quick books ref

QuickBooks | Startup and Quick Reference Guide

Installation

Setup

KeyConcepts

EssentialTasks

NewFeatures

CopyrightCopyright©2007IntuitInc.Allrightsreserved.Firstprinting,September2006

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Trademarks and PatentsIntuit,theIntuitlogo,QuickBooks,QuickBase,Quicken,TurboTax,ProSeries,Lacerte,EasyStep,andQuickZoom,amongothers,areregisteredtrademarksand/orregisteredservicemarksofIntuitInc.intheUnitedStatesandothercountries.Otherparties’trademarksorservicemarksarethepropertyoftheirrespectiveownersandshouldbetreatedassuch.FeaturesandserviceswithinQuickBooksproductsmaybethesubjectmatterofpendingandissuedU.S.patentsassignedtoIntuitInc

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ThisproductincludessoftwaredevelopedbytheApacheSoftwareFoundation(www.apache.org).©1999-2006ApacheSoftwareFoundation.Allrightsreserved.

Important

Terms,conditions,features,serviceofferings,prices,andhoursreferencedinthisdocumentaresubjecttochangewithoutnotice.WeatIntuitarecommittedtobringingyougreatonlineservicesthroughQuickBooks.Occasionally,wemaydecidetoupdateourselectionandchangeourserviceofferings,sopleasecheckwww.quickbooks.comforthelatestinformation,includingpricingandavailability,onourproductsandservices.

My QuickBooks License Number: _______________________________________________

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Contents

1 | Welcome 1

Welcome 2How to Use This Guide 2

2 | InstallingandSettingUpQuickBooks 3

What’s in this chapter 4Hardware and software requirements 5

Processor,memory,anddiskspaceforQuickBooksonWindowsXP 5Processor,memory,anddiskspaceforQuickBooksonWindowsVista 5Additionalhardwareandsoftware 5Integration/compatibilityrequirements 5Firewallandantivirussoftwarecompatibility 6Multi-userinstallationrequirements 6Networksetup 7

Installing QuickBooks 8Newuserinstallation 9Existinguser(upgrader)installation 10

Troubleshooting installation problems 13Registering QuickBooks 15Getting the latest updates to QuickBooks 16Converting data from other applications 16

Quicken 16QuickPayrolltoQuickBooksPayroll 17Excel 17QuickBooksProforMacintosh 17Peachtree 17QuickBooksOnlineEdition 18MicrosoftOfficeAccounting 18

Setting Up Your Company in QuickBooks 19Createyourcompanyfile 19Completingyourcompanysetup 21

Next steps 25

3 | LearningQuickBooks 27

Getting Around QuickBooks 28UsingtheHomepagetomovearoundinQuickBooks 28FindingyourdataintheQuickBooksCenters 29Displayingmultiplewindowsoronewindow 31Addingiconstotheiconbar 31

Getting Answers to Your Questions 32Freehelpandsupport 32Paidsupport 32Usingin-productHelp 33

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CheckouttheQuickBooksLearningCenter 36UsingtheQuickBooksCoach 37WorkingwithaCertifiedQuickBooksProAdvisor 37

QuickBooks Basics 38HowtoworkwithQuickBookslists 38Writingchecksversuspayingbills 41

4 | EssentialTasks 43

Setting Up Your Business 46ChangingQuickBookstoworkthewayyoudo 47AddinganAccount 49AddingCustomers 53AddingVendors 55AddingItems 57Enteringanopeningbalanceforsalestaxliability(whatyouowe) 67SettingupyourPayroll 69SettingupEmployees 73

Money In 74CreatinganEstimate 75CreatinganInvoice 77EnteringSalesReceipts 79ReceivingaPayment 81MakingaDeposit 83

Money Out 84PayingBills 85WritingChecks 87IssuingCreditsorRefunds 89PayingEmployees 91

Managing Your Business 92UsingReportstoseehowyourbusinessisdoing 93Memorizingareportforreuse 95AdditionalServicesandSolutions 96QuickBooksSolutionsMarketplace 97

5 | NewFeatures 99

What’s New in QuickBooks 2008 100QuickBooks Pro Edition 100QuickBooks Premier Edition 102Accountant Edition features 102

6 | FrequentlyAskedQuestions 105

Index 107

KeyboardShortcuts 113

1 | Welcome

2

WelcomeWelcometoQuickBooks.Whetheryou’vebeenrunningyourbusinessforyearsorarejuststartingout,havinganorganized,efficientwaytomanageyourbusinesscansaveyoutime,money,andalotoffrustration.

UsethisStartup and Quick Reference Guidetogetupandrunningasfastaspossible.Inthisguide,you’lllearnabout:

•HowtoinstallQuickBooksandsetupyourcompanyfile

•ImportantQuickBookstermsandconcepts

•HowtogetaroundinQuickBooks

•Wheretolookforhelpwhenyouhavequestions

•Howtoperformcommontasks

•NewfeaturesforQuickBooks2008

Note: Since this guide covers multiple editions of QuickBooks, the name “QuickBooks” is used to refer to any of these editions. When information in this guide applies to a specific edition of QuickBooks, the specific edition name will be used.

How to Use This Guide

Page

5 VerifythatyourcomputermeetsQuickBookssystemrequirements

Page

8 InstallQuickBooks

Page

11 Updateyourcompanyfile(upgraders)

Page

16 Convertdatafromotherapplications

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19 Createandsetupyourcompanyfile

Page

32 Learnhowtogethelpifyouhavequestions

Page

44 LearnaboutessentialQuickBookstasks

Page

100 LearnaboutnewfeaturesinthisversionofQuickBooks

2 | InstallingandSettingUpQuickBooks

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Installing and Setting Up QuickBooksNote: If you want to convert data from Quicken, follow the installation instructions on page 8 and then refer to “Converting data from other applications” on page 16.

What’s in this chapter

Page

5Hardwareandsoftwarerequirements

Page

8 Installationoverview

Page

9Newuserinstallationandsetup

Page

10Existinguser(upgrader)installationandsetup

Page

13 Troubleshootinginstallationproblems

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15 RegisteringQuickBooks

Page

16 GettingthelatestupdatestoQuickBooks

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16 Convertingdatafromotherapplications

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19 SettingupyourcompanyinQuickBooks

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Installing QuickBooks

Hardware and software requirements

Processor, memory, and disk space for QuickBooks on Windows XP•Atleast1.8GHzprocessor(2.0GHzrecommended)

•Atleast256MBofRAM(512MBrecommended)forasingleuser

•Atleast512MBofRAMformultiple,concurrentusers

•1GBofdiskspace(additionalspacerequiredfordatafiles)

Processor, memory, and disk space for QuickBooks on Windows Vista•Atleast2.0GHzprocessor

•Atleast512MBofRAM(1GBrecommended)

•1GBofdiskspace(additionalspacerequiredfordatafiles)

Additional hardware and software•WindowsVista™,WindowsXP(SP2orlaterrequired),Windows2003Server,orWindows

Server2008(databaseonly;notclient)operatingsystem

•4xCD-ROMdrive

•Optimizedfor1024x768;supports800x600usingSmallFontsinyourWindowsControlPanelDisplaysettings

Integration/compatibility requirementsQuickBooksiscompatiblewiththeseproducts,whicharesoldseparately.

