How to Unlock QuickBooks Reports
When you begin using one of the either free or basic versions of QuickBooks, one of the limitations of those particular versions of the software is the number of reports you are able to generate. The Simple Start version is capable of generating only 14 different reports, and the Online Plus version can do 65 different reports. The more advanced versions, the Pro and Premier, can do 100 and 150 reports respectively. The Premier can also generate industry-specific reports in addition to the 150 reports.
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Instructions
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Purchase the upgraded version to unlock these reports not handled by your version. This is the easiest way to unlock these reports. Upgrading from the Simple Start to the Pro version, as of October of 2010, only costs an additional $100. The total cost of the Pro software is $199.95. For access to even more reports, including industry specific reports in the Premier version, an upgrade to the Premier version, as of October 2010, costs an additional $300, for a total of $399.95.
The data does not change with the upgrade; the functionality of QuickBooks changes. In addition to the new reports being unlocked, there are also additional functions that are unlocked, like back-ordering, or the use of the unit-of-measure capabilities.
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Send a company file to your accountant to generate these "locked" reports. Create an Accountant's Copy. Click the "File" button located in the top menu bar. When the menu opens, choose the "Accountant's Copy" option. A window will open and one of the options in this window will be labeled "Client Activities." Click that option and then the "Next" button.
Choose the closing date. The closing date serves as a defining marker that restricts both your access to all transactions prior to the closing date and the accountant's access to all transactions dated after the closing date.
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Enter the email address for your accountant twice. Enter your name and email address. Intuit will use this to let you know that the accountant's copy has been sent and received. Click the "Next" button, and you will be prompted for a password. The password you choose should be different from the one used to access the company file. You will need to communicate this password, and the company file password to your accountant. He won't be able to download the file without the first password, and won't be able to open the company file to create these reports without the second password. Enter this information and then click "Send." Your accountant, in order to have the ability to work with your company file, will have to use the Premier Accountant version. Request that your accountant generate the reports you cannot unlock in your limited version and send the .pdf to you. If you are going to regularly request the same reports, ask your accountant to memorize them from his Premier edition and you can generate these reports indirectly each month.
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Purchase the QReportBuilder. Located on the Intuit Marketplace website, the QReportBuilder will integrate with your QuickBooks software and help you generate any reports that are locked on your limited version. As of October 2010, the cost for this third-party software is $299.00. For this amount of money you could upgrade to the Premium version and more than likely generate the reports you want.
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