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QuickBooks 2016 Made Easy Training Tutorial

Author: TeachUcomp Inc.

Category: Online Software Training > QuickBooks

Learn QuickBooks Pro 2016 with this comprehensive course from TeachUcomp, Inc. Mastering QuickBooks Made Easy features 184 video lessons with over 9 hours of introductory through advanced instruction. Watch, listen and learn as your expert instructor guides you through each lesson step-by-step. D...

Keywords: Quickbooks, Intuit, training, tutorial, course, guide, How to, learn, help, 2016

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  • 78238

    The Home Page and Insights Tabs QuickBooks Pro displays the “Home” window when you open a company file. In QuickBooks 2016, the Home window contains two tabs: “Home Page” and “Insights.” You can switch between the content of the two tabs by clicking their names shown on the tabs in the upper-left corner of the page. The Home wi... more

  • 78239

    The Centers In QuickBooks you have access to four main “Centers” called the “Customer Center,” the “Vendor Center,” the “Employee/Payroll Center,” and the “Report Center.” These centers allow you to perform many tasks associated with the topic of each center. For example, you can add new customers to your co... more

  • 78242

    The Menu Bar and Keyboard Shortcuts QuickBooks contains a Menu Bar at the top of the application window that lets you access all its commands and features. To perform a command, click a Menu Bar command category, like “File,” “Edit,” or “Lists,” to display a drop-down menu of sub-commands within the selected command category.

  • 78244

    The Open Window List In QuickBooks, you enter information and perform tasks within many different windows. Unless you close the windows after using them, they remain open for ease of access. You can view a listing of the opened windows within QuickBooks to quickly switch between opened windows. This listing is called... more

  • 78279

    The Icon Bar Another tool that helps you complete the most common tasks in QuickBooks is the Icon Bar. The Icon Bar is located at the left side of the QuickBooks window by default. However, you can also place it at the top of the window, if you prefer. Note that changing its placement does impact some of its ... more

  • 78290

    Customizing the Icon Bar You can customize the Icon Bar by adding and removing buttons. To do this, select “View| Customize Icon Bar…” from the Menu Bar to open the “Customize Icon Bar” window. All your current button choices are shown in the left window pane.

  • 78295

    The Chart of Accounts in the QuickBooks Environment Although you do not have to be fluent in accounting terminology to understand QuickBooks, it is necessary to have a basic understanding of some accounting concepts prior to entering information into the program. The first concept to discuss is the “Chart of Accounts.” A chart of accounts is a lis... more

  • 78296

    Accounting Methods Once you begin your business, you need to decide which bookkeeping method to use- “Cash” or “Accrual.” This will determine the method used to report income and expenses on your tax forms. Please check with your accountant, tax advisor, or the IRS, before choosing a bookkeeping method for tax purp... more

  • 78297

    Financial Reports You also need to know how to measure your company’s profitability. Two very important reports that assist you in figuring this out are the Balance Sheet and the Profit and Loss Statement (also called an Income Statement). These are most often the reports that will be requested by banks and CPAs.

  • 78305

    Using Express Start in QuickBooks 2016 You can use the Express Start feature to create a new company file. This feature simplifies and segments the steps in the EasyStep Interview into more manageable sections, so you can get started with QuickBooks more quickly. When you first open QuickBooks, the option to create a company file usin... more

  • 78306

    Using the EasyStep Interview In QuickBooks, you can also use the EasyStep Interview to create a company file. You complete the EasyStep Interview by entering information into different screens shown within the Interview. After entering information into a screen, you click the “Next >” button to proceed to the next screen ... more

  • 78307

    Returning to the EasyStep Interview You can leave the EasyStep Interview at any point after you have saved the company file by clicking the “Leave…” button in the lower left corner of the EasyStep Interview.

  • 78308

    Creating a Local Backup Copy You should always backup your data to prevent data loss. You must be in single-user mode to do this. QuickBooks recommends you backup your files daily. That way, if the data in your company file becomes corrupted or lost, you can restore a copy of the file from a backup.

  • 78309

    Restoring a Company File from a Local Backup Copy If you corrupt your company’s data file and need to restore the data from a local backup copy, you can- as long as you created local backup copies. You must, however, be in single-user mode to do this. When you restore your company file, you overwrite your corrupted company data with the data tha... more

  • 78312

    Setting Up Users QuickBooks lets you create user accounts and passwords for the individuals that will access your company file. You can decide which types of activities users can perform and what areas of the application they can access. You can set up users by selecting “Company| Set Up Users and Passwords| Set ... more

  • 78313

    Single and Multiple User Modes Some activities, like creating a backup file or restoring a company file, require that you open QuickBooks in single-user mode. You must make sure all other users of the application are logged off before you switch user modes.

  • 78314

    Closing Company Files To close your company file, select “File| Close Company” from the Menu Bar. Doing this will leave the QuickBooks application open so that you may open up another company file, if you would like.

  • 78315

    Opening a Company File To open a company file in QuickBooks, you can select “File| Open or Restore Company…” from the Menu Bar. Alternately, if the “No Company Open” dialog box is showing onscreen, you can click the “Open or restore an existing company” button to launch the same dialog box.

  • 78316

    Using Lists In QuickBooks, you store much of the information for your company file in lists. In QuickBooks you keep lists for all of your vendors, customers, inventory items, and accounts. They are there so you will not need to retype information you use frequently every time you want to place it into a form... more

  • 78317

    The Chart of Accounts One of the most important lists in QuickBooks is the chart of accounts. You can open this list by selecting “Lists| Chart of Accounts” from the Menu Bar. The chart of accounts lists all the accounts within your company file. These accounts track all incoming and outgoing money, and tell you how m... more

  • 78318

    The Customers & Jobs List You can perform all activities associated with your customers through the Customer Center. While there are many features available in the Customer Center, one of the most important parts of it is the “Customers & Jobs” list. This list is where you can add, edit, and display all of your custom... more

  • 78319

    The Employees List If you are using QuickBooks to handle payroll and indicated that you have employees during the EasyStep Interview, you can later setup payroll for your company file and then enter employees into the Employees tab in the Employee Center. The Employee Center allows you to handle all transactions th... more

  • 78320

    The Vendors List You keep information about the companies and people from whom you purchase goods or services in the Vendors tab within the Vendor Center. In QuickBooks, you keep parts supply vendors, utility companies, subcontractors and more within this list. The list of vendors tends to be one of the larger li... more

  • 78321

    Using Custom Fields You can add your own customized fields to the “Customers & Jobs,” “Vendors,” “Employees,” and “Item” lists in QuickBooks. This allows you to create fields that will appear for each record in a list and lets you track information specific to your particular business.

