Record Keeping Fast 101: Linking Receipts to QuickBooks Transactions Part 1: Intro

How would you like to see the receipt or document related to any QuickBooks transaction virtually instantly on you PC? How would you like mouse-click retrieval of archived files? How would you like an electronic history of receipts by Vendor, Account, Invoice Number, etc.?

If you can type, copy, paste and save files, you can do all of the above. This article introduces a simple method to increase your record keeping accuracy and archive functionality.

WHO THIS METHOD WILL BENEFIT 

• Anyone wishing to save files on the pc and link them to QuickBooks transactions
• Access users and developers
• QODBC users and developers
• QuickBooks consultants
• Paperless or semi-paperless offices
• QuickBooks consultants to recommend this method to clients

THE LEAST YOU NEED TO KNOW

You must at least know how to: 

• enter transactions like checks, bills, credit card charges, etc. into QuickBooks
• save files on your PC

Related articles provide more details and expanded uses of this method. If you still file paper receipts, consider the advantages of electronic filing explained in related articles.

THE PRINCIPLE

All QuickBooks transactions including checks, credit card charges, credit card credits, deposits, invoices, journal entries etc. have one thing in common: a memo. Using QuickBooks memos for phrases like 'fixed clutch" or 'Inv# 12039″ misses a golden record keeping and archiving opportunity.

THE PROCESS

Type a specially formatted memo into QuickBooks that takes only seconds but forever links that transaction to its corresponding electronic file.

Developers, QuickBooks consultants, Database and QODBC users: see related articles on how to apply this method for clients.

WHY NOT USE WINDOWS OR DESKTOP SEARCH TO FIND FILES? 

• This method links files to specific QuickBooks transactions.
• Windows file search and Desktop search can search data within files but scanned documents in image formats have only the file name to represent the contents. This method allows sorting and searching files regardless of format.

ISSUES AND SOLUTIONS

Built-in safety precaution against changing linked memos: memo format insures easy recognition to help users avoid changing linked memos.

Built-in user error provision: file names are logically formatted so that even if users do change the QuickBooks memo, information from the transaction can be used to find the file

SUMMARY

Using a QuickBooks memo to name its associated file (receipts and other documents) can forever link that QuickBooks transaction to the file.

Logical formatting helps avoid and solve possible user created issues. Linking QuickBooks transactions to files enables virtually instant access to receipts filed on the PC for each QuickBooks transaction.

The next article explains the quick and easy memo format.