How to Clean Up QuickBooks for 2020

Yes, it’s here again: the end of the year. You probably have a lengthy to-do list full of tasks that must be done before December 31. There’s one task—or rather, a series of tasks—that you should definitely add to that list: year-end QuickBooks cleanup. Following the guidelines provided here will do three things. It will:

  • Ensure that you’ve processed every 2019 transaction (or that you know why you can’t).
  • Give you a sense of closure, knowing that you’ve dealt with all your 2019 financial data.
  • Allow you to start your 2020 QuickBooks activities with as clean of a slate as possible.
First Things First

Before you start looking at transactions and running reports, check to make sure that your fiscal year is recorded correctly in QuickBooks. Open the Company menu and select My Company. Click the pencil icon in the upper right to open the Company Information window, then click Report Information in the tabs to the left. This window opens:



Is your company’s fiscal year recorded correctly in QuickBooks? If not, please contact us. Don’t try to fix this on your own.

Account For All Of Your Income

You certainly want to have received all the money owed to you by December 31 if at all possible. So, run a report to see which customers have outstanding, overdue balances. Open the Reports menu and select Customers & Receivables | A/R Aging Summary.

The first column here will read Current. You don’t have to worry about these customers. It’s the next four columns that will require follow-up. If your default payment terms are 30 days, you’ll see columns for 1-30, 31-60, 61-90, and >90. Customers with dollar amounts in those columns have not met their obligations and are past due by those date ranges.

Note: If your default terms are different (like 15 days), you’ll need to customize the report. In the toolbar at the top, you’ll see a field labeled Interval (days). Change it to reflect your own default terms and click Refresh in the upper right corner.

If your report contains only a sea of zeroes in those four columns, everyone is paid up. If not, you can send statements to anyone who is at least one day past due to remind them of what they owe. Open the Customers menu and select Create Statements to see this window:



Partial view of the Create Statements window

Make sure the Statement Date is correct since QuickBooks will use this to calculate aging. Then you can either enter a specific Statement Period or request All open transactions as of Statement Date. If you choose the latter, you’ll most likely want to limit the statements to customers whose payments are overdue. So, you’d click in the box in front of Include only transactions over [your number here] days past due date.

Below these options, you’ll be able to indicate which customers should receive statements. The most common choice is All Customers (who fall into the group you just defined), but you can also send to one or multiple customers, for example. QuickBooks will display a list if you select one of these. The right pane of this window contains several additional options that you can check or uncheck. When you’re satisfied, you can Preview, Print, or E-mail the statements.

Pay Outstanding Bills

You should also try to settle your Accounts Payable before the end of the year. Open the Reports menu and select Vendors & Payables | A/P Aging Summary. Look for dollar amounts in the columns that show aging beyond the first column. You can also run the Unpaid Bills Detail report and look at the Aging column, as pictured here:



Look in the aging column of this report to see which bills are past due and by how many days.

Note: QuickBooks has multiple Preferences that relate to reports and aging. We can go over these with you if you haven’t explored them.

There are other tasks you should complete before December 31, some of which may require our assistance. These include reconciling all accounts, running year-end reports, and clearing any deposits that remain in the Undeposited Funds account. We’re here if you need us now, otherwise we can connect in the New Year.

Share this article...

Want tax & accounting tips and insights?

Sign up for our newsletter.

I confirm this is a service inquiry and not an advertising message or solicitation. By clicking “Submit”, I acknowledge and agree to the creation of an account and to the and .

A Passion For the Alcohol Industry

Breweries & Distilleries

Breweries & Distilleries Are Our Specialty

At Oak City Payments, we have a deep understanding of the unique financial challenges and opportunities faced by breweries and distilleries. With nearly 15 years of experience in the alcohol industry, our team is passionate about this specialized sector. We're here to make sure your business thrives, whether you're crafting small batch bourbon in Asheville or craft beer in Wilmington. We know North Carolina -- and we know alcohol.

Expertise in Brewery and Distillery Operations

Our founder, Allen Jackson, has a background in the alcohol industry. HIs passion drives our commitment to supporting breweries and distilleries at every stage of their journey. Whether you're a startup craft brewery or an established distillery, we have the knowledge and resources to address your payroll, payments, and accounting needs.

Comprehensive Solutions for Alcohol Businesses

From payroll services specifically tailored to the unique needs of breweries and distilleries to wholesale solutions designed to optimize inventory management, Oak City Payments offers a suite of services to support your business. Our goal is to alleviate administrative burdens by providing the tools and support you need to focus on what you do best—crafting exceptional brews and spirits.

Trusted Partner in the Alcohol Industry

Oak City Payments is proud to be a trusted partner for breweries and distilleries across the Tar Heel State.. With our deep industry knowledge and personalized service, we are dedicated to helping alcohol businesses succeed and thrive in an increasingly competitive market. Cheers to a long-term partnership!

Let Oak City Payments relieve your stress today.
Fuquay-Varina-based Tax & Accounting Experts can help you with all areas of accounting, credit card processing, and payroll.