  • 78322

    Sorting Lists You can sort information in QuickBooks lists manually or automatically. To manually sort items within a list, click and drag the small diamond at the left side of any list entry and drop it into a new location within the list. However, it is important to note you cannot manually arrange list item... more

  • 78323

    Inactivating and Reactivating List Items In QuickBooks lists, you can only delete list items if you have not used them in any transactions. If you try to delete a list item that has been used in a transaction, QuickBooks will warn you that the item cannot be deleted. If you don’t want to use a list item but you can’t delete it, you can ... more

  • 78324

    Printing Lists To print a list, open the list to print and click the button in the lower left corner of the list. From the pop-up menu that appears, select “Print List.”

  • 78325

    Renaming and Merging List Items Although there is no specific “Rename” command within the QuickBooks lists, to rename a list item you simply open the “Edit [list item]” window for the selected item from the desired list. Then type a new name for the entry into the “Name” field at the very top of the window, and the entry will a... more

  • 78326

    Adding Multiple List Entries from Excel A feature that can improve the speed of company file creation is the ability to copy and paste data into lists within QuickBooks from Microsoft Excel. You can copy and paste data from an Excel worksheet into the “Customers,” “Vendors,” “Service Items,” “Inventory Part,” and “Non-inventory Part” l... more

  • 78328

    The Sales Tax Process Collecting and paying sales tax can be complicated for some companies. For example, a company may have to collect and pay more than one sales tax. Many companies have a mix of taxable and non-taxable products and services to sell, and many also have some customers that are taxable while other cus... more

  • 78329

    Creating Tax Agencies The first thing to do when setting up QuickBooks to collect sales tax is create the agencies for whom you collect sales taxes, and to whom you pay the sales taxes collected, as vendors within the Vendors List. This allows you to remit checks for the sales taxes collected to the selected vendors w... more

  • 78331

    Creating Individual Sales Tax Items After creating the vendor records to indicate the agencies for whom you are collecting sales taxes, you then create the actual sales tax rates within the QuickBooks Item List. You can open the Item List by selecting “Lists| Item List” from the Menu Bar.

  • 78335

    Creating a Sales Tax Group If you have to collect a combination of sales taxes that you report separately, like a county sales tax and a city sales tax, you don’t want to possibly confuse customers by itemizing the individual sales taxes you collect as separate line items within your sales forms. Many customers may mistake... more

  • 78337

    Setting Sales Tax Preferences You should inspect your sales tax preferences within QuickBooks before you begin collecting sales taxes through your sales forms, in case you need to modify any of the default settings. To do this, select “Edit| Preferences…” from the Menu Bar to open the “Preferences” dialog box. In the scroll b... more

  • 78342

    Indicating Taxable & Non-taxable Customers & Items To collect sales taxes in QuickBooks, you must indicate who and what gets taxed within your company file. So, in the Customer:Job list, enter which customers are taxable and non-taxable on the “Sales Tax Settings” tab within the “New Customer” or “Edit Customer” windows. On this tab, select the d... more

  • 78344

    Setting Up Inventory For many companies, inventory is enabled if you create your company file using the “EasyStep Interview.” However, if you did not enable inventory when you created your company file, you can enable it at a later point in time. You can enable inventory within your company file and view the default ... more

  • 78351

    Creating Inventory Items You can set up “Inventory Part” items within the Item List to create items for which you want to track the quantity and value in QuickBooks. You cannot show inventory value for a manufacturing company, or where the inventory value is changed as it goes through a process, as it is simply too compl... more

  • 78353

    Creating a Purchase Order After entering inventory parts into the Item list, you need to order the items to keep your inventory parts stocked. While QuickBooks doesn’t require you to use purchase orders, it is recommended. If you use purchase orders, you can see what items you have ordered and when they are due to be rece... more

  • 78354

    Receiving Items with a Bill After creating and submitting a purchase order to a vendor, you will either receive the inventory parts you ordered along with a bill for those parts, or you will receive the inventory ordered while the bill for the inventory arrives separately. In QuickBooks, you must receive the inventory order... more

  • 78355

    Entering Item Receipts When you receive inventory items from a purchase order, you have to enter the items into inventory to sell them within your sales forms. Sometimes you receive these items without a corresponding bill. In this case, you create an item receipt that you can later match to the vendor bill when it fin... more

  • 78358

    Matching Bills to Item Receipts When the vendor bill for items already received finally arrives, you must match the vendor bill to the item receipt that was created for those items when you received them. To do this, select “Vendors| Enter Bill for Received Items” from the Menu Bar to open the “Select Item Receipt” window.

  • 78359

    Adjusting Inventory When you have loss, spoilage, or send out samples of your products, you need to manually adjust your inventory levels. QuickBooks allows you to do this in the “Adjust Quantity/Value on Hand” window. To view this window, select “Vendors| Inventory Activities| Adjust Quantity/Value on Hand” from th... more

  • 78360

    Service Items You can set up “Service” items in the Item List for services you provide. This helps you avoid repeatedly typing line item information into sales forms. Like all items, you create “Service” items by first opening the “Item List.” To create a new “Service” item, click the “Item” button in the lowe... more

  • 78363

    Non-Inventory Items You can create “Non-inventory Parts” in the Item List for items that are bought and/or sold, but not tracked as “inventory parts.” QuickBooks tracks neither the quantity on hand nor the value of “non-inventory part” items.

