QuickBooks Tips: Tracking Referrals, Print Saving, Hidden Accounts

by Lynnea Bylund on February 3, 2011 · 10 comments

QuickBooks ProAdvisors and Solutions Providers

A few hot QuickBooks tips from Gene Marks at The Marks Group is always welcomed by our Quick-Books ProAdvisor team.

Tracking Referrals

A client asked if there was an easy way to track referrals in QuickBooks and then pull a report which provides the referral source.

The fastest way to do this is to use a custom field in the customer information screen on the Additional Info tab and call it Referred by or Referral Source.

1) Then you can just type in the information in the field

2) The information is extracted by creating the customer contact report and adding the Referred by field


Documents Waiting for Printing Piling Up

A very frustrated client wanted to know if there was a way to clear the “To Be Printed” check box other than manually unchecking each one.

This is a very common problem for users. They will see multiple documents, such as ivoices, Cash Receipts, Purchase Orders, etc. marked for printing, and they have no need to print those documents. In QuickBooks, the only way to remove those documents from the print list is to open each document, one at a time, and deselect the To Be Printed option.

However, there is a work-around – “Print” them to a PDF printer (there are free versions) and save the file that is created to your desktop – and then delete the file. Works like magic.


Using a Hidden Account

A business owner wants to prevent the data entry employee from seeing and/or posting transactions to the Owner Equity Account. He explained that He made the account inactive, activated it when he was using QuickBooks, and then made it inactive again when he finished working in QuickBooks. He wondered if there was a better way.

Yes there is! The solution is in the fact that you can use a hidden (inactive) account any time you want to. When you’re entering a transaction, don’t use the drop-down list (because of course, the account won’t appear). Instead, enter the account name or number manually. QuickBooks displays a message asking you if you want to use the account just once, or reactivate the account. Click the option to use the account just once. (You can use the account “just once” as many times as you want to.)


1 Kate | Rapid Gigabitz February 3, 2011 at 6:09 pm

i like your ongoing QuickBooks Tips series, especially this one: Tracking Referrals – now I’m one of your RSS reader. Thanks!

2 crackJack February 12, 2011 at 7:00 pm

I like your QuickBooks Tips: I am slowly learing the bookkeeping ropes for my biz. TY!

3 Bijan | Credit Card Processing February 15, 2011 at 4:35 pm

ALL three of your QuickBooks tips were very helpful to our bookkeeper. Thank you for your continued great posts.

4 Catalyst QuickBooks Editor February 17, 2011 at 10:44 pm

We try.

5 Cathey Reels March 5, 2011 at 5:16 pm

Nice post! This really helps me to find the answers to my QuickBooks questions. Hoping that you will continue posting articles having with useful QB information. Thanks a lot!

6 Alveo March 15, 2011 at 11:40 pm

I find myself coming to your blog more and more often to the point where my visits are almost daily now! This one was especially relevant to me as we must track our referrals!

7 Sharice Legace April 4, 2011 at 7:27 am

Excellent! Your site has a bunch comment posts. How did you get all of these readers to look at your blog I’m envious! And great QuickBooks tips too. Thank you!

8 Kaci Wischman April 7, 2011 at 12:20 am

Tracking Referrals tip was very helpful! TY!

9 clive Ridgwell April 28, 2011 at 1:32 pm

I enjoyed reading what you had to say

10 Daren May 4, 2011 at 9:45 pm

This is a fantastic article. Thanks for spreading this informative post. I will visit your blog regularly for a few latest post.

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