QuickBooks 2014 · the Missing Manual by Biafore, Bonnie -- Read -- Imperial Library of Trantor

Index

QuickBooks 2014: The Missing Manual The Missing Credits

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

Introduction

What’s New in QuickBooks 2014 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

1. Setting Up QuickBooks

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

Start Working Reopening the QuickBooks Setup Dialog Box

Converting from Another Program to QuickBooks

Converting from Quicken Home & Business

Cleaning up your Quicken file Converting your Quicken file Fine-Tuning Your Converted Quicken Data

Converting from QuickBooks for Macintosh Converting from a Non-Intuit Program

Opening an Existing Company File

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

Modifying Company Info

2. Getting Around in QuickBooks

Menus and the Icon Bars Switching among Open Windows

Supermax View

The Home Page

Vendors Customers Employees Company Features Banking

The Company Snapshot

3. Setting Up a Chart of Accounts

Acquiring a Chart of Accounts

Importing a 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

Working with Accounts

Modifying 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

Setting Up Vendors

Creating a Vendor

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

Working with Customers, Jobs, and Vendors

Modifying Customer, Job, and Vendor Information Categorizing Customers, Jobs, and Vendors

Understanding Customer, Job, and Vendor Types Creating a Vendor, Customer, or Job Type

Hiding Records Deleting Records Merging Records

Managing Leads

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 Service Items

Service Items Without Associated Costs Service Items with Associated Costs

Product Items

Non-Inventory Part Fields

Other Types of Items

Other Charge Subtotal Group Discount Payment

Working with Items

Modifying Items Hiding Items Deleting Items

6. Data Entry Shortcuts for Lists

Adding and Editing Multiple Records

Selecting a List to Work With Customizing the Table’s Columns Displaying the Records You Want Adding or Editing List Entries

Entering Data Directly in the Table Copying and Pasting Values from Excel

Saving Changes Correcting Errors

Importing Customer, Vendor, and Item Information

Importing with the Excel Import Wizard Templates Importing Data From Your Own Excel File

7. 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 Managing Lists

Creating Entries Editing Entries Hiding Entries Deleting Entries Finding List Entries in Transactions Sorting Lists Printing Lists

Blasting Out a Quick List Customizing a Printed List

2. 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 Recording a Deposit to a Vendor Handling Reimbursable Expenses

Setting Up Reimbursements as Income Recording Reimbursable Expenses

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

Writing Checks Without Entering Bills

Using the Write Checks Window Adding Checks to an Account Register

Producing Checks

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

Paying Using Other Payment Methods

Paying with Credit Cards Paying with a Debit Card Paying with PayPal Paying with Cash

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

Recording Vendor Refunds and Credits Running Expense-Related Reports

A/P Aging and Vendor Balance Reports

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

Modifying Line Items

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

Signing Up for Intuit PaymentNetwork Setting Online Payment Link Preferences

Choosing How to Send the Invoice Adding a Memo to Yourself

Creating Batch Invoices

Before You Create Your First Batch Invoice Setting Up a Batch Invoice

Deposits, Down Payments, and Retainers

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

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 Customer 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

Modifying 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 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 Forms

Choosing a Send Method Emailing One Form Emailing in Batches

Memorizing Transactions

Creating a Memorized Transaction Using a Memorized Transaction

Recording a Transaction When You’re Reminded Recording an Occasional Transaction Recording a Transaction Automatically

Editing a Memorized Transaction Creating Memorized Groups of Transactions

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

Viewing Receivables with Income Tracker Getting a High-level View with the Company Snapshot Viewing Receivables Detail in the Customer Center Accounts Receivable Aging Reports Seeing What Customers Owe with Reports

Receiving Payments for Invoiced Income Applying Credits to Invoices Discounting for Early Payment Correcting Misapplied Customer Payments

Wrong Invoice, Right Customer or Job Wrong Invoice, Wrong Customer

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. Bank Accounts and Credit Cards

Entering Transactions in an Account Register

Opening a Register Window Creating a Transaction in an Account Register

Handling Bounced Checks

Managing Bounced Checks You Wrote Using the Record Bounced Check Feature Handling Customer’s Bounced Checks on Your Own