  • 78755

    Other Charges You can set up “Other Charge” items within the Item List. An “Other Charge” item can be used to collect amounts for things such as freight charges or photocopying charges in a sales form. You could also use it to collect membership dues or assess some other type of miscellaneous fee in a sales form. more

  • 78756

    Subtotals You can set up “Subtotal” items in the Item List. A subtotal will total all the items within an invoice or sales receipt up to the last subtotal entered, if one was entered. This is useful for totaling all of the previous line items within an invoice before applying a discount to the subtotal amo... more

  • 78757

    Groups You can create “Groups” in the Item List for items you may purchase individually, but want to display as a single line item in a sales form. For instance, if you sold gravel by the ton and also assessed a service charge for the delivery, you could create both the gravel (a “non-inventory part”) a... more

  • 78758

    Discounts You can create “Discount” items in the Item List to discount the line item that was entered immediately above the “Discount” line item within a sales form. If you create a discount and use it in an invoice, it applies the discount to the line item amount directly above it- but not to any other li... more

  • 78759

    Payments You can create “Payments” in the Item List to subtract the amount of a customer payment from the total amount shown in an invoice when creating an invoice. You need a payment item when you receive a partial payment you need to apply to an invoice at, or before, the time you create the invoice. No... more

  • 78760

    Changing Item Prices While you can always edit an item’s price in the Item List by opening the “Edit Item” window and directly changing the price in that window, you can also change the price of multiple items in the Item List simultaneously. To do that, select “Customers| Change Item Prices” from the Menu Bar to ope... more

  • 78761

    Selecting a Sales Form When you sell anything for your company, you have to fill out one of the sales forms in QuickBooks. The sales form you use depends on whether you expect payment in the future or at the time of the sale. If you expect to be paid in the future, you fill out an invoice for the sale. Later on, you wi... more

  • 78762

    Creating an Invoice When a customer agrees to make a purchase for which payment will be made at a later point in time, you enter the sale into an invoice. The invoice lists the customer’s information, along with an itemized list of how much that customer owes for the goods or services purchased. To create an invoice... more

  • 79110

    Creating Batch Invoices You can also easily create batch invoices to give multiple, selected customers an invoice for the same products or services. Before you create batch invoices, however, you should be sure you have the customer’s information recorded correctly within the “Customers & Jobs” list in the Customer ... more

  • 79111

    Creating a Sales Receipt If taking payment from the customer at the time of sale for a purchase they have made, you enter the transaction into a sales receipt. You can create a sales receipt by selecting “Customers| Enter Sales Receipts” from the Menu Bar. In the “Enter Sales Receipts” screen, you enter information in mu... more

  • 79112

    Finding Transaction Forms To find any transaction form at a later point in time, you can use the “Find” feature of QuickBooks to locate it. To find an invoice, or any other type of transaction, open the associated form for which you want to search. Using the example of finding an invoice, you would open the “Create Invoic... more

  • 79113

    Previewing Sales Forms To see how the currently opened sales form will look when printed, click the drop-down arrow below the “Print” button in the “Main” tab of the Ribbon at the top of the sales form and select the “Preview” command from the drop-down menu to show the print preview of the sales form.

  • 79114

    Printing Sales Forms To print invoices or sales receipts, open the form that contains the information you want to print and click the “Print” button in the “Main” tab of the Ribbon at the top of the invoice to open the “Print” dialog box, where you can set the printing parameters.

  • 79118

    Using Price Levels Sometimes businesses want to vary an item’s price when selling the item to different customer types. For instance, you may charge different rates to residential customers versus commercial customers. You can associate price levels with specific customers so each time you create a sales form for t... more

  • 79119

    Setting Finance Charge Defaults You can set the default preferences for finance charges assessed in customer statements within the “Preferences” window in QuickBooks. To do this, select “Edit| Preferences…” from the Menu Bar to open the “Preferences” window where you can set the default behaviors of the currently opened company... more

  • 79120

    Entering Statement Charges Entering statement charges is the first step in preparing billing statements for customers. This can be an effective way to collect customer charges over a period of time for certain types of businesses that do not need to send out an invoice for each charge assessed to a customer. With statement... more

  • 79122

    Applying Finance Charges and Creating Statements A QuickBooks statement prints information already recorded by statement charges and other receivables transactions. Therefore, you can’t edit the statement’s information directly within the statement window. A typical statement covers a time period and shows the customer’s previous balance, new c... more

  • 79123

    Recording Customer Payments If receiving payment at the time of sale, you fill out a sales receipt to record the customer payment. When you invoice a customer and receive payment on that invoice at a later point in time, you enter the payment into the QuickBooks “Receive Payments” window. This allows you to match customer p... more

  • 79126

    Entering a Partial Payment If entering a partial customer payment, begin by selecting “Customers| Receive Payments” from the Menu Bar to open the “Receive Payments” window. Select the name of the customer or customer:job from the “Received From” drop-down. Enter the partial payment date, amount, and payment method at the t... more

  • 79127

    Applying One Payment to Multiple Invoices You can also apply a single payment amount from a customer to multiple outstanding invoices for that customer by placing a checkmark in the checkmark column that appears to the left of the invoices against which you want to apply the cumulative payment amount received, until the total payment has... more

  • 79128

    Entering Overpayments If the customer pays you more than is due, you can enter the entire amount received into the “Receive Payments” window. The amount left over after you have applied the entire amount to outstanding invoices will be shown in the “Overpayment” area at the bottom left corner of the “Receive Payments”... more

  • 79129

    Entering Down Payments or Prepayments Just as when you receive an overpayment, if a customer gives you a down payment or prepayment which you want to take and then invoice them at a later date, you can enter the entire payment received for the customer or customer:job into the “Receive Payments” window. Since they have no outstanding... more

  • 79130

    Applying Customer Credits When a customer overpays you, or gives you a down payment or prepayment, you record the amount received in the “Receive Payments” window. Doing this creates a credit for the customer or customer:job specified. Later on, after you have created an invoice for the specific customer or customer:job, ... more

  • 79131

    Making Deposits When you receive funds from customers in the “Receive Payments” window and place the funds into the “Undeposited Funds” asset account, QuickBooks tracks that money until it is actually deposited into the bank. When you’re ready to take the payments to the bank, you can record the deposit in Quick... more

