QuickBooks | Startup and Quick Reference Guide
Installation
Setup
KeyConcepts
EssentialTasks
NewFeatures
CopyrightCopyright©2007IntuitInc.Allrightsreserved.Firstprinting,September2006
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Important
Terms,conditions,features,serviceofferings,prices,andhoursreferencedinthisdocumentaresubjecttochangewithoutnotice.WeatIntuitarecommittedtobringingyougreatonlineservicesthroughQuickBooks.Occasionally,wemaydecidetoupdateourselectionandchangeourserviceofferings,sopleasecheckwww.quickbooks.comforthelatestinformation,includingpricingandavailability,onourproductsandservices.
My QuickBooks License Number: _______________________________________________
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Contents
1 | Welcome 1
Welcome 2How to Use This Guide 2
2 | InstallingandSettingUpQuickBooks 3
What’s in this chapter 4Hardware and software requirements 5
Processor,memory,anddiskspaceforQuickBooksonWindowsXP 5Processor,memory,anddiskspaceforQuickBooksonWindowsVista 5Additionalhardwareandsoftware 5Integration/compatibilityrequirements 5Firewallandantivirussoftwarecompatibility 6Multi-userinstallationrequirements 6Networksetup 7
Installing QuickBooks 8Newuserinstallation 9Existinguser(upgrader)installation 10
Troubleshooting installation problems 13Registering QuickBooks 15Getting the latest updates to QuickBooks 16Converting data from other applications 16
Quicken 16QuickPayrolltoQuickBooksPayroll 17Excel 17QuickBooksProforMacintosh 17Peachtree 17QuickBooksOnlineEdition 18MicrosoftOfficeAccounting 18
Setting Up Your Company in QuickBooks 19Createyourcompanyfile 19Completingyourcompanysetup 21
Next steps 25
3 | LearningQuickBooks 27
Getting Around QuickBooks 28UsingtheHomepagetomovearoundinQuickBooks 28FindingyourdataintheQuickBooksCenters 29Displayingmultiplewindowsoronewindow 31Addingiconstotheiconbar 31
Getting Answers to Your Questions 32Freehelpandsupport 32Paidsupport 32Usingin-productHelp 33
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CheckouttheQuickBooksLearningCenter 36UsingtheQuickBooksCoach 37WorkingwithaCertifiedQuickBooksProAdvisor 37
QuickBooks Basics 38HowtoworkwithQuickBookslists 38Writingchecksversuspayingbills 41
4 | EssentialTasks 43
Setting Up Your Business 46ChangingQuickBookstoworkthewayyoudo 47AddinganAccount 49AddingCustomers 53AddingVendors 55AddingItems 57Enteringanopeningbalanceforsalestaxliability(whatyouowe) 67SettingupyourPayroll 69SettingupEmployees 73
Money In 74CreatinganEstimate 75CreatinganInvoice 77EnteringSalesReceipts 79ReceivingaPayment 81MakingaDeposit 83
Money Out 84PayingBills 85WritingChecks 87IssuingCreditsorRefunds 89PayingEmployees 91
Managing Your Business 92UsingReportstoseehowyourbusinessisdoing 93Memorizingareportforreuse 95AdditionalServicesandSolutions 96QuickBooksSolutionsMarketplace 97
5 | NewFeatures 99
What’s New in QuickBooks 2008 100QuickBooks Pro Edition 100QuickBooks Premier Edition 102Accountant Edition features 102
6 | FrequentlyAskedQuestions 105
Index 107
KeyboardShortcuts 113
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WelcomeWelcometoQuickBooks.Whetheryou’vebeenrunningyourbusinessforyearsorarejuststartingout,havinganorganized,efficientwaytomanageyourbusinesscansaveyoutime,money,andalotoffrustration.
UsethisStartup and Quick Reference Guidetogetupandrunningasfastaspossible.Inthisguide,you’lllearnabout:
•HowtoinstallQuickBooksandsetupyourcompanyfile
•ImportantQuickBookstermsandconcepts
•HowtogetaroundinQuickBooks
•Wheretolookforhelpwhenyouhavequestions
•Howtoperformcommontasks
•NewfeaturesforQuickBooks2008
Note: Since this guide covers multiple editions of QuickBooks, the name “QuickBooks” is used to refer to any of these editions. When information in this guide applies to a specific edition of QuickBooks, the specific edition name will be used.
How to Use This Guide
Page
5 VerifythatyourcomputermeetsQuickBookssystemrequirements
Page
8 InstallQuickBooks
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11 Updateyourcompanyfile(upgraders)
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16 Convertdatafromotherapplications
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19 Createandsetupyourcompanyfile
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32 Learnhowtogethelpifyouhavequestions
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44 LearnaboutessentialQuickBookstasks
Page
100 LearnaboutnewfeaturesinthisversionofQuickBooks
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Installing and Setting Up QuickBooksNote: If you want to convert data from Quicken, follow the installation instructions on page 8 and then refer to “Converting data from other applications” on page 16.
What’s in this chapter
Page
5Hardwareandsoftwarerequirements
Page
8 Installationoverview
Page
9Newuserinstallationandsetup
Page
10Existinguser(upgrader)installationandsetup
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13 Troubleshootinginstallationproblems
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15 RegisteringQuickBooks
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16 GettingthelatestupdatestoQuickBooks
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16 Convertingdatafromotherapplications
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19 SettingupyourcompanyinQuickBooks
5
Installing QuickBooks
Hardware and software requirements
Processor, memory, and disk space for QuickBooks on Windows XP•Atleast1.8GHzprocessor(2.0GHzrecommended)
•Atleast256MBofRAM(512MBrecommended)forasingleuser
•Atleast512MBofRAMformultiple,concurrentusers
•1GBofdiskspace(additionalspacerequiredfordatafiles)
Processor, memory, and disk space for QuickBooks on Windows Vista•Atleast2.0GHzprocessor
•Atleast512MBofRAM(1GBrecommended)
•1GBofdiskspace(additionalspacerequiredfordatafiles)
Additional hardware and software•WindowsVista™,WindowsXP(SP2orlaterrequired),Windows2003Server,orWindows
Server2008(databaseonly;notclient)operatingsystem
•4xCD-ROMdrive
•Optimizedfor1024x768;supports800x600usingSmallFontsinyourWindowsControlPanelDisplaysettings
Integration/compatibility requirementsQuickBooksiscompatiblewiththeseproducts,whicharesoldseparately.
•IfyouplantousefeaturesthatintegratewithMicrosoft®WordorMicrosoftExcel(suchasforpreparinglettersorforimportingandexportingQuickBooksdataandreports),youneedMicrosoftWord2000,2002,2003,or2007orMicrosoftExcel2000,2002,2003,or2007.(MoreRAMenhancestheuseofthesefeatures.)
•Ifyouwanttosynchronizewithcontactmanagementsoftware,youneedMicrosoftOutlook2000,2002,2003,or2007.ContactsynchronizationwithOutlookrequiresQuickBooksContactSyncforOutlook(downloadableforfreefromwww.quickbooks.com/contact_sync).
•CompatiblewithQuickBooksCustomerManagerv2.0andlaterandQuickBooksClientManagerv2.0andlater.
•CompatiblewithQuickBooksPointofSale4.0andlater.
•BusinessPlannerfunctionalityrequiresAdobeReader5.0andlater.
•QuickBooksPayrollsubscriptionsandonlinefeatures/servicesrequireInternetaccesswithatleasta56Kbpsconnectionspeed(DSLorcablemodemrecommended).
ClientManager,compatibilitywithQuickBooksCustomer>Manager,compatibilitywithQuickBooksMicrosoft>Excel,integratingwithQuickBooksMicrosoft>OutlookintegratingwithQuickBooksMicrosoft>Word,integratingwithQuickBooksrequirementsintegrationQuickBooksPayrollrequirements
ClientManager,compatibilitywithQuickBooksCustomer>Manager,compatibilitywithQuickBooksMicrosoft>Excel,integratingwithQuickBooksMicrosoft>OutlookintegratingwithQuickBooksMicrosoft>Word,integratingwithQuickBooksrequirementsintegrationQuickBooksPayrollrequirements
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Firewall and antivirus software compatibility Ifyouusefirewallorantivirussoftware,QuickBooks2008hasbeentestedwiththefollowingproducts.
•MicrosoftWindowsXPFirewall(alleditions)
•MicrosoftWindowsVistaFirewall(alleditions)
•SymantecNorton®AntiVirus,InternetSecuritySuite
•McAfeeAnti-Virus
•TrendPC-Cillin
•ZoneLabsZoneAlarm
InsomecasesitmightbenecessarytoadjustsettingsintheseproductstoensurethebestpossibleperformancewithQuickBooks.Formoreinformationaboutfirewallconfiguration,searchfor“firewallsettings”inthein-productHelp.
Using firewall software on a network
IffirewallsoftwareisrunningwhileyouinstallQuickBooks,apromptwillaskifyouwanttoallowQuickBookscomponentstohaveaccesstothenetwork.ForQuickBookstooperateproperly(especiallyinamulti-userenvironment)thesecomponents(FileManagement.exe, QBDBMgrN.exe, QBGDSPlugin.exe, and QBW32.exe)mustbeallowedtoaccessthenetwork.
Differentfirewallsoftwareapplicationsusedifferentlanguageswhenpromptingyou.BesuretochooseanoptionthatdoesnotblockconnectionstoQuickBookscomponents.Also,somefirewallandantivirussoftwarecanaffectQuickBooksperformance.Ifyouexperienceperformanceissuesyouthinkarerelatedtoyourfirewallsoftware,refertothefirewalldocumentationorcontactyourfirewallvendorforassistance.Formoreinformationaboutfirewallconfiguration,searchfor“firewallsettings”inthein-productHelp.
Multi-user installation requirementsQuickBooksenablesyoutohaveuptofiveusersaccessQuickBooksfilesonanetworkatthesametime.
Inamulti-userenvironment,QuickBooks(ortheQuickBooksServer)mustbeinstalledonthecomputeronwhichthecompanyfileisstored.EachusermusthaveaQuickBookslicenseandmust:
•HaveavalidLicenseNumberandProductNumber.Fora3-UserValue-Pack,usethenumbersfromtheValuePack.
•InstallthesameversionyearofQuickBooks.Forexample,allusersmusthaveQuickBooks2008.
•Haveread/writeaccessandcreate/deleterightstothedirectorywherethecompanyfileisstored.
Toenableotheruserstoworkinthecompanyfile,thecompanyfilemustbestoredonacomputeronyournetwork,andyouneedtocompletesomeadditionalinstallationandsetupstepsonthecomputerwherethecompanyfileisstored.
firewallsoftware>compatibilityantivirussoftwarecompatibilityfirewallsoftware>usingonanetwork
firewallsoftware>compatibilityantivirussoftwarecompatibilityfirewallsoftware>usingonanetwork
company>filesharinginstalling3-UserValuePackmulti-userinstallationrequirementsrequirementsmulti-usermode3-UserValuePack,installing
company>filesharinginstalling3-UserValuePackmulti-userinstallationrequirementsrequirementsmulti-usermode3-UserValuePack,installing
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Installing QuickBooks
Note: The number of users who can access the company file at the same time is determined by the number of licenses you purchase, up to a maximum of 5 users accessing the file at the same time.
Network setup
For network hosting setup
TorunQuickBooksinanetworkhostingenvironment,youmusthaveWindows2000,XP,orMicrosoftVistainstalled.
Inanetworkhostingenvironment,eachcomputerhasitsownfullversionofQuickBooksinstalled;however,theQuickBookscompanyfileislocatedononlyonecomputer,whichmustbeturnedonandavailableonthenetwork.Networkssetupforhostingfilesdonotuseadedicatedfileserver,soasingle,dedicatedcomputerisnotrequiredtosharefiles.Thus,allthenetworkedcomputershavetheoptiontosharetheirresources.
Forexample,youmightrunyoursmallbusinessbyusingQuickBooksontwocomputers—yoursandonethat’susedbyanemployee.Inthiscase,youstillneedtosetupasimplenetworktoshareyourcompanyfile.Otherwise,you’llneedtomakeabackupofyourcompanyfiletomoveitore-mailitbetweenthetwocomputers.
Note: Windows XP users must have at least Standard user rights and Windows 2000 users must have Power Users Group rights to write to the registry keys and be able to run QuickBooks.
For dedicated server setup
TorunQuickBooksinanetworkenvironmentwithadedicatedserver,youmusthaveWindows2000,Windows2000Server,Windows2003Server,WindowsXPProfessional,WindowsXPHomeEdition(notrecommended)orMicrosoftVista.
Networkswithadedicatedserverhaveatleastonecomputer(theserver)dedicatedtosharingfiles,printers,orotherresources.Youonlystoreyourcompanyfileontheserver;youdonotrunQuickBooksonthiscomputer.DuringinstallationyouwillchoosetoinstalltheDatabaseServerversionofQuickBooks.
Torunadedicatedserver,youshouldberunningMicrosoftWindows2000orlateroperatingsystem.See“Additionalhardwareandsoftware”onpage5forWindowsServicePackrecommendations.
networksetupnetworkhostingsetupnetworkhostingrequirementsdedicatedserversetupdedicatedserverrequirementsuserrights,MicrosoftWindows
networksetupnetworkhostingsetupnetworkhostingrequirementsdedicatedserversetupdedicatedserverrequirementsuserrights,MicrosoftWindows
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Installing QuickBooksThissectionexplainshowtoinstallQuickBooksonacomputerandhowtobeginusingtheprogramafterinstallation.
Duringinstallation,youwillbeaskedsomebasicquestions.Forexample,atthebeginningoftheinstallationprocess,youmustspecifywhetheryou’reinstallingQuickBooksforoneuserorformorethanoneuser.Eachchoiceyoumakedeterminesthenextsetofchoices.
ThedecisiontreeinFigure1showstheoptionsofferedduringinstallationandhowyourchoicesaffecttheinstallationprocess.Thenotesoneithersideofthetreeexplainwhyyouwouldchooseaparticularoption.
QuickBooks installation choices
ChooseOne userifyouaretheonlypersonwhowilluseQuickBooks.Forexample,atyourhomeand/oroffice.
ChooseFull QuickBooks with DatabaseifyouwillrunQuickBooksonthiscomputer.
ChooseAllow access to other userstoallowQuickBooksusersonothercomputerstoaccesscom-panyfilesonthiscomputer.
One user More than one user
Full QuickBookswith Database
Allow access to other users
ChooseMore than one user ifmultipleuserswilluseQuickBooksatyoursiteandwillaccessthesamecompanyfile.
Database server only
Do not allow access to other users
ChooseDatabase server Only toinstallonlytheQuickBooksdatabase(nottheQuickBooks)application).NoonewillrunQuickBooksonthiscomputer.
ChooseDo not allow access to other userstopreventQuickBooksusersonothercomputersfromaccessingcompanyfilesonthiscomputer.
Figure 1. Questions you will need to answer during the installation interview
AfteryouinserttheQuickBooksCD,theinstallerwillguideyouthroughtheinstallationprocess.Thefollowingpagesincludestep-by-stepinstructionstohelpyouthroughtheinstallationprocess.NewQuickBooksusersshouldrefertothe“Newuserinstallation”sectiononpage9;ownersofapreviousversionofQuickBooksshouldrefertothe“Existinguser(upgrader)installation”sectiononpage10.
Note: If you previously installed QuickBooks from a trial CD, download, or some other mechanism, you might have chosen to receive a “Reinstall Pack.” The Reinstall Pack includes a QuickBooks CD and this documentation. You do not need to reinstall QuickBooks unless you are moving QuickBooks to another computer or replacing the installation on your current computer. Keep the reinstallation disk as a backup for later use.
InstallingQuickbooksQuickBooksinstallationStandard>installationdescribedMulti-userHostinstallation,describedServer>installation,describedInstallationStandardInstallationMulti-userHostInstallationServer
InstallingQuickbooksQuickBooksinstallationStandard>installationdescribedMulti-userHostinstallation,describedServer>installation,describedInstallationStandardInstallationMulti-userHostInstallationServer
Installing QuickBooks
New user installationYouareanewuserifyouareinstallingQuickBooksforthefirsttime.IfyouareupgradingfromapreviousversionofQuickBooks(notfromanotheraccountingtool),refertoExistinguser(upgrader)installationonpage10.
To install and start QuickBooks:
➊ Shutdownallrunningprograms,includingantivirusprograms.
➋ InserttheQuickBooksCDinyourcomputer’sCD-ROMdrive.
➌Followtheonscreeninstructions.Forhelpdecidingwhichinstallationoptionstochoose,refertothediagramonpage8.
➍TostartQuickBooks,double-clicktheQuickBooksicononthedesktoporclicktheWindowsStartbutton
andthenclickQuickBooksfromtheProgramsgroup.
Next steps
Create your QuickBooks company file
FordetailedinformationaboutcreatingyourcompanyfileandsettingupyourcompanyinQuickBooks,see“SettingUpYourCompanyinQuickBooks”onpage19.
Set up QuickBooks for multiple users
Ifyou’vepurchasedmultiplecopiesofQuickBooksora3-UserValuePack,multipleuserscansimultaneouslyaccessQuickBooksfilesoveranetwork.Refertopage6forsystemrequirementstorunQuickBooksinamulti-userenvironment.
AfteryouinstallQuickBooksoneachcomputeronyournetworkandsetupyourcompanyfile,youneedtoperformtheseadditionaltasks:
•Set up user names and passwords for each user.YouwillneedtoassignoneusertobetheAdministratorwhodefinesallotherusers’access.Refertothein-productHelpforinstructionsonsettingupusernamesandpasswords.
•Share the folder that contains your QuickBooks company file across your network.YoucanpressF2whileinQuickBookstolocateyourcompanyfile.Seeyouroperatingsystem’sdocumentationtolearnmoreaboutsharingfolders.
Back up your previous accounting systemIfyouhaveanexistingbusiness,makesurethatyou’vebackedupyourfinancialrecordsfromyourpreviousaccountingsystem.TheIRSrequiresyoutokeepthisinformationfor10years.Youshouldalsokeepanysoftwareandhardwarethatyourpreviousaccountingsystemused,orhaveprintoutsofalltheinformationandaccountingreports.
Troubleshoot error messagesIfyoureceiveanerrormessageduringinstallation,andrestartingyoursystemdoesnotresolvetheproblem,youcansearchforinformationabouttheerrormessageat:www.quickbooks.com/installation.
Standard>installationnewusersStandard>installationexistingusersbackinguppreviousaccountingsysteminstallingreinstallpackinstallingQuickBooksQuickBooksinstallingQuickBooksreinstalling
Standard>installationnewusersStandard>installationexistingusersbackinguppreviousaccountingsysteminstallingreinstallpackinstallingQuickBooksQuickBooksinstallingQuickBooksreinstalling
Did You Know?
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•Register each copy of QuickBooks,asdescribedin“RegisteringQuickBooks”onpage15.
•Turn on multi-user mode for each computer on your network.
➊ GototheFilemenuandclickSwitch to Multi-user Mode.
➋ ClickYes.
YoumayneedtoexpandthenumberofpeoplewhoworkonQuickBooksinthefuture.Eachadditionalusermusthavehisorherownlicense.Formoreinformation,see“HowdoIpurchaseadditionaluserlicensessoIcanadduserstomyQuickBooks?”onpage106.
Existing user (upgrader) installationYouareanupgraderifyouareupgradingfromapreviousversionofQuickBooks(notfromanotheraccountingtool).IfyouareinstallingQuickBooksforthefirsttime,referto“Newuserinstallation”onpage9.
IfyouownapreviousversionofQuickBooksandareupgradingtoQuickBooks2008,youmustfirstinstallthenewprogramandthenupdateyourcompanyfile.
To install QuickBooks:
➊ Shutdownallrunningprograms,includingantivirusprograms.
➋ InserttheQuickBooksCDinyourcomputer’sCD-ROMdrive.
➌Followtheonscreeninstructions.Forhelpdecidingwhichinstallationoptionstochoose,refertothediagramonpage8.
➍ Afterinstallation,theFileManagementToolmightinstructyoutomoveyourcompanyfilesortoperformsomeadditionalinstallationmodifications.Followtheonscreeninstructions.
➎ TostartQuickBooks,double-clicktheQuickBooksicon onthedesktoporclicktheWindowsStartbuttonandthenclickQuickBooksfromtheProgramsgroup.
Next steps
Update your QuickBooks company file
Forinstructionstoupdateyourcompanyfile,see“ToupdateyourQuickBooksfile”onpage11.
Set up QuickBooks for multiple users:
Ifyou’vepurchasedmultiplecopiesofQuickBooksora3-UserValuePack,multipleuserscansimultaneouslyaccessQuickBooksfilesoveranetwork.Refertopage6forsystemrequirementstorunQuickBooksinamulti-userenvironment.
AfteryouinstallQuickBooksoneachcomputeronyournetworkandsetupyourcompanyfile,youneedtoperformtheseadditionaltasks:
•Set up user names and passwords for each user.YouwillneedtoassignoneusertobetheAdministratorwhodefinesallotherusers’access.Refertothein-productHelpforinstructionsonsettingupusernamesandpasswords.
Installing QuickBooks
•Share the folder that contains your QuickBooks company file across your network.YoucanpressF2whileinQuickBookstoseethelocationofyourcompanyfile.Seeyouroperatingsystem’sdocumentationtolearnmoreaboutsharingfolders.
•Register each copy of QuickBooks,asdescribedin“RegisteringQuickBooks”onpage15.
•Turn on multi-user mode for each computer on your network.
➊ GototheFilemenuandclickSwitchtoMulti-userMode.
➋ ClickYes.
YoumayneedtoexpandthenumberofpeoplewhoworkonQuickBooksinthefuture.Eachadditionalusermusthavehisorherownlicense.Formoreinformation,see“HowdoIpurchaseadditionaluserlicensessoIcanadduserstomyQuickBooks?”onpage106.
Refertopage6forsystemrequirementstorunQuickBooksinamulti-userenvironment.
Updating your QuickBooks company file
ThissectiondescribeshowtoupdateacompanyfilecreatedinapreviousversionofQuickBooksforWindows.Beforeyoucanupdateyourcompanydata,youmustinstallthenewversionofQuickBooksasdescribedin“InstallingQuickBooks”onpage8.
BackupyourdatabeforeopeningitinanewversionofQuickBooks.Youcanbackuptoyourharddriveortoabackupdisk.
Caution OnceyouupdateanexistingcompanyfiletoQuickBooks2008,youcannotreadorusethatfileinanolderversionofQuickBookssoftware.
To update your QuickBooks file:
➊ InQuickBooks2008,openyourcompanydatafile(thatis,thecompanyfileyouusedwithyourpreviousversionofQuickBooks).
company>fileupdatingupdatingexistingcompanyfileQuickBooksupdating>existingcompanyfile
company>fileupdatingupdatingexistingcompanyfileQuickBooksupdating>existingcompanyfile
Installing from a serverIfyourQuickBooksCDismountedonaserverorasharedCD-ROMdrive,youcaninstallfromtheCD,butyoucannotinstallfromtheCDtoaremotecomputer.
Choosing where to store your company file in a multi-user environmentChoosealocationforyourcompanyfilewhereallthecomputersthatneedtouseQuickBookscanaccessthefile.YoumightwanttoputthecompanyfileonthecomputerofthepersonwhomostfrequentlyusesQuickBooks.Thisenablesthatpersontohavethefastestaccesstothecompanyfile.
Improving performance in multi-user modeToimproveQuickBooksperformanceinmulti-usermode,considerthesetips:
•Storecompanyfilesonthefastestormostpowerfulcomputer,preferablyadedicatedserver.
•Runreportsduringoffhours.
•Refreshreportsonlywhenyou’rereadytouseorprintthem.
•AvoidkeepingunnecessaryQuickBookswindowsorotherapplicationsopen.
Did You Know?
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➋IftheMoveCompanyFileutilityopens,wesuggestthatyoumovethefilefromtheProgramFilesfoldertotheQuickbooksrecommendedlocation.
Note: The Windows Program Files folder is no longer a recommended location for storing company files.
➌ Ifprompted,entertheAdminstratorpassword.
➍ Whenprompted,selectthe“IunderstandthatmycompanyfilewillbeupdatedtothisnewversionofQuickBooks”checkboxandthenclickUpdate Now.
Ifthebackupmessageisnotdisplayed,choosetheoptiontoopenanexistingcompanyfile,enterafilenameandlocation,andthenclickOpen.
➏ Whenpromptedtobackupyourdata,clickOK.
➎ IntheSaveCopyorBackupwindow,followtheonscreeninstructionstobackupyourcompanyfile.
Important:Failingtobackupyourfilemightresultinlostdataifyouencounteraproblemduringtheupdateprocess.Donotoverwriteexistingbackupswiththisupgradebackup.
➐ Whenpromptedtoconfirmthatyouwanttoupdateyourfile,clickYes.
If an update problem occurs
Ifyouattemptedtoupdateyourfileandtheupdatefailed,youmustperformstepsinyourolderversionofQuickBookstofixtheproblem.IfyouremovedyourolderversionofQuickBooks,reinstallittoanewdirectory.Do not install the older version in the directory where you installed QuickBooks 2008.
To fix a failed QuickBooks file update:
➊ StarttheolderversionofQuickBooksandthenperformsteps2-5usingtheolderversion.
➋ RestoreyourcompanybackupusingtheolderversionofQuickBooks.GototheFilemenu,clickOpen or Restore Company,andthenfollowtheonscreeninstructions.
➌ GototheWindowmenuandclickClose All.
➍ GototheFilemenu,clickUtilities,andthenclickRebuild Data.
Caution TheRebuildUtilityforcesyoutocreateanotherbackup.UseanewCDorfilename(forexamplepre-update2008.qbb).Donotoverwriteanyexistingbackups.
➎ AftertheRebuildiscomplete(whichmighttakealongtimedependingonthesizeofyourcompanyfile),exittheolderversionofQuickBooks.
➏ IfyoureinstalledyourolderversionofQuickBooksoveryourQuickBooks2008installation,youmustreinstallQuickBooks2008(asdescribedin“Installing
updateproblemsupdateproblems,troubleshootingupdateproblemsupdateproblems,troubleshooting
Installing QuickBooks
QuickBooks”onpage8)beforeproceedingtothenextstep.
➐ StartQuickBooks2008.
➑ GototheFilemenuandclickOpen or Restore Company.
➒ SelecttheappropriatedirectoryandfilenameofthecompanydatayoujustrebuiltandclickOK.Theupdateshouldtakeplacenormally.Ifyoustillexperienceupdateproblems,visitwww.quickbooks.com/support.