•IfyouplantousefeaturesthatintegratewithMicrosoft®WordorMicrosoftExcel(suchasforpreparinglettersorforimportingandexportingQuickBooksdataandreports),youneedMicrosoftWord2000,2002,2003,or2007orMicrosoftExcel2000,2002,2003,or2007.(MoreRAMenhancestheuseofthesefeatures.)

•Ifyouwanttosynchronizewithcontactmanagementsoftware,youneedMicrosoftOutlook2000,2002,2003,or2007.ContactsynchronizationwithOutlookrequiresQuickBooksContactSyncforOutlook(downloadableforfreefromwww.quickbooks.com/contact_sync).

•CompatiblewithQuickBooksCustomerManagerv2.0andlaterandQuickBooksClientManagerv2.0andlater.

•CompatiblewithQuickBooksPointofSale4.0andlater.

•BusinessPlannerfunctionalityrequiresAdobeReader5.0andlater.

•QuickBooksPayrollsubscriptionsandonlinefeatures/servicesrequireInternetaccesswithatleasta56Kbpsconnectionspeed(DSLorcablemodemrecommended).

ClientManager,compatibilitywithQuickBooksCustomer>Manager,compatibilitywithQuickBooksMicrosoft>Excel,integratingwithQuickBooksMicrosoft>OutlookintegratingwithQuickBooksMicrosoft>Word,integratingwithQuickBooksrequirementsintegrationQuickBooksPayrollrequirements

ClientManager,compatibilitywithQuickBooksCustomer>Manager,compatibilitywithQuickBooksMicrosoft>Excel,integratingwithQuickBooksMicrosoft>OutlookintegratingwithQuickBooksMicrosoft>Word,integratingwithQuickBooksrequirementsintegrationQuickBooksPayrollrequirements

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Firewall and antivirus software compatibility Ifyouusefirewallorantivirussoftware,QuickBooks2008hasbeentestedwiththefollowingproducts.

•MicrosoftWindowsXPFirewall(alleditions)

•MicrosoftWindowsVistaFirewall(alleditions)

•SymantecNorton®AntiVirus,InternetSecuritySuite

•McAfeeAnti-Virus

•TrendPC-Cillin

•ZoneLabsZoneAlarm

InsomecasesitmightbenecessarytoadjustsettingsintheseproductstoensurethebestpossibleperformancewithQuickBooks.Formoreinformationaboutfirewallconfiguration,searchfor“firewallsettings”inthein-productHelp.

Using firewall software on a network

IffirewallsoftwareisrunningwhileyouinstallQuickBooks,apromptwillaskifyouwanttoallowQuickBookscomponentstohaveaccesstothenetwork.ForQuickBookstooperateproperly(especiallyinamulti-userenvironment)thesecomponents(FileManagement.exe, QBDBMgrN.exe, QBGDSPlugin.exe, and QBW32.exe)mustbeallowedtoaccessthenetwork.

Differentfirewallsoftwareapplicationsusedifferentlanguageswhenpromptingyou.BesuretochooseanoptionthatdoesnotblockconnectionstoQuickBookscomponents.Also,somefirewallandantivirussoftwarecanaffectQuickBooksperformance.Ifyouexperienceperformanceissuesyouthinkarerelatedtoyourfirewallsoftware,refertothefirewalldocumentationorcontactyourfirewallvendorforassistance.Formoreinformationaboutfirewallconfiguration,searchfor“firewallsettings”inthein-productHelp.

Multi-user installation requirementsQuickBooksenablesyoutohaveuptofiveusersaccessQuickBooksfilesonanetworkatthesametime.

Inamulti-userenvironment,QuickBooks(ortheQuickBooksServer)mustbeinstalledonthecomputeronwhichthecompanyfileisstored.EachusermusthaveaQuickBookslicenseandmust:

•HaveavalidLicenseNumberandProductNumber.Fora3-UserValue-Pack,usethenumbersfromtheValuePack.

•InstallthesameversionyearofQuickBooks.Forexample,allusersmusthaveQuickBooks2008.

•Haveread/writeaccessandcreate/deleterightstothedirectorywherethecompanyfileisstored.

Toenableotheruserstoworkinthecompanyfile,thecompanyfilemustbestoredonacomputeronyournetwork,andyouneedtocompletesomeadditionalinstallationandsetupstepsonthecomputerwherethecompanyfileisstored.

firewallsoftware>compatibilityantivirussoftwarecompatibilityfirewallsoftware>usingonanetwork

firewallsoftware>compatibilityantivirussoftwarecompatibilityfirewallsoftware>usingonanetwork

company>filesharinginstalling3-UserValuePackmulti-userinstallationrequirementsrequirementsmulti-usermode3-UserValuePack,installing

company>filesharinginstalling3-UserValuePackmulti-userinstallationrequirementsrequirementsmulti-usermode3-UserValuePack,installing

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Note: The number of users who can access the company file at the same time is determined by the number of licenses you purchase, up to a maximum of 5 users accessing the file at the same time.

Network setup

For network hosting setup

TorunQuickBooksinanetworkhostingenvironment,youmusthaveWindows2000,XP,orMicrosoftVistainstalled.

Inanetworkhostingenvironment,eachcomputerhasitsownfullversionofQuickBooksinstalled;however,theQuickBookscompanyfileislocatedononlyonecomputer,whichmustbeturnedonandavailableonthenetwork.Networkssetupforhostingfilesdonotuseadedicatedfileserver,soasingle,dedicatedcomputerisnotrequiredtosharefiles.Thus,allthenetworkedcomputershavetheoptiontosharetheirresources.

Forexample,youmightrunyoursmallbusinessbyusingQuickBooksontwocomputers—yoursandonethat’susedbyanemployee.Inthiscase,youstillneedtosetupasimplenetworktoshareyourcompanyfile.Otherwise,you’llneedtomakeabackupofyourcompanyfiletomoveitore-mailitbetweenthetwocomputers.

Note: Windows XP users must have at least Standard user rights and Windows 2000 users must have Power Users Group rights to write to the registry keys and be able to run QuickBooks.

