Normally, January is a nearly-impossibly busy time for bookkeepers, and the upcoming January is unfortunately going to have a newly-added twist.

New Due Dates for W2's and some 1099's -- In an effort to thwart identity theft and false refunds by receiving the information earlier, the due dates to submit these year-end reporting forms has been moved up one month to January 31 2017 for 2016 reporting.

W2's are now not only due to be sent to the recipients by the end of January, but also sent to the government as well.

1099's that have non-employee compensation in Box 7 must also be sent to the government by the end of January.  Otherwise, file them by February 28 2017 if filing on paper, or by March 31 2017 if you file electronically.

So, my request and recommendation here is this.  Since January is quite full as it is, I will be contacting all of my customers shortly to discuss plans to ensure we are ready before the end of 2016 to be able to meet the deadlines.  This means having all information up-to-date, accounts reconciled to current, checking all employee and subcontractor/1099-recipient information is complete and accurate and up-to-date.  I believe this would best be completed before the Holidays arrive, but after the up-coming quarterly payroll reports are completed.  I encourage beginning the reviews on your own in the meantime to expedite the process.

QuickBooks 2017 Release Date is September 19, 2016
If you are due for an upgrade, this new version has some nifty new features.   More news to come when it is officially released.  In the meantime, if you have any questions please feel free to give me a call and I will be happy to answer them.

Just one quick shortcut tip on this day of 'Sixes' -- a key I use so often that I often forget to recommend it -- and a good key word for summer!  The key is the one all alone (usually) at the very top left of your keyboard that just says ESC - aka "Escape" key, aka "get-me-outta-here" key.

The ESC key has many uses, but we will stick to how it is helpful in QuickBooks here.  There are two main reasons I use it that I can think of off-hand.

First, there are the times that you click in to a transaction (putting you into Edit mode) either on purpose or by accident, and want to be absolutely certain you do not inadvertently make any changes to that transaction.  So, instead of clicking on 'Save and New' or 'Save and Close' buttons, just push Escape to return to the previous screen you had open without recording any changes.

Second, there are the times that you have 'Zoomed' in multiple times from a report to follow the history and info of a number (for instance report to transaction to transaction history to another transaction, etc), and would just like to return to the report you began with, without having to close a bunch of windows first or inadvertently changing any data.   Just use the Escape key to take you back the way you came, closing one window at a time, until you are back at the beginning.

I'm sure once you are used to reaching for this 'Tool', you will wonder how you ever survived without it, and will begin to find some of the other uses it has.

Well, I was gathering the information for a new post today and decided instead to just wish everyone a nice Memorial Day weekend, because sometimes it's just good to take time to reflect and rest.     

This will be a very short post about a few shortcuts that are useful in Lists, that I use on a daily basis.

When you are in a list, such as Vendors, Customers, Items, etc.

Ctrl + N (hold down the Ctrl key while pressing N) will get you to a 'New' blank entry screen.   This is the same as choosing Add New, or New Vendor/Customer/etc.
Ctrl + E = Edit
Ctrl + D = Delete
Note:  For Edit and Delete, you need to first have what you would like to edit or delete highlighted (selected) in whatever list you are working in.

I find these really easy to remember - N=New, E=Edit, D=Delete

​That's all for now!

Here is the second installment of keyboard shortcuts that I find most useful and easy to remember, namely Dates.  These are easy to learn, and can also cut down on your data entry time, which is good is more ways than one.

Use these when you have just tabbed or advanced into a date field on forms:

• Next/Previous Day -- using the "+" or "-" (plus or minus) keys when you are in a date field advances the date forward one day at at time (plus key), or backward one day at a time (minus key).   This can be most helpful when you are entering data that falls within a shorter time frame.
• Shortcut Letter Keys -- Certain Letters will bring a particular date into the date field.   The only one I truly recommend using here is "T" for Today.   Pressing the letter T on your keyboard while in a highlighted date field will, as you can guess, enter in the current date.   I use this frequently to bring back the current date if Plus/Minus would take too many keystrokes.  Some of the other shortcut keys are: W=first day of the Week; K=last day of the weeK; M=first day of the Month; H=last day of the montH; Y=first day of the Year; and R=Last day of the yeaR.  They really aren't too difficult to remember, as you can see they are the first and last letters of the time period you are seeking, but I haven't found that they are useful often enough in my work.
• Alt-Down Arrow:  By pressing Alt + Down Arrow on your keyboard, you can bring up the Date Calendar to select a date to enter in the field.  A little note here, once you pull up the Date Calendar, besides being able to select the date using your mouse, you can also use the shortcut letters and/or the directional keys (up, down, left, right) to navigate to the date, and press Enter to select it -- this keeps you from having to reach for the mouse each time you need to enter a date.  This one is big on my list of recommend-to-learn keyboard commands for an additional reason, and that is because it works in any field that has a drop-down list, such as Vendors, Customers, Items, etc.  Being able to bring up the drop-down lists and navigating to the item you need without reaching for the mouse can be a big time-saver.
• Manual Date Entry -  Just a quick tip from me here.  When it is easiest to just type in the date in a date field instead of using any of the shortcuts, if you type the full six-digit date (ex: 050616), it is not necessary to enter the "/" (ex: 05/06/16).
  