Why are passwords important?
Passwordslimitaccesstoyourcompanyfile.Toopenapassword-protectedfile,eachpersonmustenterhisorherusernameandaunique,case-sensitivepassword.Definingusersandpasswordshelpspreventunwantedpeoplefromaccessingyourcompany’sconfidentialdata.
Westronglyrecommendthatyoupassword-protecttheAdminuser.Otherwise,anyonewhocanaccessthecompanyfilewillhavefullaccessrights.Bydefiningusersandtheiraccessrights,younotonlycontrolwhocanopenyourcompanyfile,butalsowhatdatatheycanviewandtaskstheycanperform.
Troubleshooting installation problems
What should I do if I have trouble installing QuickBooks?
➊ Verifythatyoursystemmeetstheminimumsystemrequirements,listedonpage5.
➋ Restartyourcomputer.
➌ Closeallopenprograms,includingantivirusprograms.GototheWindowsTaskManager(TaskList),clicktheApplicationstab,andcloseallopenprograms.
➍ TryinstallingQuickBooksagain.
Ifyouneedfurtherinstallationassistance,visitwww.quickbooks.com/installation.
What should I do if I can’t find my Registration Number?
QuickBooksnolongerusesregistrationnumbers.Theonlynumbersyou’llneedareyourProductandLicense
passwordsimportanceofsecurity,usingpasswordspasswordsusing
passwordsimportanceofsecurity,usingpasswordspasswordsusing
troubleshootinginstallationtroubleshootinginstallation
installingtroubleshootingLicenseNumber,locatingRegistration>Number,locatingProduct>Number,locatingtroubleshootinginstallation
installingtroubleshootingLicenseNumber,locatingRegistration>Number,locatingProduct>Number,locatingtroubleshootinginstallation
Did You Know?
Record your password in a safe placeBesuretowritedownandsaveyouradministratorpasswordinasecureplace.Passwordsnotonlyprotectyourcompanydata,butarealsorequiredtoaccessyourcompanyfileifyouupgradeyourversionofQuickBooks.Ifyouforgetyourpassword,see“WhatshouldIdoifIforgetmypassword”onpage107forinformation.
Passwords are case sensitiveKeepinmindthatpasswordsarecasesensitiveinQuickBooks2004andlater.Whenaddingoreditingauserpassword,checktheCapsLockandNumLockkeys.Ifyoumistypethepassword,youwillnotbeabletoaccessthecompanydata.
Product Information windowTheProduct Informationwindowlistsinformationaboutyoursoftware,includingthenumberofentriesyouhaveinyourlists,thesizeofyourcompanyfile,whichversionofQuickBooksyouarerunning,andthelocationofyourcompanyfile.ToopentheProduct Informationwindow,pressF2onyourkeyboard.
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numbersfoundonastickerwithyourQuickBooksCDorbyclicking“AboutQuickBooks”fromtheHelpmenu.
Note: If you purchased QuickBooks online and downloaded the software (that is, if you don’t have the QuickBooks CD), the Product and License numbers are included in your confirmation e-mail.
What should I do if I can’t find my License Number or Product Number?
LookforthestickeronyourQuickBooksCDsleeve.IfyoucannotfindtheQuickBooksCDsleevebuthaveQuickBooksinstalledonanothercomputer,youcanfindyourLicenseNumberandProductNumberasfollows:
➊ StartQuickBooksontheothercomputerandopenacompanyfile.
➋ GototheHelp menuandclickAbout QuickBooks.Writedownthenumbersthatappearonthisscreen.Usethesenumbersforthenewinstallation.
IfyouarestillunabletoobtainyourLicenseNumberandProductNumber,youcanrequestnewnumbersonline:
➊ InyourInternetbrowserwindow,entertheURL:www.quickbooks.com/keycode.
➋ Completetheonscreenrequestform.
Why doesn’t my old administrator password work after I upgrade?
QuickBooks2004andlaterreleasessupportcase-sensitivepasswords.Ifyoubelieveyouareenteringthecorrectpassword,butarestillgettingthemessage,“Thepasswordyoutypedisincorrect,”trythefollowing:
•AttempttologonbyenteringtheloginnameofAdminandthenclickOKwithouttypingapassword.
•EnteryourpasswordwithCapsLockorNumLockturnedonoroff.
•Enterpasswordvariations,usingmixedupper-andlower-casecharacters.
•Enterthepasswordwithaspacebeforeoraftertheactualpassword.
•Typethepasswordinatexteditortoconfirmthatyourkeyboardisfunctioningproperly.
•Restoreapre-updatebackupofyourfilethatdoesnothavethecase-sensitivepassword.Whenyourestorethisfile,youcansetyournewadministratorpasswordattheendoftheupdateprocess.
Ifyouarestillunabletoaccessyourfile,refertothePasswordRecoveryWebsite:www.quickbooks.com/removepassword(additionalfeesmightapply).
Can I install different versions of QuickBooks on the same computer?
Yes.YoucaninstallmultipleversionsofQuickBooks(forexampleQuickBooks2008andQuickBooks2006)onthesamecomputer.However,youcannotruntwoinstancesofQuickBooksonthesamecomputeratthesametime.
passwordstroubleshootingtroubleshootingpasswordnotworkingadministratorpasswordQuickBooksdifferentversionsQuickBooksrevertingtoearlierversionsProduct>Informationwindow
passwordstroubleshootingtroubleshootingpasswordnotworkingadministratorpasswordQuickBooksdifferentversionsQuickBooksrevertingtoearlierversionsProduct>Informationwindow
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Installing QuickBooks
Can I revert to an earlier version of QuickBooks?
Yes.UninstalltheversionofQuickBooksthatyoudon’twantandthenreinstalltheearlierversionofQuickBooks.RememberthatyouwillnotbeabletoopencompanyfilesthatyouhaveupdatedtoQuickBooks2008inearlierversionsofQuickBooks.Youcan,however,restoreyourpre-updatebackupifyouchoosetogobacktoapriorversionofQuickBooks.
Can I install QuickBooks on more than one computer?
YoucaninstallQuickBooksonamaincomputerandoneadditionalcomputeraslongasyouaretheonlypersonusingQuickBooksonbothcomputers.Forexample,ifyouboughtonecopyofQuickBooksforyouroffice,youcaninstallitonyourhomePCorlaptopaswell.ThisdoesnotviolatethesoftwarelicenseagreementaslongasyouaretheonlypersonusingQuickBooksonbothcomputers.However,ifmultipleuserswillbeaccessingQuickBooksonmultiplecomputers,thenyoumustpurchaseanadditionallicensedcopyforeachuser.
What if I do not have Internet Explorer on my computer?
TouseQuickBooks,youmusthaveMicrosoftInternetExplorer6.0orlaterinstalled.IfyoudonothaveanyversionofMicrosoftInternetExploreronyoursystem,youcandownloadthelatestversion(InternetExplorer7)fromwww.microsoft.com/ie7.
Note: Installing Microsoft Internet Explorer 7 will not affect the settings or preferences of other browsers on your system.
What should I do if I get an error message during installation?
Ifyoureceiveanerrormessageduringinstallationandrestartingyoursystemdoesnotresolvetheproblem,gototheQuickBooksSupportWebsite(www.quickbooks.com/installation)tofindsolutionsforcommonerrors.
What should I do if I get an error message when updating my company file?
IfyoureceiveanerrormessagewhenupdatingyourcompanyfilefromaearlierversionofQuickBooks,refertotheinformationin“Ifanupdateproblemoccurs”onpage12.YoucanalsovisittheQuickBooksFrequentlyAskedQuestionswebpageandsearchtheKnowledgeBaseforinformationabouterrormessages.
Registering QuickBooksYoucanuseQuickBooksfor30dayswithoutregistering.After30days,youmustregisterQuickBooks.Registrationentitlesyoutomanybenefitsincludingaccesstoyour30daysoffreeQuickBooks2008support1forquestionssubmittedonlineandtheabilitytouseonlinefeatures.º
1. 30consecutivedaysofQuickBooks2008supportincludedfromfirst-timeregistration.Questionsmustbesubmittedonlinetoreceivefreesupportviae-mailorphone(atIntuit’sdiscretion).Asupportfeewillbechargedtohandlerequeststhatoriginatefromacallratherthanawebrequest.Internetaccessrequired.Offervalid90daysfromsoftwarepurchase;U.S.only.Additionaltermsandconditionsapply.
troubleshootingInternetExplorerInternetExplorernotinstalledoncomputertroubleshootingInternetExplorerInternetExplorernotinstalledoncomputer
troubleshootinginstallationtroubleshootinginstallation
QuickBooksregisteringregisteringQuickBooksQuickBooksregisteringregisteringQuickBooks
16
GototheHelpmenuandclickRegister QuickBooks.Ifwebregistrationisnotsuccessful,youcanregisterbyphone.Thetoll-freeQuickBooksregistrationlineisavailablefrom8:00a.m.to9:00p.m.(easterntime),7daysaweek.
Ifyouaddadditionaluserstoyourlicense,youcanupdateyourlicenseinformationbygoingtotheHelpmenu,clickingManage My License,andthenclickingSync License Data Online.
Note: If you choose to install QuickBooks on a second computer, or if you need to move your installation to another computer, you will need to re-register QuickBooks.
Getting the latest updates to QuickBooksFromtimetotime,IntuitprovidesupdatestoQuickBooksthatcanbedownloadedfromtheInternet.Theseupdatesmightincludenewfeatures,services,maintenancefixes,ornewHelpinformation.YoucanchoosetoupdateQuickBooksautomaticallyormanually.
Foracompletedescriptionofandinstructionsforthedifferentupdateoptions,includinghowtoshareupdatesinamulti-userenvironment,refertothein-productHelp.
Converting data from other applicationsIfyouareconvertingfinancialdatafromanotherapplication(suchasQuickenorExcel),refertotheinstructionsbelowfortheappropriateapplication.
QuickenDetailedinstructionsaboutconvertingQuickenfilestoQuickBooksfilesareprovidedintheQuickBooksin-productHelp.Convertingfilesisnotdifficult,butdoesrequireyoutopreparethefileproperly.
Note: You cannot create a new QuickBooks company file and then import your Quicken data into it.
To view the file preparation and conversion instructions:
➊ StartQuickBooks.
➋ GototheHelp menuandclickQuickBooks Help.
➌ ClicktheSearchtabintheHelpwindow.
➍ ClickintheSearchfieldandenterconverting Quicken data.
➎ ClickConverting Quicken Data to QuickBooks (overview)forinformationaboutpreparingyourQuickendata,orclickConverting your Quicken data to QuickBooks (procedure) forstep-by-stepinstructions.
Note: If your Quicken file is ready to be converted, you can convert it. Go to the File menu, click Utilities, click Convert, and then click From Quicken.
QuickBooksupdating>from>previous>versionsupdatingQuickBookssoftwarepatchesandupdates,downloading
QuickBooksupdating>from>previous>versionsupdatingQuickBookssoftwarepatchesandupdates,downloading
convertingdatafrom>Quickenconvertingdatafrom>QuickPayrollQuicken,convertingdatafromconvertingdatafromotherapplicationsconvertingdatafrom>Excel
convertingdatafrom>Quickenconvertingdatafrom>QuickPayrollQuicken,convertingdatafromconvertingdatafromotherapplicationsconvertingdatafrom>Excel
Installing QuickBooks
QuickPayroll to QuickBooks PayrollToconvertfromQuickPayrolltoaQuickBookspayrollsubscription(additionalfeesapply),gototheHelpmenu,clickQuickBooksHelp,andthenclicktheSearchtab.IntheSearchfield,enterQuickPayrollandclickAsk.Fromtheresults,clickIf you’ve been using QuickPayroll for payrollandfollowtheinstructions.
ExcelDetailedinstructionsaboutimportingExcel®(.xls)and.csvdataintoyourQuickBookscompanyfileareprovidedintheQuickBooksin-productHelp.ImportingdatafromExceland.csvfilesisnotdifficult,butdoesrequireyoutopreparethefileproperly.
To view the file preparation and conversion instructions:
➊ StartQuickBooks.GototheHelp menuandclickQuickBooks Help.
➋ ClicktheSearchtabintheHelpwindow.
➌ ClickintheSearchfieldandenterimporting Excel data.
➍ ClickAbout importing data from an Excel or CSV file.
Note: If your Excel file is ready to be converted, you can convert it. Go to the File menu, click Utilities, click Import, and then click Excel Files.
QuickBooks Pro for Macintosh®Openyourbrowserandenterwww.quickbooks.com/support.ChoosetheversionofQuickBooksthatyouareinstalling.Then,intheSearchfield,enterconverting from Macintosh,clickGo,andfollowtheinstructions.
PeachtreeToconvertaPeachtreefile(version2001through2008)inQuickBooks,youneedtodownloadandrunaseparateconversiontool.
Note: QuickBooks must be installed on your computer before you run the conversion tool.
To convert and open your Peachtree file to QuickBooks:
➊ GototheFile menu,clickUtilities,clickConvert,andthenclickFrom Peachtree.
➋ CompletetheshortformandclickSubmit.
➌ ClickDownload.
➍ Whenthetoolfinishesdownloading,youwillbepromptedtorunthetool.Checkthe“LaunchQuickBooksConversionTool”andclickFinish.Or,youcanrunthetoollaterbygoingtothefolderwhereyouinstalledthetoolanddouble-clickingQBConversionTool.exe.
➎ Followtheonscreeninstructions.
convertingdatafrom>QuickBooksProforMacintoshQuickBooksProforMacintosh,convertingdatafromMacintosh,convertingQuickBooksProforMacintoshdata
convertingdatafrom>QuickBooksProforMacintoshQuickBooksProforMacintosh,convertingdatafromMacintosh,convertingQuickBooksProforMacintoshdata
Peachtree,convertingdatafromconvertingdatafrom>PeachtreePeachtree,convertingdatafromconvertingdatafrom>Peachtree
1�
18
QuickBooks Online EditionYoucanconvertyourQuickBooksOnlineEditioncompanyfilesoitcanbeusedindesktopeditionsofQuickBooks(exceptfortheNonprofitandRetaileditions).QuickBooksdesktopeditionmustbeinstalledonyourcomputer.
Note: We recommend that you do not move data repeatedly between the two applications, as data might not transfer correctly if converted multiple times.
To convert your Online Edition company file:
➊ LogontoyourOnlineEditioncompany.
➋ GototheHelp menuandclickQuickBooks Help.
➌ IntheHelpindex,enterexporting data.SelectExporting to QuickBooks desktop edition.
➍ ClickStart the Export Interview.
➎ Youcanexporteitherlistsandbalancesorlistsandtransactions.ClickWhat are the pros and cons of each choicetolearnabouthowyourdatawillbeconverted.
➏ ClickExport Lists & Balances orExport Lists & Transactions.
➐ Insomecases,IntuitTechnicalSupportmustinitiatethefiletransfer.Followthee-mailinstructions.Whenyourfileisready,you’llreceivea“ThingToDo”ontheHomepageandane-mail.ClicktheDownload and exportThingtoDoandfollowtheonscreeninstructions.
TheconvertedcompanyfilewillopenintheQuickBooksdesktopedition.
Microsoft Office AccountingToconvertaMicrosoftOfficeAccountingfile(version2001through2008)inQuickBooks,youneedtodownloadandrunaseparateconversiontool.
Note: QuickBooks must be installed on your computer before you run the conversion tool.
To convert and open your Microsoft Office Accounting file to QuickBooks:
➊ GototheFile menu,clickUtilities,clickConvert,andthenclickFrom Microsoft Office Accounting.
➋ CompletetheshortformandclickSubmit.
➌ ClickDownload.
➍ Whenthetoolfinishesdownloading,youwillbepromptedtorunthetool.Checkthe“LaunchQuickBooksConversionTool”andclickFinish.Or,youcanrunthetoollaterbygoingtothefolderwhereyouinstalledthetoolanddouble-clickingQBConversionTool.exe.
➎ Followtheonscreeninstructions.
OnlineEdition,convertingdatafromconvertingdatafrom>QuickBooksOnlineEditionOnlineEdition,convertingdatafromconvertingdatafrom>QuickBooksOnlineEdition
19
Installing QuickBooks
Did You Know?Setting Up Your Company in QuickBooksThefirstthingyouneedtodoinQuickBooksiscreateacompany fileforyourbusiness.SettingupyourcompanyfileproperlyisthemostimportantthingyoucandotohaveQuickBookshelpyoumanageyourbusinessefficiently.
CreatingacompanyfileiseasywiththeEasyStepInterviewandshouldtakeyouabout15minutestocomplete.Then,dependingonthecomplexityofyourbusiness,completingyourcompanysetupcantakeanywherefromafewminutestoafewhours.Theamountoftimevariesbasedonhowmuchdetailyouaddaboutyouraccounts,customers,vendors,employees,products,andservices,aswellasthenumberofhistorical transactionsyouwanttoenter.
Whenyousetupyourcompanyfile,QuickBookswillpromptyoufordetailsaboutyourcompany.Beforeyoubeginthesetupprocess,gathertheinformationshownintheGettingStartedChecklistonpage20.Someofthisinformationyou’llneedtocompletetheEasyStepInterview;otherinformationyouwillneedasyoubegintouseQuickBooks.
Create your company fileAfteryouhavegatheredthecompanyinformationlistedintheGettingStartedChecklistonthenextpage,youcansetupyourbusinessusingtheQuickBooksEasyStepInterview.(NotalloftheinformationinthechecklistisrequiredfortheEasyStepinterview;however,youwillneedthisinformationasyouuseQuickBookstorunyourbusiness.)TheEasyStepInterviewwalksyouthroughthesetupprocedureandhelpsyoutailorQuickBooksforyourbusiness.
QuickBookssetting>up>yourcompanyQuickBookssetting>up>yourcompany
EasyStep>Interviewusingcompany>filesettingupEasyStep>Interviewusingcompany>filesettingup
19
Company fileThecompanyfileisthedatafilethatQuickBooksusestostoreandmanagealltheinformationandfinancialtransactionsforyourbusiness.QuickBookscompanyfileshavetheextension.qbw.
Historical transactionsAlistofallbusinesstransactionsasofaspecificdate.InQuickBooks,youcanhavemanydifferenttypesofhistoricaltransactions,including:
•Estimates•Invoices•Salesreceipts•Customerpayments•Creditmemos•Purchaseorders•Itemreceipts•Bills•Paymentstovendors•Creditswithvendors•Journalentries•Payrolltransactions
E-mailing a company fileTheQuickBooksportablecompanyfile(*.qbm)isacompactversionofyourcompanyfile.Youcanusetheportablecompanyfiletomovethecompanyfiletoanothercomputerortoe-mailthecompanyfiletoanotherperson,suchasyouraccountant.
Tolearnmoreabouttheportablecompanyfile,refertothein-productHelp.
company>filedefinedhistorical>transactionsdefinedcompany>filesettingupsetting>up>company>filesdescribedgettingstartedchecklistQuickBooksgetting>startedchecklistsettingupQuickBooks,gettingstartedchecklistcompany>filee-mailing
company>filedefinedhistorical>transactionsdefinedcompany>filesettingupsetting>up>company>filesdescribedgettingstartedchecklistQuickBooksgetting>startedchecklistsettingupQuickBooks,gettingstartedchecklistcompany>filee-mailing
20
Getting Started Checklist
Company name and address
You’llneedboththelegalandcasualnameforyourcompany.Thelegalcompanynameisthenameyouusewhenfilingtaxesforyourbusiness.Thecasualcompanynameisthenamethatyouwanttoappearoninvoices,statements,reports,etc.(Thisisyour“DoingBusinessAs”name.)
Federal Tax ID Number
Thenine-digitnumberissuedtoyoubytheIRS.TheFederalTaxIDnumberisalsocalledaEIN(EmployerIdentificationNumber).Ifyoudon’thaveaFederalTaxIDnumber,youcaneitherobtainonebysubmittingFormSS-4(call1-800-TAX-FORMtogetthisform),oryoucanuseyourSocialSecuritynumber(ifyouareasoleproprietorshipandyoudonotpaywagestoemployeesorfilepensionandexcisetaxreturns).
Sales tax information
Ifyouchargesalestax,youwilleventuallyneedtoknowthesalestaxrateyoucharge,howmuchsalestaxyouoweasofyourstartdate,andthenameandaddressoftheagency(forexample,CaliforniaFranchiseTaxBoard)towhichyoupayyoursalestax.
Start date QuickBooksusesastartdateasthepointatwhichyoubeginenteringyourbusinesstransactions.Youmustenterallhistoricaltransactionsbetweenyourstartdateandtodaytoensurecompleteaccountingrecordsforyourbusiness.Manybusinessownersbasetheiraccountingrecordsontheirfiscalyear,sothattheycanseetransactionsfortheentireyear.Ifthisisnotimportanttoyou,youcanchooseadifferentstartingpoint,suchastodayorthefirstofthemonth,quarter,oryear.
Bank statements, credit card accounts, and outstanding checks
You’llneedthebankstatementforeachofyourbankaccountswithaclosingdatethat’sbeforeyourstartdate.TheclosingbalanceonthisstatementwillbeyouropeningbalanceforthebankaccountyoucreateinQuickBooks,andthenyou’llenteralltheopentransactions,andallthenewtransactionsfromthestartdateforward.Eventually,youwillneedtohaveyourlatestbankstatementbalancesandanyoutstandingchecks,deposits,withdrawals,orchargesforalloftheaccountsyouwanttosetupandmanageinQuickBooks,includingcreditcards,bankaccounts,linesofcredit,andloans.
Optional information
Eventually,youwillneedtoenterdetailedinformationaboutyourcustomers,vendors,andemployees,aswellastheproductsandservicesyousell,theproductsthatyouholdininventory,andanyadditionalassets.
Payroll IfyouareusingPayroll,youshouldgatherthefollowinginformationaboutyouremployees:companyinformation;rateofpay,benefits,andmiscellaneousadditionsanddeductions;withholdings;taxinformation;employeeinformation;year-to-datehistory;liabilitypaymentinformation;anddirectdepositinformation.
GettingStartedCheckliststart>datedefinedGettingStartedCheckliststart>datedefined
21
Installing QuickBooks
To create your company file:
➊ StartQuickBooksbydouble-clickingtheQuickBooksicon onthedesktoporclickingtheWindowsStartbuttonandthenclickingQuickBooks fromtheProgramsgroup.
➋ ClickCreate a new company file,orgototheFile menuandclickNew Company.
➌ TheWelcomescreenfortheEasyStepInterviewopens.ClickStart Interview.
Note: We recommend that you do not skip the interview process. The more information you enter with the EasyStep Interview, the more accurate your company file will be when you begin to use QuickBooks for your business.
However, if you are an experienced QuickBooks user and prefer to create your company file manually, you can skip the EasyStep Interview by clicking Skip Interview on the EasyStep Interview Welcome screen. You will be prompted to enter some basic company information and to save the company file.
➍ Followtheonscreeninstructionsandcompletetheinterview.
Completing your company setupAfteryou’vecreatedyourcompanyfile,youcanbeginusingQuickBookstorunyourbusiness.Butbeforeyoudo,werecommendthatyoureviewtheinformationinthissectiontomakesureyourcompanyfileisproperlysetupandthatyourdataiscomplete.
ThissectiondescribessomeadditionaltasksyoumightneedtodoasyoubeginusingQuickBooks.DependingonhowmuchinformationyouenteredduringtheEasyStepInterview,someofthesetasksmightnotapplytoyou.
Enter your company information
Do this task if you did not enter this information in the EasyStep Interview.
Toenterthecontactandlegalinformationforyourcompany,gototheCompanymenuandclickCompany Information.TolearnmoreabouteachofthefieldsandwheretheinformationyouenterwillbeusedinQuickBooks,clicktheHelpbutton.
company>filecreatingassetsdefinedcompany>filecreatingassetsdefined
setting>up>company>filescompleting>setupsetting>up>company>filesfine-tuningaccountsstart>datechoosingopeningbalance,confirming
setting>up>company>filescompleting>setupsetting>up>company>filesfine-tuningaccountsstart>datechoosingopeningbalance,confirming
AssetsCompanyassetsarethethingsthatyourcompanyowns.QuickBooksdistinguishesbetweentwotypesofassets:
Current assets:Assetsthatyouarelikelytoconverttocashwithinoneyear(suchasthecashyouhaveonhand,themoneyinyourcheckingandsavingsaccounts,andthemoneyyourcustomersoweyou).
Fixed assets:Assetsthatyoudonotexpecttoconverttocashwithinoneyear.Afixedassetisusuallysomethingyouusetorunyourbusiness(suchasatruck,cashregister,orcomputer).
Confirming your opening balance when transferring data to QuickBooksIfyouusedanaccountingprogrambeforeusingQuickBooksandyouarenowtransferringdatafromthatprogramtoQuickBooks,makesurethattheopeningbalanceforyournewbankaccountinQuickBooksisbasedonyourbankstatementandnotthebankbalancefromyourpreviousaccountingsoftware.Thebalanceofthebankaccountfromyourpreviousaccountingsoftwarewillincludetransactionsthatthebankhasnotcleared.
Key Terms
Did You Know?
22
Review your Chart of Accounts
IfyouusedtheEasyStepInterview,achartofaccountsbasedonyourtypeofbusinesswassetupforyou.Reviewthechartofaccountstobesureitaccuratelyreflectstheaccountsyouneedtorunyourbusiness.Youcanchangeaccountnamesandedit,delete,oraddaccountsasnecessary.Forexample,youwillneedtoaddanybusiness-relatedbank,creditcard,orloanaccounts.
ToviewyourChartofAccounts,gototheListsmenuandclickChart of Accounts.
Numbering your accounts
Somebusinessesprefertoorganizetheiraccountsbynumber.Addingnumberscanhelpyouidentifythetypeofaccounts,therebyspeedingupyouraccountselectiononvariousforms.Youmightwanttodevelopandfollowaconsistentaccountnamingandnumberingconvention.Forexample:
10000-19999-Assets
20000-29999-Liabilities
30000-39999-Equity
40000-49999-Income
50000-59999-CostofGoodsSold
60000-69999-Expenses(orOperatingExpenses)
70000-79999-OtherIncome(notrelatedtodailyactivity)
80000-89999-OtherExpenses(notrelatedtodailyactivity)
Ifyouwanttousenumberstoidentifyyouraccounts,youneedtoturnonthispreferenceinQuickBooks,asfollows.
➊ GototheEditmenuandclickPreferences.
➋ InthePreferenceswindow,clickAccountinginthelistontheleft.
➌ ClickCompany Preferences.