For dedicated server setup

TorunQuickBooksinanetworkenvironmentwithadedicatedserver,youmusthaveWindows2000,Windows2000Server,Windows2003Server,WindowsXPProfessional,WindowsXPHomeEdition(notrecommended)orMicrosoftVista.

Networkswithadedicatedserverhaveatleastonecomputer(theserver)dedicatedtosharingfiles,printers,orotherresources.Youonlystoreyourcompanyfileontheserver;youdonotrunQuickBooksonthiscomputer.DuringinstallationyouwillchoosetoinstalltheDatabaseServerversionofQuickBooks.

Torunadedicatedserver,youshouldberunningMicrosoftWindows2000orlateroperatingsystem.See“Additionalhardwareandsoftware”onpage5forWindowsServicePackrecommendations.

networksetupnetworkhostingsetupnetworkhostingrequirementsdedicatedserversetupdedicatedserverrequirementsuserrights,MicrosoftWindows

networksetupnetworkhostingsetupnetworkhostingrequirementsdedicatedserversetupdedicatedserverrequirementsuserrights,MicrosoftWindows

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Installing QuickBooksThissectionexplainshowtoinstallQuickBooksonacomputerandhowtobeginusingtheprogramafterinstallation.

Duringinstallation,youwillbeaskedsomebasicquestions.Forexample,atthebeginningoftheinstallationprocess,youmustspecifywhetheryou’reinstallingQuickBooksforoneuserorformorethanoneuser.Eachchoiceyoumakedeterminesthenextsetofchoices.

ThedecisiontreeinFigure1showstheoptionsofferedduringinstallationandhowyourchoicesaffecttheinstallationprocess.Thenotesoneithersideofthetreeexplainwhyyouwouldchooseaparticularoption.

QuickBooks installation choices

ChooseOne userifyouaretheonlypersonwhowilluseQuickBooks.Forexample,atyourhomeand/oroffice.

ChooseFull QuickBooks with DatabaseifyouwillrunQuickBooksonthiscomputer.

ChooseAllow access to other userstoallowQuickBooksusersonothercomputerstoaccesscom-panyfilesonthiscomputer.

One user More than one user

Full QuickBookswith Database

Allow access to other users

ChooseMore than one user ifmultipleuserswilluseQuickBooksatyoursiteandwillaccessthesamecompanyfile.

Database server only

Do not allow access to other users

ChooseDatabase server Only toinstallonlytheQuickBooksdatabase(nottheQuickBooks)application).NoonewillrunQuickBooksonthiscomputer.

ChooseDo not allow access to other userstopreventQuickBooksusersonothercomputersfromaccessingcompanyfilesonthiscomputer.

Figure 1. Questions you will need to answer during the installation interview

AfteryouinserttheQuickBooksCD,theinstallerwillguideyouthroughtheinstallationprocess.Thefollowingpagesincludestep-by-stepinstructionstohelpyouthroughtheinstallationprocess.NewQuickBooksusersshouldrefertothe“Newuserinstallation”sectiononpage9;ownersofapreviousversionofQuickBooksshouldrefertothe“Existinguser(upgrader)installation”sectiononpage10.

Note: If you previously installed QuickBooks from a trial CD, download, or some other mechanism, you might have chosen to receive a “Reinstall Pack.” The Reinstall Pack includes a QuickBooks CD and this documentation. You do not need to reinstall QuickBooks unless you are moving QuickBooks to another computer or replacing the installation on your current computer. Keep the reinstallation disk as a backup for later use.

InstallingQuickbooksQuickBooksinstallationStandard>installationdescribedMulti-userHostinstallation,describedServer>installation,describedInstallationStandardInstallationMulti-userHostInstallationServer

InstallingQuickbooksQuickBooksinstallationStandard>installationdescribedMulti-userHostinstallation,describedServer>installation,describedInstallationStandardInstallationMulti-userHostInstallationServer


New user installationYouareanewuserifyouareinstallingQuickBooksforthefirsttime.IfyouareupgradingfromapreviousversionofQuickBooks(notfromanotheraccountingtool),refertoExistinguser(upgrader)installationonpage10.

To install and start QuickBooks:

➊ Shutdownallrunningprograms,includingantivirusprograms.

➋ InserttheQuickBooksCDinyourcomputer’sCD-ROMdrive.

➌Followtheonscreeninstructions.Forhelpdecidingwhichinstallationoptionstochoose,refertothediagramonpage8.

➍TostartQuickBooks,double-clicktheQuickBooksicononthedesktoporclicktheWindowsStartbutton

andthenclickQuickBooksfromtheProgramsgroup.

Next steps

Create your QuickBooks company file

FordetailedinformationaboutcreatingyourcompanyfileandsettingupyourcompanyinQuickBooks,see“SettingUpYourCompanyinQuickBooks”onpage19.

Set up QuickBooks for multiple users

Ifyou’vepurchasedmultiplecopiesofQuickBooksora3-UserValuePack,multipleuserscansimultaneouslyaccessQuickBooksfilesoveranetwork.Refertopage6forsystemrequirementstorunQuickBooksinamulti-userenvironment.

AfteryouinstallQuickBooksoneachcomputeronyournetworkandsetupyourcompanyfile,youneedtoperformtheseadditionaltasks:

•Set up user names and passwords for each user.YouwillneedtoassignoneusertobetheAdministratorwhodefinesallotherusers’access.Refertothein-productHelpforinstructionsonsettingupusernamesandpasswords.

•Share the folder that contains your QuickBooks company file across your network.YoucanpressF2whileinQuickBookstolocateyourcompanyfile.Seeyouroperatingsystem’sdocumentationtolearnmoreaboutsharingfolders.

Back up your previous accounting systemIfyouhaveanexistingbusiness,makesurethatyou’vebackedupyourfinancialrecordsfromyourpreviousaccountingsystem.TheIRSrequiresyoutokeepthisinformationfor10years.Youshouldalsokeepanysoftwareandhardwarethatyourpreviousaccountingsystemused,orhaveprintoutsofalltheinformationandaccountingreports.

Troubleshoot error messagesIfyoureceiveanerrormessageduringinstallation,andrestartingyoursystemdoesnotresolvetheproblem,youcansearchforinformationabouttheerrormessageat:www.quickbooks.com/installation.

Standard>installationnewusersStandard>installationexistingusersbackinguppreviousaccountingsysteminstallingreinstallpackinstallingQuickBooksQuickBooksinstallingQuickBooksreinstalling

Standard>installationnewusersStandard>installationexistingusersbackinguppreviousaccountingsysteminstallingreinstallpackinstallingQuickBooksQuickBooksinstallingQuickBooksreinstalling

Did You Know?

