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What is the Use Of Snapshots in QuickBooks

QuickBooks offers various ways to get the information related to the customers, and their payments, as well as your company itself. The QuickBooks’ Snapshots cater quick and thorough overviews.

What will you do when you have to get the information in QuickBooks about your customers or about the payments that they’ve made in QuickBooks? In that case, you have several options. For example:-

  • Create a report
  • Go to the Customer pages
  • Click on the Receive Payments which is on the Home Page and then use the Find arrows.

Flexibility is one of the strengths of QuickBooks. It helps in finding the exact information you’re looking for in a number of ways. Whichever you choose at any given time depends on which screen you are working on at that moment and precisely what type of data you require.

A Home Base:

The QuickBooks Desktop version doesn’t have a ‘dashboard’ like the online financial applications have.

QuickBooks Enterprise and desktop version

In Dashboards, rather than just providing the navigational tools and menus, the Snapshots will display charts & grids and the lists will represent the data that you want to see when you first log on.

For example, account balances, summaries of income & expenses, high-priority tasks, and links to related activity screens. Usually, you can customize these.

The Reminders in QuickBooks will tell you what needs to be done either today or soon. However, they don’t reveal anything about the financial status but Snapshots do. There are usually three versions: i.e. Company, Payments, and Customer.

Figure 1:

The Customer Snapshot of QuickBooks summarizes each and every activity and history of the customer in a one-page view.

Many Sections:

Look at the Customer Snapshot to see how these actually work. In order to find it, click on the Snapshots which is in the left navigation pane. When the window opens, you have to make sure that the Customer tab is active; if not, click on it. To select a customer, click on the arrow which is next to the ‘CUSTOMER’ field in the center of the top.

There you will see three columns of information. The left pane will display some commonly sought numbers such as Total Sales and some numbers that you might face problem in finding any other way such as Average days to pay, etc.

In the middle of it, you will see Recent Payments and Recent Invoices. The right section includes customizable graphs, Sales History, and the Best Selling Items.
This will be the default layout, and when you first open the Company Snapshot, there you will see the information boxes.

To remove any of them, you have to click on the X button which is in the upper right corner. You can restore them any time by just clicking the arrow which is next to Add Content in the upper left corner and then by clicking on the (+) Add button which is next to the one you want.

You are also allowed to move the blocks in different positions on the page. You just have to grab one by clicking on the header, holding it, and by dragging it to the selected position and releasing it.

Personalized Pages:

Figure 2: You are allowed to add, delete, and move the blocks of data in and around the Customer Snapshot.

The users who’ve been assigned access to the data contained in each Snapshot can customize their own views by adding or by deleting the sections and by rearranging them.

So that, each employee can have his/her own different-looking Snapshots, though the real-time data will be the same.

Note: If you’ve given the access to QuickBooks to your employees besides yourself, then it is important that you assign the permission levels to them. You obviously don’t want everyone to see and edit everything in your file.

Other Snapshots:

There are other two Snapshots which are more complex, that containing more data options. However, they can be customized in the same ways that you’ve personalized the Customer screen.

The Payments Snapshot can provide you a quick update regarding the things like Recent Transactions and A/R (Account Receivable) by the Aging Period.

The Company Snapshot allows you to display up to 12 charts and lists, that include:-

  • Account Balances
  • Customers Who Owe Money
  • Expense Breakdown
  • Vendors to Pay

This would be the best page to use as your dashboard or we can say home page, especially since it can also show you your Reminders. When the Company Snapshot open, go to Edit> Preferences> Desktop View> My Preferences and then click on the button which is in the front of Save current desktop. Now, remove the checkmark in front of Show Home page when opening a company file.

Snapshots of QuickBooks can get you speed up quickly on the critical elements of your accounting file, but there are some other reports that you have to run on a regular basis. These reports include complex standard financials reports that require an expert analysis.

QuickBooks Hosting Benefits

We hope, this can help you interpret these, and you can also make smarter and more informed business decisions. Apart from that, QuickBooks hosting also helps you in accessing your company data quickly and easily anytime from anywhere.

Read More – Benefits of QuickBooks     and Quickbooks Add-on

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