Item for Removing the Bounced-Check Amount from Your Bank Account Items for Bounced-Check Service Charges

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

Using the Discrepancy Report to Find Problem Transactions Re-Reconciling Corrected Transactions 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

15. Doing Payroll

Getting Started with QuickBooks Payroll

What You Need from the Government Employee-Related Forms You Need Payroll Decisions You Need to Make

Intuit Payroll Services Signing Up for an Intuit Payroll Service Setting Up Payroll in QuickBooks

Setting Up Compensation and Benefits Setting Up Employees

Setting Employee Defaults Creating Employee Records

Setting Up Payroll Taxes Entering Historical Payroll Fine-Tuning Payroll Items

Tracking Payroll in More Detail

Adding and Editing Payroll Items

Running Payroll

Printing Paychecks and Pay Stubs

Paying Payroll Liabilities Preparing Payroll Tax Forms Running Payroll Reports Recording Transactions from a Payroll Service Paying Yourself

Taking a Draw Reclassifying Shareholder’s Distribution to Salary

Reclassifying Payroll Withholdings

16. Making Journal Entries

Balancing Debit and Credit Amounts Some Reasons to Use Journal Entries Creating Journal Entries Checking 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. Performing Year-End Tasks

Checking for Problems Viewing Your Trial Balance Generating Financial Reports

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

Generating Tax Reports Sharing a Company File with Your Accountant

Creating an Accountant’s Review Copy 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

3. Managing Your Business

18. Keeping Track of Financial Tasks

Tracking To-Dos

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

Adding Notes Reminders Your Financial Calendar

19. 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

20. Managing Inventory

Following the Inventory Money Trail Setting Up Inventory Items

Turning on QuickBooks Inventory Creating Inventory Items

Purchasing Inventory

Creating Purchase Orders Receiving Inventory and Bills Simultaneously Receiving Inventory before the Bill

Selling Inventory Running Inventory Reports

Purchases Reports How Much Is Inventory Worth?

Inventory Valuation Summary Report Inventory Valuation Detail Report

Inventory Stock Status Viewing One Inventory Item

Working with the Inventory Center Performing a Physical Inventory Adjusting Inventory in QuickBooks

Adjusting Quantities Adjusting Quantities and Values

21. Working with Sales Tax

Setting Up Sales Tax

Turning on QuickBooks Sales Tax Other Sales Tax Preferences Setting Up Sales Tax Features Sales Tax Codes

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

Sales Tax Items

Producing Reports of the Sales Tax You Owe Paying Sales Tax

22. Budgeting and Planning

Types of Budgets Ways to Build Budgets Creating Budgets in QuickBooks Creating Customer:Job or Class Budgets Filling in Budget Values

Copying Across Columns Adjust Row Amounts

Creating and Copying Budgets with Excel

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

Running Budget Reports

The Budget Overview Report

Report Layouts

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

23. Tracking Finances with Reports and Graphs

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

4. QuickBooks Power

24. Banking Online with QuickBooks

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 Web Connect Creating Online Items for Direct Connections

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

Banking Online Using Express Mode

Sending and Receiving Transactions Matching Transactions Matching Unmatched Transactions

Matching Deposits Matching Checks and Expenses

Adding Multiple Transactions Deleting Downloaded Transactions

Banking Online Using Classic Mode

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

25. 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 a Bank Feeds 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 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

Service Connection Spelling Tax: 1099 Time & Expenses

26. 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 Other Apps

Finding Add-on Apps Setting Up an Integrated Application

Exporting QuickBooks Data

Exporting Lists and Addresses

Exporting Lists to a Text File Exporting Addresses

Exporting Reports

Customized Exports Using Contact List Reports

Importing Data from Other Programs

Importing a Delimited File

27. Customizing QuickBooks

Customizing the Home Page

Turning Customer and Vendor Icons On and Off Turning Related Preferences On and Off Account Balances

Fast Access to Favorite Features

Building Your Favorites Menu Customizing the Icon Bar

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

Customizing the Company Snapshot Customizing Forms

Starting with 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

28. 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

5. Appendixes

A. Installing QuickBooks

Before You Install Installing QuickBooks

Installing QuickBooks for the First Time Installing or Upgrading to a New Version of 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 →