QuickBooks 2013 · the Missing Manual by Biafore, Bonnie -- Read -- Imperial Library of Trantor

Index

QuickBooks 2013: The Missing Manual A Note Regarding Supplemental Files The Missing Credits

About the Author About the Creative Team Acknowledgements The Missing Manual Series

Introduction

What’s New in QuickBooks 2013 When QuickBooks May Not Be the Answer Choosing the Right Edition

The QuickBooks Premier Choices

Accounting Basics: The Important Stuff About This Book About the Outline The Very Basics About→These→Arrows About the Online Resources

Missing CD Registration Feedback Errata

Safari® Books Online

One. Getting Started

1. Creating a Company File

Opening QuickBooks Before You Create a Company File

Choosing a Start Date Account Balances and Transactions

Creating a Company File

Options for Creating a Company File Using Express Start

Company Information Business Contact Information Creating Your Company File

Using the EasyStep Interview

Creating Your Company File Customizing Your Company File

Beginning to Use QuickBooks

Reopening the QuickBooks Setup Dialog Box

Modifying Company Info What’s Next? Opening an Existing Company File

Opening a Recently Opened Company File Opening Any Company File Restoring a Backup File Opening a Portable Company File

Converting from Another Program to QuickBooks

Converting from Quicken Home & Business Converting from a Non-Intuit Program

2. Getting Around in QuickBooks

The Home Page

Vendors Customers Employees Company Banking

The Company Snapshot Your Financial Calendar Menus and the Icon Bars Switching Among Open Windows

Supermax View

3. Setting Up a Chart of Accounts

Acquiring a Chart of Accounts

Importing a Chart of Accounts

Importing Accounts from Excel Importing a Downloaded Chart of Accounts

Planning the Chart of Accounts

Do You Need Another Account? Naming and Numbering Accounts

Organizing Account Numbers Viewing Account Numbers Choosing Good Account Names

Creating Accounts and Subaccounts

Creating an Account

Modifying Accounts Hiding and Deleting Accounts

Hiding Accounts Deleting Accounts

Merging Accounts

4. Setting Up Customers, Jobs, and Vendors

Creating Customers in QuickBooks

Creating a New Customer

Entering Contact Information Entering Payment Information Specifying Sales Tax Information Specifying Additional Customer Information

Adding More Customer Contacts

Creating Jobs in QuickBooks

Creating a New Job

Modifying Customer and Job Information Categorizing Customers and Jobs

Understanding Customer Types Creating a Customer Type Categorizing Jobs

Adding Notes Working with Leads Merging Customer Records Hiding and Deleting Customers

Hiding and Restoring Customers Deleting Customers

Setting Up Vendors

Creating a Vendor

Entering Address Information Payment Settings Sales Tax Settings Filling in Expense Accounts Automatically Additional Info

Data Entry Shortcuts

Adding and Editing Multiple Records

Selecting a List to Work with Adding or Editing List Entries Saving Changes Correcting Errors

Importing Customer or Vendor Information Exporting Customer or Vendor Information

Exporting to Excel Customized Exports Using Contact List Reports Exporting a Text File

Tracking To-Dos

Creating a To-Do Editing a To-Do Viewing To-Dos

5. Setting Up Items

What Items Do When You Don’t Need Items Should You Track Inventory with Items? Planning Your Items

Generic or Specific? Naming Items Subitems

Creating Items

Creating Multiple Items Creating Individual Items

Service Items

Service Items Without Associated Costs Service Items with Associated Costs

Product Items

Inventory Part Fields Non-Inventory Part Fields

Other Types of Items

Other Charge Subtotal Group Discount Payment

Setting Up Sales Tax

Sales Tax Codes

Assigning Tax Codes to Customers Assigning Tax Codes to Items Creating Additional Sales Tax Codes

Sales Tax Items

Modifying Items Hiding and Deleting Items

Hiding Items Deleting Items

6. Setting Up Other QuickBooks Lists

Categorizing with Classes

Turning on Class Tracking Setting Up Classes

Price Levels

Creating a Price Level Applying Price Levels

Customer and Vendor Profile Lists

Sales Rep List Customer Type List Vendor Type List Job Type List Terms List

Setting Up Terms Using Elapsed Time Setting Up Date Driven Terms

Customer Message List Payment Method List Ship Via List Vehicle List

Fixed Asset Items Creating and Editing List Entries

Creating Entries Editing Entries

Hiding and Deleting List Entries

Hiding Entries Deleting Entries Finding List Entries in Transactions

Sorting Lists Printing Lists

Blasting Out a Quick List Customizing a Printed List

7. Managing QuickBooks Files

Switching Between Multi- and Single-User Mode Backing Up Files

Choosing Standard Backup Settings Backing Up Manually Automated Backups

Setting Up Automatic Backups Scheduling Backups for a Single Company File

Restoring Backups Sending Company Files to Others

Creating a Portable Company File Opening a Portable Company File

Verifying Your QuickBooks Data

Running the Verify Data Utility Reviewing Problems Running the Rebuild Data Utility