  • 79132

    Handling Bounced Checks QuickBooks has an easy way to handle bounced checks received from customers as payments against invoices or received as payment within sales receipts. This feature will mark the previously paid invoice or sales receipt as “Unpaid,” remove the funds received from your bank account, allow you to en... more

  • 79133

    Creating a Credit Memo and Refund Check You can easily refund a customer’s purchase if they return merchandise by creating a credit memo and then issuing a refund check. To do this, first create a credit memo for the return. After creating the credit memo, then create a refund check for the amount of the credit memo to refund the custo... more

  • 79134

    Refunding Customer Payments If a customer overpays an invoice or statement, or gives you a down payment or prepayment, you create a credit for that customer when you enter the payment into the “Receive Payments” window. Later on, if the customer requests that you send the amount back, or cancels the order, you can issue a r... more

  • 79135

    Setting Billing Preferences You can set the bill payment preferences before using the Accounts Payable features of QuickBooks by selecting “Edit| Preferences…” from the Menu Bar to open the “Preferences” window. Click the “Bills” icon at the left side of the “Preferences” window and then click the “Company Preferences” tab ... more

  • 79136

    Entering Bills You should always enter bills into QuickBooks as soon as you receive them. To enter a bill, select “Vendors| Enter Bills” from the Menu Bar to open the “Enter Bills” window. The top half of the “Enter Bills” window is where you enter the bill information. The bottom half of the window is where yo... more

  • 79137

    Paying Bills To pay bills you have entered, open the “Pay Bills” window by selecting “Vendors| Pay Bills” from the Menu Bar. At the top of the “Pay Bills” window, select either the option button to show bills “Due on or before” a date you select or to “Show all bills.” Place a checkmark in front of the bill o... more

  • 79138

    Early Bill Payment Discounts If you take advantage of discounts for early bill payment offered by some vendors, you can record the discounts directly in the “Pay Bills” window when you pay the bills by the date specified by your vendor’s terms. This allows you to let QuickBooks track the discount amounts. You can manually ta... more

  • 79139

    Entering a Vendor Credit If you receive a credit from a vendor that you want to enter and later use against the next bill you receive from them, you can easily do that in QuickBooks. To enter the vendor credit, open the “Enter Bills” window by selecting “Vendors| Enter Bills” from the Menu Bar. Select the option button f... more

  • 79140

    Applying a Vendor Credit If you’ve received a credit from a vendor and entered it into QuickBooks, you can use it on the next payment you make to that vendor. You can manually take this credit as you pay the next bill in the “Pay Bills” window, if you do not have QuickBooks set to automatically apply discounts and credits.

  • 79141

    Using Registers You can enter checks directly into the checking account register rather than through the “Write Checks” window, if you prefer. This doesn’t allow you to see how the check will appear if printed, but it may seem familiar to you since it looks like a typical checkbook register. Also, for businesses... more

  • 79142

    Writing Checks In QuickBooks you can enter checks directly into the QuickBooks “Write Checks” window. When you enter a check into this form, you can see address information and easily allocate the check’s amount between multiple accounts, if necessary, at the bottom of the “Write Checks” window. This form also ... more

  • 79143

    Writing a Check for Inventory Items If you don’t use purchase orders to acquire inventory item parts you sell to customers, you can write a check to purchase inventory items, instead. To write a check for “Inventory Part” items you have created in your “Item List,” select “Banking| Write Checks” from the Menu Bar to display the “Wr... more

  • 79144

    Printing Checks You can click the “Print Later” checkbox that appears in the “Main” tab of the Ribbon at the top of the “Write Checks” window to save it and print it later. To print your checks later, open the “Write Checks” window by selecting “Banking| Write Checks” from the Menu Bar.

  • 79145

    Transferring Funds Between Accounts You can easily transfer money between accounts within QuickBooks by using the “Transfer Funds Between Accounts” window. You can access this window by selecting “Banking| Transfer Funds” from the Menu Bar.

  • 79146

    Reconciling Accounts Reconciling is the process of ensuring that your checking account record in QuickBooks matches the bank statement for the account. Reconciling your checking account is a very good habit because it allows you to spot bank errors and avoid overdraft fees. When reconciling accounts, the goal is to m... more

  • 79147

    Voiding Checks You can void a check that you have created, if necessary. To void a check, open the check you would like to void and display it in the “Write Checks” window. Then, select “Edit| Void Check” from the Menu Bar to void the check displayed in the “Write Checks” window. When you click either the “Save... more

  • 79168

    Sales Tax Reports If you are required to collect sales tax from customers, you must also make periodic payments of the sales tax you have collected to the appropriate taxing authorities. QuickBooks gives you three ways to view the amount of your sales tax liability. You can use either the “Sales Tax Liability” rep... more

  • 79169

    Using the Sales Tax Payable Register Each time you create an invoice or sales receipt that includes sales tax, QuickBooks enters the information into your “Sales Tax Payable” account register. QuickBooks keeps track of transactions for all tax vendors using the same “Sales Tax Payable” account. You can open the “Sales Tax Payable” r... more

  • 79170

    Paying Your Tax Agencies When the time comes to pay the sales tax, you MUST use the “Pay Sales Tax” window to write a check to the tax agency or agencies. You open the “Pay Sales Tax” window by selecting “Vendors| Sales Tax| Pay Sales Tax…” from the Menu Bar.

  • 79171

    Graph and Report Preferences You can set the default personal and company preferences for reports and graphs created in QuickBooks by changing the settings within the “Preferences” dialog box. You can access these settings by selecting “Edit| Preferences…” from the Menu Bar to open the “Preferences” dialog box.