➍ SelecttheUse account numberscheckbox.
➎ ClickOK.
Create your customer, vendor, and items lists
TobillcustomersandpayyourbillswithQuickBooks,youmustupdateyourcustomer,vendor,anditemlistssothattheyaccuratelyreflectyourbusiness.InstructionsforsettinguptheselistsareprovidedinChapter4:
•“AddingCustomers”onpage53
•“AddingVendors”onpage55
•“AddingItems”onpage57
Youcanchoosetoenterthisinformationallatonce,oryoucanenteritasyouwork,usingtheQuickAddfeature,describedonpage40.
chartofaccountsreviewingchartofaccountsreviewing
numberingaccountsnumberingaccounts
createcustomerlistcreatevendorlistcreateitemslist
createcustomerlistcreatevendorlistcreateitemslist
23
Installing QuickBooks
Enter historical transactions
Ifyourstartdateisbeforetoday’sdate,you’llneedtoenterpasttransactionsfromthestartdatetotoday.ThisensuresthatyourQuickBooksrecordsarecompletelyup-to-dateandyourreportswillbeaccurate.
Enterhistoricaltransactionsinchronologicalorder.Forexample,QuickBookswon’tknowhowtocreditacustomerpaymentunlessyou’vepreviouslyrecordedtheinvoicetothatcustomer.Themostefficientwaytoenterhistoricaltransactionsisintheaccountregister.
Note: Entering historical transactions is especially important if customers don’t pay you at the time they receive goods or services. If you don’t enter historical transactions early on, it’s hard to track and collect late customer payments.
Intuitrecommendsthatyouenteryourtransactionsinthisorder(verifywithaccountant):
•Invoicesyou’vesentoutsinceyourstartdate
•Purchaseordersyou’veissuedsinceyourstartdatethatyouhaven’treceivedinfull
•Cashorchecksyou’vereceivedsinceyourstartdate
•Billsyou’vereceivedsinceyourstartdate
•Billsyou’vepaidsinceyourstartdate
•Depositsyou’vemadetoanyofyouraccountssinceyourstartdate
•Anyotherchecksyou’vewritten(forthingsotherthanbills)sinceyourstartdate
•Employeeyear-to-dateinformationpaidfromJanuary1throughyourstartdate
•Payrollliabilitiesowedatthetimeofyourstartdate(formanualpayrollandtrackingpayrolltransactionsonly)
Note: If you don’t have time to enter all your historical transactions right away, don’t worry. You don’t need to enter all your past transactions before you start using QuickBooks for new transactions. Enter new transactions as they occur. Then catch up with historical transactions when you can. Remember, though, that your account balances will be incorrect (and your reports may be wrong) until you enter all the past transactions.
Note: If you subscribe to a QuickBooks payroll service, you will be asked to add year-to-date payroll information during payroll setup. If you do not provide this information, your payroll tax information may not be accurate.
Complete your bank account information
Afteryou’veenteredyourhistoricaltransactions,youraccountregisterswillcontainentriesreflectingbillsyou’vepaid,checksandpaychecksyou’vewritten,anddepositsyou’vereceived.Tomakeyouraccountregisterscomplete,youmustalsoenterthesetransactions:
•Checksorotherchargesthathappenedbeforeyourstartdatebutdidn’tappearonstatementsbeforeyourstartdate(i.e.,didn’tclear)
•Otherchecksyouwroteafteryourstartdatethatwerenotforbillsoraccountspayable(forexample,creditcardpayments)
historical>transactions,enteringsetting>up>company>filescompleting>listinformationsetting>up>company>filesenteringhistoricaltransac-tions
historical>transactions,enteringsetting>up>company>filescompleting>listinformationsetting>up>company>filesenteringhistoricaltransac-tions
bankaccounts,settingupsetting>up>company>filesbankaccountinformationbankaccounts,settingupsetting>up>company>filesbankaccountinformation
24
•Depositsyoumadeafteryourstartdatethatwerenotcustomerdeposits
•Depositsyoumadebeforeyourstartdatebutthatdidn’tappearonstatementsbeforeyourstartdate
•Bankchargesandfees
•Interestpaidonyouraccount
Refertothein-productHelpforstep-by-stepinstructionsonhowtoenterthesetransactionstomakeyouraccountregistersaccurate.
Synchronizing with Microsoft Outlook
IfyouuseMicrosoftOutlook98,2000,2002,or2003,youcansynchronizeyourcontactmanagerwithQuickBooksandtransferallyourcustomerandvendorinformation(includingaddressandphone)toQuickBooks.
Note: Intuit recommends synchronizing your customer and vendor information before you enter any customers or vendors manually.
To synchronize your customer and/or vendor information:
➊ GototheCompany menu,clickUtilities,andthenclickSynchronize Contacts.
Note: If you are synchronizing for the first time, we recommend that you back up both the data in your contact manager and your QuickBooks company file before you synchronize.
Note: If you do not already have the QuickBooks Contact Synchronization tool installed on your computer, you will be prompted to download and install it.
➋ Followtheonscreeninstructions.YoumightbeaskedtoresolveconflictsbetweenyourQuickBooksandcontactmanagerdata,assignuncategorizednamestoQuickBookslists,orcreatealternativeentriesforduplicatenames.Ifyouneedassistancewithanyofthesetasks,clickHelp.
➌ WhentheConfirmChangesscreenappears,reviewthelistofchangesandclickAccepttoapplythechanges.
Enter any optional adjustments
Afteryou’vecreatedyourcompanyfile,youmightneedtomakeafewadjustmentsasofyourstartdate.Dependingonyourcompany,youmightneedto:
•Enteranysalestaxliabilities
•AdjusttheUncategorizedIncomeandUncategorizedExpenseaccounts(foraccrualbasisonly)
•Adjustforcurrentincomeandexpensesifyourstartdateisnotatthebeginningofthefiscalyear
Refertothein-productHelpforstep-by-stepinstructionsonhowtoentertheseoptionaladjustments.Ifyouareunsurewhetheryouneedtoentertheseoptionaladjustments,checkwithyouraccountant.
customersimportingfromotherapplicationsitemsimportingfromotherapplicationsMicrosoft>Outlooksynchronizingwithvendorsimportingfromotherapplications
customersimportingfromotherapplicationsitemsimportingfromotherapplicationsMicrosoft>Outlooksynchronizingwithvendorsimportingfromotherapplications
25
Installing QuickBooks
Backing up your company file
TheQuickBooksbackupfileisacompressedversionofyourQuickBookscompanyfilethatcontainsalltransactionsthroughthedatethecompanybackupwasmade.Abackupfileprovidesinsuranceagainstaccidentaldatalossandcanbeusedtorestoreyourdata.QuickBooksbackupshavea.qbbextensionandcannotbeopeneddirectly.
QuickBooksprovidesseveralbackupoptionsforsecuringyourdata:
•Standardbackup
•PortableCompanyFile
Touseoneofthebackupoptions,gototheFilemenuandclickSaveCopy or Backup.
Torestoreyourbackup,gototheFilemenuandclickOpen or Restore Company.
Tolearnmoreaboutbackingupyourcompanyfile,refertothein-productHelp.
Next stepsAfteryou’veinstalledQuickBooksandsetupyourcompanyfileasdescribedinthischapter,youshould:
•LearnhowtouseQuickBooksandgetanswerstoyourquestions(seeChapter3).
•LearnhowtoperformbasicQuickBookstasks(seeChapter4).
•LearnaboutnewQuickBooksfeatures(seeChapter5).
company>filebackingupcompany>filebackingup
28
Getting Around QuickBooksTheQuickBooksworkarea,showninFigure2,isdesignedtoenableyoutocompletetasksquickly.QuickBooksprovidesseveralwaysforyoutowork;choosethemethodthatworksbestforyou.
Figure 2. The QuickBooks work area
Using the Home page to move around in QuickBooksWhenyouopenacompanyfileinQuickBooks,theHomepageisdisplayedautomatically.TheQuickBooksHomepageprovidesabigpictureofhowallyouressentialbusinesstasksfittogether.Tasksareorganizedintologicalcategories(Customers,Vendors,Employees,Company,andBanking)withworkflowarrowstohelpyoulearnhowtasksrelatetoeachotherandtohelpyoudecidewhattodonext.
Note: The workflow arrows indicate a logical progression of business tasks in QuickBooks. However, these arrows do not restrict you from doing tasks in a different order, or an order that works better for your business needs.
Tostartatask,simplyclicktheiconforthetaskyouwanttodo.Forexample,tocreateaninvoice,clicktheInvoicesicon.
ToreturntotheHomepage,clicktheHomebuttononthenavigationbar.
QuickBooksgetting>aroundgetting>aroundQuickBooksHomepage,usingQuickBooksuserinterfaceuser>interfacedescribed
QuickBooksgetting>aroundgetting>aroundQuickBooksHomepage,usingQuickBooksuserinterfaceuser>interfacedescribed
The Home page offers quick access to tasks and information related to major QuickBooks areas.
The navigation bar on the toolbar provides one-clickaccess to QuickBooks Centersand the Home page.
The menu bar provides easy access to all QuickBooks tasks, features, and reporting functions.
The customizable icon bar on the toolbar provides one-click access to the QuickBooksfeatures that you use most.
Flow chart icons includeinformative tooltips to help youlearn QuickBooks and pick thecorrect task.
Refer to the in-product Help for detailed instructions about how to perform tasks in QuickBooks.
The QuickBooks Coach guidesyou through the steps in yourbusiness work�ows.
With coach tips on, spotlights show you the steps in your work�ows, and tips display when you mouse over the spotlighted form icons.
The Home page offers quick access to tasks and information related to major QuickBooks areas.
The navigation bar on the toolbar provides one-clickaccess to QuickBooks Centersand the Home page.
The menu bar provides easy access to all QuickBooks tasks, features, and reporting functions.
The customizable icon bar on the toolbar provides one-click access to the QuickBooksfeatures that you use most.
Flow chart icons includeinformative tooltips to help youlearn QuickBooks and pick thecorrect task.
Refer to the in-product Help for detailed instructions about how to perform tasks in QuickBooks.
The QuickBooks Coach guidesyou through the steps in yourbusiness work�ows.
With coach tips on, spotlights show you the steps in your work�ows, and tips display when you mouse over the spotlighted form icons.
29
Did You Know?TheHomepagealsoprovidesaquickglanceaboutthestateofyourbusiness.Youcanseeyourcurrentaccountbalances,updatedautomaticallyasyoudoworkinQuickBooks,intheAccount Balanceslist.
TheHomepageyouseehasbeencustomizedtodisplayonlythosetasksandfeaturesthatyouuse,basedonthequestionsyouanswerintheEasyStepInterview.Functionsyoudon’tneedwon’tclutteryourworkspace.However,toaddthesefunctionslater,youcanturnthemoninpreferences.GototheEditmenuandclickPreferences.ClicktheDesktop ViewoptionandthenclicktheCompany Preferencestab.
Ifyou’reanewbusinessownerornewtoQuickBooks,theQuickBooksCoachwillwalkyouthroughthebusinessflowsyouseeonyourHomepage.TheQuickBooksCoachusesspotlightsandtipstoexplaineachstepinyourworkflow.TurncoachtipsonandthenmouseoverandclicktheCoachicons(
)tosee
tipsandspotlights.
Finding your data in the QuickBooks CentersQuickBooksincludesCustomer,Vendor,andEmployeeCenterswhereyoucanviewandmanageallofyourcustomer,vendor,andemployeeinformationandtransactions.YoucangotooneoftheQuickBooksCentersbyclickingtheappropriatebuttoninthenavigationbar(ontheleftsideofthetoolbar).
Customer Center
TheCustomerCenter,showninFigure3,isalensintoallyourcustomerinformation.Withouthavingtosiftthroughmultiplescreens,youcanviewalistofallyourcustomersandseepertinentinformationforeachofthem.Clickonacustomer’snameandyou’llimmediatelyseealltheactivityyou’vehadwiththemaswellastheirpertinentcontactinformation(phonenumber,faxnumber,andpaymentterms).
YoucanusetheCustomerCentertofindouthowmuchmoneyaspecificcustomerowesyouortoviewalistofallyourcustomerswithopenbalances.Youcanalsolookatallyourcustomertransactions(estimates,salesorders,invoices,creditmemos,refunds,etc.)acrossallofyourcustomerintheTransactionslistratherthanhavingtorunseparatereports.
Centers,describedCenters,described
CustomerCenterCustomerCenter
Customizing the desktopYoucanmodifythewaythattheQuickBooksdesktopbehavesandlookstosuityourworkingstyle.TomodifytheQuickBooksdesktop,gototheEditmenuandclickPreferences.
Customizing the icon barYoucanadd,rearrange,andremoveshortcutsfromtheiconbartosuityourneeds.Tomodifytheiconbar,gototheViewmenuandthenclicktheCustomizeIconBar.
Too many windows open?IfyourQuickBooksworkareabecomestooclutteredwithwindowsthatyouhaveopen,youcanclosethemallatonceinsteadofclosingthemoneatatime.Tocloseallopenwindows,gototheWindowmenuandclickClose All.
Whenyoucloseyourcompanyfileattheendoftheday,it’sgoodpracticetocloseallwindowsthatyouhaveopen.Thenexttimeyouopenyourcompanyfile,QuickBookswillopenallthewindowsthatyouhadopenwhenyouclosedyourcompanyfile.IfyouforgettocloseopenwindowswhenyouexitQuickBooks,holddowntheAltkeywhileopeningyourcompanyfile.QuickBookswillopenyourcompanyfilewithnowindowsopeninyourworkarea.
Centers,describedIcon>barmodifyingmultiple>windowsviewinguser>interfacecustomizingtheIconbaruser>interfaceviewingmultiplewindows
Centers,describedIcon>barmodifyingmultiple>windowsviewinguser>interfacecustomizingtheIconbaruser>interfaceviewingmultiplewindows
Learning QuickBooks
30
Easily access your customer’scontact information and anynotes on that customer.
Click a customer in the Customers & Jobs list to viewuseful data.
View all of your past trans- actions with this customer,or filter this list to display onlyone type of transaction, likeoverdue invoices.
Run quick reports that pertainto this customer.
Use the Transactions tab tofind, sort, and filter all your transactions across all of your customers.
Easily add customers and jobs.Create new transactions(estimates, invoices, salesorders).
Figure 3. View and manage customers, vendors, and employees with the QuickBooks Centers
Vendor Center
TheVendorCentergivesyouacompletepictureofwhereyourmoneyisgoing.Fromonescreen,youcanseeallyourvendorsandexactlywhatyouowethem.Simplyclickavendor’snametoviewyourentirehistorywiththatvendor.Younolongerneedtorunseparatereportstoseeexactlyhowmuchbusinessyou’redoingwitheachindividualvendor.And,youcansortyourbillsbyduedatesoyoucanstayontopofyourfinances.
Ifyouneedtotalktoavendor,clicktheirnameandyou’llseealltheircontactinformation.Ifavendorcallsyoutofollowuponalatepayment,youcanquicklylookupthebillandseewhenyoupaiditandwhatthechecknumberwas.
Employee Center
FromtheEmployeeCenter,youcanseeexactlywhatyou’repayingeachemployee.Simplyclickanemployee’snametoviewthatperson’spayrollhistory.Andifyouneedtogetintouchwithanemployee,theircontactinformationisrightinfrontofyou.
Vendor>Center,describedEmployee>Center,describedVendor>Center,describedEmployee>Center,described
31
Payroll Center
IfyousubscribetooneoftheQuickBooksPayrollservices(additionalfeesapply),theEmployeeCenterincludesaPayrollCenter.UsethePayrollCentertomanageyourpayrollandpayrollcompliance.1
ThePayrollCenteristhehubformanagingallpayrollactivities.ThePayrollCenterremindsyouofimportantpayrolldatessoyoupayyouremployees,payyourpayrollliabilities,andfileformsontime.
TocheckoutthePayrollCenter,clicktheEmployee CentericononthenavigationbarandthenclickthePayrolltab.
Displaying multiple windows or one windowQuickBooksispresettoshowmultiplewindowsatatime.Bydoingso,youcaneasilynavigatebetweentasksaswellascomparedatainmultiplewindows.Whenyouopenawindow,itopenstoapresetsizeandlocation.Youcanresizeandmoveeachwindowasyouseefit.
Dependingonhowyousizeorarrangethewindows,somewindowsmightnotbevisible.UsetheWindowmenutoviewalistoftheopenwindows.Simplyclickthewindownameinthelisttobringittothefront.
Alternatively,youcanopentheOpen Window ListtohavethelistofopenwindowsalwaysvisibleontheleftsideoftheQuickBooksapplicationwindow.Ifyouprefertoviewonlyonewindowatatime,gototheViewmenuandclickOne Window.
Adding icons to the icon barForquickaccesstotheareasofQuickBooksyouusemost,youcancustomizetheiconbarbyaddingmanyofthefeaturesandreportsthatyouusemostfrequently.
View Lists
Open Window List
Icon BarCustomize Icon Bar...
Add “Chart of Accounts” to Icon Bar...
Accountant Company
Navigation Bar
Custom
ToaddashortcuttoaQuickBookswindow,openthewindowandthengototheView menuandclicktheAdd to Icon Bar option.
Youcanadd,rearrange,orremoveshortcutsfromtheiconbarintheCustomizeIconBarwindow.
Note: Some QuickBooks windows cannot be added to the icon bar.
1. Add-onservicesrequiresubscription,EIN,andInternetaccessforcertainfeatures,includingtaxtableupdatesanddirectdeposit.
PayrollCenter,describedPayrollCenter,described
multiple>windowsdisplayingmultiple>windowsdisplaying
Icon>baraddingiconsIcon>baraddingicons
Learning QuickBooks
32
Getting Answers to Your QuestionsQuickBooksprovidesavarietyoftoolsandresourcestohelpyoufindanswerstoquestionsyoumighthavewhenusingthesoftwareAvailableresourcesinclude:
Free help and support•UseHelpintheproductforstep-by-stepinstructionsonusingQuickBooks.
•FindthelatestinformationinouronlineQuickBooks Support Knowledgebaseatwww.quickbooks.com/support.
•Learnhowtodocommontasksbywatchinginteractive,in-producttutorials(seepage36).
•ConnectwithotherusersandexpertsintheQuickBooks User Community.Askquestionsandshareadviceatwww.quickbooksgroup.com.
•FreesupportfromQuickBooks expertsisavailableforquestionssubmittedonlineatwww.quickbooks.com/contactmeincertaincircumstanceslistedbelow.We’llusuallyrespondin30minutesorless.2
• FreeQuickBookssupportisprovidedfor30daysfromregistrationtohelpyougetupandrunningquicklyandsmoothly.Questionsmustbesubmittedonline.3
• Installation,upgradeanderrormessageassistanceisavailablefreefor12monthsafterinitialregistrationforquestionssubmittedonline.Formoreinformation,visitwww.quickbooks.com/customercare.4
Paid support•Forissuesnotcoveredbyfreesupportdescribedabove,help is available for a fee with
a QuickBooks Support Plan or on a per-call basis (One-time Support).Tolearnmoreortopurchaseasupportplanorper-callsupport,visitwww.quickbooks.com/supportorcall1-888-320-7276weekdays,6a.m.to6p.m.,PacificTime.
•UsealocalCertifiedQuickBooks ProAdvisor®(seepage37fordetails).
•Findtheidealtrainingsolution(feesapply)tohelpyoulearnandcustomizeQuickBooksforyourbusinessatwww.quickbooks.com/training.Termsandconditionsofsupport,features,pricingandavailabilityaresubjecttochangeatanytimewithoutnotice.
2. Mayvaryoccasionallyduetosystemandservermaintenance,companyevents,observedU.S.holi-days,andeventsbeyondourcontrol.
3.30consecutivedaysofQuickBooks2008supportincludedfromfirst-timeregistration.Questionsmustbesubmittedonlinetoreceivefreesupportviae-mailorphone(atIntuit’sdiscretion).Asupportfeewillbechargedtohandlerequeststhatoriginatefromacallratherthanawebrequest.Internetaccessrequired.Offervalid90daysfromsoftwarepurchase;U.S.only.Additionaltermsandconditionsapply.
�.SeedetailsandtermsandconditionsofInstallation,Upgrade,andErrorMessageAssistanceatwww.quickbooks.com/customercare.Questionsmustbesubmittedonlinetoreceivefreesupportviae-mailorphone(atIntuit’sdiscretion).Asupportfeewillbechargedtohandlerequeststhatoriginatefromacallratherthanawebrequest.Internetaccessrequired.
SupportTechnicalsupportPhonesupportQuickBookstechnicalsupporttechnicalsupportcontacting
SupportTechnicalsupportPhonesupportQuickBookstechnicalsupporttechnicalsupportcontacting
33
Using in-product HelpQuickBooksin-productHelpprovidesbackgroundinformationandinstructionsfordoingQuickBookstasks.YoucanaccesstheHelpcontentandfeaturesinseveralways.
Tousein-productHelp,gototheHelpmenuandclickQuickBooks Help.
Viewing Help for a window you have open
IfyouareunsurehowtouseaparticularQuickBookswindow,presstheF1keyonyourkeyboard.Togethelp.(YoucanalsoclicktheHelpbuttoninthewindow,ifoneispresent.)
TheseHelptopicsprovideanswerstoquestionssuchas:
•WhatcanIusethisformfor?
•Whatdoesthisbuttondo?
•Whatkindofinformationisdisplayedinthiscolumn?
•WhathappenswhenIselectthisoption?
•HowdoIcompletethetask?
Help>resourcesin-productHelpHelp>systemdescribedHelp>systemgettingstep-by-stepinstructions
Help>resourcesin-productHelpHelp>systemdescribedHelp>systemgettingstep-by-stepinstructions
IntheSearch tab,enteradescriptionofthehelpyouwant,andclickthesearcharrow.
WhenyouopenHelp,theHelp Viewer displaystotherightoftheQuickBookswindow.
LinkstotopicsthatarerelevanttothecurrentlydisplayedwindowarelistedintheRelevant Topicstab.
ClickanyrelevanttopiclinktoviewtheHelp topic.
UsetheForward orBackbuttonstoseetopicsyou’vealreadyviewed.ClickPrint Topicifyouprefertohaveapapercopy.
LetusknowifthehelptopicansweredyourquestionandwhatwecandotoimproveHelp.
IntheSearch tab,enteradescriptionofthehelpyouwant,andclickthesearcharrow.
WhenyouopenHelp,theHelp Viewer displaystotherightoftheQuickBookswindow.
LinkstotopicsthatarerelevanttothecurrentlydisplayedwindowarelistedintheRelevant Topicstab.
ClickanyrelevanttopiclinktoviewtheHelp topic.
UsetheForward orBackbuttonstoseetopicsyou’vealreadyviewed.ClickPrint Topicifyouprefertohaveapapercopy.
LetusknowifthehelptopicansweredyourquestionandwhatwecandotoimproveHelp.
Learning QuickBooks
34
Information you’ll find in the Relevant Topics tab
EachtimeyouopenanewQuickBookswindow,thelinksintheRelevantTopicstabchangesothattheyapplytotheactivewindow.
RelevantHelptopicswillexplainhowtousethewindow,andcaninclude:
•Tutorialsthatshowyouhowtocompletetasks
•Businessprocessoverviews
•Step-by-stepinstructions
•Planningandbestpracticesuggestions
•Troubleshootinginformation
Ifyoudon’tseetheinformationyouneedintheRelevantTopicstab,tryusingtheSearchtabtofindthetopic.
Using Help Search to find information
QuickBooksin-productHelpisquiteextensive.Ifyoudon’tseeyourissueintheRelevant Topicslist,youcanuseSearchtofindanswerstoyourquestionsquickly:
•ClicktheSearchtab.
•IntheSearchfield,type a short phrase (containinganounandverb)thatdescribestheinformationyouwant.Forexample,“addacustomer”or“HowdoIaddacustomer?”
•Clickthesearch arrow.Searchwillreturnamaximumof15topicsbasedonthewordsyouentered.(Ifyoudon’tseetheinformationyouwant,followthetipsbelowforusingsearcheffectively.)
Search,using>in-productHelpHelp>systemfinding>helpforcommontasksHelp>systemusing>SearchHelp>systemviewingforawindowIndex,usinginHelp
Search,using>in-productHelpHelp>systemfinding>helpforcommontasksHelp>systemusing>SearchHelp>systemviewingforawindowIndex,usinginHelp
35
Did You Know?Tip: Using Search Effectively
•Be as specific as possible.Forexample,ifyouwanttoknowhowtoaddacustomer,enteringjust“customer”willreturntopicsrangingfromaddingacustomertodeletingacustomertotheCustomerslistandmore.Instead,enter“addcustomer”or“HowdoIaddanewcustomer”.
•Enter a shorter search phrase or question.Forexample,“HowdoIaddcustomers”willreturnbetterresultsthan“HowdoIaddnewcustomersandvendors”.
• Try using different words and phrases.Forexample,ifyou’relookingforsomethingaboutinstallingaQuickBooksupdate,tryentering“updateQuickBooks”.
•Don’t use abbreviations—use the full word instead.
Ifyoustillcan‘tfindtheanswerinthetopicsreturnedbysearch,trytheAdditionalSelf-HelpTools.
Using the sample company filesQuickBooksincludesseveralsamplecompanyfilesthatyoucanpracticewithtoenterpretenddata,runreports,andexploreQuickBooksfeatures.
Toopenasamplecompanyfile,gototheFilemenu,clickOpenorRestoreCompany,andthenclickasamplecompanyfilefromthelist.
Learning QuickBooks
36
Check out the QuickBooks Learning CenterAsyoubeginusingQuickBooks,oneofthefirstthingsyou’llseeistheQuickBooksLearningCenter.AfteryouviewtheCoachTutorial,you’llbeintheLearningCenter.TheLearningCenterprovidesinteractivetutorialstohelpyoulearnhowtouseQuickBooksandcompletecommonbusinesstasks.Afteryoucompleteatutorial,acheckmarkisdisplayednexttoitstitle.Afterwatchingthevideotutorials,youcanfollowthestep-by-stepinstructionsavailableinthein-productHelp.
ToopentheQuickBooksLearningCenter,gototheHelpmenuandclickLearning Center TutorialsorclickthetutorialbuttonintheQuickBooks Coach.