Condensing Data

Running the Condense Data Utility

Cleaning Up after Deleting Files

Two. Bookkeeping

8. Tracking Time and Mileage

Setting Up Time Tracking

Turning on Time Tracking Setting Up the People Who Track Time Setting Up Items and Customers for Time Tracking

Entering Time in QuickBooks

Filling out Weekly Timesheets Entering Time for One Activity

Running Time Reports Tracking Mileage

Adding a Vehicle Setting the Mileage Rate Recording Mileage Driven

Generating Mileage Reports

9. Paying for Expenses

When to Pay Expenses Entering Bills Automating Recurring Bills

Memorizing a Bill Using a Memorized Bill Creating Memorized Groups of Bills

Purchasing Inventory

Turning on QuickBooks Inventory Creating Purchase Orders Recording a Vendor Deposit Receiving Inventory and Bills Simultaneously Receiving Inventory before the Bill

Handling Reimbursable Expenses

Setting Up Reimbursements as Income Recording Reimbursable Expenses

Recording Vendor Refunds and Credits Paying Your Bills

Selecting Bills to Pay Modifying Payment Amounts Applying Discounts and Credits to Payments

Applying Discounts Manually Applying Credits Manually

Setting the Payment Method and Account Paying Selected Bills

Producing Checks

Writing Checks by Hand Setting Up QuickBooks to Print Checks Printing Checks

Writing Checks Without Entering Bills

Using the Write Checks Window Adding Checks to an Account Register

Paying with Cash Paying with Credit Cards Running Expense-Related Reports

A/P Aging and Vendor Balance Reports Purchases Reports

Paying Sales Tax

Sales Tax Payment Preferences Producing Reports of the Sales Tax You Owe Remitting Sales Taxes

10. Invoicing

Choosing the Right Type of Form

Sales Receipts Statements Invoices

Sales Forms and Accounts Creating Invoices

Creating an Invoice Filling in Invoice Header Fields

Choosing the Customer or Job Choosing an Invoice Template The Other Header Fields

Entering Invoice Line Items

Inserting and Deleting Line Items

Applying Subtotals, Discounts, and Percentage Charges Adding a Message to the Customer Adding an Online Payment Link

Choosing How to Send the Invoice Adding a Memo to Yourself

Creating Batch Invoices Invoicing for Billable Time and Costs

Setting Up Invoicing for Time and Costs Adding Billable Time and Costs to Invoices Using “Invoice for Time & Expenses”

Invoicing One Customer or Job for Time and Expenses Creating a Batch of Time and Expenses Invoices

Selecting Billable Time and Costs Checking for Unbilled Costs

Invoicing for Backordered Products

Using Pending Invoices for Backorders Using Sales Orders for Backorders

Estimating Jobs

Creating an Estimate Creating Multiple Estimates Creating an Invoice from an Estimate Comparing Estimates to Actuals

Creating Progress Invoices

Progress Invoicing Options Fine-Tuning a Progress Invoice

Handling Refunds and Credits

Creating a Credit Memo from an Invoice Creating Credit Memos Creating Refund Checks Applying Credits to Existing Invoices Applying Credits to New Invoices

Editing Invoices Voiding and Deleting Invoices

11. Producing Statements

Generating Statements

Creating Statement Charges Generating Customer Statements

Choosing the Date Range Selecting Customers Setting Additional Options

Previewing Statements Generating Statements

Emailing Statements Printing Statements

12. Transaction Timesavers

Printing Sales Forms

Setting Print Options Aligning Forms and Paper Choosing a Print Method Printing One Form Printing in Batches Printing Mailing and Shipping Labels Printing Packing Slips

Emailing Sales Forms

Choosing a Send Method Emailing One Form Emailing in Batches

Memorized Transactions

Using a Memorized Transaction Editing a Memorized Transaction

Finding Transactions

Searching with QuickBooks Centers Finding Items Using QuickBooks Search Using the Find Feature

