Online

These fields are only available in Plus Edition of QuickBooks Online.  You can read some real life examples of how the class and location fields are used in an article written by Lauretta Finis on the Intuit QuickBooks Blog.

Custom Fields

If you need for addition fields to appear on the top part of a sales transaction you can add up to three additional fields.  You can also indicate whether or not they should appear internally or to the public.

To turn on custom fields:

  1. Choose the Gear icon > Company Settings.
  2. Click Sales on the left and click inside the area entitled Sales Form Content.
  3. Enter a Name into each dialogue box beneath the title “Custom Fields” and select whether you want the field to be internal (only displayed in QuickBooks), or public (displayed in QuickBooks and displayed/printed on sales forms).
  4. Click Save. These fields will now appear on your sales forms.
  5. Click Done at the bottom right corner of the page.

Custom fields in QuickBooks Online

Custom Transaction Numbers

If you wish to use your own numbering convention on sales transactions you can turn custom transaction numbers on.  You can turn this field on in Company Preferences in the Sales Form Section (see screen shot above in the custom fields section of this blog article).

Show SKU Column

By adding this feature when creating transactions you can search for the item but its SKU instead of its item name.

To turn on the SKU column:

  1. Choose the Gear icon > Company Settings.
  2. Click Sales on the left and click inside the area entitled Products and Services.
  3. Select the box to the left of Show SKU column
  4. Click Save. These fields will now appear on your sales forms.

Show SKU column in QuickBooks Online

Sign me out if Inactive for

If you do not work in your QuickBooks Online file for over an hour you will be automatically logged out.  This can be inconvenient for those of us that multi-task throughout the day and will need to continually log back into QuickBooks Online.

To increase the amount of time:

  1. Choose the Gear icon > Company Settings.
  2. Click Advanced on the left and click inside the area entitled Other Preferences.
  3. Select the box to the right of Sign me out if inactive for
  4. In the dropdown select 3 hours

I just recently found out about this tip from Kathy Grosskurth  of Bookkeeping Clean and Simple.  You can view the You Tube video here.

So what hidden fields or features have you discovered in QuickBooks Online.  Please share them in the comments below.