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•Register each copy of QuickBooks,asdescribedin“RegisteringQuickBooks”onpage15.

•Turn on multi-user mode for each computer on your network.

➊ GototheFilemenuandclickSwitch to Multi-user Mode.

➋ ClickYes.

YoumayneedtoexpandthenumberofpeoplewhoworkonQuickBooksinthefuture.Eachadditionalusermusthavehisorherownlicense.Formoreinformation,see“HowdoIpurchaseadditionaluserlicensessoIcanadduserstomyQuickBooks?”onpage106.

Existing user (upgrader) installationYouareanupgraderifyouareupgradingfromapreviousversionofQuickBooks(notfromanotheraccountingtool).IfyouareinstallingQuickBooksforthefirsttime,referto“Newuserinstallation”onpage9.

IfyouownapreviousversionofQuickBooksandareupgradingtoQuickBooks2008,youmustfirstinstallthenewprogramandthenupdateyourcompanyfile.

To install QuickBooks:

➊ Shutdownallrunningprograms,includingantivirusprograms.

➋ InserttheQuickBooksCDinyourcomputer’sCD-ROMdrive.

➌Followtheonscreeninstructions.Forhelpdecidingwhichinstallationoptionstochoose,refertothediagramonpage8.

➍ Afterinstallation,theFileManagementToolmightinstructyoutomoveyourcompanyfilesortoperformsomeadditionalinstallationmodifications.Followtheonscreeninstructions.

➎ TostartQuickBooks,double-clicktheQuickBooksicon onthedesktoporclicktheWindowsStartbuttonandthenclickQuickBooksfromtheProgramsgroup.

Next steps

Update your QuickBooks company file

Forinstructionstoupdateyourcompanyfile,see“ToupdateyourQuickBooksfile”onpage11.

Set up QuickBooks for multiple users:

Ifyou’vepurchasedmultiplecopiesofQuickBooksora3-UserValuePack,multipleuserscansimultaneouslyaccessQuickBooksfilesoveranetwork.Refertopage6forsystemrequirementstorunQuickBooksinamulti-userenvironment.

AfteryouinstallQuickBooksoneachcomputeronyournetworkandsetupyourcompanyfile,youneedtoperformtheseadditionaltasks:

•Set up user names and passwords for each user.YouwillneedtoassignoneusertobetheAdministratorwhodefinesallotherusers’access.Refertothein-productHelpforinstructionsonsettingupusernamesandpasswords.


•Share the folder that contains your QuickBooks company file across your network.YoucanpressF2whileinQuickBookstoseethelocationofyourcompanyfile.Seeyouroperatingsystem’sdocumentationtolearnmoreaboutsharingfolders.

•Register each copy of QuickBooks,asdescribedin“RegisteringQuickBooks”onpage15.

•Turn on multi-user mode for each computer on your network.

➊ GototheFilemenuandclickSwitchtoMulti-userMode.

➋ ClickYes.

YoumayneedtoexpandthenumberofpeoplewhoworkonQuickBooksinthefuture.Eachadditionalusermusthavehisorherownlicense.Formoreinformation,see“HowdoIpurchaseadditionaluserlicensessoIcanadduserstomyQuickBooks?”onpage106.

Refertopage6forsystemrequirementstorunQuickBooksinamulti-userenvironment.

Updating your QuickBooks company file

ThissectiondescribeshowtoupdateacompanyfilecreatedinapreviousversionofQuickBooksforWindows.Beforeyoucanupdateyourcompanydata,youmustinstallthenewversionofQuickBooksasdescribedin“InstallingQuickBooks”onpage8.

BackupyourdatabeforeopeningitinanewversionofQuickBooks.Youcanbackuptoyourharddriveortoabackupdisk.

Caution OnceyouupdateanexistingcompanyfiletoQuickBooks2008,youcannotreadorusethatfileinanolderversionofQuickBookssoftware.

To update your QuickBooks file:

➊ InQuickBooks2008,openyourcompanydatafile(thatis,thecompanyfileyouusedwithyourpreviousversionofQuickBooks).

company>fileupdatingupdatingexistingcompanyfileQuickBooksupdating>existingcompanyfile

company>fileupdatingupdatingexistingcompanyfileQuickBooksupdating>existingcompanyfile

Installing from a serverIfyourQuickBooksCDismountedonaserverorasharedCD-ROMdrive,youcaninstallfromtheCD,butyoucannotinstallfromtheCDtoaremotecomputer.

Choosing where to store your company file in a multi-user environmentChoosealocationforyourcompanyfilewhereallthecomputersthatneedtouseQuickBookscanaccessthefile.YoumightwanttoputthecompanyfileonthecomputerofthepersonwhomostfrequentlyusesQuickBooks.Thisenablesthatpersontohavethefastestaccesstothecompanyfile.

Improving performance in multi-user modeToimproveQuickBooksperformanceinmulti-usermode,considerthesetips:

•Storecompanyfilesonthefastestormostpowerfulcomputer,preferablyadedicatedserver.

•Runreportsduringoffhours.

•Refreshreportsonlywhenyou’rereadytouseorprintthem.

•AvoidkeepingunnecessaryQuickBookswindowsorotherapplicationsopen.

Did You Know?

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➋IftheMoveCompanyFileutilityopens,wesuggestthatyoumovethefilefromtheProgramFilesfoldertotheQuickbooksrecommendedlocation.

Note: The Windows Program Files folder is no longer a recommended location for storing company files.

➌ Ifprompted,entertheAdminstratorpassword.

➍ Whenprompted,selectthe“IunderstandthatmycompanyfilewillbeupdatedtothisnewversionofQuickBooks”checkboxandthenclickUpdate Now.

Ifthebackupmessageisnotdisplayed,choosetheoptiontoopenanexistingcompanyfile,enterafilenameandlocation,andthenclickOpen.

➏ Whenpromptedtobackupyourdata,clickOK.

➎ IntheSaveCopyorBackupwindow,followtheonscreeninstructionstobackupyourcompanyfile.

Important:Failingtobackupyourfilemightresultinlostdataifyouencounteraproblemduringtheupdateprocess.Donotoverwriteexistingbackupswiththisupgradebackup.

➐ Whenpromptedtoconfirmthatyouwanttoupdateyourfile,clickYes.

If an update problem occurs

Ifyouattemptedtoupdateyourfileandtheupdatefailed,youmustperformstepsinyourolderversionofQuickBookstofixtheproblem.IfyouremovedyourolderversionofQuickBooks,reinstallittoanewdirectory.Do not install the older version in the directory where you installed QuickBooks 2008.