  • 79172

    Using QuickReports One way to see a report on your QuickBooks data is to create a QuickReport. QuickReports are predesigned reports that display information about the items you are currently viewing onscreen. Whenever you have a list, a register, or a form displayed onscreen, you can click a button or hyperlink to ... more

  • 79173

    Using QuickZoom When viewing reports displayed within QuickBooks you will often see transaction data, or summary totals of transaction data. You can use the QuickZoom feature when viewing reports within QuickBooks to show the detail data used to display summary values in reports. These details will appear in a s... more

  • 79174

    Preset Reports In addition to QuickReports that you can view on any selected data or any displayed form, QuickBooks also provides dozens of preset reports you can view, customize, and save as your own custom reports. The preset reports include many different types of standard business reports, such as the profi... more

  • 79175

    Modifying a Report While the preset reports provided in QuickBooks are very useful, you will probably also want to create custom reports for your company file. You can create reports that either detail or summarize the data stored in your QuickBooks company file. You can create a custom transaction detail or summar... more

  • 79321

    Rearranging and Resizing Report Columns You can rearrange the order of columns from left to right within any transaction detail report in QuickBooks. To do this, display the transaction detail report whose columns you want to rearrange onscreen. For the column you want to move, place your mouse pointer over the column name shown in the... more

  • 79322

    Memorizing Reports After you have modified a report, you can have QuickBooks memorize the report so you can quickly reproduce the same report in the future without having to reapply all of the report customizations.

  • 79323

    Memorized Report Groups As you begin to create custom reports within QuickBooks, you can create memorized report groups to organize the memorized reports in a way that makes sense for your company. Memorized report groups allow you to quickly print or view a batch of memorized reports at once.

  • 79324

    Printing Reports You can easily print any report displayed in QuickBooks. To do this, open the report you want to print, click the “Print” button in the toolbar of the report, and then select the “Report” command from the drop-down menu. That will display the “Print Reports” window where you can set options for t... more

  • 79325

    Batch Printing Forms If you want to “batch print” a set of forms, like all your paychecks or all your bill payment checks, you can. You can also print mailing labels and other assorted forms in QuickBooks.

  • 79326

    Exporting Reports to Microsoft Excel You can export report data from QuickBooks to Microsoft Excel. You must have Excel 2007, 2010, 2013, 2016 or Office 365 for this feature to work and either QuickBooks Pro or Premier. Since the data is exported to Excel, changes you make to it in Excel will not impact the data in QuickBooks. So fe... more

  • 79327

    Saving Forms and Reports as PDF Files In QuickBooks, you can save any report, invoice, estimate or other form as a PDF (Portable Document Format) file that you can send as an e-mail attachment through your e-mail program.

  • 79328

    Comment on Report QuickBooks Pro allows you to comment on line items within reports. Reports with commentary can be saved within QuickBooks into a special “Commented Reports” group. In this lesson, you will learn how to comment on reports in QuickBooks and manage your commented reports.

  • 79329

    Process Multiple Reports You can batch print, batch display, or batch email reports you have added to the “Memorized Report List.” You can also batch print, display, or email commented reports saved to the “Commented Reports” list.

  • 79330

    Using Graphs While a report can show numbers that are critical to understanding the overall health of your company, some people like a visual representation of the data. That’s where graphs come into play in QuickBooks. A QuickInsight graph shows your data as either a bar graph or a pie chart (except for the ... more

  • 79331

    Company Snapshot The “Company Snapshot” shows multiple graphs and information from lists as independent “widgets” within the “Company Snapshot” window. You can interact with some of the widgets within the “Company Snapshot” window to perform basic tasks. You can use the drop-downs and click the links within the w... more

  • 79332

    Creating New Form Templates Every form you enter information into has its own layout of fields, images, and labels used for data entry and printed display. In QuickBooks, you can customize the layout of a form to better suit your company’s needs. For example, there are three preset formats for invoices: professional, servic... more

  • 79335

    Performing Basic Customization After selecting a type of form to customize, the “Basic Customization” window appears onscreen. This window displays the most commonly used and basic customization options for forms. You can make any changes to the options shown here, and examine how your choice impacts the preview of the form sh... more

  • 79337

    Performing Additional Customization After applying basic form customization to a template in the “Basic Customization” window, you can click the “Additional Customization…” button to set additional form customization options within the “Additional Customization” window. The “Additional Customization” window uses several tabs to dis... more

  • 79338

    The Layout Designer The “Layout Designer” window lets you change the appearance and placement of data fields, text boxes, labels, and images within the printed version of the form template. Within the “Layout Designer” window you will see the printed version of the form within the main screen, surrounded by a ruler ... more

  • 79339

    Changing the Grid and Margins in the Layout Designer Before changing the layout of objects within the “Layout Designer” window, ensure that the margins and the grid shown onscreen are set as needed. The margins and grid aid you in placing objects into the correct positions within the form so they will appear correctly when printed.

  • 79340

    Selecting Objects in the Layout Designer Before you can perform any task within the “Layout Designer” window, you must learn how to select the form objects shown within the window. To select an object within the “Layout Designer” window, click it to select it. When an onscreen object is selected, it appears with a border comprised of sl... more

  • 79342

    Moving and Resizing Objects in the Layout Designer To move selected objects within the “Layout Designer” window, click and drag the objects from one place to another in the form. To resize a selected object, place your mouse pointer over one of the resizing squares until the mouse pointer turns into a double-pointed arrow.

  • 79343

    Formatting Objects in the Layout Designer You can change the text, border, and background of a text box or data field within the “Layout Designer” window. To do this, double-click the text box or data field you want to format to open the “Properties” dialog box. Alternately, you can select a text box or data field and then click the “Pro... more

  • 79344

    Copying Objects and Formatting in the Layout Designer You can easily copy a selected object within the “Layout Designer” window by clicking the “Copy” button within the toolbar at the top of the window. The copy of the selected object will appear slightly down and to the right of the original. You can move the copy to a new place within the window a... more

  • 79346

    Adding and Removing Objects in the Layout Designer To add additional text boxes, data fields, and images to a form, click the “Add” drop-down button in the toolbar at the top of the “Layout Designer” window. From the drop-down menu that appears, choose the type of object to add to the form: “Text Box,” “Data Field,” or “Image.”