Help>resourcesLearningCenterLearningCenter,describedQuickBooksLearningCenter
Help>resourcesLearningCenterLearningCenter,describedQuickBooksLearningCenter
3�
Using the QuickBooks CoachYoucanexploretheHomepagewiththeQuickBooksCoachtolearnmoreaboutyourbusinessworkflows.IntheQuickBooksCoachwindow,clickStart Workingtoturnexploremodeon.ThenmouseoverandclicktheCoachicons(
)tosee:
•Detailsaboutyourworkflows
•Spotlightsthatshowyouthestepsinaflow,withtipstocompleteeachstep
•Boldnumbers,highlightedlines,andarrowsshowyoutheorderinwhichtodoyourwork
Working with a Certified QuickBooks ProAdvisor® Wanthands-onhelpsettinguporcustomizingQuickBooksforyourbusiness?You’llgetthemostoutofQuickBooksbyworkingwithaCertifiedQuickBooksProAdvisorwhocancustomizethesoftwarebasedonyouruniquebusinessneeds.CertifiedQuickBooksProAdvisorsaretypicallyCPAs,bookkeepers,smallbusinessadvisors,QuickBooksconsultantsoraccountants.They’vebeentestedandcertifiedinQuickBooksbyIntuit.
•ProAdvisorscansaveyoutimeandmoneybygettingyourQuickBookssetuprightthefirsttime,toavoidfixingmistakesdowntheroad.
•ProAdvisorscansetupcustomizedreportssoyoucaneasilyunderstandthehealthofyourbusiness.
•TheyalsoofferongoingsupportandtrainingtohelpyoumasterQuickBooks.
Visitwww.findaproadvisor.com/gotolearnmoreandtofindaCertifiedQuickBooksProAdvisornearyou.
accountants(seeProfessionalAdvisors)ProfessionalAdvisors,gettinghelpfromassistedsupportworkingwithaProfessionalAdvisorassistedsupportgettingQuickBooksAssistedSupportCallbacksupportQuickBooksCoach
accountants(seeProfessionalAdvisors)ProfessionalAdvisors,gettinghelpfromassistedsupportworkingwithaProfessionalAdvisorassistedsupportgettingQuickBooksAssistedSupportCallbacksupportQuickBooksCoach
Learning QuickBooks
38
QuickBooks BasicsTotakefulladvantageofQuickBooks,therearesomeimportantconceptsyouneedtounderstand.
How to work with QuickBooks listsListsareoneoftheimportantbuildingblocksthatmakeQuickBookssopowerfulandefficient.QuickBooksuseslistinformationtofilloutmostQuickBooksforms.Forexample,tocreateaninvoice,youchoosethecustomernamefromyourCustomers&Jobslist.QuickBooksautomaticallyentersthecustomerinformationontheformforyou.Thissavesyoutimeandpreventstypingerrors.Youcanalsochangetheinformationdirectlyontheformasneeded.ListsareeasytosetupinQuickBooks,butdorequirecarefulplanning.
Dependingonthetypeoflistyouwanttouse,youcangettothelistinoneoftwoways:
•QuickBooks Centers:YourCustomers&Jobs,Vendors,andEmployeeslistsareavailableintheCustomer,Vendor,andEmployeeCenter,respectively.ClicktheappropriateQuickBooksCenterbuttononthenavigationbartogotoaQuickBooksCenter.
•List windows:Otherlists,suchastheChartofAccountsandItemList,appearinseparatewindows.Toviewoneoftheselists,clicktheListsmenuandthenclickthelistyouwant.Toenterinformationintheselists,usethemenubuttonatthebottomofthelisttoadd,edit,ordeletelistitems.Themenualsoprovidesaccesstocommonfeaturesassociatedwiththelist.
Themoredetailyouenterforeachlistitem,themoreinformationQuickBookscanusetopre-populateforms,trackfinancialdata,anddisplayusefulreportsaboutyourbusiness.Anotheradvantageoflistsisthatcommontaskslikeaddinglistentries,editinglistinformation,anddeletinglistentriesareperformedthesameway.
Figure4illustrateshowQuickBooksuseslistinformationacrossmultiplewindowsandtaskstosimplifydataentryandtogiveyouacompletepictureofhowyourbusinessisdoing.
listshowtheyworkinQuickBooksQuickBookshowlistsworklistshowtheyworkinQuickBooksQuickBookshowlistswork
Learning QuickBooks
x
Customer Name Chris Baker
1,000.00Opening Balance as of 12/15/2007
Address Info
Categorizing and Defaults
Commercial
Commercial
Net 30
Type
Terms
Rep
Preffered Send Method
Additional Info
OK
Cancel
Next
Help
Customer isinactice
Go to ClientManager
Define FieldsSales Tax Information
Tax Item
Tax Code
Tax Resale Number
San Tomas
How do I determinethe opening balance?
New Customer
Payment Info
Price Level
Custom FieldsContract #
B-Day
Spouse’s Name
Job Info
x
Previous Next
BILL TO SHIP TO
TERMS
ITEM DESCRIPTION QUANTITY RATE AMOUNT Tax
DUE DATE
DATE INVOICE#
Spelling History Journal ProgressTime/Costs...
Rock Castle Invoice
Template Customize
Clear
Balance DuePayments AppliedApply CreditsTax
Tax
Let QuickBooks help you get paid online by credit card. Save & Close
Create Invoices
Invoice
Customer:Job
07/14/2004
08/13/2004Net 30
Baker, Chris415 W. Desert BloomBayshore, CA 94326
Concrete Slab Foundation slab - prep and pouring
Thank you for yourbusiness.
8 75.00
San Tomas (7.75%) 0.00
600.00
0.00600.00
Total
600.00 Non
Baker, Chris
CustomerMessage
To be printed Customer Tax Code
MemoTo be e-mailed
92
Save & New
1
2
4
2. Enter customer information in the New Customer window.
4. Pick a customer name from the list and choose to create an invoice from the New Transactions menu. The customer information is entered automatically.
5. All invoices for this customer are listed in the Transaction Details area.
6. To view a list of invoices for all your customers, use the Transactions tab.
3. The information for the new customer appears in the Customers & Jobs list.
1. Use the Customer Center to view customer data. Click New Customer & Job to add a customer to your list.
65
3
Figure �. How QuickBooks reuses list information to make your life easier
39
40
Entering list information as you work
TherearetwobasicmethodsyoucanusetoenterlistinformationinQuickBooks.Youcanenteraccount,customer,vendor,product,andserviceinformationbeforeyouentertransactionsinQuickBooks,oryoucanenterthisinformation“onthefly”asyouusetheproduct.
IfyouprefertoenterinformationasyouuseQuickBookstoperformyourdailytasks,QuickBookspromptsyoutoimmediatelysetupanyentryitdoesnotknowabout.Forexample,ifyoutrytocreateaninvoiceforacustomernamedJohnDowdenandyouhavenotenteredinformationaboutJohnDowdenintoQuickBooks,QuickBookswillpromptyou:
John Dowden is not in the Customer:Job list.
To enter the detailed information now, click Set Up (usually not required).
To automatically add John Dowden to the Customer:Job list, click Quick Add. You can entermore detailed information later.
Quick Add Set Up Cancel
Customer:Job Not Found
ClickingQuick AddcreatesanewcustomerlistentryforJohnDowdenintheCustomers & Jobslistandaddsalltheinformationyouenteraboutthecustomerontheinvoiceform(billingaddress,paymentterms,taxablestatus).
ClickingSet Uptakesyoutoanotherwindowwhereyoucanenterinformationnotcoveredbytheinvoice.Forexample,youcouldclickSet UptoenterJohnDowden’sphonenumber,faxnumber,andcreditlimit.
listsenteringinformationasyouworklistsenteringinformationasyouwork
QuickAdddescribedQuickAdddescribed
Writing checks versus paying billsInQuickBooks,youcanmanageyourbillsandpaymentsintwoways:
Write checks to pay bills now. UsetheWrite Checkswindowandassigntheamountstoappropriateexpenseaccounts.Thismethodisrecommendedwhenyoudon’treceiveabill,suchaswhenyougotothestoreandwriteacheckandthenyouneedtorecordthatexpenseinQuickBooks.YoucanalsouseWriteCheckstopayabillassoonasyoureceiveit,aslongasyoudon’tneedtotrackthebill.
Enter bills when you receive them and pay them later.UsetheEnter Billswindowtoenterbillswhenyoureceivethem.ThenusethePay Billswindowtopaybillswhentheyaredue.YoucansetupQuickBookstoremindyoutopaybillswhentheyaredue.Usingthismethod,youkeepyourmoneyinyourbusinessforaslongaspossible.Youmightstilluseachecktopaythebill,butthismethodenablesyoutotrackhowmuchmoneyyouowe.Andatanytime,youcanrunreportstoanalyzeunpaidbillsforinformationsuchaswhichvendorsyouowemoney.
Note: Do not simply write a check in the Write Checks window to pay bills that you entered in the Enter Bills window or the accounts payable registers.
Figure5illustratesthedifferencebetweenwritingchecksversusenteringandpayingbills.
paying>billsversuswritingcheckspaying>billswhathappensbehindthesceneswritingchecksversuspayingbills
paying>billsversuswritingcheckspaying>billswhathappensbehindthesceneswritingchecksversuspayingbills
What happens when I record a bill payment?Ifyoupaidby:
•Check.QuickBookspreparesonecheckforeachvendorandrecordsthechecksinthecheckregisterwithBILLPMTintheTypefield.
•Credit card.QuickBooksrecordsachargeforeachvendorinyourcreditcardregister.
•Cash.QuickBooksrecordsapaymentforeachvendorinyourcashaccountregister.
•Online banking payment.QuickBookspreparesoneonlinebankingpaymentinstructionforeachvendorandrecordsthepaymentsinthecheckregisterwithBILLPMTintheTypefield.
Ineachscenario,QuickBooksrecordsthepaymenttoeachvendorintheaccountspayableregister.TheamountyoupaidappearsinthePaymentcolumn.
Learning QuickBooks
Did You Know?
41
42
Write checks nowEnter bills now,pay when due
Receive bill from vendor
WRITE CHECKS
Your CompanyCustomer:
Amount Due
Bill Due
BILL Payment Due to Gallion Masonry
Date 07/14/2004
08/13/2004
1,550.00
P a y to the Order o f Gallion Masonry
One thousand fi v e hundred fif t y and 00/100* * * * * * * * * * * * * * * * * * * * * * * * * *
Address
Memo
N o . 302
1,550.00 $
Dollars
Date 07/14/2004
Gallion Masonry 189 Old B a yshore R d B a yshore CA 9432 6
ENTER BILLS
x
Select Bills to be P ai d
Show Bills Due on or before
Show all bills Sort Bills By Due Date
Date Due 05/31/2007
05/31/2007
K ersh a w Compu.. .
K ersh a w Compu.. .
13,000.00
6,500.00
0.00
6,500.00
6,500.00 0.00 0.00 19,500.00 T otal s
0.00
0.00
0.00
0.00
V endo r R e f . N o . Disc. Date
Discount & Credit Information for Highlighted Bill V endo r
Bill R e f . N o .
P a yment Accoun t
Clear Selections
Checking Check
P a yment Metho d
T o be printe d
P a yment Dat e
Assign check n o .
T erm s Kershaw Computer Se... Sugg. Discount
Number of Credits
T otal Credits A v ailabl e
Amt. Due Disc. Used Credits Used Amt. T o P a y
07/24/2007
07/14/2004
Pay Bills
Clear P a y & Clos e Pay & New
Ending Balance
0.00 Net 30
0.00 0
678.06
Go to Bill Set Discount Set Credits
x
Previous Next Print Find Journal
P a y to the Order o f Gallion Masonry
One thousand fi v e hundred fif t y and 00/100* * * * * * * * * * * * * * * * * * * * * * * * * *
Address
Memo
Expenses $1,550.00 Items $0.00 Online P a ymen t T o be printe d
Memo Customer:Job Account Job Expenses: Job Materials 1,550.00 Ba k e r , Chri s
Amount
N o . 302
1,550.00 $
Dollars
Clear Clear Splits R ecalculat e S av e & Clos e
7,178.06
Write Checks - Checking
Bank Account Ending Balance
Date 07/14/2004
Checking
Save & New
Gallion Masonry 189 Old B a yshore R d B a yshore CA 9432 6
Pay Vendor
Print checks or makean online payment
Pay Bills
Enter Bills Write Checks x
Previous Next Find History Journal
Gallion MasonryVendor
Discount Date
Terms Ref. No.
Amount Due
Bill Due
Net 30
Bill
Memo
Expenses $1,550.00 Items $0.00
Memo Customer:JobAccountJob Expenses: Job Materials 1,550.00
Amount
ClearClear Splits Recalculate Save & Close
Enter Bills
Bill Received
Date 07/14/2004
08/13/2004
1,550.00
Bill Credit
Save & New
1234 Garcia Ave.Mountain View, CA 94043
Address:
Figure 5. Writing checks versus entering and paying bills
44
QuickBooks Essential Tasks
Learning how to do essential QuickBooks tasksThetabletotherightliststheessentialtasksthatmostpeopleusetoruntheircompanyinQuickBooks.Thischapterdescribeshowtoperformeachofthesetasksandoffersimportantusagetips.
Thetasksarewrittenassumingthatyouwanttosetupalltheinformationforyourbusiness(forexample,customer,vendor,andaccountinformation)beforeyoubegincreatinginvoices,receivingpayments,orpayingyourbills.
However,youmightprefertoenterinformationasyouneedit.Forexample,youmightcreateaninvoiceforanewcustomeranduseQuickAdd(describedonpage40)toenterthecustomerinformation“onthefly.”Eithermethodworksfine.Youchoosethemethodthatworksbestforyou.
commontasksoverviewQuickBookscommontasksQuickBooksworkflowoverview
commontasksoverviewQuickBookscommontasksQuickBooksworkflowoverview
45
Setting Up Your Business
Preferences:ChangingQuickBookstoworkthewayyoudo page46
Addinganaccount page48
Addingcustomers page52
Addingvendors page54
Addingitems page56
Settingupsalestax page60
Settingupyourpayroll page68
Settingupemployees page72
Money In
Creatinganestimate page74
Creatinganinvoice page76
Enteringsalesreceipts page78
Receivingapayment page80
Makingadeposit page82
Money Out
Payingbills page84
Writingchecks page86
Issuingcreditsandrefunds page88
Payingemployees page90
Managing Your Business
Usingreports page92
Additionalservicesandresources page96
Essential Tasks
46
Setting Up Your Business | Preferences
Preferences: Modify QuickBooks for the way you work
Set personal and companypreferences for each QuickBooks area.
Choose a group from the preference list to set behavior for other QuickBooks areas.
3
Click General to setgeneral QuickBooks preferences.
2
4�
Setting Up Your Business
Did You Know?Changing QuickBooks to work the way you doYoucanmodifyQuickBooksinmanywaystosuittheneedsofyourbusinessandyourpersonalstyleofworking.FromtheQuickBooks Preferenceswindow,youcandefinepreferencesinoveradozendifferentcategories.
Forexample,youcanconfiguregeneralpreferencessuchaswhetherornotQuickBookspromptsyoubeforeeditingordeletingatransaction,orwhichdateQuickBooksusesfornewtransactions.Or,youcanconfigureaccounting-specificpreferencessuchashowQuickBooksdisplaysaccountsandsubaccounts.
To view and set preference options:
➊ GototheEdit menuandclickPreferences.
➋ InthePreferenceswindow,changeanyofthegeneralQuickBookspreferences.ThesepreferencesdeterminehowQuickBooksbehaves.
➌ TodisplaythepreferencesforanotherareaofQuickBooks,clicktheappropriatecategoryinthelistontheleft.Forexample,tosetpreferencesforreportingfunctions,clickReports & Graphs.
➍ OntheMy Preferencestabfortheparticularfeaturearea,enterthechangesandsettingsyouwant.ThesesettingsaffectonlyyourQuickBookssessions,notthoseofotherusers.
➎ Dooneofthefollowing:
• ClickOKtoclosethePreferenceswindowandsaveyourchanges.
• Clickanotherfeatureareainthescrollboxtoenterotherpreferences.ClickYeswhenpromptedtosaveyourchanges.
➏ ClickOK.
commontaskssetting>up>QuickBookspreferencespreferences,settingupcompanypreferences,definedQuickBookspreferencescustomizingQuickBooksQuickBookscustomizing
commontaskssetting>up>QuickBookspreferencespreferences,settingupcompanypreferences,definedQuickBookspreferencescustomizingQuickBooksQuickBookscustomizingCompany preferences
Companypreferencesareglobalpreferencesthataffectallusersofthecompanyfile.OnlytheQuickBooksAdministratorcansetupormodifycompanypreferences.
My PreferencesYoucancustomizeyourworkflowbysettingpersonalQuickBookspreferences,suchasusingtheEnterkeyinsteadoftheTabkeytomovebetweenfields.
48
Setting Up Your Business | Adding an Account
Chart of Accounts
Add New Account
QuickBooks supports 16 different types of accounts.
Click here to make theaccount a subaccount of another account.
Click here to enter anopening balance for theaccount (for balance sheetaccounts).
FPO
x
Name T yp e Balance T ota l
Account Activities R eport s Include inacti v e Include inacti v e
Chart of Accounts
Checking ing Account S a ving s Cash Expenditures Barter Account Accounts R ecei v abl e T ools & Equipmen t Empl o y ee Loan s I n v entory Asse t R etainag e Undeposited Funds Land Buildings T ruck s
Bank Bank Bank Bank Accounts R ecei v abl e Other Current Asset Other Current Asset Other Current Asset Other Current Asset Other Current Asset Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Other Asset Accounts P a y abl e Credit Card Credit Card Credit Card Credit Card Credit Card Other Current Liabili t y Other Current Liabili t y Other Current Liabili t y Long T erm Liabili t y Long T erm Liabili t y Long T erm Liabili t y Long T erm Liabili t y Equi t y Equi t y
7,178.06 13,868.42
0.00 0.00
76,610.00 5,000.00
0.00 23,102.54 2,461.80
36,982.34 90,000.00
325,000.00 78,352.91 28,501.00 7,325.00
-121,887.78 1,041.85
50,239.38 70.00 45.00 25.00 0.00
5,071.02 0.00
3,302.06 5,353.52
19,932.65 3,911.32 3,440.83
50,162.38 403,590.82 19,000.00
New
Edit
Delete
Ma k e Account Inactive
Show Inacti v e Account s
Hie r archical Vie w
Flat View
Customi z e Columns.. .
Ctrl+N
Ctrl+E
Ctrl+D
Ctrl+U
Ctrl+P
Import from E x cel.. . Use
Find T r ansactions in.. .
Print List...
R e-sort Lis t
Click the Account button tocreate new accounts orperform tasks with existingaccounts. 2
The Chart of Accounts listshows the balance of each balance sheet account for your business.
1
Rearrange your accounts by clicking and dragging the diamond, located to the left of an account, to a new position.
Set up QuickBooks to automatically remind youwhen to enter checks foran account.
Click here to view and select additional accountsyou can create (whenavailable.
3
5
8
accountsaddingaddingaccountscommontasksadding>accounts
accountsaddingaddingaccountscommontasksadding>accounts
49
Setting Up Your Business
Adding an AccountWhenyousetupyourcompanyfile,QuickBookssetsupcertainaccountsforyouautomatically.However,asyourbusinessgrowsorchanges,youmightneedtoaddnewaccountstoyourchart of accountstobetterorganizeyourfinances.Or,youmightneedanaccountthatwasnotprovidedduringsetup.Forexample,youmightwanttocreateexpenseaccountstotrackofficesupplypurchasesseparatelyfromadvertisingcosts.
To add an account:
➊ GototheLists menuandclickChart of Accounts.
➋ ClicktheAccountbuttonandthenclickNew.
➌ IntheAdd New Account: Select Account Typewindow,selectthetypeofaccountyouwanttocreateandthenclickContinue.
Note: Refer to pages 50 and 51 for a description of the different types of income, expense, and balance sheet accounts.
➍ Entertheaccount’snameintheAccount Namefield.Thisnamewillappearonyourcompanyfinancialstatements.
➎ Ifyouwanttomakethisaccountasubaccountofanotheraccount,selecttheSubaccount ofcheckbox.Fromthedrop-downlist,clicktheaccountthatwillbethehigher-levelaccountforthissubaccount.
➏ (Optional)Enterashortdescription,note,bankaccountnumber,orcreditcardnumber,dependingonthetypeofaccountyouareadding.
➐ For income and expense accounts.FromtheTax-Line Mappingdrop-downlist,clicktheappropriatetaxlineor<Not tax-related>.
➑ For balance sheet accounts.Enteranopeningbalancebasedontheaccount’sbalanceasofyourQuickBooksstartdate.Generally,youshouldenteranybalancesheetbalancesasofthedaybeforeyourstartdate.Thatwayit’sallexactlycorrectattheopeningofyourstartdate.Ifyou’reputtingmoneyintotheaccountwithatransaction,donotusetheopeningbalancefield,sincethiswillcreateanadditionaltransaction.Ifyou’renotsureofthebalance,youcanleavethefieldblankandentertheinformationlater.ClickOKwhenfinished.
➒ ClickSave & Close or Save & New toaddanotheraccount.
accountsaddingcommontasksadding>accountsaccountsdefinedaddingaccountschartofaccountsdefined
accountsaddingcommontasksadding>accountsaccountsdefinedaddingaccountschartofaccountsdefined
AccountsTherearetwotypesofaccounts—balance sheet accounts,suchascheckingandsavings,andincome and expense accounts,whichareusedtogrouptransactionsforreportingpurposes.(Incomeandexpenseaccountsarethesameas“categories”inQuicken.)Refertopages50and51foradescriptionofthedifferentQuickBooksaccounts.
Chart of AccountsAcompletelistofyourbusiness’accountsandtheirbalances.Youuseachartofaccountstotrackhowmuchmoneyyourcompanyhas,howmuchmoneyitowes,howmuchmoneyiscomingin,andhowmuchisgoingout.
Did You Know?
TheIRSrecommendsopeningabusinesscheckingaccountasoneofthefirstthingsyoudowhenstartinganewbusiness.
Intuithighlyrecommendsassociatingyourincomeandexpenseaccountswiththeappropriatetaxlinesforyourtaxforms.Consultwithyouraccountantifyouneedmoreinformationaboutwhichtaxformstouseandtowhichtaxlinestomapeachaccount.
Key Terms
50
Why Use Subaccounts?Whenyouneedmoredetailaboutwhat’sgoingoninanaccount,youcandividetheaccountintooneormoresubaccounts.Subaccountsletyoutrackseveralrelatedtypesofincomeorexpensesindependentlyyetkeepthemallunderthe“umbrella”ofasingleparentaccount.Subaccountsappearindentedimmediatelybelowtheirparentaccountinyourchartofaccounts.Ifyoucreatesubaccounts,it’sbestnottopostanythingtothe“parent”accountForexample,ifyourbusinesshassubstantialadvertisingexpenses,youmightdecidetodivideyourAdvertisingexpenseaccountintoseveralsubaccounts,suchasNewspaperAds,Signs,YellowPagesListing,andDirectMailings.
What type of account should I use?TherearetwomaintypesofaccountsintheQuickBookschartofaccounts:
•Incomeandexpenseaccounts
•Balancesheetaccounts
Income and Expense Accounts
Incomeandexpenseaccountstrackthesourcesofyourincomeandthepurposeofeachexpense.Whenyourecordtransactionsinoneofyourbalancesheetaccounts,youusuallyassigntheamountofthetransactiontooneormoreincomeorexpenseaccounts.Forexample,notonlydoyourecordthatyoutookmoneyoutofyourcheckingaccount,butyoukeeptrackofwhatyouspentthemoneyon(utilitiesorofficesupplies).
Account type Purpose
IncomeCategorizesmoneyearnedfromnormalbusinessoperations,suchasproductsales,servicesales,anddiscountstocustomers.
Other incomeCategorizesmoneyyourbusinessearnsthatisunrelatedtonormalbusinessoperations,suchasdividendincome,interestincome,andinsurancereimbursements.
ExpenseCategorizesmoneyspentinthecourseofnormalbusinessoperations,suchasadvertisingandpromotion,officesupplies,insurance,legalfees,charitablecontributions,andrent.
Other expenseCategorizesmoneyyourbusinessspendsthatisunrelatedtonormalbusinessoperations,suchascorporationtaxesandpenalties,interest,andlegalsettlements
Cost of goods soldTracksthedirectcoststopurchaseorproducetheitemsthatyourbusinesssells,suchascostofmaterials,costoflabor,subcontractors,andshipping.
Note: QuickBooks does not display balances for income and expense accounts in the Chart of Accounts. To see these balances, go to the Reports menu, click Report Center, and then click the Company & Financial category. You can also select the income or expense account in the chart of accounts and click QuickReport.
accountsbalancesheetaccountsdecidingwhichtypetousebalancesheetaccounts,described
accountsbalancesheetaccountsdecidingwhichtypetousebalancesheetaccounts,described
expenseaccountsdescribedexpenseaccountsdisplayingbalancesforincomeaccountsdescribedincomeaccountsdisplayingbalancesforundepositedfundsaccount,defined
expenseaccountsdescribedexpenseaccountsdisplayingbalancesforincomeaccountsdescribedincomeaccountsdisplayingbalancesforundepositedfundsaccount,defined
accountsincomeandexpenseaccountsundepositedfundsaccountsincomeandexpenseaccountsundepositedfunds
Setting Up Your Business
Balance Sheet Accounts
QuickBooksprovides10typesofbalancesheetaccountstochoosefromasyoucreateandaddtoyourChartofAccounts.Usethetypeofaccountthatbestdescribesthetypeofdatayouaretracking.
Account type Purpose
Bank
Tracksmoneyyouhaveinyourcashaccounts.Createoneforeachcashaccount,suchaspettycash,checking,savings,andmoneymarket.(Whenyoucreateanewbankaccount,leavetheopeningbalanceatzero.Itsopeningbalancewillbecreatedautomaticallywhenyoutransferfundsfromanotheraccount.)
Accounts receivable (A/R)
Tracksmoneyyourcustomersoweyouonunpaidinvoices.MostbusinessesrequireonlytheA/RaccountthatQuickBooksautomaticallycreatesafteryoucreateyourfirstinvoice.
Other current assetTracksthevalueofthingsthatyoucanconverttocashoruseupwithinoneyear,suchasprepaidexpenses,employeecashadvances,inventory,andloansfromyourbusiness.
Fixed assetTracksthevalueofsignificantitems(consultyourtaxprofessionalforaminimumdollaramount)thathaveausefullifeofmorethanoneyear,suchasbuildings,land,machineryandequipment,andvehicles.
Other assetTracksthevalueofthingsthatareneitherFixedAssetsnorOtherCurrentAssets,suchasGoodwill,long-termnotesreceivable,securitydepositspaid,andland.