Finding Made Simple Advanced Find Methods Using Search Results

13. Managing Accounts Receivable

Receivables Aging

Accounts Receivable Aging Reports Customer and Job Reports

Receiving Payments for Invoiced Income Applying Credits to Invoices Discounting for Early Payment Deposits, Down Payments, and Retainers

Setting Up QuickBooks for Prepayments Recording Prepayments Applying a Deposit, Down Payment, or Retainer to an Invoice Refunding Prepayments

Applying Finance Charges

Finance Charge Preferences Assessing Finance Charges on Overdue Balances

Cash Sales

Creating Sales Receipts Editing Sales Receipts Voiding and Deleting Sales Receipts Memorizing a Batch Sales Transaction Reconciling Excess and Short Cash

Making Deposits

Choosing Payments to Deposit Recording Deposits Depositing Money from Merchant Card Accounts

14. Doing Payroll

Paying Yourself

Taking a Draw Reclassifying Shareholder’s Distribution to Salary

Reclassifying Payroll Withholdings

Recording Transactions from a Payroll Service Using an Intuit Payroll Service

15. Bank Accounts and Petty Cash

Entering Transactions in an Account Register

Opening a Register Window Creating a Transaction in an Account Register

Handling Bounced Checks

Setting Up QuickBooks to Handle Bounced Checks

Bounced Check Reimbursement Item Service Charges for Bounced Checks

Recording Bank Charges Re-invoicing for Bounced Checks

Transferring Funds Reconciling Accounts

Preparing for the First Reconciliation Preparing for Every Reconciliation Starting a Reconciliation Reconciling Transactions Reconciliation Reports Modifying Transactions During Reconciliation Stopping and Restarting a Reconciliation Correcting Discrepancies

The Discrepancy Report Other Ways to Find Discrepancies

Undoing the Last Reconciliation When Your Bank Makes a Mistake

Managing Loans

Setting Up a Loan Adding a Loan to Loan Manager

Basic Setup Payment Information Interest Rate Information

Modifying Loan Terms Setting Up Payments What-If Scenarios

Tracking Petty Cash

Recording ATM Withdrawals and Deposits to Petty Cash Recording Purchases Made with Petty Cash

16. Making Journal Entries

Balancing Debit and Credit Amounts Some Reasons to Use Journal Entries Creating General Journal Entries

Filling in General Journal Entry Fields

Checking General Journal Entries Reclassifications and Corrections

Reclassifying Accounts Reassigning Jobs

Recording Depreciation with Journal Entries Recording Owners’ Contributions

Recording Initial Noncash Contributions Recording Home-Office Expenses

17. Generating Financial Statements

The Profit & Loss Report

Generating a Profit & Loss Report Other Profit & Loss Reports

The Balance Sheet

Understanding the Balance Sheet Generating a Balance Sheet Report

The Statement of Cash Flows

Understanding the Statement of Cash Flows Generating a Statement of Cash Flows

Other Helpful Financial Reports

18. Performing End-of-Year Tasks

Checking for Problems Viewing Your Trial Balance Generating Year-End Financial Reports Generating Tax Reports Sharing a Company File with Your Accountant

Creating an Accountant’s Review Copy Sending a Copy Directly to Your Accountant Merging Accountant Changes into Your Company File Canceling an Accountant’s Review Copy Setting Up an External Accountant User

1099s

Generating 1099 Reports Printing 1099-MISC Forms

Closing the Books for the Year

Three. Managing Your Business

19. Managing Inventory

The QuickBooks Inventory Process

Setting Up Inventory Items Buying and Selling Inventory Working with the Inventory Center

Running Inventory Reports

How Much Is Inventory Worth?