So, that is installment #2 for you.   I look forward to any comments, suggestions, or questions you may have!    ​

Below is an excerpt from The American Institute of Professional Bookkeepers (AIPB) 2016 Bookkeeping Tips e-letter.
I highly recommend a membership in the AIPB as the best way to stay informed and up-to-date on news and issues that can directly affect your business.
For all summer hires (or hires any time of the year):
 
·   Obtain W-4s from all summer employees, even the owners’ children, students working part-time and foreign students.
·   Withhold FITW from all employees, including the owner’s spouse or child, unless a W-4 claims exempt.
·   Withhold FICA from all employees, even high school students and those who receive SS benefits.Exception: Those under 18 working for sole-owner parents.
Pay overtime for hours actually worked over 40 hours in the workweek. You are not required to include as hours worked paid time off (holidays, vacation days). Do not substitute paid nonwork hours for work hours to make all hours straight time, thus avoiding overtime pay.
Example: Julia works 12 hours a day the first 4 days of the workweek, but not on the 5th day, a holiday, for which she is paid for 8 hours. She is correctly paid 40 hours’ straight time + 8 hours’ overtime + 8 holiday (nonwork) hours. Julia’s employer cannot substitute the 8 hours’ holiday pay for the 8 hours’ overtime to avoid paying the overtime rate.
Paid holidays and vacations
·   Under federal law, paid holidays for part-time and summer help are always optional, but check state laws.
·   No paid vacation is required—but if you provide paid vacation, some federal and state laws apply.
Benefits
·   For temps and part-timers, benefits are optional; but if offered, they should be explained in a written benefits plan.
 
Always check your state’s laws.

So, it has been a very long time since I've posted anything new here.  Some people make resolutions at the beginning of a new year, but I think I'll make a resolution here in spring to keep up with this blog a bit more regularly.
I plan to begin sharing the little tidbits of news and helpful tips that occur from time-to-time that I think may be helpful or of interest to QuickBooks customers and Bookkeepers.   Please let me know if there is anything you would particularly be interested in seeing here, I always appreciate feedback (good and not-so-good) and new ideas.
This blog is going to brief for now -- sort of a beginning tip of the day, but I consider it an important one....

There are many keyboard shortcuts in QuickBooks, and I highly recommend that you learn them along the way to help your work flow more smoothly and efficiently.  I think that once you begin using them regularly, and they become second nature, you will find the benefits well worth the effort.  When you are doing data entry especially, it means being able to keep your hands on the keyboard without constantly reaching for the mouse.  For now, I will be covering only tips for QuickBooks Desktop PC versions.  If you are interested in shortcuts QuickBooks Mac or QuickBooks Online versions, please let me know.

Today I just want to cover a little about moving through the data entry forms, such as Enter Bills, Write Checks, Enter Invoices, etc.  Everyone has their own style, and if you feel totally comfortable with yours you may not want to read any further.   However, if you are just beginning with QuickBooks, or data entry feels a little clumsy and inefficient to you this bit of information (from experience) may help you.

First, go to Edit - Preferences - General - and be sure the box next to the option 'Pressing Enter moves between fields' is checked.  This will enable you to just click the 'Enter' key when you have finished entering data in a field to move to the next data field.  (You will still be able to alternatively use the 'Tab' key to move through the fields.)
My first tip in this series, especially in the beginning, is when you are in a data entry form, (such as Enter Bill or Create Invoice, or Write Check, etc.) always begin with the first field (where your cursor is blinking), enter the data in that field and then use 'Enter' to move from field to field entering the data requested in each -- or using 'Enter' to skip and continue to the next field.   This way, you will not be as likely to miss changing or entering important data that can cause issues along the way.  For instance, some fields contain default data such as dates, due dates, previous entry information, etc. that may not be accurate or correct.  Dates are very important in QuickBooks, so a 'default' date left in place of a correct date can have a negative impact on reports and processing.
When you have finished entering data in that form and are ready to enter another, try the first shortcut I'll cover here,which is also one of the most-used 'Ctrl-Enter' (This means hold down the Control key while pressing Enter, which can be accomplished with your right thumb and index finger).  This has the same result as clicking on 'Save and New' button, but your hands don't need to leave the keyboard.
So....  try this out for a while if you like.  I guarantee that even though it may feel a bit awkward at first, it will become second nature in a short time and will save you a ton of time in the long run!
​Thanks, and I look forward to hearing your feedback!

I am really excited about the New Online version of QuickBooks that is rolling out.   It is being introduced gradually -- New subscribers will have it automatically, and current subscribers are being updated along the way.
It is packed with new exciting and time-saving features and navigation, and I plan to be recommending it in the near future to some of my existing desktop clients -- something I have never really considered before.
So, stay tuned, and if you would like to sneak a peek, please go the Tools and Links tab above, and watch a quick 15-minute video that gives a brief overview and provides the address to go 'play' with a sample company.   You may also want to subscribe to Michelle Long's You Tube videos offered -- she is a fantastic source for all things QuickBooks, and I give her my thanks for providing these wonderful (and free) resources!

Happy February!
I am happy to say the year-end payroll and 1099 reporting is pretty much history, with just a few loose ends to tie up.   On to the information for tax returns!
I am trying to get most of the information out this week, but know that a few will run into next week, and possibly a couple beyond that.   I will try to keep everyone updated as the schedule becomes clear for your work.
I think that is all of the news for now!