Accounts payable (AP)
Tracksmoneyyouowetovendorsforpurchasesmadeoncredit.MostbusinessesrequireonlytheA/PaccountthatQuickBooksautomaticallycreatesafteryoucreateyourfirstinvoice.
Credit cardTrackscreditcardpurchases,bills,andpayments.Createoneforeachcreditcardyourbusinessuses.
Other current liability
Tracksmoneyyourbusinessowesandexpectstopaywithinoneyear,suchassalestax,securitydeposits/retainersfromcustomers,andpayrolltaxes.
Long-term liabilityTracksmoneyyourbusinessowesandexpectstopaybackovermorethanoneyear,suchasmortgages,long-termloans,andnotespayable.
EquityTracksmoneyinvestedin,ormoneytakenoutof,thebusinessbyownersorshareholders.Payrollandreimbursableexpensesshouldnotbeincluded.
51
52
Setting Up Your Business | Adding Customers
Customer Center
New Customer
Click New Customer & Job to add new customers to the list.
Click a customer’s name inthe list to view the contactinformation and notes forthat customer.
View the amount of moneyeach customer owes you inthe Balance Total column.
2
x
Customer Name Andrew R ebac k
1,000.00 Opening Balance as of 12/15/2007
Address Info
Categorizing and Defaults
Commercial
Commercial
Net 30
T yp e
T erm s
R e p
Preferred Send Method
Additional Info
OK
Cancel
Next
Help
Customer is inactice
Go to Client Manager
Define Fields Sales T ax Informatio n
T ax Ite m
T ax Cod e
T ax R esale Numbe r
San T oma s
How do I determine the opening balance?
New Customer
P a yment Inf o
Price Le v e l
Custom Fields Cont r act #
B -D a y
Spouse ’ s Nam e
Job Info 3
4
Enter the customer’s name,address, and contact information on the Address Info tab.
Use the Additional Info and Payment Info tabs to set up customer payment terms and sales tax information.
5
Click De�ne Fields to create any custom �elds that you need for your customers.
See all transactions for thiscustomer in the transactionlist, which can be sorted and�ltered.
Click to view useful reportsabout each customer.
addingcustomerscustomersaddingcommontasksadding>customers
addingcustomerscustomersaddingcommontasksadding>customers
53
Setting Up Your Business
Adding CustomersCustomersarethelifelineofyourbusiness.ByenteringdetailedinformationinQuickBooksaboutthepeopleandcompaniestowhomyousellyourproductsandservices,youcanpersonalizetheirbills,sendinvoiceseasily,andquicklyviewthestatusoftheiraccounts.Youcanaddnewcustomersatanytime.
Tip Typingincustomerdataforhundredsofcustomerscanbeatedioustask.IfyouuseMicrosoftOutlook,youcanimportyourexistingcustomerinformationintoQuickBooksinsteadofenteringitmanually.RefertotheQuickBooksin-productHelpforinstructionsonhowtoprepareyourcustomerdatafileforimportingintoQuickBooks.Whenyouarereadytosynchronizeyourcustomers,refertotheinstructionsonpage24.
To add a customer:
➊ ClicktheCustomer CentericonatthetopoftheQuickBookswindow.
➋ ClickNew Customer & JobandthenclickNew Customer.
➌ OntheAddress Infotab,enterallthedatathatyouhaveaboutthecustomer,includingtheirname,BilltoandShiptoaddresses,andadditionalcontactinformation.
➍ CompletetheAdditionalInfoandPaymentInfotabs,asappropriate.
➎ Ifyouwanttoaddadditionalfieldstotheform,clickDefine Fieldstocustomizetheform.
➏ ClickOKorNext(ifyouwanttoenteranothercustomer).
Tip Youcanalsoaddcustomersasyouperformyoureverydaytasks.Forexample,ifyouenterthenameofanewcustomerwhenfillingoutaninvoice,QuickBookswillpromptyoutoenterinformationaboutthiscustomer.Youcanchoosefromtwoquicksetupoptions:
• Quick Add—Addsjustthenametothelist.Youmustaddthedetailslater.
• Set Up—Enablesyoutoenteradditionalinformation(suchasaphonenumber,faxnumber,andalternatecontact)tothelistyouchoose.
addingcustomerscommontasksadding>customerscustomersaddingcustomersdefinedaddingjobsQuickAddusing>forcustomersjobs,adding
addingcustomerscommontasksadding>customerscustomersaddingcustomersdefinedaddingjobsQuickAddusing>forcustomersjobs,adding
CustomersCustomersarethepeopleorbusinessestowhomyousellyourproductsorservices—thatis,thepeoplewhopayyouforwhatyoudo.Somebusinessesmightrefertoacustomerasaclientormember.
Did You Know?
Adding jobsIfyouareperformingmorethanonejobforacustomer,youcantrackthejobsindividuallybyaddingnewjobsunderthecustomer’snameintheCustomers&Jobslist.Thatway,youcancreatereportsthatshowtheincomeandexpensesforeachjob.Toaddajob,clickNew Customer & Job andthenclickAdd Job.
Importing customersIfyouneedtoaddseveralcustomerstoyourQuickBookscompanyfile,considerusingtheImport/Exportfunctionstoentermultiplecustomersatonetime.Formoreinformation,seeQuickBooksHelpforimportinglists.
Key Term
54
Setting Up Your Business | Adding Vendors
Vendor Center
New Vendor: Additional Info
Use the Additional Info tab to enter vendor-speci�c information, including the vendor type.
Click Define Fields to create any custom �elds that you need for your vendors.
x
V endor Nam e
Opening Balance
P ang Building Supplie s
2,500.00 as of 12/15/2007
Address Info
Categorizing and Defaults
Account N o .
T yp e
Materials
Due on receipt
10,000.00
T erm s
Credit Limit
T ax I D
V endor eligible for 109 9
Additional Info
OK
Cancel
Next
Help
V endor i s inacti v e
Define Fields
How do I determine the opening balance?
New Vendor
Custom Fields
Billing R ate Le v e l
Discount A v ailabl e
View the amount of moneyyou owe each vendor in the Balance Total column.
3
Enter the vendor’s name, address, and contact information on the Address Info tab.
5
6
Click New Vendor to addnew vendors to the list.
2
Click a vendor’s name inthe list to view the contactinformation and notes forthat vendor.
See all transactions for this vendor in the transactionlist, which can be sorted and�ltered.
Click to view usefulreports about each vendor.
addingvendorsvendorsaddingcommontasksadding>vendors
addingvendorsvendorsaddingcommontasksadding>vendors
55
Adding VendorsQuickBooksusesthevendorlisttoholdinformationaboutthepeopleandcompaniesyoubuygoodsandservicesfromtorunyourbusiness;forexample,thislistcouldincludethephonecompany,yourofficesuppliesvendor,andyourtaxboard.Youcanaddnewvendorsatanytime.
TipTypinginvendordataforhundredsofvendorscanbeatedioustask.IfyouuseMicrosoftOutlook,youcanimportyourexistingvendorinformationintoQuickBooksinsteadofenteringitmanually.RefertotheQuickBooksin-productHelpforinstructionsonhowtoprepareyourvendordatafileforimportingintoQuickBooks.Whenyouarereadytosynchronizeyourvendors,refertotheinstructionsonpage24.
To add a vendor:
➊ ClicktheVendor CentericonatthetopoftheQuickBookswindow.
➋ ClickNew Vendor.
➌ OntheAddress Infotab,enterallthedatathatyouhaveaboutthevendor,includingtheirname,address,andadditionalcontactinformation.
➍ Ifyouowethisvendormoneyasofyourcompany’sstartdate,entertheamountintheOpening Balancefield.
➎ ClicktheAdditional Infotabandcompletetheform.
➏ Ifyouwanttoaddadditionalfieldstotheform,clickDefine Fieldstocustomizetheform.
➐ ClickOKorNext(ifyouwanttoenteranothervendor).
TipYoucanalsoaddvendorsasyouperformyoureverydaytasks.Forexample,ifyouenterthenameofanewvendorwhenpayingabill,QuickBookswillpromptyoutoenterinformationaboutthisvendor.Youcanchoosefromtwoquicksetupoptions:
• Quick Add—Addsjustthenametothelist.Youmustaddthedetailslater.
• Set Up—Enablesyoutoenteradditionalinformation(suchasaphonenumber,faxnumber,andalternatecontact)tothelistyouchoose.
addingvendorscommontasksadding>vendorsvendorsaddingvendorsdefinedQuickAddusing>forvendors
addingvendorscommontasksadding>vendorsvendorsaddingvendorsdefinedQuickAddusing>forvendors
Setting Up Your Business
VendorsVendorsareanybusinessesorpeoplefromwhomyoubuyorrentgoodsorservicesforyourbusiness—officesupplies,phoneorcomputerservices,orproductsthatyousell.Thetaxagenciesthatyoupayarealsoyourvendors.Nearlyeveryoneyoupayotherthanemployeesarevendors.
Did You Know?
Importing vendorsIfyouneedtoaddseveralvendorstoyourQuickBookscompanyfile,considerimportingallyourvendorsatthesametime.Refertothein-productHelpforinstructionsonhowtoImportlists.
Key Term
56
Setting Up Your Business | Adding Items
x
T yp e
Service
P a vin g Labor
Use for services y ou charge for or purchase, li k e speciali z ed labo r , consulting hours, or professiona l fees.
Item Name/Number
Description
How can I set r ates b y customers or empl o y ees ?
Subitem of
R at e
Account
This service is performed b y a subcont r acto r , owne r , or partner
OK
Cancel
Next
Custom Fields
Spelling
Item is inacti v e
New Item
T ax Cod e
Item List
New Item
Subitems are indented under the parent item.
3
Choose the type of item you want to create from the Type drop-down list.
x
0.00 0.00 0.00
55.00 35.00 0.00
0.365 35.00 35.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
1,799.00 0.00 0.00 0.00
30.00 38.00 0.00
120.00 72.00 0.00
0
0 104
8 2 0
460 103 110
0 3
32 4
0
0 0 0 0 0 0 0 0 0 0 0 0
Constru... Constru... Constru... Constru... Constru... Constru... Mileage... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru...
Name Description T yp e Account On Hand Price On Sales Order
Item Activities R eport s Include inacti v e Include inacti v e
Item List
B luep r i n t change s C onc r e t e S la b F l o or P lan s F r amin g Install a tio n La b o r M ileag e R em o v a l R epair s Subs C a r p e t D r y w al l D u c t W o r k
F oundation slab - prep and pourin g Floor Plans F r aming labo r Installation labor
R em o v al labo r R epair wor k Subcont r acted service s Install carpeting Install dry w al l Heating & Air Conditioning Duct W or k
Install tile or counter
Light pine kitchen cabinet w all uni t standard interior door f r am e
standard interior b r ass hing e Standard Doorknobs Locking interior doorknobs
Exterior wood door Interior wood door complete Interior door
Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory A.. .
Import from E x cel.. . Use
Find in T r ansactions.. .
Print List...
R e-sort Lis t
Ctrl+N
Ctrl+E
Ctrl+D
Ctrl+U
Ctrl+P
New
Edit
Delete
Ma k e Item Inactive
Hie r archical Vie w
Flat View
Customi z e Columns.. .
Show Inacti v e Item s Show Inacti v e Item s
For inventory parts, the On Hand column shows how many of each item you have in stock.
Click the Item button to addnew items or perform activities on existing items. 2
Click the Custom Fields buttonto set up and �ll in custom �elds that you need for youritems.
Enter the amount you want to charge for the item here.
Associate the item with an account here.
Choose the appropriate taxcode here.
6
7
8
itemsaddingaddingitemscommontasksadding>items
itemsaddingaddingitemscommontasksadding>items
5�
Setting Up Your Business
Adding ItemsInQuickBooks,anitemisanythingthatyourcompanybuys,sells,orresellstorunyourbusiness.Itemsareyourproducts,services,andthingssuchasshippingandhandlingcharges,discounts,andsalestax.
WhenyouchooseanitemfromtheItemlist,QuickBooksfillsinadescriptionofthelineitemandcalculatesitsamountforyou.
QuickBooksprovides12differenttypesofitems,describedinthetableonpage58.Someitems,suchasserviceorinventorypartitems,helpyourecordtheservicesandproductsyourbusinesssells.Otheritems,suchasthesubtotalordiscountitem,areusedtoperformcalculationsontheamountsinasale.
To add an item:
➊ GototheListsmenuandclickItem List.
➋ ClickItematthebottomofthelistandthenclickNew.
➌ ClicktheTypedrop-downarrowandchoosethetypeofitemyouwanttocreate(seetableonpage58).
➍ Enteranitemnameasyouwantittoappearonpurchaseandsalesforms.
➎ Enterthedescriptionthatyouwanttoappearonsalesformswhenyouusethepaymentitem.
➏ IntheRatefield,entertheamountyouwanttochargefortheitemorleaveaszero,iftheratevaries.
➐ IntheAccountfield,choosetheaccountthatisassociatedwiththisitem.(Inmostcases,youwillassigntheitemtoanincomeaccount.)
➑ IntheTaxCodelist,selecttheappropriatesalestaxcodeorcreateanewone.IfyoudonotseetheTaxCodelist,youmustturnthetaxpreferenceonintheSalesTaxareaunderEdit | Preferences.
➒ ClickOKorNext(ifyouwanttoenteranotheritem).
addingitemscommontasksadding>itemsitemsaddingitemsdefined
addingitemscommontasksadding>itemsitemsaddingitemsdefined
ItemsAnitemisanythingthatmightappearasalineitemonaninvoice,includingsubtotals,discounts,andsalestax,aswellastheproductsand/orservicesthatyousell.Youenteritemsonyourinvoicesandsalesreceipts.Forexample,awritingconsultantmightsetuponeitemforeditingserviceswithanhourlyrate,andanotheritemforwritingserviceswithadifferenthourlyrate.Onaninvoice,theitemswouldbeenteredwiththenumberofhoursworkedasthequantity.
Whileprovidingaquickmeansofdataentry,itemsalsohandlethebehind-the-scenesaccounting.Whenyoucreateanitemyoulinkittoanaccount.Whentheitemisusedonaformitpostsanentrytothataccountandanothertotheappropriateaccountsreceivable,accountspayable,checking,orotheraccount.
Key Term
58
Which Item Type Should I Choose?QuickBooksprovides12differenttypesofitemstohelpyoufilloutsalesandpurchaseformsquickly.
Item Type Purpose
ServiceUseforservicesyoueitherchargefororpurchase,likespecializedlabor,consultinghours,andprofessionalfees.
Inventory part Useforgoodsyoupurchase,trackasinventory,andresell.
Inventory assembly (Premier only)
Useforassembledgoodsyoubuildorpurchase,trackasinventory,andresell.
Non-inventory partUseforgoodsyoubuybutdon’ttrack,likeofficesuppliesormaterialsyoubuyforaspecificjobthatyouchargebacktoyourcustomer.
Fixed asset
Useforanassetyoudonotexpecttoconverttocashduringoneyearofnormaloperations.Afixedassetisusuallysomethingthatisnecessaryfortheoperationofyourbusiness—likeatruck,cashregister,orcomputer.
Other chargeUseformiscellaneouslabor,material,orpartcharges,suchasdeliverycharges,setupfees,andservicecharges.
SubtotalUsetototalallitemsaboveitonaform,uptothelastsubtotal.Usefulforapplyingapercentagediscountorsurchargetoseveralitems.
Group Usetoquicklyenteragroupofindividualitemsonaninvoice.
Discount
Usetosubtractapercentageorfixedamountfromatotalorsubtotal.Donotusethisitemtypeforanearlypaymentdiscount;foranearlypaymentdiscount,usetheSet DiscountfeatureintheReceive Paymentswindow.
PaymentUsetorecordapartialpaymentyoureceivedatthetimeofthesale.Itreducestheamountowedonaninvoice.
Sales tax itemUsetocalculateasinglesalestaxataspecificratethatyoupaytoasingletaxagency.
Sales tax groupUsetocalculateandindividuallytracktwoormoresalestaxitemsthatapplytothesamesale.Thecustomerseesonlythetotalsalestax.
itemschoosingthetypetouseitemschoosingthetypetouse
59
Setting Up Your Business
Why item types are important
Althoughyoucanuseitemsasaquickmeansofenteringdata,itemsfulfillamuchmoreimportantQuickBooksrole:tohandlethebehind-the-scenesaccounting.
Whenyoucreateanitem,youlinkittoanaccount;whentheitemisusedonaform,itpostsanentrytothataccountandanotherentrytotheappropriateaccountsreceivable,accountspayable,checking,fixedasset,orotheraccount.
Whileitemsareeasytosetup,youshouldspendsometimedecidinghowtheycanbestworkforyoubeforeyoustartsettingthemupandusingthem.Useyourcurrentlistofservicesandproductsasastartingpoint.Considerhowmuchdetailyouwantonyourinvoicesorstatementsandsetupyouritemswiththatlevelofdetailinmind.Forexample,ifyouareaseamstresswhocreatesandsellshomeaccessories,youcansetupasingleitemandchargeaflatrateforacertainsizeofcouchpillow,oryoucanbreakthatpillowdownfurtherintolaborandmaterials.
Furthermore,QuickBooksprovidesmanyusefulreportsthatbreakinformationdownbythegoodsorservicesyoupurchaseandsell.Thatway,youcanquicklyfindout:
•Howmuchincomeyouritemsbringin
•Whatyouarespendingtopurchaseitems
•Howwellyouestimatethecostofitems
•Howmuchtimeyouspentoneachtypeofjoboritem
itemsitemtypesitemsitemtypes
60
Setting Up Your Business | Setting up Sales TaxDependingonwhereyoudobusiness,youmightberequiredtocollectsalestaxfortheproductsorservicesyousell.Ifyoucollectsalestax,youmustpayittoataxagencyonaregularschedule.QuickBookshelpsautomateyoursalestaxtrackingsoyoucankeepaccuraterecordsaboutthesalestaxyoucollectandpay.
Important: You must follow the rules and regulations for collecting and paying sales tax in your tax district (city, county, state).
Understanding how sales tax worksQuickBooksusessales tax codestotrackthetaxableornon-taxablestatusofboththeitemsyousell(productsandservices)andyourcustomers.Ifyourtaxagencyrequiresyoutoreportthereasonswhyparticularsalesaretaxableornon-taxable,thesalestaxcodesthatyouassigntoyouritemsandcustomersenableyoutorunreportsthatprovidethisinformationforyoursalestaxreturn.
QuickBooksusessales tax itemstocalculateandaddsalestaxchargeswhenyoumakeataxablesale.Whenyousetupasalestaxitem,youassignasales tax ratetoitandassociateitwiththetax agencytowhichyoupaythesalestax.AllofthesalestaxitemsyousetupareinyourItemlist.Onceyou’vesetupsalestax,QuickBooksautomaticallyappliestheappropriatesalestaxratetothesaleofyourtaxableitems.
Before you start setting up sales taxTosetupsalestaxinQuickBooks,youneedtoknowthefollowingsalestaxrequirementsforthelocationswhereyousellyourproductsandservices:
•Sales tax ratesforeachtaxdistrict(acity,county,orstatethathasasalestax)inwhichyousell.Youmayhavemultiplesalestaxratesthatyouneedtocharge,forexample,salestaxforbothacountyandastate.
•Tax agenciestowhichyoupaythecollectedsalestaxforeachofthosedistricttaxes.
TipYoucanfindyoursalestaxrequirements(rates,paymentschedules,etc.)onlineatyourstatesalestaxWebsite.WehaveprovidedaccesstotheseWebsitesfromthein-productHelp.GototheHelpmenuandclickQuickBooks Help.IntheSearchfield,enterFinding the sales tax rates and requirements for your business.Selectthattopicandthenclickthelinkforyourstate.
sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxdescribed
sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxdescribed
61
Setting Up Your Business
Term How it relates to sales tax setup
Sales tax rate
Thepercentagechargedforsalestaxbythetaxdistrict.Foreachdifferentdistrict/ratecombination,youneedtosetupanewsalestaxitem.Forexample,youmightsellinthreecountiesthatallchargethesamesalestaxrate,butyouneedaseparatesalestaxitemforeachcounty,eventhoughthesalestaxrateisthesame.Thisenablesyoutotracktheamountsofsalestaxyoucollectforeachtaxdistrict.
Sales tax item
AQuickBooksitemthatisusedtocalculatetheappropriatesalestaxforasale.Asalestaxitemincludesasalestaxrateandataxagency.Whenyouselltaxableitems,youchargetheappropriatesalestaxratebyassigningasalestaxitemtoeachsale.
Sales tax group item
AQuickBooksitemthatgroupsmultiplesalestaxitemssoyoucanchargeonlyonerateonyoursales.Forexample,thelocationwhereyousellmightrequireyoutochargebothacountyandastatesalestax.However,customersareusedtoseeingonesalestaxrateonsales.Youwouldsetupasalestaxgroupitemthatcombinesthosetwosalestaxrates,say1%forthecountyand7%forthestate,tocreateasingle,salestaxgroupitemwitharateof8%.Youwouldapplythissalestaxgroupitemtoyourtaxablesalesforthatcounty.
Sales tax code
TheidentifierthatQuickBooksusestotrackthetaxableandnon-taxablestatusofboththeproductsandservicesyousell,andthecustomerstowhomyouselltheseitems.Forexample,acustomerthatisanon-profitorganizationmighthaveanon-taxablestatus.Youwouldnotchargesalestaxforanythingyouselltothisparticularcustomer.
Tax districtAtown,city,county,orstatethatchargessalestax.Ataxdistrictmightalsoincludeamunicipalorspecialjurisdiction,suchasaMassTransittaxoraparishinLouisiana.
Tax agency
Thegovernmentofficethatdeterminestherequirementsforsalestaxcollectionorpayment.Youmightneedtopayyourcollectedsalestaxtooneormoretaxagencies,dependingontherequirementsforthelocations(taxdistricts)whereyoudobusiness.Taxagenciesaresetupasvendors,becauseyoumakepaymentstothem.Ataxagencyissometimescalledataxauthority.
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Preferences: Set sales tax preferences
Verify that you have sales taxturned on.
Choose when you owe salestax to your tax agency.
5
Choose when you pay salestax to your tax agency. 6
4
Choose the sales tax item you want to use as the preset sales tax rate on all your sales forms (invoices, salesreceipts, etc.).
63
Setting Up Your Business
Did You Know?Setting up sales taxSettingupsalestaxisamulti-stepprocess,dividedintothreemainparts:
•Part1:Salestaxpaymentschedule
•Part2:Salestaxcodestotracktaxablestatusofitemsandcustomers
•Part3:Salestaxitems,rates,andtaxagencies
Part 1: Sales tax payment schedule
Inthisprocedure,you’llturnonsalestaxandthensetupinformationaboutwhenyouneedtopayyourtaxagency.
To set up your sales tax payment schedule:
➊ GototheEditmenuandclickPreferences.
➋ ClickSales Taxinthelistontheleft.
➌ ClicktheCompany Preferencestab.
➍ ForthequestionDo You Charge Sales Tax?,clickYes.
➎ Selectwhenyouowesalestaxtothetaxagency,asspecifiedbyyourtaxagency.
• SelectAs of invoice dateifyourtaxagencystipulatesthatyouowesalestaxfromthemomentyouwriteaninvoiceormakeasale.
• SelectUpon receipt of paymentifyourtaxagencystipulatesthatyouowesalestaxwhenyoureceivethepaymentfromacustomer.
Note: This preference overrides the accounting basis you’ve set for your company and for your report preferences (i.e., if your report preference is set to “cash” but you select “accrual” here, your sales tax reports will be accrual-based).
➏ Selecthowoftenyoupaysalestaxtothetaxagency,asspecifiedbyyourtaxagency.Ifyoudon’tknowwhichtimeperiodtochoose,checkyoursalestaxlicense.Itshouldindicatethepaymentschedulethatyouneedtouse.
Tip Ifyoucollectsalestaxformultipletaxagenciesthatrequirepaymentatdifferentintervals,usethepaymentintervalyouusemostfrequently.Whenyourunyoursalestaxreportsandmakeyourpayments,you’llbeabletoseewhichamountsaredueonwhichdates.
sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxcollectingformultipleagenciessales>taxcodes
sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxcollectingformultipleagenciessales>taxcodes
New Manage Sales Tax windowQuickBooks2008includesanewManage Sales Taxwindowtohelpyoucompleteallofyourcommonsalestaxtasks,likesettingsalestaxpreferences,preparingstatesalestaxforms,andpayingsalestax.GototheVendorsmenu,clickSales Tax,andthenclickManage Sales Taxtoopenthiswindow.
Setting the time interval for paying your sales tax affects reports and reminders.Thetimeintervalyouselecttopayyoursalestaxisreflectedintheperiodoftimecoveredbyyoursalestaxreportsandsetsreminderstopayyoursalestaxes.
Forexample,ifyouselectMonthly,QuickBooksusesthepreviousmonthasthebasisforyoursalestaxreports.Whenit’stimetopayyoursalestaxusingthePaySalesTaxfeature,QuickBooksremindsyoutomakethepayment.
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Preferences: Set up sales tax codes
Add sales tax codes by clickingthe drop-down list for the typeof sales tax code you want to set up and click <Add New>.
1
Enter the sales tax code and ashort description.
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65
Setting Up Your Business
Part 2: Sales tax codes to track taxable status of items and customers
Nowyou’llsetupthesalestaxcodesthatyou’llusetotrackthetaxableandnon-taxablesalesstatusofyouritemsandcustomers.Later,you’llassignthesesalestaxcodestoyourcustomersandtheitemsyousell.
QuickBookscreatestwosalestaxcodesforyou:
•Thetaxablecode(TAX)isassignedtoitemsandcustomersthataretaxed.
•Thenon-taxablecode(NON)isassignedtoitemsandcustomersthatarenottaxed,suchasnon-profitorganizationsoritemsthatthecustomerplanstoresell.
Dependingonyourtaxagencyrequirements,thesetwopresetsalestaxcodesmightbeallyou’llneed.Youwon’tneedtosetupanyadditionalcodesorchangethispreference.
Ifyourtaxagencyrequiresyoutospecifyadditionalsalestaxcodestotracktaxableandnon-taxablesales,suchasspecifictrackingforout-of-statesales,youcansetthemupnow.(Youcanalsosetthemuplaterwhenyouneedtousethem.)
To set up additional sales tax codes:
➊ Clickthedrop-downlistforthetypeofsalestaxcodeyouwanttosetup(TaxableorNon-taxable)andclick<Add New>.