  • 79347

    Aligning and Stacking Objects in the Layout Designer In QuickBooks you must manually align objects to one another by clicking and dragging the objects into position and using the grid for alignment of the left and right edges. You must also manually align objects vertically by clicking and dragging the objects and using the grid for alignment. To c... more

  • 79348

    Resizing Columns in the Layout Designer If you are customizing a form that contains a line items area, you can resize the columns displayed within the line items area within the printed version of the form. To do this, simply click once on the columns shown towards the bottom of the form within the “Layout Designer” window to select th... more

  • 79349

    Creating a Job Project-based businesses that want to track income and expenses for customer projects can use the “Jobs” feature within QuickBooks to do this. You can create a job for a customer in the “Customers & Jobs” list. To do this, open the “Customer Center” window and select the name of the customer ... more

  • 79350

    Creating an Estimate An estimate is a preliminary sales proposal that is often created for a customer’s job. You can create multiple estimates for each customer or each job. If the customer accepts an estimate, you can create an invoice from the estimate, changing it as needed. QuickBooks allows you to create invoice... more

  • 79353

    Duplicating Estimates You can also create multiple estimates for the same job, if needed. For example, you may need to do this if you have a client that needs a few different pricing options for a job, and thus needs multiple estimates for the same job. You can easily duplicate and modify an existing estimate, versus ... more

  • 79354

    Invoicing from an Estimate After you have created an estimate and the customer has accepted it, you can use the estimate to invoice the customer. You can either send them an invoice for the entire amount or send them several invoices for smaller portions of the total estimated amount. This is called progress invoicing.

  • 79355

    Updating Job Statuses Each time the status of a job changes, you should update its status in the “Customers & Jobs” list within the “Customer Center” window. For example, if you began work on a job that was labeled “Pending,” you should update the information for the job to reflect the fact that you have started w... more

  • 79386

    Inactivating Estimates If you have a customer with multiple outstanding estimates for a job that accepts one of the estimates, you should make any other estimates for that job inactive. When you make an estimate inactive, QuickBooks keeps a record of it, but removes its value from the total estimated amount for the sel... more

  • 79387

    Making Purchases for a Job You can assign purchases you make to a specific customer or job, so you can later bill the customer for those costs. To do this, use the drop-down within the “Customer:Job” column that appears in the line item area within forms such as the “Enter Bills” window to select the name of the customer:j... more

  • 79388

    Invoicing for Job Costs If you assign job costs you incur to the correct customer:job, then the next time that you create an invoice for that customer:job, you can bill for the job costs. To do this, create an invoice by selecting “Customers| Create Invoices” from the Menu Bar. Then use the “Customer:Job” drop-down to s... more

  • 79389

    Using Job Reports QuickBooks provides you with various reports that display general job information, job costing information, and estimate information. You can access these reports from the “Reports” menu within the Menu Bar, under the “Jobs, Time & Mileage” report category in QuickBooks Pro.

  • 79390

    Tracking Time and Printing a Blank Timesheet QuickBooks provides time tracking for any job. Time tracking lets you keep track of the time a person spends on each job. The person whose time you track can be an employee, an owner, a partner, or a subcontractor, as long as you have created the subcontractor as a vendor within the “Vendors” list.

  • 79391

    Weekly Timesheets You can use the “Weekly Timesheet” window to enter the hours worked by a person within a week, what they did, for which customer:job, and, optionally, how much you paid them. You can open the “Weekly Timesheet” window by choosing “Employees| Enter Time| Use Weekly Timesheet” from the Menu Bar.

  • 79392

    Time/Enter Single Activity You can use the “Time/Enter Single Activity” timesheet to enter the hours worked by a person, what they did, for which customer:job, and, optionally, how much you paid them to do it for a single day. You can open the “Time/Enter Single Activity” window by selecting “Employees| Enter Time| Time / ... more

  • 79394

    Invoicing from Time Data After recording the time that your employees or subcontractors spend performing services for a customer’s job, you can bill the customer for the work performed in an invoice. To do this, create an invoice by selecting “Customers| Create Invoices” from the Menu Bar. Then use the “Customer:Job” dro... more

  • 79395

    Using Time Reports QuickBooks provides you with reports that assist you in time tracking. They can be accessed by selecting “Reports| Jobs, Time & Mileage” from the Menu Bar in QuickBooks Pro.

  • 79396

    Tracking Vehicle Mileage You can track mileage for vehicles in QuickBooks so you have a record of vehicle mileage for tax purposes. You can also assign mileage to a specific customer job, so you can bill the customer for the mileage, if needed. There are some limitations to the use of this data, however. You cannot use t... more

  • 79397

    Charging Customers for Mileage As long as you entered vehicle mileage, marked it as billable, and assigned it to a customer job, you can invoice the customer:job to collect the mileage. To do this, create an invoice by selecting “Customers| Create Invoices” from the Menu Bar. Use the “Customer:Job” drop-down to select the cust... more

  • 79398

    The Payroll Process Before you can use the payroll features of QuickBooks, you must set up payroll for your company in QuickBooks. To find out how to do this, select “Employees| Payroll| Turn on Payroll in QuickBooks” from the Menu Bar. In the window that appears, you can evaluate the payroll plans and purchase a pa... more

  • 79411

    Creating Payroll Items QuickBooks maintains a list of all the items that affect payroll amounts, including payroll expenses, in the “Payroll Item” list. There are payroll items for compensation, taxes, other additions and deductions, and employer-paid expenses. QuickBooks uses payroll items to track individual amounts ... more

  • 79412

    Setting Employee Defaults You can store information you want to set as the default values when you create a new employee record within the “employee defaults” in the “Employees” list. After setting default employee values, when you later add a new employee, QuickBooks will automatically fill-in the default information fro... more

  • 79413

    Setting Up Employee Payroll Information You can enter employee payroll information when you add new employees to the “Employees” list within the “New Employee” window. You can also edit the employee’s payroll data by using the “Edit Employee” window, if the payroll info changes. In either the “New Employee” or “Edit Employee” windows, ... more

  • 79414

    Creating Payroll Schedules In QuickBooks, you will most often create employee paychecks by using the scheduled payroll feature. However, if needed, you can also print unscheduled employee paychecks, as well as termination paychecks.

  • 79415

    Creating Scheduled Paychecks You can create and print employee paychecks for a scheduled payroll by either selecting “Employees| Pay Employees| Scheduled Payroll” from the Menu Bar or by clicking the “Pay Employees” button in the Home page to open the “Employee Center: Payroll Center” window.