To fix a failed QuickBooks file update:

➊ StarttheolderversionofQuickBooksandthenperformsteps2-5usingtheolderversion.

➋ RestoreyourcompanybackupusingtheolderversionofQuickBooks.GototheFilemenu,clickOpen or Restore Company,andthenfollowtheonscreeninstructions.

➌ GototheWindowmenuandclickClose All.

➍ GototheFilemenu,clickUtilities,andthenclickRebuild Data.

Caution TheRebuildUtilityforcesyoutocreateanotherbackup.UseanewCDorfilename(forexamplepre-update2008.qbb).Donotoverwriteanyexistingbackups.

➎ AftertheRebuildiscomplete(whichmighttakealongtimedependingonthesizeofyourcompanyfile),exittheolderversionofQuickBooks.

➏ IfyoureinstalledyourolderversionofQuickBooksoveryourQuickBooks2008installation,youmustreinstallQuickBooks2008(asdescribedin“Installing

updateproblemsupdateproblems,troubleshootingupdateproblemsupdateproblems,troubleshooting


QuickBooks”onpage8)beforeproceedingtothenextstep.

➐ StartQuickBooks2008.

➑ GototheFilemenuandclickOpen or Restore Company.

➒ SelecttheappropriatedirectoryandfilenameofthecompanydatayoujustrebuiltandclickOK.Theupdateshouldtakeplacenormally.Ifyoustillexperienceupdateproblems,visitwww.quickbooks.com/support.

Why are passwords important?

Passwordslimitaccesstoyourcompanyfile.Toopenapassword-protectedfile,eachpersonmustenterhisorherusernameandaunique,case-sensitivepassword.Definingusersandpasswordshelpspreventunwantedpeoplefromaccessingyourcompany’sconfidentialdata.

Westronglyrecommendthatyoupassword-protecttheAdminuser.Otherwise,anyonewhocanaccessthecompanyfilewillhavefullaccessrights.Bydefiningusersandtheiraccessrights,younotonlycontrolwhocanopenyourcompanyfile,butalsowhatdatatheycanviewandtaskstheycanperform.

Troubleshooting installation problems

What should I do if I have trouble installing QuickBooks?

➊ Verifythatyoursystemmeetstheminimumsystemrequirements,listedonpage5.

➋ Restartyourcomputer.

➌ Closeallopenprograms,includingantivirusprograms.GototheWindowsTaskManager(TaskList),clicktheApplicationstab,andcloseallopenprograms.

➍ TryinstallingQuickBooksagain.

Ifyouneedfurtherinstallationassistance,visitwww.quickbooks.com/installation.

What should I do if I can’t find my Registration Number?

QuickBooksnolongerusesregistrationnumbers.Theonlynumbersyou’llneedareyourProductandLicense

passwordsimportanceofsecurity,usingpasswordspasswordsusing

passwordsimportanceofsecurity,usingpasswordspasswordsusing

troubleshootinginstallationtroubleshootinginstallation

installingtroubleshootingLicenseNumber,locatingRegistration>Number,locatingProduct>Number,locatingtroubleshootinginstallation

installingtroubleshootingLicenseNumber,locatingRegistration>Number,locatingProduct>Number,locatingtroubleshootinginstallation

Did You Know?

Record your password in a safe placeBesuretowritedownandsaveyouradministratorpasswordinasecureplace.Passwordsnotonlyprotectyourcompanydata,butarealsorequiredtoaccessyourcompanyfileifyouupgradeyourversionofQuickBooks.Ifyouforgetyourpassword,see“WhatshouldIdoifIforgetmypassword”onpage107forinformation.

Passwords are case sensitiveKeepinmindthatpasswordsarecasesensitiveinQuickBooks2004andlater.Whenaddingoreditingauserpassword,checktheCapsLockandNumLockkeys.Ifyoumistypethepassword,youwillnotbeabletoaccessthecompanydata.

Product Information windowTheProduct Informationwindowlistsinformationaboutyoursoftware,includingthenumberofentriesyouhaveinyourlists,thesizeofyourcompanyfile,whichversionofQuickBooksyouarerunning,andthelocationofyourcompanyfile.ToopentheProduct Informationwindow,pressF2onyourkeyboard.

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numbersfoundonastickerwithyourQuickBooksCDorbyclicking“AboutQuickBooks”fromtheHelpmenu.

Note: If you purchased QuickBooks online and downloaded the software (that is, if you don’t have the QuickBooks CD), the Product and License numbers are included in your confirmation e-mail.

What should I do if I can’t find my License Number or Product Number?

LookforthestickeronyourQuickBooksCDsleeve.IfyoucannotfindtheQuickBooksCDsleevebuthaveQuickBooksinstalledonanothercomputer,youcanfindyourLicenseNumberandProductNumberasfollows:

➊ StartQuickBooksontheothercomputerandopenacompanyfile.

➋ GototheHelp menuandclickAbout QuickBooks.Writedownthenumbersthatappearonthisscreen.Usethesenumbersforthenewinstallation.

IfyouarestillunabletoobtainyourLicenseNumberandProductNumber,youcanrequestnewnumbersonline:

➊ InyourInternetbrowserwindow,entertheURL:www.quickbooks.com/keycode.

➋ Completetheonscreenrequestform.

Why doesn’t my old administrator password work after I upgrade?

QuickBooks2004andlaterreleasessupportcase-sensitivepasswords.Ifyoubelieveyouareenteringthecorrectpassword,butarestillgettingthemessage,“Thepasswordyoutypedisincorrect,”trythefollowing:

•AttempttologonbyenteringtheloginnameofAdminandthenclickOKwithouttypingapassword.

•EnteryourpasswordwithCapsLockorNumLockturnedonoroff.

•Enterpasswordvariations,usingmixedupper-andlower-casecharacters.

•Enterthepasswordwithaspacebeforeoraftertheactualpassword.

•Typethepasswordinatexteditortoconfirmthatyourkeyboardisfunctioningproperly.

•Restoreapre-updatebackupofyourfilethatdoesnothavethecase-sensitivepassword.Whenyourestorethisfile,youcansetyournewadministratorpasswordattheendoftheupdateprocess.

Ifyouarestillunabletoaccessyourfile,refertothePasswordRecoveryWebsite:www.quickbooks.com/removepassword(additionalfeesmightapply).

Can I install different versions of QuickBooks on the same computer?

