When you purchase the latest version of QuickBooks, the software automatically comes with what is called Release 1.0. Throughout the remainder of the year Microsoft updates their Windows applications. These updates often interfere with the day to day operation of QuickBooks, so Intuit creates a “patch” to fix any issues that may arise. These “patches” will also sometimes address compatibility issues with third party software. Sometimes you’ll need to update QuickBooks manually, though you can set the software to perform automatic updates as well.
Setting up Automatic Updates
Click on the QuickBooks “Help” menu. The “Help” menu is found in the upper menu bar. Scroll down to the “Update QuickBooks” tab and click on it. The “Update QuickBooks” window has three tabs: “Overview,” “Options” and “Update Now.”
Check the bold print in the second paragraph of the “Overview” tab. The line will read, “Automatic Update is” and then it will say “On” or “Off.” If it hasn’t been set up previously, the automatic update will be “Off.” If you wish for the software to regularly check online with Intuit services for the latest updates or releases, click on the “Options” tab.
Click the “Yes” box for “Automatic Update.” Note the location of the download file in case you need to find the update. This information is found just below the label “Download Location.” Look at the “Updates” list in the lower portion of the window and click next to each type of update you wish to have automatically downloaded. There are nine different types of updates to choose from.
Choose which ones you will need from the nine available types of updates. The first is the “Service Messages.” These are messages that pop up in everyday use of QuickBooks that can contain important information about compatibility issues and more. The second is the “Payroll Updates” which you will need if you subscribe to the Intuit payroll service as tax forms and tables will be updated many times throughout the year. The third, fourth and fifth updates are all payroll related: “Federal Forms,” “Forms Engine” and “State Forms” respectively.
The sixth is the “Employee Organizer,” primarily for any changes to employment law that would involve getting more information from an employee. The seventh is the most important as this involves the “Maintenance Releases” that will patch any issues with compatibility. The eighth is “Help,” which updates the instructions in the QuickBooks help dictionary. The ninth is the “Accountant” update which addresses problems with sending accountant copies and tax law changes not related to payroll.
Check the updates you wish or click on the “Mark All” button and then on “Save.” Your QuickBooks software will now automatically update itself.
Manually Updating QuickBooks
The “Update QuickBooks” window from the “Help” menu. When the window opens, click on the “Update Now” tab. Note the table in the center of the window and scroll down the table. Look under the “Last Checked” column. The date for each of the updates should be a recent one. If it isn’t, click on the “Get Updates” button.
Click “OK” in the “QuickBooks Information” window. When this window opens, it will let you know if there is a current release ready to be installed into the software. This update will install the next time you open the QuickBooks software. If you wish to update the software immediately, close out of the QuickBooks program and restart it.
Click the “Install Now” button. The warning window will pop up letting you know that the update installation may require a restart of the computer. Click the button and wait for the installation wizard to complete the process of installing the update. This may take a few minutes so be prepared to wait. If prompted to restart the computer, do so.
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