  • 79416

    Creating Unscheduled Paychecks You can also create unscheduled paychecks for additional checks, such as bonus checks. You can select “Employees| Pay Employees| Unscheduled Payroll” from the Menu Bar to open the “Enter Payroll Information” window. Here you manually set the “Pay Period Ends” and “Check Date.” Then select the acc... more

  • 79417

    Creating Termination Paychecks To create termination paychecks when an employee leaves, select “Employees| Pay Employees| Termination Check” from the Menu Bar to open the “Enter Payroll Information” window. Manually set the “Pay Period Ends” and “Check Date.” Then select the account from which the funds will be withdrawn from ... more

  • 79445

    Voiding Paychecks Although rarely required, you can void paychecks, if needed. Unlike other types of checks, voiding a paycheck affects tax and liability calculations and payments, and is only performed as a last resort. Most paycheck errors can be resolved by correcting mistakes and reissuing the paychecks, or by... more

  • 79446

    Tracking Your Tax Liabilities As the employer, you need to track both payroll expenses and payroll liabilities. The payroll expenses you need to track are the employee’s gross pay and the employer’s payroll taxes. QuickBooks uses an account called “Payroll Expenses” to track the actual costs to your company. Whatever funds yo... more

  • 79447

    Paying Payroll Tax Liabilities Once you are ready to write a check for the payroll liabilities, you must create a “Liability Check.” Do NOT create a check using the “Write Checks” window or an account register to pay payroll liabilities! Unless you use the method shown, QuickBooks will not properly adjust the Payroll Liabiliti... more

  • 79448

    Adjusting Payroll Liabilities If you are using Assisted Payroll, you can’t adjust the liability balance for liabilities paid by the payroll service, meaning the federal and state tax liabilities. However, you can adjust the liability balance for local or other taxes not supported by the payroll service.

  • 79449

    Entering Liability Refund Checks If you overpay your payroll liabilities and taxes, you may receive a refund check which you need to record in QuickBooks to correct your liability balance. To do this, select “Employees| Payroll Taxes and Liabilities| Deposit Refund of Liabilities” from the Menu Bar.

  • 79450

    Process Payroll Forms If you are subscribed to a QuickBooks payroll service, you can print your annual and quarterly federal payroll forms by selecting “Employees| Payroll Tax Forms & W-2’s| Process Payroll Forms” from the Menu Bar.

  • 79451

    Tracking Workers Compensation If you use QuickBooks and subscribe to the QuickBooks Enhanced Payroll service, you can take advantage of the workers compensation tracking feature to manage tracking workers compensation hours and make the required payments. You must, however, set up the workers compensation feature before you r... more

  • 79452

    Creating Credit Card Accounts You should set up a QuickBooks credit card account in the Chart of Accounts for each credit card you use for your business. Like any QuickBooks account, a credit card account has its own register. The register lists all the charges and credits you’ve recorded, as well as payments you’ve made.

  • 79453

    Entering Charges on Credit Cards QuickBooks allows you to choose when you enter credit card charges. You can enter credit card charges incrementally as you make charges to the credit card, or you can enter all credit card charges as lump amounts for each account when you receive the credit card bill. Your choice depends on wheth... more

  • 79454

    Reconciling and Paying Credit Cards If you enter credit card charges incrementally, you can reconcile the entries made against the credit card bill when it arrives. This is helpful in preventing unauthorized charges on the card. Reconciling a credit card account is almost identical to reconciling a bank account.

  • 79456

    Assets and Liabilities QuickBooks has two account types that track the value of short-term and long-term assets. The Other Current Asset account tracks assets likely to be converted into cash, or used up, within one year. Examples of “Other Current Asset” accounts include prepaid expenses and short-term notes receivabl... more

  • 79457

    Creating and Using Other Current Asset Accounts The “Other Current Asset” account type tracks assets your company expects to use up or convert into cash in the next year. Other current assets might include short-term notes receivable, or prepaid expenses. Your inventory account is an example of an other current asset.

  • 79460

    Removing Value from Other Current Asset Accounts In this lesson, you will learn how to enter a “General Journal Entry” to decrease the value of an other current asset account. Let’s use the example from the last lesson of the “Prepaid Rent” other current asset account into which five months of prepaid rent was placed. As you later incur your mo... more

  • 79461

    Creating Fixed Asset Accounts A “Fixed Asset” account tracks assets your business owns that are NOT likely to be converted into cash within a year. A fixed asset is something of significant value that is necessary for the operation of your business, like vehicles, computers, furniture, and some office equipment. Many times th... more

  • 79503

    Creating Liability Accounts You can create liability accounts to track amounts you need to pay to someone else. If the liability is to be paid off within the year, it is an “Other Current Liability.” If you have a line of credit, that would be an example of an other current liability.

  • 79504

    Setting the Original Cost of the Fixed Asset When purchasing a fixed asset, attribute any amounts spent or borrowed to buy the fixed asset directly to the “Original Cost” subaccount.

  • 79505

    Tracking Depreciation Your accountant should provide you with the amounts to enter for depreciation on your fixed assets. They should at least double-check your depreciation entries. After you have those amounts, you can enter them into the “Decrease” column of the “Accumulated Depreciation” subaccount’s register you ... more

  • 79506

    The Loan Manager Assuming you have all of the relevant information about a loan, you can enter the loan into the Loan Manager to set up a payment schedule. Using the Loan Manager allows you to manage all the loans you need to pay from a single screen.

  • 79507

    The Fixed Asset Item List You can use the “Fixed Asset Item List” to track your individual fixed assets. You can use this list to enter information about the purchase price of an asset, its purchase date, and whether the asset was new or used at purchase. You can also enter the asset’s sale price if you decide to sell the... more

  • 79508

    Equity Accounts Equity is basically the difference between what you have (your assets) and what you owe (your liabilities). If you sold all your assets today and paid off your liabilities using the money received from the sale of your assets, the money you’d have left over would be your equity.

  • 79509

    Recording an Owner’s Draw If your company is a sole proprietorship, you can take draws against the equity you have in your company.