➋ IntheNew Sales Tax Codewindow,enterasalestaxcodeyouwanttouseandadescriptionforit.
Eachsalestaxcodeyouaddmustbeunique.Forexample,youmightwanttosetupanon-taxablesalescodeforlaborcosts.YoumightenterLBRasthesalestaxcodeand“Labor,non-taxable”asthedescription.Manybusinessesalsouseanon-taxableout-of-statesalestaxcode(OOS).
➌ ClickOK.
➍ Repeatsteps1through3foreachsalestaxcodeyouwanttoadd.
Part 3: Sales tax items, rates, and tax agencies
Youneedtosetupasalestaxitemforeachtaxdistrict(city,county,state)inwhichyousell.Asalestaxitemincludesthesalestaxrateyouneedtochargeforthattaxdistrictandthetaxagencytowhichyouremitthesalestaxyoucollect.Evenifyousellinthreedifferentcountiesthatallhavethesamesalestaxrate,youneedtosetupaseparatesalestaxitemforeachcounty/ratecombinationsothatyoucanproperlytrackyoursalestaxcollectionandpayments.
To set up your sales tax items, rates, and tax agencies:
➊ ClickAdd sales tax item.
➋ IntheNew Itemwindow,clicktheTypedrop-downarrowandthenclickSales Tax Item.
➌ Enterthesalestaxname.(UseanamethatdescribesthelocationfortheTax,suchasSan Mateo County.ThisnamewillappearasoneofthechoicesintheTaxfieldonyoursalesforms.)
sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxagencies
sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxagencies
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➍ Enteradescriptionforthewaythissalestaxitemwillappearasalineitemonyoursalesforms(forexample,San Mateo County sales tax).Youcan’tedititontheformsthemselves.Usersfrequentlyusethenameofthesalestaxitemasthedescription.
➎ Enterthesalestaxrate(asapercentage)youchargewhenasaleistaxable.Forexample,yoursalestaxrateforSanMateoCountymightbe1.25%(or1.25centsperdollarpurchased).
➏ IntheTaxAgencydrop-downlist,click<Add New>toopentheNew Vendorwindow,whereyou’llsetupthetaxagency(avendor)towhichyoupaythissalestax.
➐ Enteravendornameandcontactinformation.Forexample,inCalifornia,salestaxispaidtotheBoardofEqualization.
➑ ClickOKtoclosetheNew Vendorwindow.
➒ ClickOKtoclosetheNew Itemwindow.
❿ Repeatsteps1through9foreachlocal,county,orstatesalestaxitemandrateyouneedtosetup.
Important: Depending on your sales tax requirements, you might need to combine multiple sales tax items to create a sales tax group item. For example, a county sales tax rate of 1.25% and a state sales tax rate of 7.0% would combine for a sales tax group item with a sales tax rate of 8.25%. Then, you can use this single sales tax rate on your sales forms.
⓫Whenyou’refinishedsettingupallyoursalestaxitems,chooseyourMost common sales tax,whichistheoneyouchargemostoften.Remember,themostcommonsalestaxthatyouchargeyourcustomersmightbeasalestaxgroupitem.
⓬IntheSales Tax preferenceswindow,decidewhetherornotyouwanttomarkyourtaxableitemswhenyoursalesformsareprinted.Ifnot,clearthischeckbox.
⓭ClickOKtoapplyyoursalestaxpreferences.
⓮ Ifyou’vealreadysetupyouritemsandcustomers,you’llbepromptedtoassignataxablesalestaxcodetoallofthem.ClickOKifmostofyouritemsandcustomersaretaxable.Ifnot,clearthecheckboxesandclickOK.
6�
Setting Up Your Business
Did You Know?Entering an opening balance for sales tax liability (what you owe)YouneedtoenteranopeningbalanceforyourSalesTaxLiabilityaccount(whatyouoweasofyourQuickBooksstartdate).Afteryourstartdate,yoursalestaxisincludedonyoursalesformsandenteredintothisaccount.
CautionDonotusethisprocedureifyouenteredhistoricalinvoicesorsalesreceiptsdatedbeforeyourQuickBooksstartdate.Yoursalestaxwillalreadybeincludedonthemandpostedtothisaccount.Youcanalsoskipthisprocedureifyouenteredanopeningbalanceforeachtaxagencyasyousetitup.
To enter your sales tax liability for a tax agency:
➊ GototheListsmenuandclickChart of Accounts.
➋ Double-clicktheSales Tax Payableaccount.
➌ Intheregister,findablanktransactionandfillinthedetailsforthetaxagencyowed:
• IntheDatefield,enteryourQuickBooksstartdate.
• IntheVendorfield,enterthetaxagency.
• IntheBilledfield,entertheamountyouowedasofyourstartdate.
• FromtheAccountdrop-downlist,chooseOpening Bal Equity.
➍ ClickRecord.
➎ Repeatsteps3and4foreachtaxagencytowhichyouowedsalestaxasofyourQuickBooksstartdate.
sales>taxsettingupsettingupsalestaxcommontaskssetting>up>salestaxsales>taxliabilityaccount
sales>taxsettingupsettingupsalestaxcommontaskssetting>up>salestaxsales>taxliabilityaccount
Sales tax group itemsInmanystateswhereyouchargeastatesalestaxrate,youalsoneedtochargeforacityorcountysalestaxalongwithit.However,yourcustomersareusedtojustseeingonesalestaxitemontheirinvoicesorsalesreceipts.Youcanresolvethisissuebycreatingsalestaxgroupitems.Onceyou’vesetupallofyoursalestaxitemsforyourcity,county,andstatesalestaxrates,you’llbereadytocombinetheratestocreateasalestaxgroupitem.
Refertothein-productHelpforinformationonsettingupasalestaxgroupitem.
68
Setting Up Your Business | Setting up your Payroll
Click Company Setup to enterinformation about the types ofcompensation and benefitsyou provide.
Click Employee Setup to enteremployee personal, pay, and tax withholding information.
Click Taxes to enter employer-specific tax rates and anylocal taxes.
Click Payroll History to enter year-to-date payroll history.
Payroll Setup
Setting Up Your Business
Setting up your PayrollAsanemployer,youhavespecificpayrollresponsibilitiesthatarerequiredbygovernmentagencies.Theseagenciescanbefederal,state,orlocal.Someoftheseresponsibilitiesinclude,butarenotlimitedto,withholdingamountsfromyouremployees’compensationtocoverincometax,socialsecurity,Medicare,andotherpayments.
Choosing a payroll service
TouseQuickBookstomanageyourpayroll,youfirstneedtosubscribetoaQuickBookspayrollservice.QuickBooks’flexibleoptionsensurethatyougetthepayrollservicethatisrightforyou.QuickBooksalsoincludesmanualpayrollfeaturesthatdonotrequireasubscription.Refertothein-productHelpformoreinformationaboutusingmanualpayrollinQuickBooks.Consultwithataxprofessionaloraccountanttoaddressallofyourbusiness’specificneeds.
YoucanlearnaboutalloftheQuickBookspayrollofferings,includingmanualpayrollthroughtheQuickBooksPayrollWebsite.
To learn about and sign up for a Payroll Service:
➊ GototheEmployeesmenuandclickPayroll.
➋ ClickLearn About Payroll Options.
Or,ifyouarenotsurewhichpayrollserviceisrightforyou,contactoneofourpayrollexpertsat1-866-820-6382tolearnmoreandhelpyouchoose.
Note: If you choose to sign up for a payroll service, you will be prompted to complete the activation process for your service. After you complete your activation, you can set up payroll for your business as described in the next section.
Setting up payroll
QuickBooksPayrollincludesaneasy-to-usePayrollSetupwizardthatguidesyouthroughsettinguppayrollforyourbusiness.PayrollSetuphelpsyousetupyouremployees,setupcompensationandbenefitinformation,aswellasenteranyyear-to-datepayrolldata.Youwillalsobeassistedinsettingupscheduledpayrollgroupsandyourpayrollliabilitypaymentscheduletomakemanagingyourpayrolleasier.
SettingupyourPayrollPayrollchoosingapayrollserviceIntuitPayrollServicesPayrollsettingup
SettingupyourPayrollPayrollchoosingapayrollserviceIntuitPayrollServicesPayrollsettingup
Did You Know?
69
Intuit Payroll ServicesIntuitoffersavarietyofpayrollservicestomeetyourneeds.QuickBooks Standard Payrollincludestools,tables,andFederalformstohelpyourunyourpayroll,quicklyenterhoursforalargenumberofemployees,payyourpayrolltaxes,andprepareyourfederaltaxforms.
QuickBooks Enhanced Payrolladdsstatetaxforms,toolsfortrackingworkerscompensationcosts,andtoolsforeasilycalculatingbonuses.BothStandardandEnhancedPayrollenableyoutoprocesspayrollforuptothreebusinessentities(EINs).
QuickBooks Enhanced Payroll for Accountantsincludesallofthis,plusafter-the-factpayroll,client-readyreportsandtheabilitytoprocesspayrollforupto50specificbusinesses.
WithQuickBooks Assisted Payroll,Intuithandlesyourtaxpaymentandfilingsforyou.AllQuickBookspayrollservicesofferdirectdepositofemployeepaychecksforasmalladditionalfee.Formoreinformationaboutpayrollservices,gototheEmployees menu,clickPayroll,andthenclickLearn About Payroll Options.
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Beforeyoubeginsettinguppayroll,werecommendyougatheralloftheinformationinthePayrollSetupChecklistonpage71.Youcanfindthisinformationinyourownrecords,fromyouraccountantorQuickBooksProfessionalAdvisor,orfromfederaland/orstateagencies.
To set up payroll for your business:
➊ GototheEmployeesmenuandclickPayroll Setup.
➋ Followtheonscreeninstructions.
TipIfatanytimeyouneedtoleavethePayrollSetupwizardbeforecompletingallofyourpayrollsetuptasks,clicktheFinish Laterbutton.WhenyoureopenthePayrollSetupwizard,youcancontinue.Toensureaccuratepayrollcalculations,completeyoursetupbeforeusingPayroll.
PayrollSetuphasbeengroupedintothefollowingcategories:
• Company Setup–Enterinformationaboutthetypesofcompensationandbenefitsyouprovide.
• Employee Setup–Enteremployeepersonalinformation(name,hiredata,SocialSecuritynumber,etc.),payinformation(payrate,paymentsanddeductions,paidtimeoffbalances,etc.),andtaxwithholdinginformation(fromW-4andstateforms).
• Taxes–QuickBooksPayrollautomaticallysetsupyourstateandfederaltaxes.However,youmuststillenteremployer-specifictaxrates(stateunemploymentinsurance)aswellasanylocaltaxesthatmayapply.
• Payroll History–IfyouhaveissuedpaychecksduringthiscalendaryearpriortousingQuickBooksPayroll,youmustprovideyear-to-datepayrollhistorytoaccuratelygeneratetaxpaymentsandfilings.
Note: After your initial payroll setup, you might need to add new employees or edit employee payroll information. You do not need to use the Payroll Setup wizard for these quick tasks. Instead, follow the instructions for adding and editing employee information listed on page 73.
PayrollsettingupPayrollsettingup
�1
Setting Up Your Business
Payroll Setup Checklist
Item Examples
Company Information
• Payperiodfrequencyorfrequencies(i.e.,weekly,everyotherweek,twiceamonth,monthly,quarterly)
• DateyoustartedorwillstartusingpayrollinQuickBooks
Compensation, Benefits, and Miscellaneous Additions and Deductions
• Compensationyougiveemployeesandofficers:hourlywages,salaries,commissions,etc.
• Insurancebenefitsoffered,suchashealth,dental,vision• Retirementbenefitsoffered,suchas401(k)• Additionaldeductionsfromnetpaythatyouwithhold,suchasunion
dues,repaymentsofemployeeadvancesorloans,andlifeinsurance• Additionsyouaddtoapaycheck,suchasbonuses,travel
reimbursements,employeeadvances,orloansandtips
Tax Information
• Stateorstatesforwhichyoufilepayrolltaxes• YourstateemployertaxIDnumberornumbersandFederalEIN• Stateunemploymenttax(SUI)rate(s)foremployerand/oremployee• Statedisability(SDI)taxrateorrates• Otherstatetaxratesforyourcompany(ifapplicable)• Localincometaxesthatyouwithholdorpayonbehalfofyour
employees(ifapplicable)• WhetheryouqualifyfortheFederalUnemploymentTax(FUTA)credit
Employees
• Employeenames,addressesandSocialSecuritynumbersfromyouremployees’SocialSecuritycardsorW-4s
• Employeewithholdingsorallowances,whichcanalsobefoundontheW-4form
• Currentemployeewages/salaries,additions,deductions,andcompanycontributions
• Sickandvacationtimepoliciesandhoursaccrued
Year-to-Date History
• Quarterlyandpayperiodsummariesofemployeepayrollamountsfromthebeginningofthiscalendaryeartothebeginningofthecurrentquarter
• Paycheckinformationfromthebeginningofthecurrentquartertotoday
Note:Youneedtoenteryear-to-dateamountsonlyifyoustartusingQuickBooksPayrollafterJanuary1ofthecalendaryear.
Liability Payment Information
• Quarterlyandpayperiodsummariesofpayrollliabilitypaymentsfromthebeginningofthisyeartoyourstartdate
• Copiesofpayrollliabilitychecksfromthefirstdayofthecurrentquarteruntiltoday
Direct Deposit Information
• (Optional)ForeachemployeeyouwanttopayusingDirectDeposit,youneedbankaccountandroutingnumbers.You’llgetthisinformationfromyouremployeeswhenyouaskthemtofilloutaDirectDepositform.
PayrollsetupchecklistPayrollsetupchecklist
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Setting Up Your Business | Setting up Employees
x
Information for: Douglas Begle
Doug Begle
123-45-6789
Male
12/06/1984
Address and Contact Additional Info
Legal Name
First Name M.I.
Last Name
Print on Checks as
M r ./Ms./.. . M r .
Douglas
Begle
S S N o .
Gender
Date of Birth
Personal
Change tabs:
OK
Cancel
Next
Help
Empl o y ee i s inacti v e
New Employee
P ersonal Inf o
New Employee: Personal Tab
Edit Employee: Payroll Info
Enter the employee’s personalinformation, including theirSocial Security number andthe name to be printed ontheir paychecks.
Enter the employee’s addressand contact information in theAddress and Contact tab.
If you are using the DirectDeposit service of QuickBooksPayroll or Assisted Payroll, clickDirect Deposit to enterthis information.
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4
4
Enter additional payroll datalike wages, taxes, bonuses,mileage reinbursements, health insurance deductions,and 401(k) contributions in the Payroll Info tab.
Enter tax information, sicktime, and vacation time.
If you're using payroll sched-ules, click the drop-down arrow and select a payroll schedule to assign to the employee. The Pay Period �eld updates and becomes grayed out.
addingemployeesemployeesaddingcommontasksadding>employees
addingemployeesemployeesaddingcommontasksadding>employees
Setting Up Your Business
Setting up EmployeesToprocesspaychecksandpreparetaxdocumentsforyouremployees,youneedtoenterspecificinformationabouteachofyouremployeesinQuickBooks.
Note: If you are a QuickBooks Payroll subscriber, you will be prompted to add all of your employee information during payroll setup (described on page 69). Use the following procedure to edit employee information or to add additional employees at a later date.
RefertothePayrollSetupChecklistonpage71foralistofemployeeinformationtogather.
To set up an employee’s personal information:
➊ ClicktheEmployee CentericonatthetopoftheQuickBookswindow.
➋ ClickNew Employee.
➌ OnthePersonaltab,fillintheform.
➍ ClicktheAddress and Contacttab,fillintheform,andthenclickOK.
➎ Whenpromptedtosetuptheemployee’spayrollinformation,clickLeave As Is.
To set up an employee’s payroll information:
➊ ClicktheEmployee CentericonatthetopoftheQuickBookswindow.
➋ ClicktheEmployeestabandthendouble-clicktheemployee’sname.
➌ FromtheChangetabsdrop-downlist,clickPayroll and Compensation Info.
➍ FillinthePayroll Infoform.
➎ ClicktheTaxesbutton.
➏ ClicktheFederaltabandfillintheform,basedontheemployee’sW-4information.
➐ ClicktheStatetabandfillintheform.
➑ ClickOK.
Onceyou’vesetupyouremployees,referto“PayingEmployees”onpage91tolearnaboutpayingthem.
addingemployeescommontasksadding>employeesemployeesaddingemployeesdefinedemployeessettinguppayrollinformationpayrollsettingupforanemployee
addingemployeescommontasksadding>employeesemployeesaddingemployeesdefinedemployeessettinguppayrollinformationpayrollsettingupforanemployeeEmployees
Employeesarepeoplewhoworkforyourcompany.Employeescanworkfull-timeorpart-time.Ifyouhaveworkerswhoneeda1099(forexample,subcontractors),setthemupasvendors,notemployees.
Did You Know?
Is the company owner an employee?Generally,peopleinbusinessforthemselvesarenotemployeesofthecompany.However,ifyourcompanyisincorporated,workingcorporateofficersareconsideredemployees.CheckwithyouraccountantorpayrollprofessionaltodetermineiftheownershouldbeconsideredanemployeeandthensetuptheowneraccordinglyinQuickBooks.
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Key Term
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Money In | Creating an Estimate
Create Estimates
Choose the Estimate template you want to use, or create your own.
Choose items to add to the estimate or create new items.
5
Print and mail or e-mail estimates to your customer.
6
When you’re ready to bill the customer, click here to convert this estimate to an invoice.
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commontaskscreating>estimatesestimatescreatingcreatingestimates
commontaskscreating>estimatesestimatescreatingcreatingestimates
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Money In
Key TermCreating an EstimateYoucanusetheestimateformtoprepareestimates,bids,quotes,orproposalsforyourcustomers.Youcanchangethetitle“Estimate”toanythingthatsuitsyourbusiness.
Fillingintheestimateissimilartocreatinganinvoice.Andwhenit’stimetobillyourcustomer,youcancreatetheinvoicedirectlyfromtheestimatebyclickingCreateInvoiceontheestimate’stoolbar.QuickBooksthencreatestheinvoice,withalltheinformationfromtheestimatefilledin.Later,youcancreatereportsthatcompareyourestimatedcostsandrevenueagainstyouractualcostsandrevenuetoseehowaccurateyourestimatesare.
To create an estimate:
➊ Ifnecessary,turnonEstimates(describedbelow),ifyoudidn’tdothisduringtheEasyStepInterview.
➋ GototheCustomersmenuandclickCreate Estimates.
➌ Enterthenameofthecustomerorjob.
➍ SelectanestimatetemplatefromtheTemplatedrop-downlist.
➎ Fillintheestimateform.
➏ ClickPrint.
❼ Savetheestimate.
To turn on the estimates feature:
➊ GototheEditmenuandclickPreferences.
➋ ClickJobs & EstimatesinthelistontheleftandthenclicktheCompany Preferencestab.
➌ ClickYestothequestion,“DoYouCreateEstimates?”
➍ TohaveQuickBookswarnyouwhenyoutrytorecordanestimatewiththesamenumberastheexistingestimate,selecttheWarn about duplicate estimates numberscheckbox.
➎ Ifyoudoprogressinvoicing:
• MakesureYesisselectedinresponsetothequestion,“DoYouDoProgressInvoicing?”
• Specifywhetheryouwantlineitemsthathavezeroamountstoprintonyourprogressinvoice
➏ClickOK.
commontaskscreating>estimatesestimatescreatingestimatesturningonandoffcreatingestimatesestimatesdefined
commontaskscreating>estimatesestimatescreatingestimatesturningonandoffcreatingestimatesestimatesdefined
EstimateAnestimateisaformyouusetoitemizetheworkyouproposetodoortheproductsyouintendtoselltoacustomer.Yourcompanymightuseadifferentterm,suchasbid,grant,orproposal.Estimatesareoptional,notmandatory,forallbusinesses.
Did You Know?
Using sales ordersInQuickBooksPremierandEnterpriseSolutionseditions,youcancreatesalesorderstohelpyoukeeptrackofitemsthatyourcustomershaveorderedbutyouhavenotyetdeliveredtothem,forexamplebecauseyoudonothavetheminstock.
Refertothein-productHelpforinstructionsandtipsonhowtousesalesorders.
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Money In | Creating an Invoice
Create Invoices
3
Choose the Invoice template you want to use or create your own.
5Choose items to add to the invoice or create new items.
6Print and mail or e-mail invoices to your customer.
Create Custom Invoices
Print your company logo on your invoice.
Choose different fonts to use for different parts of the invoice.
Click here to access moreadvanced customization options.
Control what type of information gets printed on your invoices.
commontaskscreating>invoicesinvoicescreatingcreatinginvoices
commontaskscreating>invoicesinvoicescreatingcreatinginvoices
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Money In
Key TermCreating an InvoiceWhenyourcustomersdon’tpayyouinfullatthetimeyouprovideyourserviceorproduct,orwhentheypayinadvance,youneedtotrackhowmuchtheyoweyou.Youcanuseaninvoicetohelpyoukeeptrackofwhatyourcustomersoweyou(oryour“accountsreceivable”).
Invoiceslistallthedetailsaboutthesale,includingtheservicesyou’reprovidingortheproductsyou’reselling(your“items”).Invoicesalsoshowthequantityandpriceorrateofeachitem.Ifyouneedtomakeautomaticadjustmentstoprices(forexample,discountsormarkups),invoiceswillworkforyou.
Note: If your customers pay in full at the time of purchase, do not create an invoice. Instead, create a sales receipt, described on page 79.
To create an invoice:
➊ GototheCustomersmenuandclickCreate Invoices.
➋IntheCustomer:Jobdrop-downlist,enteranameorclickthenameofthecustomerorjob.
➌ ClicktheTemplate drop-downarrowandthenclicktheinvoicetemplateyouwanttouse.
➍ ClicktheTermsdrop-downarrowandthenclickthesalestermsthatapplytothiscustomer.
➎ Inthelowerpartoftheform,entereachoftheitems(includingtheproperquantity)thatthecustomerhaspurchased.
➏ ClickPrintonthetoolbartoprinttheinvoicenow.Optionally,youcanselecttheTo be printedcheckboxtoprinttheformlaterortheTo be e-mailedcheckboxtoe-mailtheformlater.
➐ Savetheinvoice.
Tip:Youcancustomizeyourinvoices(oranyothersalesform)foryourbusiness.ClickCustomizetoopentheBasic Customizationwindow,whereyoucanaddyourcompanylogo,changefontsandcolors,andaccessmoreadvancedoptions.
commontaskscreating>invoicesinvoicescreatingcreatinginvoicesinvoicesdefined
commontaskscreating>invoicesinvoicescreatingcreatinginvoicesinvoicesdefined
InvoiceAninvoiceistheformyouusetochargecustomersfortheproductsandservicestheypurchasefromyou.
Did You Know?
YoucancreateaninvoiceletterdirectlyfromtheinvoiceformbyclickingtheLettersbuttonontheCreateInvoicestoolbar.Refertothein-productHelpformoredetailedinformationaboutthisfeature.
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Money In | Entering Sales Receipts
Sales Reciept
Choose items to add to the Sales Receipt or create new items.
4
Choose the Sales Receiptstemplate you want to use or create your own.
3
commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceipts
commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceipts
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Money In
Entering Sales ReceiptsWhenyourcustomerspayinfullatthetimetheyreceiveyourserviceorproduct,youdon’tneedtotrackhowmuchtheyoweyou.However,youmightwanttorecordthesale,calculateitssalestax,orprintareceiptforthesale.Inthesecases,youcancreateasales receipt.
Examplesofbusinessesthatcommonlyusesalesreceiptsincludebeautysalons,petgroomers,drycleaners,andrestaurants.
Note: If you need to track how much a customer owes you or you do not receive full payment at the time of the transaction, do not use a sales receipt. Instead, create an invoice, described on page 77.
To enter a sales receipt:
➊ GototheCustomersmenuandclickEnter Sales Receipts.
➋ Fillinthetoppartoftheform,includingtheCustomer:Job,Date,andPaymentMethod.
➌ ClicktheTemplate drop-downarrowandthenclickthesalesreceipttemplateyouwanttouse.
➍ Inthebottompartoftheform,selectorentertheitemspurchased.
➎ Savethetransaction.
commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceiptssales>receiptsdefined
commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceiptssales>receiptsdefined
Key Term
Sales ReceiptAsalesreceiptistheformyouusewhenyoumakeasaleforwhichyoureceivefullpaymentatthetimeofthesale.Salesreceiptscanincludepaymentsbycash,check,orcreditcard.
Did You Know?
Youcanalsouseasalesreceipttocreateasummaryofsalesincomeandsalestaxowed.Youcansummarizedailyorweeklysalesonasalesreceipt.
80
Money In | Receiving a Payment
x
Previous Next History Journal Get Online Pmts
Clear S a v e & Clos e
Receive Payments
Save & New
Date
R ecei v ed Fro m Customer Balance:
Date
Un - Apply P a ymen t Amount Due
Applied
Discount and Credits Applied
Discount & Credits...
07/14/2004
1,040.00
Customer Payment
2112 Check #
Ba k e r , Chri s
Check
1,040.00 Amount
Pmt. Method
Memo
Number Orig. Amt. Amt. Due P a ymen t
Find a Customer/I n v oice.. .
T otal s
12/15/2007 74 1,040.00 1,040.00
12/30/2007 77 2,000.00 2,000.00
1,040.00
3,040.00 3,040.00 1,040.00
1,040.00
1,040.00
0.00
Receive Payments
2Choose a customer from thedrop-down list.
3The checkmark next to the
invoice tells QuickBooks to apply the payment to thisinvoice.
Amounts for Selected Invoices
Money In
Receiving a Payment Whenyoureceivemoneyfromacustomer,youmustreceivethepaymentinQuickBookssoQuickBookscanrecordthetransactionandmarktheinvoiceasbeingpaid.Whenyoureceiveapayment,theaccountsreceivablerecordsareupdated,andthepaymentisreadytobedepositedintoanaccount.
To receive a payment:
➊ GototheCustomersmenuandclickReceive Payments.
➋ Fillinthetopportionoftheform,includingthecustomer’sname,thepaymentamount,paymentmethod,andthedateonwhichthepaymentwasreceived.
➌ Checkthecolumntotheleftoftheinvoicetowhichyouwanttoapplythepayment.Youmightbeaskedtodecidehowtoapplythepaymentforoneofthefollowingscenarios:
• Overpaymentcanbecomeacreditorrefund
• Underpaymentcanbeleftasisorwrittenoff
• Customerhasunusedcredittobeapplied
• Customerhasavailablediscounts
➍ Choosetheappropriateselectionandyoushouldseeyourchoicesreflectedintotalamountsforselectedinvoices.
