Introduction to QuickBooks

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Author: Francisco Garcia de Quevedo, CPA

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Introduction To QuickBooks

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What is QuickBooks?QuickBooks is a program or software designed for business. The program can memorize a vast amount of information about the business. Once saved the data, the program can sort it, calculate and report it as required by the business. The best description of the program is to represent it as an Administrative Assistant or "Super Secretary".

*** Introduction ***

How The Program WorksThe program is basically a digital or computer file where data is stored to be then modified, sorted and reported according to the instructions of the user.

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How To Comunicate With The Program

We communicate with the program or transmit data and information through electronic forms.

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The information is stored in two basic files

1. File for transactions or records.2. File for permanent information or lists.

List Archive Transaction Archive

List ArchiveIn this file the program keeps the information which is used for transactions. Example, the name, address, and other information of a client which is used repeatedly in the invoices.Significant List are:• Clients Data• Vendors or Suppliers Data• Employees Data

List File

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Transactions ArchiveIn this file information or data on financial activities such as checking invoices, payments, deposits at the bank, etc.The Significant Transactions on this file are:

• Cash debit and credit transactions • Payroll transactions• Sales transactions

Transaction File

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*** Instructions ***

How To Give Instruccions To The Program

It is easy to give instructions to the program. You don’t need to be a programmer, the instructions are already pre-programmed in the menus. 1. Main Menu2. Toolbar3. Icons

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*** Instructions ***

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Main Menu

ToolBar

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The program instructions are in the main menu. The toolbar that is located under the main menu can be modified to include the instructions most used. The toolbar can be modified to the users benefit

*** Instructions ***Sub Menus

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When you press the main menu, a window will open with the sub menus.

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*** Data Entry ***Data is entered through Electronic Forms

ElectronicForms

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We communicate with the program to enter information or data. The program provides electronic forms similar to the physical form to facilitate the entry of data. Next we will show you the most common electronic forms.

Client Data Electronic Form

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Vendor’s Electronic Form

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Employee’s Electronic Form

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Items Electronic Form

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Check Electronic Form

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Credit Invoice Electronic Form

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Sales Receipt Electronic Form

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Vendor’s Bill Electronic Form

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Bank Reconciliation Electronic Form

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*** Reports ***The data is sorted and calculated to create reports of financial

information

From the data the program produces reports

Statistical and Managerial Reports

Financial Statements

*** Reports ***

The reports provide vital and important information to manage your business. Next is a summary of available reports.

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Traits For a Successful Businesses• Flow of Prospects to convert into clients• Excellent product or service• Repeat sales system• Complete Financial Information• Compliance with “Rules of The Game”

Quickbooks Provides The Infrastructure For A Successful

Business

Speaking From Experience

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