  • 79511

    Recording a Capital Investment As an owner of a sole proprietorship or partnership, a capital investment is personal money you, or a business partner, invests into your business. You use an equity account to track capital investments. You may call it something like “Owner’s Equity:Owner’s Contributions.”

  • 79512

    Using the Letters and Envelopes Wizard Since you are already keeping much of your vendor and customer information in QuickBooks, it can be useful to note you can also send customized letters to them without having to retype much of the information. QuickBooks provides you with a variety of different business letters you can edit, as n... more

  • 79514

    Editing Letter Templates While you can make small changes to each letter as you print them individually, you can also enforce global editing changes to all future copies of a letter by editing the letter template, which is the original copy of the letter, to make changes to all future copies of the letter you produce.

  • 79515

    Viewing Your Company Information If you move or get a new phone number, you’ll want to change your company’s information to reflect that update. To update your company’s information in QuickBooks, select “Company| My Company…” from the Menu Bar.

  • 79516

    Setting Up Budgets Budgets can be created for either Profit and Loss or Balance Sheet accounts, but they do have to be account-based. You can create them from scratch, from actual data from the previous fiscal year, or from the previous fiscal year's budget. A budget is uniquely identified by its fiscal year, the a... more

  • 79517

    Using the To Do List You can remind yourself of tasks you want to complete by a certain date. You can look at your notes in the “To Do” list at any time, or you can use the “Reminders” list to see the notes whose dates are due.

  • 79518

    Using Reminders and Setting Preferences A nice feature of the QuickBooks program is that when you open it up, you can have reminders appear to tell you if you have transactions to complete, such as paying your bills or depositing funds.

  • 79519

    Making General Journal Entries You can create general journal entries to record transactions you don’t enter through other forms and screens in QuickBooks. Actually, you create general journal entries when you make entries directly into the account registers for transactions like depreciation expense transactions. While QuickB... more

  • 79520

    Using the Cash Flow Projector You can use the data you have already entered into QuickBooks along with the Cash Flow Projector to create an estimate of the cash flow in your company for the next six weeks. After you set up the information needed to create the cash forecast, you can view the cash available in a report. You can... more

  • 79521

    Company File Cleanup In QuickBooks you can condense the data in your company file to remove old transactions from your company file. This removes detailed transactions prior to a specified date and replaces them with general journal entries. It can also remove inactive list records from your company file. This can of... more

  • 79522

    Exporting List Data to an IIF File You can export your list data into an IIF file. This file format stores list information in a text format for transfer to another company file, or transfer to other applications that can use IIF files. You create export files by selecting “File| Utilities| Export| Lists to IIF Files…” from the Me... more

  • 79523

    Advanced Importing of Data You can import list data into QuickBooks using Microsoft Excel. You can also easily copy and paste data from an Excel workbook into lists within your company file without having to perform an import. To see how you can perform this task, please review lesson “3.11- Adding Multiple List Entries fr... more

  • 79524

    Updating QuickBooks You can ensure your version of QuickBooks is current by selecting “Help| Update QuickBooks…” from the Menu Bar. You can either manually or automatically have QuickBooks search for updates.

  • 79525

    Using the Calculator To perform quick calculations, you can access the calculator in QuickBooks by selecting “Edit| Use Calculator” from the Menu Bar.

  • 79526

    Using Portable Company Files You can create a portable company file you can take with you on portable media or e-mail to another for use. For example, if you wanted to email a copy of your company file to your accountant for review, you could send them a portable company file, which has a .QBM extension. When they open the f... more

  • 79728

    Using the Calendar You have a calendar feature that allows you to see company information, such as when bills are due, in a calendar layout. To open the calendar, click the “Calendar” button in the QuickBooks toolbar, click the “Calendar” icon within the Home Page, or select “Company| Calendar” from the Menu Bar.

  • 79731

    The Income Tracker QuickBooks provides the Income Tracker tool to make it easier to create and process the sales within your company file. However, this tool is not available when multicurrency is enabled within a company file. You can access the Income Tracker by selecting “Customers| Income Tracker” from the Menu... more

  • 79734

    The Bill Tracker QuickBooks provides the Bill Tracker tool to make it easier to create and process payables and purchase orders within your company file. However, this tool is not available when multicurrency is enabled within a company file. You can access the Bill Tracker by selecting “Vendors| Bill Tracker” fr... more

  • 79736

    The Lead Center QuickBooks provides the Lead Center as a way to keep track of potential customer leads for your company file. To open the Lead Center, select “Customers| Lead Center” from the Menu Bar. The Lead Center window that appears onscreen is divided into three panes. The left pane is used to select and s... more

  • 79737

    Creating an Accountant’s Copy You can create an accountant’s copy of your company file to give to your accountant, should they ask for one. When an accountant’s copy is created, you can still use your company file and import changes made by your accountant in the accountant’s copy back into your company file later. This gives... more

  • 79738

    Transferring an Accountant’s Copy If you work with an accountant who uses the QuickBooks for Accountants Edition, you can use the “File Transfer” ability within QuickBooks Pro to send an accountant’s copy to your accountant. To use this feature you must be using QuickBooks Pro 2013 or better, have an Internet connection and an e-... more

  • 79739

    Importing Accountant’s Changes After creating an accountant’s copy of your company file, you must import your accountant’s changes back into your company file later on to restore full functionality to your original company file.

  • 79740

    Removing Restrictions After creating an accountant’s copy of your company file, you will see the “Accountant’s Changes Pending” message within the title bar of the company file. You may also notice that some tasks, such as deleting accounts within the chart of accounts, cannot be performed on a company file when it is... more

  • 79741

    Using Help QuickBooks provides a multitude of different support features. Answers to almost any QuickBooks question can be found by using the “QuickBooks Help” feature, which lets you search for help topics by subject and display the information that is found.

Attachments
  • Icon-pdf
  • Introductory QuickBooks Manual

    Introductory QuickBooks Manual. Plus practice exercises and keyboard shortcuts.

  • 2.39 MB
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  • Advanced QuickBooks Manual

    Advanced QuickBooks Manual. Plus practice exercises and keyboard shortcuts.

  • 2.46 MB