If you are using QuickBooks Pro or Premier, why upgrade to QuickBooks Enterprise? Let me first list the traditional features that make the QuickBooks Enterprise platform unique and a significant upgrade compared to QuickBooks Pro, Premier, and Accountant (which I will refer to collectively as “QuickBooks Desktop”) editions:
- The principal reason why you should upgrade to QuickBooks Enterprise is that the database is designed for larger data files than what Pro and Premier can handle. You can surpass the recommended limit of 250mb for a company file and still work securely. In addition, QuickBooks Desktop has a limit of 14,500 records in lists, such as items and customers.
- QuickBooks Enterprise was built with Windows terminal services (remote desktop service built-in Windows Servers Operating Systems) in mind, which means that it works optimally with multiple users connected to the same Windows Server, whether locally or remotely.
- QuickBooks Enterprise is optimized to work in a local area network (multi-user system); therefore, it works faster and is more stable than QuickBooks Desktop when working with multiple, simultaneous users. Additionally, QuickBooks Enterprise can have up to 30 users, while Premier/Accountant is limited to 5 and Pro is limited to 3.
- QuickBooks Enterprise can have up to 15 custom item fields and 12 custom name fields, whereas Pro and Premier are limited to 5 and 7, respectively. Additionally, in Enterprise the custom fields can be set with input specifications, and even drop down menus. The additional custom fields are designed to capture even more data that can be used to search or filter on custom reports.
- Enterprise can search items within transactions, such as Purchase Orders and Invoices, which is a great plus for larger databases with lots of similarly named items!
- Enterprise has the ability to add Advance Inventory and Advanced Pricing Features.
- Enterprise gives you the ability to set up roles and specific task-based user security access. QuickBooks Desktop has a very limited user-permission scheme.
- Another Enterprise feature is US-based technical support, and you can automatically upgrade to the latest versions available, with an active Full Service Plan.
- With Enterprise, you can consolidate reports from multiple QuickBooks files into one combined financial statement in Excel.
Those are CORE traditional features that make QuickBooks Enterprise a more robust option than QuickBooks Desktop. Now, I would like to walk your through some of the exciting new features and improvements that are exclusive to QuickBooks Enterprise over the past 5 years. Why 5 years worth? Well honestly, I first became a RAGING fan of QuickBooks Enterprise in October of 2011, when version 12 came out, and I have been following every single improvement, no matter how small since then…
QuickBooks Enterprise 12 (2012)
- FIFO Inventory Costing*: An alternative to the traditional (check out my article on Avg. Cost method at Intuit’s Accountant Blog).
- Enhanced Inventory Receiving: Separates the receiving process from the accounts payable process, which is great to maintain separation of the receipt date of inventory from the bill date.
- Serial or Lot Number Tracking*: You can now track individual inventory items by serial number or by lot number.
- Automatic Price Markup: You can configure the MARGIN or the MARKUP of an item to be fixed, and QuickBooks will automatically update the sales price if the cost changes.
- Find and Select Items: Very fast way to search for an item by name or description within a sales form, such as an Invoice.
*Advanced Inventory Add-on required
QuickBooks Enterprise 13 (2013)
All the new features from 2012, plus:
- Automatic PO: Ability to create a Purchase Order automatically to stock up to recommended levels.
- Default Classes: Ability to automatically assign a class in transactions to a Name (Customer/Vendor/Employee), item or Account.
- Bin Location Tracking*: Inventory sub-locations within one location, allowing you to track inventory by bin number.
- Bar Code Scanning*: Basic functionality, allowing bar code scanning whenever selling or receiving inventory has been added.
*Advanced Inventory Add-on required
QuickBooks Enterprise 14 (2014)
All the new features from 2013, plus:
- Sales Rep and Custom Fields in Vendor Transactions: Now, you can add a sales rep or custom field to checks, bills, and credit card charges.
- New Contractor Reports: New true WIP Summary Report, with percentage of completion calculation and Committed Costs by Job Report, as well as calculated costs of open purchase orders and timesheets assigned to jobs.