Ifthecustomerhasadiscountoravailablecredits,youcanchoosehowtoapplythem.
➎Savethepayment.
commontasksreceivingapaymentpayments,receivingreceivingapayment
commontasksreceivingapaymentpayments,receivingreceivingapayment
Youcansetapreferencesothatpaymentsreceived:•Automaticallygoto
theundepositedfundsaccount
•Automaticallygetcalculatedandappliedasyouselectinvoicesinthelist
GototheEditmenu,clickPreferences,andthenclicktheCompany PreferencestabintheSales&Customersareatosetthispreference.
Did You Know?
81
82
Money In | Making a Deposit
x
Previous Next Print Payments Journal
Received From From Account Memo Chk No. Pmt Meth. AmountBaker, Chris Undeposited Funds 2112 Check
To get cash back from this deposit, enter the amount below. Indicate the accountwhere you want this money to go, such as your Petty Cash account.
Cash back goes to Cash back memo Cash back amount
Deposit Subtotal
Deposit Total 1,040.00
1,040.00
ClearSave & Close
1,040.00
Click Payments to select customer payments that you have received. List any other amounts to deposit below.
Make Deposits
Deposit To Date Memo Deposit07/14/2004Checking
Save & New
xPayments to Deposit
Select View
Date07/14/200404/11/200709/10/200709/23/200709/26/200710/30/200711/25/200712/14/200712/15/200712/15/2007
PMTPMTPMTPMTPMTPMTPMTPMTLIAB ADJPMT
211234025668295715564102215785986
CheckCheckCheckCheckCheckCheckCheckCheck
Cash
1,040.005,164.002,481.802,400.002,400.00
16,537.545,435.002,000.00
124.00440.00
Baker, ChrisFisher, JenniferLuke, Noelani:KitchenDunn, Eric C. W.:Utility...Johnson, Gordon:Utility...Memeo, JeanettePretell Real Estate:155...Jacobsen, Doug:KitchenGreat Statewide BankRoche, Diarmuid:Garag...
Time Type No. Payment Method Name Amount
View payment method type
Select Payments to Deposit
All types What are payment method views?
OK
Payments Subtotal0 of 10 payments selected for deposit 0.00
Cancel Help
Select All Select NoneSelect None Get Funding Status
Payments to Deposit
Make Deposits
Click Payments to see otherpayments you can deposit.
QuickBooks sorts received payments by payment method type.
2
3Indicates the account to which you want to depositthe funds.
5Record cash back from a deposit by specifying the account and amount here.
The checkmark indicates which payments to deposit.
83
Money In
Making a DepositWhenyoureceiveapaymentfromacustomer,youcaneitherdepositthepaymentintoabankaccountimmediately,oryoucanwaituntilalatertimetomakethedeposit.
To make a deposit:
➊ GototheBankingmenuandclickMake Deposits.
➋ InthePayments to Depositwindow,selectthepaymentsthatyouwanttodepositandclickOK.
➌ IntheMake Depositswindow,clicktheDeposit To drop-downarrowandthenclicktheaccounttowhichyouwanttodepositthefunds.
➍ Verifythedateandthelistofpaymentstodeposit,makingupdatesasnecessary.
➎ Ifyouwanttoreceivecashbackfromthisdeposit,fillintheCash Backfieldsatthebottomoftheform.
➏ Ifyouwanttoprintadepositslipordepositsummary,clickPrint.
➐ Savethedeposit.
Note: Just because you’ve recorded the deposit in QuickBooks doesn’t mean that you’ve actually made the deposit and that the money is available. You still need to physically deposit the money at the bank or send an online transfer.
commontasksmakingadepositdeposits,makingmakingadeposit
commontasksmakingadepositdeposits,makingmakingadeposit
84
Money Out | Paying Bills
Enter Bills
Choose or enter the name of the vendor who sent you the bill. 2
Select the payment terms here and QuickBooks willauto�ll the Bill Due date for you.
Enter the amount due here.
Assign the bill to one or moreexpense accounts.
Pay Bills
Click here to display all unpaid bills or all bills that are due before a speci�c date. 2
The checkmark indicates the bills you’ve chosen to pay.
3
Click Go to Bill to view the bill that corresponds to the selected bill.
5
3
85
Money Out
Paying BillsAsyoupurchaseequipment,supplies,products,orservicestorunyourbusiness,youwillalsoreceivebillsthatneedtobepaid.EnteringthesebillsinQuickBooksenablesyoutonotonlytrackinformationaboutyourpurchases,butalsotopaythesebills.QuickBooksremembersallofyourunpaidbills,enablingyoutoeasilychoosethebillsyouwanttopay.QuickBooksthenwritesandsavesthechecksorcreditcardchargesorsendstheonlinebankingpaymentinstructions,dependingonthepaymentmethodyouchoose.
Note: Before paying a bill, be sure you read the section “Writing checks versus paying bills” on page 41 to make sure you are using the correct payment method.
To enter a bill:
➊ GototheVendorsmenuandclickEnter Bills.
➋ IntheVendorfield,chooseorenteranewvendor.
Note: If an open purchase order exists for this vendor, you are prompted to receive against it. Click Yes to receive against one or more purchase orders; then, in the Open Purchase Orders window, click each purchase order that contains items you’ve received and are being billed for.
➌ SpecifythePayment Method,Payment Account,and Payment Date.
➍ IntheAmount Duefield,entertheamountofthebill.
➎ FillintheDate,Ref. No.,Terms,andMemofieldsasnecessary.
➏ For expenses(moneyyouspendtorunyourbusiness,suchasutilities),assignthebilltooneormoreexpenseaccountsontheExpensestab.For items(productsorservicesyourbusinessbuys),edititemsthatwereenteredfromyourpurchaseorderorenternewitemsontheItemstab.
➐ClickSave & CloseorSave & New toenterthetransaction.
To pay a bill:
➊GototheVendorsmenuandclickPay Bills.
➋ Alloutstandingbillsaredisplayed.Tolimitthenumberofbillsdisplayed,clickDue on or beforeandthenclicktheduedateforthebillsyouwanttodisplay.
➌ ClickPay Selected Billstocompletethetransaction.
bills,enteringandpayingcommontasksenteringandpayingbillsenteringabillpaying>billshowto
bills,enteringandpayingcommontasksenteringandpayingbillsenteringabillpaying>billshowto
DonotusetheWrite Checkswindowtowriteapaycheck,payyourpayrollliabilities,paysalestax,orpaybillsyou’vealreadyenteredintheEnter Billswindow.
Refertothein-productHelpformoreinformationonhowtomakethesetypesofpayments.
Paying employeesRefertopage91forinstructionsonpayingemployees.
Paying billsYoudon’tneedtousethePay Billswindowtopayyourbills.Youcanenterchecks,creditcardpayments,andcashexpendituresdirectlyintheappropriateaccountregister.However,ifyouenterbillsusingeithertheEnter BillswindowortheAccountsPayableregister,youmustusethePay Billswindowforyourbillpayment.DonotusetheWrite Checkswindowtopayabillthatyou’veenteredwitheitherofthesemethods.
Did You Know?
86
Money Out | Writing Checks
Set to OK
Cancel
Help
Select All
Select None
Bank Account
Date 12/15/2007 12/15/2007 12/15/2007
Daigle Lighting P erry Windows & Door s Sergeant Insu r anc e
640.92 6,935.75
675.00
196
P a y e e Amount
Select Checks to print, then click OK, There are 3 Checks to print for $8,251.67.
Checking First Check Number
x Select Checks to Print
x
Previous Next Print Find Journal
P a y to the Order o f Gallion Masonry
One thousand fi v e hundred fif t y and 00/100* * * * * * * * * * * * * * * * * * * * * * * * * *
Address
Memo
Expenses $1,550.00 Items $0.00 Online P a ymen t T o be printe d
Memo Customer:Job Account Job Expenses: Job Materials 1,550.00 Ba k e r , Chri s
Amount
N o . 302
1,550.00 $
Dollars
Clear Clear Splits R ecalculat e S a v e & Clos e
7,178.06
Write Checks - Checking
Bank Account Ending Balance
Date 07/14/2004
Checking
Save & New
Gallion Masonry 189 Old B a yshore R d B a yshore CA 9432 6
Write Checks
Select Checks to Print
4Click here to choose thechecks you want to print.
Make sure that the checks inyour printer correspond to thecheck number entered here.
Use the Expenses tab to itemize purchases you maketo run your business, such asjob materials or utility costs.
4
Indicates the account from which the funds will be taken for this check. 2
Fill out the check just like you would a paper check. 3
Use the Items tab to itemizethe products and servicesyou’ve bought with or withouta purchase order.
5
8�
Money Out
Writing ChecksYoucanwriteacheckforanykindofexpensethatyoutrackwithQuickBooksexpenseaccountsandfornon-inventorypart,service,andotherchargeitems.Ifyouareusinginventoryorpurchaseorders(Premieronly),youcanwritechecksforinventorypartitemstoo.
Note: Before writing a check, be sure you read the section “Writing checks versus paying bills” on page 41 to make sure you are using the correct payment method.
To write a check:
➊ GototheBankingmenuandclickWrite Checks.
➋ ClicktheBank Account drop-downarrowandthenclicktheaccountfromwhichyouwanttowritethecheck.
➌ Fillintheonscreencheckasyouwouldapapercheck.
➍ Itemizeyourexpenses(shippingcharges,taxes,orotherexpensesnotassociatedwithanyoneitem)ontheExpensestab.
➎ Ifyouarepurchasingitemsforyourinventory,entertheitemsontheItemstab.
➏ Savethetransaction.
To find and print a single check:
➊ Loadtheblankcheckformintotheprinter.
➋ GototheBankingmenuandclickWrite Checks.
➌ ClicktheFindbuttonandsearchforthecheckyouwanttoprint.
➍ Double-clicktoviewthecheckyouwanttoprint.
➎ ClickPrint.
➏ InthePrint Checkswindow,choosetheoptionsyouwantandclickPrint.
Note: To learn how to print multiple checks at the same time, refer to the in-product Help.
commontaskswritingcheckswritingcheckshowtochecksprintingcheckswritingprintingcheckswritingcheckshowtoYoushouldnotusethe
Write Checkswindowtowriteapaycheck,payyourpayrollliabilities,paysalestax,orpaybillsyou’vealreadyenteredintheEnter Billswindow.
Paying employeesRefertopage91forinstructionsonpayingemployees.
Did You Know?
88
Money Out | Issuing Credits or Refunds
Credit Memo
Describe the reason for the return.
5
Select the template youwant to use, or create your own.
x
Previous Next
SOLD TO SHIP TO
P.0 NO.
I T D S I PT I ON NT I T T O NT T x
D T S L NO.
S e i H i s t o r o u r Use Credit To
Custom Credit Memo
Tem te Customi e
C e r
Pro ess redit rd me t e s v i
T x
T x
S ve C ose
Create Credit Memos/Refunds
Credit Memo
Customer o
12/15/2007
er C ris15 . D esert oom
s ore C 2
Labor 5 70.00 350.00
San Tomas 7.75 0.00
350.00 Tota
Non
a er C ris
CustomerMessa e
To be rinted To be e mai ed Customer Tax Cod e Remaining Credit 350.00
92
a e e
The listed amount will be credited to your account
Memo
Job took 5 fewer hours than billed Enter the name of the returned item here.
2
Select to print and/or e-maila copy to the customer.
7
3
89
Money Out
Issuing Credits or RefundsUseacredit memotorecordacreditwhenacustomerreturnsitemsandyou’vealreadyrecordedaninvoice,customerpayment,orsalesreceipt.Youcanalsouseacreditmemoforanoverpayment.
To enter a credit memo or record a return:
➊ GototheCustomersmenuandclickCreate Credit Memos/Refunds.
➋ IntheCustomer:Jobfield,clickthecustomerandjobforwhichyouarecreatingthecreditmemoorrefundcheck.
Note: If you have created more than one job for the customer, be sure to assign the credit memo to the correct job. You can apply the credit memo only to the same job for which it was created.
➌ ClicktheTemplatedrop-downarrowandthenclickatemplate.
➍ Entertheitemsbeingreturnedinthelineitemarea.
➎Describethereasonforthecreditandenterthequalityandrate,ifapplicable.
➏ (Optional)Enteramemoforthistransaction.
Note: The memo does not print on the credit memo, but it does appear in the Accounts Receivable register and in the customer register.
➐ Indicatewhetheryouwanttoprintore-mailthecreditmemotothecustomer.(Youcanchoosetodoboth.)
➑ Savethecreditmemo.
➒ IntheAvailable Creditwindow,choosehowtousethecredit.Youcan:
• Retainasanavailablecredit
• Givearefund
• Applyittoaninvoice
Note: QuickBooks enters a negative amount in your Accounts Receivable register for the credit memo.
commontasksissuingrefundsorcreditscredits,issuingissuingcreditsandrefunds,howtocreditmemo,definedrefunds,issuing
Credit memoAdocumentthatnotifiesacustomerthatyouhavereducedthecustomer’sbalance(forexample,whenacustomercancelsasale,returnssomething,oroverpays).
Key Term
90
Money Out | Paying Employees
Enter Hours and Select Employees to Pay
Review and Create Paychecks
QuickBooks creates a paycheck for each employee marked with a checkmark.
Specify a check, date, andpay period for the paychecksyou create.
QuickBooks records the checks in this bank account.
Review paychecks and enter hours worked, sick or vacation time, commissions, or other variations from pay period to pay period by clicking the employee’s name.
2
4
3
6
Review paychecks and enter hours worked, sick or vacation time, commissions, or other variations from pay period to pay period by clicking the employee’s name.
If an employee is set up fordirect deposit, select the Direct Dep. checkbox for that employee. 9
Choose whether paychecksshould be printed from QuickBooks or written laterby hand.
10
employeespayingpaying>employees
91
Money Out
Intuit Payroll ServicesIntuitoffersavarietyofpayrollservicestomeetyourneeds.QuickBooks Standard Payrollincludestools,tables,andFederalformstohelpyourunyourpayroll,quicklyenterhoursforalargenumberofemployees,payyourpayrolltaxes,andprepareyourfederaltaxforms.
QuickBooks Enhanced Payrolladdsstatetaxforms,toolsfortrackingworkerscompensationcosts,andtoolsforeasilycalculatingbonuses.BothStandardandEnhancedPayrollenableyoutoprocesspayrollforuptothreebusinessentities(EINs).
QuickBooks Enhanced Payroll for Accountantsincludesallofthis,plusafter-the-factpayroll,client-readyreportsandtheabilitytoprocesspayrollforupto50specificbusinesses.
WithQuickBooks Assisted Payroll,Intuithandlesyourtaxpaymentandfilingsforyou.AllQuickBookspayrollservicesofferdirectdepositofemployeepaychecksforasmalladditionalfee.Formoreinformationaboutpayrollservices,gototheEmployees menuandclickAdd Payroll Service.
Did You KnowPaying EmployeesPayingemployeesisabigresponsibility.Youhavetokeeptrackofhours,salariesandwages,SocialSecuritynumbersanddependents,taxratesandforms,vacationandsicktime,bonusesandadvances,aswellascompanypaymentstogovernmentandprivatepensionplans.QuickBooksprovidesseveralfeaturesandservicestohelpyoumanageyourownpayrollquicklyandeasily.
Note: For information about your payroll options in QuickBooks, go to the Employees menu, click Payroll Service Options, and then click Learn About Payroll Options.
To print paychecks:
➊ GototheEmployeesmenu,clickPay Employees, andthenspecifyifyouwanttopayemployeesusingUnscheduledPayroll(generallyusedtopaybonusesandoff-cyclechecks)orsetupPayrollSchedules.
➋ UpdatethePay Period EndsdateandtheCheck Datevalues,asneeded.
➌ ClicktheBank Accountdrop-downarrowtochoosetheaccountthatQuickBooksusestorecordthistransaction.
➍ Selecttheemployeesyouwanttopaybyclickinginthecolumntotheleftoftheemployee’sname.
➎ ReviewthepaycheckinformationintheEnter Payroll informationwindow.
➏ Topreviewormodifyapaycheck,clicktheemployee’snametoopenthePreview Paycheckwindow.MakeanynecessarychangesandclickDone.
➐ ClickContinue.
➑ ReviewandverifythepaycheckinformationintheReview and Create Paycheckswindow.
➒ InthePaycheck Optionssection,clickwhetherthepaychecksshouldbeprintedorhandwritten.
❿ ClickCreate Paychecks.
⓫ IntheConfirmation and Next Stepswindowthatappears,clickPrint Paychecks.ClickSend Payroll to Intuit ifyou’resendingyourpayrolltoIntuitforprocessing.
92
Managing Your Business | Using Reports
x
Reports Reports
Report Center
Customers & Receivables
Customers & Receivables Find out how much money your customers owe and when it is due. Company & Financial
Sales
Jobs, T ime & Mileag e
V endors & Payable s
Purchases
Inventory
Employees & Payroll
Banking
Accountant & T axe s
Budgets & Forecasts
List
Contractor
Mfg & Wholesale
Professional Services
Retail
Memori z e d Preferences Learning
A/R Aging (what my customers owe me and what is overdue)
Customer Balance
Summary
Detail
Accounts Receivable Graph
Summary
Open Invoices
Collections
Detail
Unbilled Costs by Job
T ransaction List by Custome r
How much does each customer owe? How much of each custome r ’ s balance is overdue? More.. .
Which invocies or statement charges are due and overdue? More...
For the total amount owed by my customers, what proportion of that amount is overdue? (i.e., show me a graph of the information in the A/R aging summary report.) More...
Which invoices or statement charges haven’t been paid and when are they due? More...
Which customers are overdue, how much do they owe, and what are their phone numbers? More...
How much does each customer owe? More...
What payments and invoices make up each custome r ’ s current balance? More...
What job-related expenses haven’t been charged to customers? More...
What transactions has my company had with each c stomer? More
SAMPLEA/R Aging Detail
T yp e
Current
T otal Curren t
1 - 30
T otal 1 - 3 0 > 30
T otal > 3 0
T O T A L
Invoice
Invoice
Invoice
Date Name T erm s Due Date Balance
12/25/2000
1 1/01/200 0
08/01/2000
12/25/2000
12/01/2000
08/31/2000
488.30
488.30
Net 30
Net 30
Net 30
Cook, Brian
Pretell Estates
Pretell Estates
5.65
5.65
990.00
990.00
1,483.95
Report Center
Click More… for details about content, dates, and customization. 3
Click the thumbnail reporticon to view a sample of a report.
3
Report choices displayed inthe window are based on thecategory you choose.
2
View detailed Help topics tolearn how to use and modify reports.
Managing Your Business
Using Reports to see how your business is doingOneofQuickBooks’mostrobustfeaturesisitsabilitytogeneratedata-richreportsaboutyourbusiness.EverythingyouenterinQuickBookscanbefoundandgeneratedintoareport.
QuickBookscomeswithdozensofpreparedreportsthatyoucanrun.YoucanusetheReportCentertolearnaboutQuickBooksreportsandlocatetheonesthatcontaintheinformationyouneed.Onceyou’vefoundareport,youcanchangeitsdaterange,customizethewayitlooks,printacopyofit,exportittoMicrosoftExcel,ordisplayitonyourscreen.
To find and display the right report:
➊ ClicktheReport CentericonatthetopoftheQuickBookswindow.
➋ Clickareportcategoryfromthelistontheleft.Reportsfortheselectedcategoryaredisplayedontheright.
➌ Fromthereportlist,youcanviewathumbnailpictureofthereportbymovingyourmouseoverthethumbnailicon .Tolearnmoreaboutaspecificreport,clicktheMore...linktolearnaboutthedataandspecificwaystocustomizethereport.
➍ Whenyoufindthereportyouneed,clickitsnametoviewthereport.
TipInadditiontothepowerfulreportsavailableintheReportCenter,youcanalsousetheQuickBooksCenterstogetaquicksnapshotofhowyourbusinessisdoingandthestatusofyourrelationshipswithyourcustomers,vendors,andemployees.Forexample,fromtheCentersyoucaneasilyseeallofyourunpaidbills,alloftheinvoicesthatyourcustomershaven’tpaid,andthedetailedhistoryofeachofyourcustomersandvendors.FormoreinformationabouttheQuickBooksCenters,referto“QuickBooksCenters”onpage29orthein-productHelp.
commontasksusingreportsreportsusingReportCenter,described
Customizing a report QuickBooksprovidesmanypresetreportsthatfocusonallaspectsofyourbusinessfinances.
However,youmightwanttochangethewaythedatadisplayed,orfilterthereportforspecificinformation.TogetthemostoutoryourQuickBooksreports,youcan:
• Changethedatarangeofareport
• Changethescopeofareport
• Modifytheappearanceofareport(changingfontsorcolumnswidths)
Tolearnhowtogetthemostoutofyourreports,gototheReportCenterandthenclicktheLearninglinkinthetop-leftcornerofthewindow.
93
Did You Know
94
How to Use Reports to Find the Information You WantTheQuickBooksReportCenterdescribesalltheavailablereports.Hereare10commonquestionsthatpeopleaskandtheQuickBooksreportyoucanusetofindtheanswer.
To answer this question... Use this report
Howmuchmoneydidmycompanymakeorloseoveraspecificperiodoftime?
Profit & Loss Standard (InCompany&Financial)
Whichinvoicesorstatementchargeshaven’tbeenpaidandwhenaretheydue?
A/R Aging Detail (InCustomers&Receivables)
Howmuchdoesmycompanyoweeachvendorandareanypaymentsoverdue?
A/P Aging Detail (InVendors&Payables)
Whatisthevalueofmycompany(itsassets,liabilities,andequity),andwherecanIseethetotalbalanceforeachtypeofaccount?
Balance Sheet Summary(InCompany&Financial)
Whatistherecentactivityinallmycompany’saccounts,withbeginningandendingbalancesforeachaccount?
General Ledger(InAccountant&Taxes)
Whatarethetotalsalesforeachcustomerandjob?Sales by Customer Summary(InSales)
Whichitemsand/orservicesbringinthemost/leastincome?Sales by Item Summary(InSales)
Whataremycompany’stotalexpensesforeachvendor?
Expenses by Vendor Summary(InCompany&Financial)
WhereistheinformationIneedformyfederalincometaxforms?
Income Tax Summary Income Tax Detail(InAccountant&Taxes)
Formycompany’stotalsales,howmuchistaxable,atwhatrate,andhowmuchsalestaxiscurrentlyduetobepaid?
Sales Tax Liability(InVendors&Payables)
reportsusingtoanswercommonquestions
95
Managing Your Business
Memorizing a report for reuseWheneveryouchangethesettingsforareport(modifyit),youcanmemorizethereportwiththenewsettingsandsaveitintheMemorizedReportList.Then,whenyouwanttocreateasimilarreport,youcanclicktheMemorizedReportListtofindit.
Note: QuickBooks memorizes the report settings, not the data in the report. When you display a memorized report, it applies the settings you memorized, but displays the latest data. For example, if the report date is set for the period Last Month and you memorize the report in September but recall it in December, the recalled report will have data for November, not August.
To memorize a report:
➊ ClicktheReport Center iconatthetopoftheQuickBookswindow.
➋ Openthereportyouwanttomodifyandsave.
➌ Afteryouhavecustomizedareport,clickMemorizeatthetopofthereport.
➍ Ifyouhavechangedanexistingmemorizedreport,indicatewhetheryouwantQuickBookstoreplacetheearlierreport(underthesamename)orcreateanewmemorizedreport(underanewname).
➎ IntheMemorize Reportwindow,enteratitleforthereport.
➏ Ifyouwanttoassignthereporttoamemorizedreportgroup,chooseSaveinMemorizedReportGroupandchoosethegroupfromthedrop-downlist.(YoumustalreadyhavethegroupsetuponyourMemorizedReportList.Youcannotcreateanewgrouphere.)
➐ ClickOK.
TipWhenyoucreateareport,youcanchangethewayitlooks(reformatit).Youcanchangethefonts,changetheheaderandfooter,andresizethecolumns.Youcanalsomoveandsortthedatathatthereportcontains.Forexample,youcanaddordeletecolumns,sortbycolumns,movecolumns,changehownumbersdisplay,changehowtransactionssort,andchangethesubtotalgroupings.Formoreinformationabouthowtomodifythelookandcontentforareport,refertothein-productHelp.
reportsmemorizingmemorizingreportsreportsmodifying
96
Managing Your Business | Additional Services and Solutions
Other QuickBooks Services to help you manage your businessQuickBooksBusinessServicesenableyoutostreamlinemanagementofyourbusinessandautomateessentialbusinessactivities.QuickBooksBusinessServicesoffereasy-to-use,tightlyintegratedsolutionsthatwillenableyoutomanageyourbusinessefficientlyandwithconfidence.
IntuitBusinessServicesandsoftwareinclude:
•QuickBooksOnlineBanking
•QuickBooksBillPayService
•QuickBooksDeluxeOnlineBillingService
•QuickBooksRemoteAccess
•QuickBooksOnlineBackupService
•QuickBooksMerchantAccountService
•QuickBooksTechnicalSupportPlan
•QuickBooksChecksandSupplies
•QuickBooksShippingManager
•QuickBooksEmployeeOrganizer
•QuickBooksBasicPayroll
•QuickBooksStandardPayroll
•QuickBooksEnhancedPayroll
•QuickBooksAssistedPayrollService
•QuickBooksPointofSalesoftwareorhardware
•QuickBooksPlatinumPlusBusinessMastercard
•QuickBooksCustomerManagersoftware
•QuickBooksClientManagersoftware
•EnhancedPayrollforAccountants
Tolearnmoreaboutthesebusinesssolutions,gototheHelpmenuandclickAdd QuickBooks Services.
QuickBooksadditionalservicesQuickBooksServices,described
9�
Managing Your Business
QuickBooks Solutions MarketplaceQuickBooksSolutionsMarketplacecanhelpyourunyourbusinessmoreefficientlybyprovidingquickaccesstoinformationaboutmorethan400industry-specificsoftwaresolutionsthatworkseamlesslywithQuickBooks.
Createdbyindependentdeveloperswithfirst-handknowledgeofyourindustry,thissoftwarehelpseliminatedoubledataentry,streamlinesbusinessoperations,increasesproductivityandhelpssaveyoutime.Workingmoreefficientlyenablesyoutofocusonmoreimportantissues,likerunningandgrowingyourbusiness.