Yes.YoucaninstallmultipleversionsofQuickBooks(forexampleQuickBooks2008andQuickBooks2006)onthesamecomputer.However,youcannotruntwoinstancesofQuickBooksonthesamecomputeratthesametime.

passwordstroubleshootingtroubleshootingpasswordnotworkingadministratorpasswordQuickBooksdifferentversionsQuickBooksrevertingtoearlierversionsProduct>Informationwindow

passwordstroubleshootingtroubleshootingpasswordnotworkingadministratorpasswordQuickBooksdifferentversionsQuickBooksrevertingtoearlierversionsProduct>Informationwindow

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Can I revert to an earlier version of QuickBooks?

Yes.UninstalltheversionofQuickBooksthatyoudon’twantandthenreinstalltheearlierversionofQuickBooks.RememberthatyouwillnotbeabletoopencompanyfilesthatyouhaveupdatedtoQuickBooks2008inearlierversionsofQuickBooks.Youcan,however,restoreyourpre-updatebackupifyouchoosetogobacktoapriorversionofQuickBooks.

Can I install QuickBooks on more than one computer?

YoucaninstallQuickBooksonamaincomputerandoneadditionalcomputeraslongasyouaretheonlypersonusingQuickBooksonbothcomputers.Forexample,ifyouboughtonecopyofQuickBooksforyouroffice,youcaninstallitonyourhomePCorlaptopaswell.ThisdoesnotviolatethesoftwarelicenseagreementaslongasyouaretheonlypersonusingQuickBooksonbothcomputers.However,ifmultipleuserswillbeaccessingQuickBooksonmultiplecomputers,thenyoumustpurchaseanadditionallicensedcopyforeachuser.

What if I do not have Internet Explorer on my computer?

TouseQuickBooks,youmusthaveMicrosoftInternetExplorer6.0orlaterinstalled.IfyoudonothaveanyversionofMicrosoftInternetExploreronyoursystem,youcandownloadthelatestversion(InternetExplorer7)fromwww.microsoft.com/ie7.

Note: Installing Microsoft Internet Explorer 7 will not affect the settings or preferences of other browsers on your system.

What should I do if I get an error message during installation?

Ifyoureceiveanerrormessageduringinstallationandrestartingyoursystemdoesnotresolvetheproblem,gototheQuickBooksSupportWebsite(www.quickbooks.com/installation)tofindsolutionsforcommonerrors.

What should I do if I get an error message when updating my company file?

IfyoureceiveanerrormessagewhenupdatingyourcompanyfilefromaearlierversionofQuickBooks,refertotheinformationin“Ifanupdateproblemoccurs”onpage12.YoucanalsovisittheQuickBooksFrequentlyAskedQuestionswebpageandsearchtheKnowledgeBaseforinformationabouterrormessages.

Registering QuickBooksYoucanuseQuickBooksfor30dayswithoutregistering.After30days,youmustregisterQuickBooks.Registrationentitlesyoutomanybenefitsincludingaccesstoyour30daysoffreeQuickBooks2008support1forquestionssubmittedonlineandtheabilitytouseonlinefeatures.º

1. 30consecutivedaysofQuickBooks2008supportincludedfromfirst-timeregistration.Questionsmustbesubmittedonlinetoreceivefreesupportviae-mailorphone(atIntuit’sdiscretion).Asupportfeewillbechargedtohandlerequeststhatoriginatefromacallratherthanawebrequest.Internetaccessrequired.Offervalid90daysfromsoftwarepurchase;U.S.only.Additionaltermsandconditionsapply.

troubleshootingInternetExplorerInternetExplorernotinstalledoncomputertroubleshootingInternetExplorerInternetExplorernotinstalledoncomputer

troubleshootinginstallationtroubleshootinginstallation

QuickBooksregisteringregisteringQuickBooksQuickBooksregisteringregisteringQuickBooks

16

GototheHelpmenuandclickRegister QuickBooks.Ifwebregistrationisnotsuccessful,youcanregisterbyphone.Thetoll-freeQuickBooksregistrationlineisavailablefrom8:00a.m.to9:00p.m.(easterntime),7daysaweek.

Ifyouaddadditionaluserstoyourlicense,youcanupdateyourlicenseinformationbygoingtotheHelpmenu,clickingManage My License,andthenclickingSync License Data Online.

Note: If you choose to install QuickBooks on a second computer, or if you need to move your installation to another computer, you will need to re-register QuickBooks.

Getting the latest updates to QuickBooksFromtimetotime,IntuitprovidesupdatestoQuickBooksthatcanbedownloadedfromtheInternet.Theseupdatesmightincludenewfeatures,services,maintenancefixes,ornewHelpinformation.YoucanchoosetoupdateQuickBooksautomaticallyormanually.

Foracompletedescriptionofandinstructionsforthedifferentupdateoptions,includinghowtoshareupdatesinamulti-userenvironment,refertothein-productHelp.

Converting data from other applicationsIfyouareconvertingfinancialdatafromanotherapplication(suchasQuickenorExcel),refertotheinstructionsbelowfortheappropriateapplication.

QuickenDetailedinstructionsaboutconvertingQuickenfilestoQuickBooksfilesareprovidedintheQuickBooksin-productHelp.Convertingfilesisnotdifficult,butdoesrequireyoutopreparethefileproperly.

Note: You cannot create a new QuickBooks company file and then import your Quicken data into it.

To view the file preparation and conversion instructions:

➊ StartQuickBooks.

➋ GototheHelp menuandclickQuickBooks Help.

➌ ClicktheSearchtabintheHelpwindow.

➍ ClickintheSearchfieldandenterconverting Quicken data.

➎ ClickConverting Quicken Data to QuickBooks (overview)forinformationaboutpreparingyourQuickendata,orclickConverting your Quicken data to QuickBooks (procedure) forstep-by-stepinstructions.

Note: If your Quicken file is ready to be converted, you can convert it. Go to the File menu, click Utilities, click Convert, and then click From Quicken.

QuickBooksupdating>from>previous>versionsupdatingQuickBookssoftwarepatchesandupdates,downloading

QuickBooksupdating>from>previous>versionsupdatingQuickBookssoftwarepatchesandupdates,downloading

convertingdatafrom>Quickenconvertingdatafrom>QuickPayrollQuicken,convertingdatafromconvertingdatafromotherapplicationsconvertingdatafrom>Excel

convertingdatafrom>Quickenconvertingdatafrom>QuickPayrollQuicken,convertingdatafromconvertingdatafromotherapplicationsconvertingdatafrom>Excel


QuickPayroll to QuickBooks PayrollToconvertfromQuickPayrolltoaQuickBookspayrollsubscription(additionalfeesapply),gototheHelpmenu,clickQuickBooksHelp,andthenclicktheSearchtab.IntheSearchfield,enterQuickPayrollandclickAsk.Fromtheresults,clickIf you’ve been using QuickPayroll for payrollandfollowtheinstructions.