Inventory Valuation Summary Report Inventory Valuation Detail Report

Inventory Stock Status Viewing One Inventory Item

Performing a Physical Inventory Adjusting Inventory in QuickBooks

Adjusting Quantities Adjusting Quantities and Values

20. Budgeting and Planning

Types of Budgets Ways to Build Budgets Creating Budgets in QuickBooks Creating Additional Customer: Job or Class Budgets Creating and Copying Budgets with Excel

Exporting Your Budget Working with a Budget in Excel Importing a Budget into QuickBooks

Filling in Budget Values

Copy Across Columns Adjust Row Amounts

Running Budget Reports

The Budget Overview Report

Report Layouts

Budget vs. Actual Report Profit & Loss Budget Performance Report Budget vs. Actual Graph

21. Working with Reports

Finding the Right Reports

Reviewing Reports in the Report Center Working with Reports in the Report Center Finding Frequently Used Reports

Running Reports Printing and Saving Reports

Saving Reports as Files

Customizing Reports

Date Ranges Subtotals Customizing the Columns in Reports

Adding and Removing Columns in Summary Reports Adding or Removing Columns in Detail Reports Resizing and Moving Columns

Sorting Reports Filtering Reports Report Headers and Footers Fonts and Numbers

Memorizing Reports Swapping Reports Between Company Files

Exporting a Report Template Importing Report Templates

Four. QuickBooks Power

22. Online Banking Services

Setting Up Your Internet Connection Setting Up Your Accounts for Online Services

Applying for Online Services Activating Online Services for Your QuickBooks Account

Exchanging Data with Your Bank

QuickBooks’ Online Banking Modes Downloading Statements with WebConnect Creating Online Items for Direct Connections

Paying Bills Online Sending a Message to Your Bank Transferring Funds Between Accounts

Online Banking Using Side-by-Side Mode

Sending and Receiving Transactions Matching Transactions Matching Unmatched Transactions

Matching Deposits Matching Checks and Expenses

Adding Multiple Transactions Deleting Downloaded Transactions

Online Banking Using Register Mode

Sending and Receiving Items Working with Online Items Matching Transactions Adding Multiple Transactions Deleting Downloaded Transactions

23. Configuring Preferences to Fit Your Company

Preferences: The Basics Accounting Bills Calendar Checking

Choosing the Bank Accounts You Use Settings for Company Checks Choosing Company-Wide Payroll Accounts Selecting an Online Banking Mode

Desktop View

Window Preferences Preferences for Saving the Desktop Customizing the Home Page

Finance Charge General

Tuning QuickBooks to Your Liking Company-Wide General Preferences

Integrated Applications Items & Inventory Jobs & Estimates Multiple Currencies Payments Payroll & Employees Reminders

Reminders on the My Preferences Tab Reminders for Everyone

Reports and Graphs

Preferences for the Reports You Generate Company-Wide Report Preferences

Sales & Customers Sales Tax Search Send Forms

Setting Your Send Preferences Customizing Messages

Spelling Tax: 1099 Time & Expenses

24. Integrating QuickBooks with Other Programs

Mail Merge to a Word Document

Creating Letters and Envelopes in QuickBooks

Synchronizing Contacts

Using QuickBooks Contact Sync for Outlook

Working with Third-Party Programs

Finding Third-Party Programs Setting Up an Integrated Application

Exporting QuickBooks Data

Exporting Lists and Addresses

Exporting Lists to a Text File Exporting Addresses

Exporting Reports

Importing Data from Other Programs

Importing an Excel Spreadsheet Importing a Delimited File

25. Customizing QuickBooks

Customizing the Desktop Customizing the Home Page Fast Access to Favorite Features

Building Your Favorites Menu Customizing the Icon Bar

Adding and Removing Icons Adding Windows to the Icon Bar Changing an Icon’s Appearance Changing the Order of Icons

Customizing the Company Snapshot Customizing Forms

Editing an Existing Template in QuickBooks Basic Customization

Adding a Logo Applying a Color Scheme Changing Fonts Including Basic Company and Transaction Information

Additional Customization Managing Templates

Copying a Template Deleting or Hiding a Template Exchanging Templates Between Company Files

Working with Form Designs

Creating a Form Design Managing Form Designs

26. Keeping Your QuickBooks Data Secure

Setting Up the Administrator

Assigning the Administrator User Name and Password Resetting the Administrator Password Complying with Credit Card Security Regulations

Creating QuickBooks Users

Adding New Users Resetting a User Password

Restricting Access to Features and Data

What the Access Areas Represent Setting Access Rights

Audit Trails

Five. Appendixes

A. Installing QuickBooks

Before You Install Installing QuickBooks Registering QuickBooks Setting Up QuickBooks on a Network Where to Store Your Company Files

Storing Company Files on a Network

B. Help, Support, and Other Resources

QuickBooks Help Intuit Community

Accessing the Community within QuickBooks

Other Kinds of Help Other Help Resources QuickBooks Training

Index About the Author Copyright

← Prev
Back
Next →

← Prev
Back
Next →