TolearnmoreaboutQuickBooksSolutionsMarketplace,gotowww.marketplace.intuit.com.
Asamplingofindustryandtask-basedsoftwaresolutionsfoundwithinQuickBooksSolutionsMarketplaceinclude:
•Construction.Improvehowyoumanageyourcontractingjobsandlearnhowyoucanearnmoremoneyfromeachjob.Solutionsareavailabletohelpsolveyourestimating,jobtrackingneedsandmore.
•Manufacturing and Wholesale.Needtoimproveyourinventorytrackingcapability?Wantbettercontroloveryourshopfloor?Findsolutionsthataddresskeytasks,includingplanningandtracking,customermanagement,andEDI.
•Professional Services.Strengthenmanagementofyourfirm,includingbettercontroloveryourclientinformationandtimetrackingcapability.
•Retail.Increasetheefficiencyofyourretailbusinessandspendmoretimewithyourcustomersthroughimprovedpointofsaletransactions,customermanagement,ande-commercesellingefforts.
•Wholesale and Distribution.Learnhowyoucanbettercontrolyourinventorytrackingcapability.Needtoimproveyourordermanagementprocess?FindsoftwarethatmeetsyourspecialneedsincludingEDI,routedeliveryautomation,andpricing.
100
What’s New in QuickBooks 2008Intuitlistenstothousandsofcustomersuggestionstoimprovethequalityandperformanceofoursoftware.ThischapterhighlightssomeofthenewfeaturesavailableinQuickBooks2008.Formoreinformationaboutanyofthesefeatures,refertothein-productHelp.
Note: If you would like to submit a product suggestion, go to the Help menu, click Send Feedback Online, and then click Product Suggestion.
QuickBooks Pro EditionThe2008releaseofQuickBooksProincludesthesenewfeaturesandimprovements.
QuickBooks Coach
TheQuickBooksCoachhelpsyougetupandrunningquicklyandconfidently.InadditiontoprovidingquickaccesstolearningandproductivitytoolsliketheQuickBooksLearningCenter,theQuickBooksCoachoffersanew,interactiveguidancemodesoyoucanlearnhowtouseQuickBookstomanageyourbusinesswhileyourwork.
Inguidancemode,youcanexploretheQuickBooksHomepageandgethelpfultipsaboutwhenandwhytodoeachtaskandlearnhowdifferenttasksfittogethertocreateworkflowsyouuseinyourbusiness.
new>featuresProEditionProEdition,newfeaturesQuickBooksCoach
101
Improved in-product Help and Search
QuickBooksin-productassistancehasbeenredesignedtoprovideyoubetterpoint-of-needhelpinawaythatdoesn’tgetinyourway.QuickBooksHelpisnowdockedtotherightoftheQuickBookswindowandnolongercoversupthewindowsthatyouusetodoyourwork.
ThenewHelpviewerincludesnewtoolstohelpyoubemoreproductiveandsuccessful:
•Relevant Topics list:AsyouuseQuickBooks,theRelevantTopicslistsprovidesyouwithlinkstohelptopicthatrelatetothetaskorwindowyouarecurrentlyusing.
•Search:Thein-productsearchenginehasbeenrebuilttoprovidefasterandmoreaccuratesearchresults.
•Better integration with online assistance:Helpcontentandsearchresultsincludelinks(whenappropriate)toonlineHelpresources,likeonlinesupportKnowledgeBasearticlesandCommunityforums.Ifyoucan’tfindtheansweryouneedinthein-productHelp,theseresourcesmighthavetheHelpyouneed.
Improved online banking setup
Signingupforonlinebankinghasneverbeeneasier.Withthenewonlinebankingsetupwizard,yougetstep-by-stepguidancetosetuponlineaccessforyourQuickBooksaccounts.Inmostcases,youcanbesetupinthreesteps.
Tolearnmore,searchfor“onlinebanking”inthein-productHelp.
Enhanced customer credit card protection
Therearepaymentcardindustrystandardsforallmerchantswhostore,process,ortransmitcustomercreditcarddata.Bymaintainingthesestandards,youensurethatallcreditcardinformationisprotectedandsecure.
TolearnmoreaboutCreditCardProtection,searchfor“creditcardprotection”inthein-productHelp.
Enhanced e-mail Support
QuickBooksnowsupportse-mailintegrationwithOutlook,OutlookExpress,andWindowsMail.IfyouuseOutlookorOutlookExpressasyourprimarye-mailclient,nowyoucanuseittoe-mailinvoicesandstatementstoyourcustomersdirectlyfromQuickBooks.
Getting Excel data into QuickBooks
Ifyouhaveexistingcustomer,vendor,orproductdatathatyouwanttoaddtoQuickBooks,youcanuseanewpreformattedspreadsheetandthenaddthedatafromthespreadsheetintoQuickBooks.
Foreachentryinthespreadsheet,QuickBookscreatesnewrecordsforyourdatasoyoucangetstartedbillingyourcustomers—noneedtoenteryourrecordsoneatatime.
Tolearnmore,searchfor“importspreadsheet”inthein-productHelp.
ImprovedhelpandsearchImprovedonlinebankingsetupEnhancedcreditcardprotectionEnhancede-mailsupport
New Features
102
QuickBooks Premier EditionQuickBooksPremierhelpsyoumanageyourfinancesmosteffectively,withcomprehensivetoolstohelpachievebetterresultsandmeetspecializedormorecomplexneeds.QuickBooksPremierincludesallofthenewfeaturesandimprovementsinQuickBooksPro,plustheseadditionalfeatures.
Invoicing for time and expenses
Nowyoucaninvoicecustomerswithunbilledtimeandexpensesdirectlyfromasinglelist.Insteadofcreatinganinvoicefromscratch,simplyopentheTime & Expenseslistandselectthecustomer.Theoutstandingbillablesaretransferreddirectlytoaninvoice.UsingtheTime & Expenseslist,youcanquicklyviewsubtotalsofyourunbilledtimeandexpensesforeachcustomer,filterthelistbydate,sortyourresults,andselectwhichcustomerstobill.Tolearnmore,searchfor“invoicefortimeandexpenses”inthein-productHelp.
Accountant Edition featuresSeveralnewfeatureshavebeenaddedtomakeiteasierforaccountantstoworkwiththeirclients’companyfilesanddecreasetheamountoftimeneededtomakechanges.
Accountant’s Copy
TheQuickBooksAccountant’scopyhasbeenoverhauledsoaccountantswithlotsmorefunctionalitythatisvitalfortheirend-of-theperiodwork:
Improvementsinclude:
•Bank/Credit Card account reconciliation:reconcilebankorcreditcardaccountsandsendresultsbacktoyourclients.
•Account Merge:mergeaccountsontheChartofAccountslisttoimproveaccountorganization.
•Account type change:fixaccounttypesthatwereincorrectlyassignedbytheclient.
•Year-over-year support:openAccountant’sCopyfromQuickBooks2007withQuickBooksAccountant’sEdition2008withoutupgrading.ChangesmadeinQuickBooksAccountant’sEdition2008canbeimportedintotheclient’sQuickBooks2007file.
•Tax-line mapping for accounts:trackincometaxrelatedexpensesmoreeasily.
•1099 account mapping:ensuresthat1099-MISCformsissuedattheendofthetaxyearcontaincorrectinformation.
•Edit or void deposits:havemorecontroltoaddmissingtransactionsorvoidincorrectlyenteredones.
•Edit items:reclassifytransactionsattheitemlevel.
Otherproductivitytoolsinclude:
•One-clickfiletransferfromclienttoaccountant.
•Enhanceddataimportandhandlingofmergeconflicts.
Tolearnmore,searchfor“Accountant’sCopy”inthein-productHelp.
new>featuresPremierEditionnew>featuresAccountant>Editionnew>featuresIndustry-specficeditionsnew>featuresAccountant’s>CopyPremierEdition,newfeaturesAccountantEdition,newfeaturesInvoicingfortimeandexpenses
104
Frequently Asked Questions
How do I register my copy of QuickBooks?
Youcanregisteronlineorbyphone.GototheHelpmenuandclickRegister QuickBooks.
How do I purchase additional user licenses so I can add users to my QuickBooks?
YoucanadduserstoyourQuickBooksintwoways:
•YoucanpurchaseadditionalcopiesofQuickBooksinastoreor;
•Youcanbuyadditionaluserlicensesbyphoneorweb.
ToaddalicensetoyourexistingQuickBookslicensebyphoneorweb,gototheHelpmenu,clickManage My License,andthenclickBuy additional user license.Followtheonscreeninstructions.ForotherQuickBookspurchasingquestions,call1-888-2�6-88�8.
How do I download and install an update or patch?
Periodically,IntuitprovidesupdatestoQuickBooksthatyoucandownloadfromtheInternet.Theseupdatescanincludeamaintenancerelease(alsoknownasapatch),anewfeature,anewservice,ortimelyinformationthatcouldberelevanttoyourbusiness.
Todownloadanupdate,gototheHelpmenuandclickUpdate QuickBooks.Followtheonscreeninstructions.
Note: If you store your company file on a file server and also installed QuickBooks on that computer (as described on page 5), you also need to apply patches and updates to the server.
How do I move my QuickBooks file from one computer to another?
TomoveQuickBookscompanyfilesfromonecomputertoanother,werecommendthatyouuseaportablecompanyfile.TheportablecompanyfiledoesnotsimplycopythedataforyourQuickBookscompany;itcompressesthedataintoasmallerfile.
To move your company file:
➊ Createaportablecompanyfileonthesourcecomputer:
a.GototheFilemenuandclickSave Copy or Backup.b.SelectPortable Company File andthenclickNext.c.Choosethedrive(harddrive,CD,orZip®disk)whereyouwanttosavetheportable
companyfile.Youcanusethesamefilenameorenteranewname.d.ClickSave.
➋ Takethemediacontainingyourportablecompanyfiletothecomputertowhichyouwanttomoveyourcompanyfile.
➌ Opentheportablecompanyfileonthedestinationcomputer:
a.GototheFilemenuandclickOpen or Restore Company.b. Select Restore a portable fileandthenclickNext.c.Browsetoselecttheportablecompanyfileyouwanttorestore,clickOpen,andthen
clickNext.
FrequentlyAskedQuestionshow>do>I>registerQuickBooks?FrequentlyAskedQuestionshow>do>I>purchasead-ditionalcopiesofQuickBooks?FrequentlyAskedQuestionshow>do>I>downloadandinstallapatch?QuickBookspurchasingadditionalcopiesQuickBooksregisteringregisteringQuickBooks
patches,downloadingandinstallingQuickBookspatches
company>filemovingtoanothercomputerFrequentlyAskedQuestionshow>do>I>movemyQuickBooksfile?FAQs(SeeFrequentlyAskedQuestions)
105
d.Browsetoselectandchangethelocationandfilenameofthecompanyfilethatwillbecreatedandopenedfromtheportablecompanyfile.Ifyouselectanexistingcompanyfile,itwillbeoverwrittenwiththedatafromtheportablecompanyfile.
e.ClickSave.
How do I remove older or unneeded transactions from my data file?
YoucanusetheCleanUpCompanyDatautilitytoremovetransactionsthatyounolongerneedtokeepdetailedrecordsof.Youcanchoosetoremovetransactionsasofaspecificdate(forexample,alltransactionsdatedonorbefore12/31/04).Optionally,youcanchoosetoremoveunusedlistitems,suchasobsoletecustomersanditems.
Beforeremovingthetransactions,QuickBookscreatesanarchivecopyofyourcompanyfileandentersgeneraljournaltransactionsthatsummarizethetransactionsbeingremoved.
Note: Cleaning up the data in the company file does not reduce the physical size of the company file.
How often should I back up or restore my company file?
YoushouldbackupyourQuickBookscompanyfilesdaily.Backupcopiesareimportantinsurance—ifyoushouldlosedataforanyreason,youcanrestoredatafromyourbackupcopy.QuickBooksenablesyoutobackupandrestoreyourdatainanumberofways.
Toviewdetailedinformationabouteachbackupandrestoreoption,refertothein-productHelp.
To back up a company file:
➊ GototheFilemenuandclickSave Copy or Backup.
➋ Choosethebackupoptionyouwant,clickNext,andfollowtheonscreeninstructions.
To restore a company file:
➊ GototheFilemenuandclickOpen or Restore Company.
➋ Choosetherestoreoptionyouwant,clickNext,andfollowtheonscreeninstructions.
What should I do if I forget my password?
QuickBooks2004andlaterreleasessupportcase-sensitivepasswords.Ifyoubelieveyouareenteringthecorrectpassword,butarestillgettingthemessage“Thepasswordyoutypedisincorrect,”yourpasswordmightincludemixed-casedcharacters.
Try the following:
•AttempttologinbyenteringtheloginnameofAdminandthenclickOKwithouttypingapassword.
•EnteryourpasswordwithCapsLockorNumLockturnedonoroff.
•Enterpasswordvariations,usingmixedupper-andlower-casecharacters.
•Enterthepasswordwithaspacebeforeoraftertheactualpassword.
•Typethepasswordinatexteditortoconfirmthatyourkeyboardisfunctioningproperly.
FrequentlyAskedQuestionshow>do>I>removeolderorunneededtransactionsfrommydatafile?removingunneededtransactions
backingupcompanyfilescompany>filebackingupcompany>filerestoringFrequentlyAskedQuestionshow>do>I>backupmycompanyfile?FrequentlyAskedQuestionswhat>should>I>do>ifI>forgetmypassword?restoring,companyfilestaxtables,updating
FAQ
106
•Restoreapre-updatebackupofyourfilethatdoesnothavethecase-sensitivepassword.Whenyourestorethisfile,youcansetyournewadministratorpasswordattheendoftheupdateprocess.
Ifyouarestillunabletoaccessyourfile,refertothePasswordRecoveryWebsite:www.quickbooks.com/removepassword(additionalfeesmightapply).
How do I update my payroll to use the latest tax tables?
IfyouareaQuickBooksPayrollsubscriber,youhavetwooptionsforupdatingyourtaxtables.Youcan:
•GototheEmployeesmenu,clickGet Updates,andthenclickGet Payroll Updates.ClickUpdate.
•TurnontheAuto-updatepreference.Whenanewtaxtableisavailable,itwillbedownloadedautomaticallyandyouwillbepromptedtoinstall.
Payrollupdates,whichmightincludecomplianceenhancementsandupdatedpayrolltaxformsaswellasnewtaxtables,becomeavailablethroughouttheyear.Werecommendthatyouconnecttothepayrollserviceatleastevery45daystomakesureyouhavethemostcurrenttaxtableavailable.
Makesurethatyoudownloadandinstallthelatestpayrollupdatebeforeyoupayemployeesforthefirsttime.
How do I add another company’s EIN (Employee Identification Number) to an existing QuickBooks Payroll subscription?
To add an EIN for another company:
➊ GototheFilemenu,clickOpen or Restore Company,andthenchoosethecompanyfileyouwanttoadd.
➋ GototheEmployeesmenu,clickPayroll Service Activities,andthenclickUse my existing Payroll service subscription.WhenaskedifyouwanthelpsettinguppayrollinQuickBooks,clickYes.
➌ Whenaskedtoidentifyyoursubscription,followtheonscreeninstructions.
➍ ClickAdd To SubscriptionandthenclickNext.
➎ EnterandconfirmthenewEINtobeassociatedwithyourexistingsubscription.
❻ ClickDone.
Whenyoufinishtheonscreeninstructions,QuickBookswillupdateyoursubscriptioninthenewcompanyfile.Youcanrunpayrollimmediately.
Note: QuickBooks Standard and Enhanced payroll subscriptions can process payroll for up to three businesses (EINs) on the same payroll subscription. QuickBooks Enhanced Payroll for Accountants can process payroll for up to 50 EINs on the same payroll subscription.
EIN(EmployeeIdentificationNumber)add-ingtoanexistingsubscriptionFrequentlyAskedQuestionshow>do>I>updatemypayrolltaxtables?FrequentlyAskedQuestionshow>do>I>addanotherEINtomysub-scription?payrolladdinganEINnumberpayrollupdatingtaxtables
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Index
Numerics3-UserValuePack,installing6
AAccountantEdition,newfeatures102Accountants(seeProfessionalAdvisors)37Accounts adding48-49 balancesheet50 decidingwhichtypetouse50 defined49 incomeandexpense50 undepositedfunds50Adding accounts48-49 customers52-53 employees72-73 items56-57 jobs53 vendors54-55Administratorpassword14Antivirussoftwarecompatibility6Assetsdefined21Assistedsupport getting37 workingwithaProfessionalAdvisor37
BBackingup companyfiles107 previousaccountingsystem9Balancesheetaccounts,described50Bankaccounts,settingup23Bills,enteringandpaying85
CCallbacksupport37Centers,described29Chartofaccounts defined49 reviewing22Checks printing87 writing87ClientManager,compatibilitywithQuickBooks5Commontasks addingaccounts48-49 addingcustomers52-53 addingemployees72-73
addingitems56-57 addingvendors54-55 creatingestimates74-75 creatinginvoices76-77 creatingsalesreceipts78-79 enteringandpayingbills85 issuingrefundsorcredits89 makingadeposit83 overview44 receivingapayment81 settingupQuickBookspreferences47 settingupsalestax60,63,65,67 usingreports93 writingchecks87Companypreferences,defined47Companyfile backingup25,107 creating21 defined19 e-mailing19 movingtoanothercomputer106 restoring107 settingup19 sharing6 updating11Convertingdata fromotherapplications16 fromExcel16 fromPeachtree17 fromQuickBooks OnlineEdition18 ProforMacintosh17 fromQuicken16 fromQuickPayroll16Create customerlist22 itemslist22 vendorlist22Creating estimates74-75 invoices76-77 salesreceipts78-79Creditmemo,defined89Credits,issuing89CustomerCenter29CustomerManager,compatibilitywithQuickBooks5Customers adding52-53 defined53 importingfromotherapplications24
109
CustomizingQuickBooks47
DDedicatedserver requirements7 setup7Deposits,making83
EEasyStepInterview using19EIN(EmployeeIdentificationNumber)addingtoan
existingsubscription108EmployeeCenter,described30Employees adding72-73 defined73 paying90 settinguppayrollinformation73Enteringabill85Estimates creating74-75 defined75 turningonandoff75Expenseaccounts described50 displayingbalancesfor50
FFAQs(SeeFrequentlyAskedQuestions)106Firewall softwarecompatibility6 softwareusingonanetwork6FrequentlyAskedQuestions howdoIaddanotherEINtomysubscription?
108 howdoIbackupmycompanyfile?107 howdoIdownloadandinstallapatch?106 howdoImovemyQuickBooksfile?106 howdoIpurchaseadditionalcopiesof
QuickBooks?106 howdoIregisterQuickBooks?106 howdoIremoveolderorunneededtransactions
frommydatafile?107 howdoIupdatemypayrolltaxtables?108 whatshouldIdoifIforgetmypassword?107
GGettingStartedChecklist19-20GettingaroundQuickBooks28
HHelpresources in-productHelp33 LearningCenter36Helpsystem described33 findinghelpforcommontasks34 gettingstep-by-stepinstructions33 usingSearch34 viewingforawindow34Historicaltransactions, defined19 entering23Homepage28
IIconbar addingicons31 modifying29Incomeaccounts described50 displayingbalancesfor50Index,usinginHelp34Installation Multi-userHost8 Server8 Standard8Installing 3-UserValuePack6 QuickBooks8-9,106 reinstallpack9 troubleshooting13InternetExplorernotinstalledoncomputer15IntuitPayrollServices69Invoices creating76-77 defined77Issuingcreditsandrefunds,howto89Itemtypes59Items adding56-57 choosingthetypetouse58 defined57 importingfromotherapplications24
JJobs,adding53
KKeyboardshortcuts115-116
Index
110
LLearningCenter,described36LicenseNumber,locating13Lists enteringinformationasyouwork40 howtheyworkinQuickBooks38
MMacintosh,convertingQuickBooksProforMacintosh
data17Makingadeposit83Memorizingreports95MicrosoftExcel,integratingwithQuickBooks5MicrosoftOutlook integratingwithQuickBooks5 synchronizingwith24MicrosoftWord,integratingwithQuickBooks5Multi-user Hostinstallation,described8 installationrequirements6Multiplewindows displaying31 viewing29
NNetworkhosting requirements7 setup7Newfeatures Accountant’sCopy102 AccountantEdition102 Enhancedcreditcardprotection101 Enhancede-mailsupport101 Improvedhelpandsearch101 Improvedonlinebankingsetup101 Industry-specficeditions102 Invoicingfortimeandexpenses102 PremierEdition102 ProEdition100Numberingaccounts22
OOnlineEdition,convertingdatafrom18Openingbalance,confirming21
PPasswords importanceof13 troubleshooting14 using13Patches,downloadingandinstalling106
Payingbills howto85 versuswritingchecks41 whathappensbehindthescenes41Payingemployees90Payments,receiving81Payroll addinganEINnumber108 Center,described31 choosingapayrollservice69 settingupforanemployee73 setupchecklist71 updatingtaxtables108Peachtree,convertingdatafrom17Phonesupport32Preferences,settingup47PremierEdition,newfeatures102Printingchecks87ProEdition,newfeatures100ProductInformationwindow14ProductNumber,locating13ProfessionalAdvisors,gettinghelpfrom37
QQuickAdd described40 usingfor customers53 vendors55QuickBooks additionalservices96 AssistedSupport37 Coach37,100 commontasks44 customizing47 differentversions14 gettingaround28 gettingstartedchecklist19 howlistswork38 installation8 installing9 LearningCenter36 patches106 Payrollrequirements5 preferences47 ProforMacintosh,convertingdatafrom17 purchasingadditionalcopies106 registering15,106 reinstalling9 revertingtoearlierversions14
111
Services,described96 settingupyourcompany19 technicalsupport32 updatingexistingcompanyfile11 updatingfrompreviousversions16 userinterface28 workflowoverview44Quicken,convertingdatafrom16
RReceivingapayment81Refunds,issuing89RegisteringQuickBooks15,106RegistrationNumber,locating13Removingunneededtransactions107ReportCenter,described93Reports memorizing95 modifying95 usingtoanswercommonquestions94Requirements integration5 multi-usermode6Restoring,companyfiles107
SSalesreceipts creating78-79 defined79Salestax agencies65 codes63 collectingformultipleagencies63 described60 liabilityaccount67 settingup60,63,65,67Search, tofindanswerstoyourquestionsquickly:34 usingin-productHelp34Security,usingpasswords13Serverinstallation,described8Settingup QuickBooks,gettingstartedchecklist19 salestax60,63,65,67 yourPayroll69Settingupcompanyfiles bankaccountinformation23 completinglistinformation23 completingsetup21 described19
enteringhistoricaltransactions23 fine-tuningaccounts21Shortcuts,keyboard115Softwarepatchesandupdates,downloading16Standardinstallation described8 existingusers9 newusers9Startdate choosing21 defined20Support32,37
TTaxtables,updating107Technicalsupportcontacting32Troubleshooting installation13,15 InternetExplorer15 passwordnotworking14Undepositedfundsaccount,defined50Updateproblems,troubleshooting12
UUpdating existingcompanyfile11 QuickBooks16Userrights,MicrosoftWindows7Userinterface customizingtheIconbar29 described28 viewingmultiplewindows29
VVendorCenter,described30Vendors adding54-55 defined55 importingfromotherapplications24
WWritingchecks howto87 versuspayingbills41
Index
113
General Key
TostartQuickBookswithoutacompanyfile
Ctrl(whileopening)
Tosuppressthedesktopwindows(atOpen Companywindow)
Alt(whileopening)
DisplayproductinformationaboutyourQuickBooksversion
F2
CloseactivewindowEscorCtrl+F4
Record(whenblackborderisaroundOK,SaveandClose,SaveandNew,orRecord)
Record(always) Ctrl+
Dates Key
Nextday +(pluskey)
Previousday -(minuskey)
Today T
FirstdayoftheWeek W
LastdayoftheweeK K
FirstdayofthemontH M
LastdayoftheMonth H
FirstdayoftheYear Y
LastdayoftheyeaR R
DatecalendarAlt+ (downarrow)
Editing Key
Edittransactionselectedinregisterorlift
Ctrl+E
Deletecharactertorightofinsertionpoint
Del
Deletecharactertoleftofinsertionpoint
Backspace
Deletelinefromdetailarea Ctrl+Del
Insertlineindetailarea Ctrl+Ins
CutselectedcharactersCtrl+X
Copyselectedcharacters Ctrl+C
Pastecutorcopiedcharacters
Ctrl+V
Increasecheckorotherformnumberbyone
+(pluskey)
Decreasecheckorotherformnumberby
-(minuskey)
Undochangesmadeinfield Ctrl+Z
Help Window Key
DisplayHelpincontext F1
GotonextHelptopic Tab
GotopreviousHelptopic Shift+Tab
Displayselectedtopic
Keyboard Shortcuts keyboardshortcutsshortcuts,keyboard
114
Activity Key
Copychecktransactioninregister
Ctrl+O
Createinvoice Ctrl+I
Deletecheck,invoice,transaction,oritemfromlist
Ctrl+D
Findtransaction Ctrl+F
Gotoregisteroftransferaccount
Ctrl+G
HistoryofA/RorA/Ptransaction
Ctrl+H
Memorizetransactionorreport
Ctrl+M
Newinvoice,bill,checkorlistitemincontext
Ctrl+N
Openaccountlist Ctrl+A
OpenCustomerCenter(Customers&Joblist)
Ctrl+J
OpenHelpforactivewindow F1
Openlist(forcurrentdrop-downmenu)
Ctrl+L
Openmemorizedtransactionlist
Ctrl+T
Opensplittransactionwindowinregister
Ctrl+R
Opentransactionjournal Ctrl+Y
Pastecopiedtransactioninregister
Ctrl+V
Print Ctrl+P
QuickReportontransactionorlistitem
Ctrl+Q
QuickZoomonreport
Showlist Ctrl+S
Uselistitem Ctrl+U
Writenewcheck Ctrl+W
Moving around a window
Key
Nextfield Tab
Previousfield Shift+Tab
Beginningofcurrentfield Home
Endofcurrentfield End
Linebelowindetailareaoronreport
Downarrow( )
Lineaboveindetailareaoronreport Uparrow( )
Downonescreen PageDown
Uponescreen PageUp
Nextwordinfield Ctrl+
Previouswordinfield Ctrl+
Firstitemonlistorpreviousmonthinregister
Ctrl+PageUp
Lastitemonlistornextmonthinregister
Ctrl+PageDown
Closeactivewindow EscorCtrl+F4
keyboardshortcuts
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