ExcelDetailedinstructionsaboutimportingExcel®(.xls)and.csvdataintoyourQuickBookscompanyfileareprovidedintheQuickBooksin-productHelp.ImportingdatafromExceland.csvfilesisnotdifficult,butdoesrequireyoutopreparethefileproperly.

To view the file preparation and conversion instructions:

➊ StartQuickBooks.GototheHelp menuandclickQuickBooks Help.

➋ ClicktheSearchtabintheHelpwindow.

➌ ClickintheSearchfieldandenterimporting Excel data.

➍ ClickAbout importing data from an Excel or CSV file.

Note: If your Excel file is ready to be converted, you can convert it. Go to the File menu, click Utilities, click Import, and then click Excel Files.

QuickBooks Pro for Macintosh®Openyourbrowserandenterwww.quickbooks.com/support.ChoosetheversionofQuickBooksthatyouareinstalling.Then,intheSearchfield,enterconverting from Macintosh,clickGo,andfollowtheinstructions.

PeachtreeToconvertaPeachtreefile(version2001through2008)inQuickBooks,youneedtodownloadandrunaseparateconversiontool.

Note: QuickBooks must be installed on your computer before you run the conversion tool.

To convert and open your Peachtree file to QuickBooks:

➊ GototheFile menu,clickUtilities,clickConvert,andthenclickFrom Peachtree.

➋ CompletetheshortformandclickSubmit.

➌ ClickDownload.

➍ Whenthetoolfinishesdownloading,youwillbepromptedtorunthetool.Checkthe“LaunchQuickBooksConversionTool”andclickFinish.Or,youcanrunthetoollaterbygoingtothefolderwhereyouinstalledthetoolanddouble-clickingQBConversionTool.exe.

➎ Followtheonscreeninstructions.

convertingdatafrom>QuickBooksProforMacintoshQuickBooksProforMacintosh,convertingdatafromMacintosh,convertingQuickBooksProforMacintoshdata

convertingdatafrom>QuickBooksProforMacintoshQuickBooksProforMacintosh,convertingdatafromMacintosh,convertingQuickBooksProforMacintoshdata

Peachtree,convertingdatafromconvertingdatafrom>PeachtreePeachtree,convertingdatafromconvertingdatafrom>Peachtree

1�

18

QuickBooks Online EditionYoucanconvertyourQuickBooksOnlineEditioncompanyfilesoitcanbeusedindesktopeditionsofQuickBooks(exceptfortheNonprofitandRetaileditions).QuickBooksdesktopeditionmustbeinstalledonyourcomputer.

Note: We recommend that you do not move data repeatedly between the two applications, as data might not transfer correctly if converted multiple times.

To convert your Online Edition company file:

➊ LogontoyourOnlineEditioncompany.

➋ GototheHelp menuandclickQuickBooks Help.

➌ IntheHelpindex,enterexporting data.SelectExporting to QuickBooks desktop edition.

➍ ClickStart the Export Interview.

➎ Youcanexporteitherlistsandbalancesorlistsandtransactions.ClickWhat are the pros and cons of each choicetolearnabouthowyourdatawillbeconverted.

➏ ClickExport Lists & Balances orExport Lists & Transactions.

➐ Insomecases,IntuitTechnicalSupportmustinitiatethefiletransfer.Followthee-mailinstructions.Whenyourfileisready,you’llreceivea“ThingToDo”ontheHomepageandane-mail.ClicktheDownload and exportThingtoDoandfollowtheonscreeninstructions.

TheconvertedcompanyfilewillopenintheQuickBooksdesktopedition.

Microsoft Office AccountingToconvertaMicrosoftOfficeAccountingfile(version2001through2008)inQuickBooks,youneedtodownloadandrunaseparateconversiontool.

Note: QuickBooks must be installed on your computer before you run the conversion tool.

To convert and open your Microsoft Office Accounting file to QuickBooks:

➊ GototheFile menu,clickUtilities,clickConvert,andthenclickFrom Microsoft Office Accounting.

➋ CompletetheshortformandclickSubmit.

➌ ClickDownload.

➍ Whenthetoolfinishesdownloading,youwillbepromptedtorunthetool.Checkthe“LaunchQuickBooksConversionTool”andclickFinish.Or,youcanrunthetoollaterbygoingtothefolderwhereyouinstalledthetoolanddouble-clickingQBConversionTool.exe.

➎ Followtheonscreeninstructions.

OnlineEdition,convertingdatafromconvertingdatafrom>QuickBooksOnlineEditionOnlineEdition,convertingdatafromconvertingdatafrom>QuickBooksOnlineEdition

19


Did You Know?Setting Up Your Company in QuickBooksThefirstthingyouneedtodoinQuickBooksiscreateacompany fileforyourbusiness.SettingupyourcompanyfileproperlyisthemostimportantthingyoucandotohaveQuickBookshelpyoumanageyourbusinessefficiently.

CreatingacompanyfileiseasywiththeEasyStepInterviewandshouldtakeyouabout15minutestocomplete.Then,dependingonthecomplexityofyourbusiness,completingyourcompanysetupcantakeanywherefromafewminutestoafewhours.Theamountoftimevariesbasedonhowmuchdetailyouaddaboutyouraccounts,customers,vendors,employees,products,andservices,aswellasthenumberofhistorical transactionsyouwanttoenter.

Whenyousetupyourcompanyfile,QuickBookswillpromptyoufordetailsaboutyourcompany.Beforeyoubeginthesetupprocess,gathertheinformationshownintheGettingStartedChecklistonpage20.Someofthisinformationyou’llneedtocompletetheEasyStepInterview;otherinformationyouwillneedasyoubegintouseQuickBooks.

Create your company fileAfteryouhavegatheredthecompanyinformationlistedintheGettingStartedChecklistonthenextpage,youcansetupyourbusinessusingtheQuickBooksEasyStepInterview.(NotalloftheinformationinthechecklistisrequiredfortheEasyStepinterview;however,youwillneedthisinformationasyouuseQuickBookstorunyourbusiness.)TheEasyStepInterviewwalksyouthroughthesetupprocedureandhelpsyoutailorQuickBooksforyourbusiness.

QuickBookssetting>up>yourcompanyQuickBookssetting>up>yourcompany

EasyStep>Interviewusingcompany>filesettingupEasyStep>Interviewusingcompany>filesettingup

19

Company fileThecompanyfileisthedatafilethatQuickBooksusestostoreandmanagealltheinformationandfinancialtransactionsforyourbusiness.QuickBookscompanyfileshavetheextension.qbw.

