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Differences between Small Business Accounting/Office Accounting and QuickBooks


As you begin using QuickBooks, there are some important differences between QuickBooks and Microsoft® Small Business Accounting/Office Accounting that you should be aware of. For more details on how QuickBooks handles these items, see the QuickBooks Help.

Names and addresses

Addresses for companies, customers, vendors, and employees are entered differently in QuickBooks than they are in Small Business Accounting/Office Accounting.

  • In Small Business Accounting/Office Accounting, you enter each part of the address in its own field.

  • In QuickBooks, you enter addresses in a free-form, four-line field. This means you can enter the address in any format you want.

To make addresses in Small Business Accounting/Office Accounting appear the way you want in QuickBooks, make sure that they use the standard U.S. Postal Service format. If necessary, you can edit them after the conversion.

Billing and shipping addresses

  • Small Business Accounting/Office Accounting has the following address types: Business, BillTo, ShipTo, Warehouse, Home, Legal, Postal, and Other.

    QuickBooks has only a billing address and shipping address. In QuickBooks 2009, you can have one billing address and unlimited shipping addresses per customer. In earlier versions, you can configure multiple shipping addresses by setting up different customer jobs.

    • If Small Business Accounting's/Office Accounting's BillTo address is empty, the QuickBooks Bill To address is set to the Business address.

    • If Small Business Accounting's/Office Accounting's ShipTo address is empty, the QuickBooks Ship To address is also left empty.

  • QuickBooks uses only one Alternate Contact. Only the first Alternate Contact will be used.

  • QuickBooks assigns only one Credit Card to a vendor or customer. Only the first Credit Card will be used.

  • QuickBooks assigns only one E-mail Address to a vendor or customer. Only the first E-mail Address will be used.

Customer jobs

Job costing is a way to track the expenses for a job and then to compare those expenses to the job's revenue. This comparison tells you which jobs make money and which do not.

In QuickBooks, jobs are associated with individual customers and are managed via the Customers & Jobs list.

Job costing information is not converted from Small Business Accounting/Office Accounting to QuickBooks.

Charging and paying sales tax

If you are required to collect sales tax for the products or services you sell, you must pay it to a tax agency on a regular schedule. You must follow the rules and regulations for collecting and paying sales tax in your tax district (city, county, state).

  • In Small Business Accounting/Office Accounting, the sales tax rates are set up as sales tax groups. Each sales tax group is made up of at least one sales tax code. All sales tax districts in Small Business Accounting/Office Accounting (whether exempt or not) are converted as sales tax items. During the conversion to QuickBooks, all Small Business Accounting/Office Accounting sales tax groups are converted to sales tax group items. Sales tax group items can contain one or more sales tax items (Small Business Accounting/Office Accounting tax codes).

  • In QuickBooks, sales tax items are used to track the sales tax rates and the tax agencies you pay. QuickBooks uses sales tax codes to track the taxable status of your customers and the products and services you sell.

Setting up sales tax items involves these general steps:

  1. Set up your tax agencies (to whom you pay your collected sales taxes) as a vendor in the vendor list.

  2. Set up individual sales tax items. These items are the components of the sales tax group items. For example, you can have a state tax and a county tax that are combined to create a sales tax group item.

Setting up sales tax for customers

Each customer must be assigned a default sales tax item or group and sales tax code in QuickBooks. QuickBooks will select the sales tax item that matches the tax group listed in the Small Business Accounting/Office Accounting customer record. All customers will be assigned as "taxable" for their sales tax codes.

See also

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