- New Assembly Features for Manufacturers: Ability to automatically build assemblies with subassemblies, quickly remove or replace discontinued components in an assembly, and the option to auto calculate cost of assembly items, based on Bill of Materials.
- Added Max reorder points to Auto PO: Instead of single reorder point, Auto PO feature suggests the quantity to order.
- Advanced Pricing*: Enterprise now adds Price Rules, which supersedes Price Levers, and also adds advanced pricing functionality, including expiring discounts, quantity discounts, and package conditional pricing.
*Advanced Pricing Add-on required
QuickBooks Enterprise 15 (2015)
All the new features from 2014, plus:
- Disallow Negative Quantity on Items: This is a HUGE feature. For the first time, you can disallow users to sell (invoice or sales receipt) items that have less quantity than the amount being sold.
- Accompanying Negative Item Listing Report: With all the items that are currently on negative quantity on hand, it’s great to catch inventory errors.
- Shortage Report: List of all items needed, in order to build an assembly that falls short and is marked as pending. Also, there’s an Inventory Shortage Detail Report with all pending builds and items required to be able to completed the assembly.
- Report Filter enhancements: Ability to hide zero quantity on hand, and only show full assemblies on Inventory reports.
- Transaction Improvements: Subtotal on item quantities and custom fields, ability to sort by any column, print footer on last page only, and alternate gray lines available when printing/PDF transactions.
- Cost available on Sales Forms: This includes Sales orders, Invoices, and Sales Receipts, previously only available on Estimates.
- Hide opening balances on items and names: Option to disallow users from putting in this information, when creating new item, customers, or vendors.
- Disallow selling to overdue customers: Optional feature to prohibit users from creating invoices for customers that have at least one unpaid invoice that is aging beyond due date.
- Advanced Reporting: Fully customizable pivot-style advanced reporting within QuickBooks Enterprise.
QuickBooks Enterprise 16 (2016)
Finally, on to QuickBooks Enterprise 16 (2016) NEW FEATURES**:
All the new features from 2015, plus:
- Batch Delete/Void Transactions: Now it is possible to delete checks, invoices, or bills in batch! Great for error correction.
- All Accountant Tools are now available in QuickBooks Enterprise: Batch Enter Transactions, Batch Reclassify Transactions, Client Data Review, Write-off Invoices.
- Bill Tracker: This is the counterpart to Income Tracker, introduced in 2014, where you can view and organize all the Vendor-related transactions: Purchase Orders, Bills, etc.
- Bulk Clear Send Forms: A fast way to clear all transactions marked to be “sent later.”
- Auto Copy Ship-To Address: This is great for companies converting Sales Orders to Purchase orders with DROP SHIP.
- This Fiscal Year-to-Last Month report filter: The most common date range used by QuickBooks users is now available in 2015.
- Rebuild Data and Verify Data Updated: When you verify or rebuild the QuickBooks company file, the program generates a great report on what has been fixed, and what cannot be fixed.
- Custom Field Filtering on Item Reports: Finally, you can use custom fields in inventory items as filters on reports. Great for creating Inventory categories without the need to use Subitems!
- Label Printer Support: You can now print labels on single roll continuous labels, instead of being limited to regular printers only.
- QuickBooks Statement Writer now works with Microsoft office 2013!
- Column Sorting on customer payment screen is now available.
- Updated Advanced Reporting: Now with more ready-to-use templates.
- Enhanced Assembly Shortage Report: Great report to pinpoint inventory issues during the assembly process.
- E-Invoicing has replaced the old IPN system, providing a more streamlined electronic payment process for Invoices.
- Improved Subtotal Item: Now you can multiply any numerical value (Amount, Price, or any Custom Field), useful for calculating total weight.
- Expected Updates: Ever since the QuickBooks Enterprise 2015 R6 update, Intuit has shown that it is possible to release smaller feature updates “Delighters” without having to wait for the next annual release. So it is possible that we will see more improvements during the 2015-2016 fiscal year. I will keep you updated.
Who is the target audience?
- Any QuickBooks users working with ENTERPRISE edition