CenterForProductivity.com

Category: Tools

Tools that make running your business easier

  • QuickBooks-Changing Sales Tax Rate

    You are already using QuickBooks to run your business accounting and have sales tax items. Your state sales tax agency changes the current rate of sales tax to be collected (for instance sales tax went down in the state of California effective 7/1/11  see  http://www.boe.ca.gov/news/pdf/l277.pdf for details). How is this handled in QuickBooks?

    1. Add a new Sales Tax Item for the new rate. (You may have more than one.) Do NOT change the rate in the existing Sales Tax Item.  While it may look ok, it will not properly calculate your Sales Tax Liability.
    2. Make the old Sales Tax Item(s) inactive.
    3. In Preferences, change the sales tax field to the new Sales Tax Item.  (Edit, Preferences, Sales Tax)

    Now any new invoices or sales receipts you create FOR NEW CUSTOMERS will use the new sales item.

    EXISTING CUSTOMERS have a default sales tax item assigned to their record. Rather than going into each Customer, just change it as you enter transactions.  Follow these steps:

    1. When you create an invoice, you will get a message that you are using an inactive item. Choose “Use it once”.
    2. Enter the information in your invoice like you normally do. In the Tax field, choose the new Sales Tax Item in the drop down list.
    3. When you save the invoice, you will get a message that the information has changed, with reference to the Tax Item. Click “Yes” to save this as the default for this Customer.

    If you need to see a visual of all of this, check out this post at Practical QuickBooks.

    Have another QuickBooks or small business issue? Don’t hesitate to ask!

  • Technology Tip: Tool to Create Free PDF Documents

    Need to create occasional sales flyers or price lists in a graphics software and then email the files to your distributors? Need to make the file small enough to send through email due to all of the pictures? Really don’t want your distributors to be able to easily edit the file?

    An easy solution is to save the file as a PDF type file. If all you need to do is create an occasional PDF file, then you probably don’t need to purchase the Adobe software to perform this task. (You probably have the free Adobe reader to view files but can’t create them.)

    If your computer or office suite software doesn’t already have something, we suggest using PDF995, available for free at www.pdf995.com. It installs a print driver so when you want a PDF-type file, you print to the PDF995 printer and the file is saved in a PDF format ready for you to attach to an email and send.

    For $9.95 you can purchase the software so you don’t see the advertising banner – for many occasional users this is no problem. Some other free PDF tools place a footer in your document listing the name of the product until you purchase the software. PDF995 doesn’t do this.

    I’m sure there are others out there but this product works!

    (This was originally posted in 2005 but I can still recommend the tool today.)

    Creative Commons Licensephoto credit: Kirsty Andrews

  • Paper Chase: Can You Find Anything in Your Paper Files in 5 Seconds or Less Like I Can?

    Can you find anything in your paper files in 5 seconds or less like I can?

    How long does it take you to find a piece of paper on your desk or in your files? Is it stored under “Car” or “Toyota”? Is it in Suzi’s desk, Jim’s desk or the central files? For years now, I’ve had a filing system that really works! I don’t have to remember where I filed something or worse yet, where my assistant filed things, because I have a tool to help me remember. I use a filing system software tool called Taming the Paper Tiger.

    So, how can you get your paper files in order?

    Types of Files

    First, organize your papers by category to determine the different types of files you should have. If you already have a filing system, you may have designated different filing cabinet drawers for broad categories. For example, small businesses use file headings like Active Clients, Inactive Clients, Company Information, Financial and Reference. Larger companies break down their files even further, adding classifications such as Accounts Payable and Contracts.

    Many home-based businesses use the same filing system for their business and home and will need Financial and Reference files for their personal papers. Everyone has Action or Project files. This basic structure is the most important part of any filing system. I compare it to the Chart of Accounts for your accounting system. You only want to do it once.

    Use Tabs

    Once you’ve determined the types of files you need, label them appropriately. (Yes, that is what those plastic tabs in the box of folders are for.) Use Taming the Paper Tiger software to print your labels onto tabs. With Avery Worksaver Inserts, you just load the sheets in your printer and print out 30 at a time. Tear them apart and stick them in the tabs. The software comes with pre-printed Reference and Action tabs. If you’re setting up your system manually, write the file name onto each tab. The software automatically numbers your tabs: Active Client 1, Active Client 2, etc. With this system, you’ll never have to make up tabs again or change folders around.

    Sort the Piles of Paper

    Start with the papers on your desk. Choose which ones you need and which you can toss. Use the “Art of Wastebasketry” questions in Taming the Paper Tiger to help. If you can toss it now, do it! As you organize your papers into files and folders, input the file names into the software. If you already have folders set up, file your papers now. Watch the piles diminish in size. Be sure to set a time limit for this project. I can’t tell you how many clients keep at it because they sleep better at night knowing where everything is. I can almost bet you’ll find something of value too! When I was setting up filing systems in people’s offices, on every job we would find money or an important document that had monetary value.

    Print a File Index

    At the end of each major filing session, print a new index, using one of the reports available in your Taming the Paper Tiger software or type the names of your tabs in a table in your word processor, if you are doing this manually. The report prints out all the files in alphabetical order. The key to any good filing system is having a file index. Then you don’t have to get up and open the filing cabinet drawers to see what is in there. You can now even see what is in off-site storage.

    Make Time to Process New Paper

    You may not finish this project all at once because new paper will always find its way into your in-basket. Schedule time on your calendar to process your papers each day. Usually 15 minutes or less will be sufficient. Use the same Art of Wastebasketry questions to move paper to the next action place. Whew! No more piles everywhere. Your papers are organized!

    Taming the Paper Tiger software comes with a tutorial that describes the entire process, using pictures and video clips. Plus, there is a lot of help from the vendor. If you need additional help, contact us at the Center. Just get started! We want to see you find anything in your files in five seconds or less like we can!

    (This article was originally published in 2005.)