Historical transactionsAlistofallbusinesstransactionsasofaspecificdate.InQuickBooks,youcanhavemanydifferenttypesofhistoricaltransactions,including:

•Estimates•Invoices•Salesreceipts•Customerpayments•Creditmemos•Purchaseorders•Itemreceipts•Bills•Paymentstovendors•Creditswithvendors•Journalentries•Payrolltransactions

E-mailing a company fileTheQuickBooksportablecompanyfile(*.qbm)isacompactversionofyourcompanyfile.Youcanusetheportablecompanyfiletomovethecompanyfiletoanothercomputerortoe-mailthecompanyfiletoanotherperson,suchasyouraccountant.

Tolearnmoreabouttheportablecompanyfile,refertothein-productHelp.

company>filedefinedhistorical>transactionsdefinedcompany>filesettingupsetting>up>company>filesdescribedgettingstartedchecklistQuickBooksgetting>startedchecklistsettingupQuickBooks,gettingstartedchecklistcompany>filee-mailing

company>filedefinedhistorical>transactionsdefinedcompany>filesettingupsetting>up>company>filesdescribedgettingstartedchecklistQuickBooksgetting>startedchecklistsettingupQuickBooks,gettingstartedchecklistcompany>filee-mailing

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Getting Started Checklist

Company name and address

You’llneedboththelegalandcasualnameforyourcompany.Thelegalcompanynameisthenameyouusewhenfilingtaxesforyourbusiness.Thecasualcompanynameisthenamethatyouwanttoappearoninvoices,statements,reports,etc.(Thisisyour“DoingBusinessAs”name.)

Federal Tax ID Number

Thenine-digitnumberissuedtoyoubytheIRS.TheFederalTaxIDnumberisalsocalledaEIN(EmployerIdentificationNumber).Ifyoudon’thaveaFederalTaxIDnumber,youcaneitherobtainonebysubmittingFormSS-4(call1-800-TAX-FORMtogetthisform),oryoucanuseyourSocialSecuritynumber(ifyouareasoleproprietorshipandyoudonotpaywagestoemployeesorfilepensionandexcisetaxreturns).

Sales tax information

Ifyouchargesalestax,youwilleventuallyneedtoknowthesalestaxrateyoucharge,howmuchsalestaxyouoweasofyourstartdate,andthenameandaddressoftheagency(forexample,CaliforniaFranchiseTaxBoard)towhichyoupayyoursalestax.

Start date QuickBooksusesastartdateasthepointatwhichyoubeginenteringyourbusinesstransactions.Youmustenterallhistoricaltransactionsbetweenyourstartdateandtodaytoensurecompleteaccountingrecordsforyourbusiness.Manybusinessownersbasetheiraccountingrecordsontheirfiscalyear,sothattheycanseetransactionsfortheentireyear.Ifthisisnotimportanttoyou,youcanchooseadifferentstartingpoint,suchastodayorthefirstofthemonth,quarter,oryear.

Bank statements, credit card accounts, and outstanding checks

You’llneedthebankstatementforeachofyourbankaccountswithaclosingdatethat’sbeforeyourstartdate.TheclosingbalanceonthisstatementwillbeyouropeningbalanceforthebankaccountyoucreateinQuickBooks,andthenyou’llenteralltheopentransactions,andallthenewtransactionsfromthestartdateforward.Eventually,youwillneedtohaveyourlatestbankstatementbalancesandanyoutstandingchecks,deposits,withdrawals,orchargesforalloftheaccountsyouwanttosetupandmanageinQuickBooks,includingcreditcards,bankaccounts,linesofcredit,andloans.

Optional information

Eventually,youwillneedtoenterdetailedinformationaboutyourcustomers,vendors,andemployees,aswellastheproductsandservicesyousell,theproductsthatyouholdininventory,andanyadditionalassets.

Payroll IfyouareusingPayroll,youshouldgatherthefollowinginformationaboutyouremployees:companyinformation;rateofpay,benefits,andmiscellaneousadditionsanddeductions;withholdings;taxinformation;employeeinformation;year-to-datehistory;liabilitypaymentinformation;anddirectdepositinformation.

GettingStartedCheckliststart>datedefinedGettingStartedCheckliststart>datedefined

21


To create your company file:

➊ StartQuickBooksbydouble-clickingtheQuickBooksicon onthedesktoporclickingtheWindowsStartbuttonandthenclickingQuickBooks fromtheProgramsgroup.

➋ ClickCreate a new company file,orgototheFile menuandclickNew Company.

➌ TheWelcomescreenfortheEasyStepInterviewopens.ClickStart Interview.

Note: We recommend that you do not skip the interview process. The more information you enter with the EasyStep Interview, the more accurate your company file will be when you begin to use QuickBooks for your business.

However, if you are an experienced QuickBooks user and prefer to create your company file manually, you can skip the EasyStep Interview by clicking Skip Interview on the EasyStep Interview Welcome screen. You will be prompted to enter some basic company information and to save the company file.

➍ Followtheonscreeninstructionsandcompletetheinterview.

Completing your company setupAfteryou’vecreatedyourcompanyfile,youcanbeginusingQuickBookstorunyourbusiness.Butbeforeyoudo,werecommendthatyoureviewtheinformationinthissectiontomakesureyourcompanyfileisproperlysetupandthatyourdataiscomplete.

ThissectiondescribessomeadditionaltasksyoumightneedtodoasyoubeginusingQuickBooks.DependingonhowmuchinformationyouenteredduringtheEasyStepInterview,someofthesetasksmightnotapplytoyou.

Enter your company information

Do this task if you did not enter this information in the EasyStep Interview.

Toenterthecontactandlegalinformationforyourcompany,gototheCompanymenuandclickCompany Information.TolearnmoreabouteachofthefieldsandwheretheinformationyouenterwillbeusedinQuickBooks,clicktheHelpbutton.

company>filecreatingassetsdefinedcompany>filecreatingassetsdefined

setting>up>company>filescompleting>setupsetting>up>company>filesfine-tuningaccountsstart>datechoosingopeningbalance,confirming

setting>up>company>filescompleting>setupsetting>up>company>filesfine-tuningaccountsstart>datechoosingopeningbalance,confirming

AssetsCompanyassetsarethethingsthatyourcompanyowns.QuickBooksdistinguishesbetweentwotypesofassets:

Current assets:Assetsthatyouarelikelytoconverttocashwithinoneyear(suchasthecashyouhaveonhand,themoneyinyourcheckingandsavingsaccounts,andthemoneyyourcustomersoweyou).

Fixed assets:Assetsthatyoudonotexpecttoconverttocashwithinoneyear.Afixedassetisusuallysomethingyouusetorunyourbusiness(suchasatruck,cashregister,orcomputer).

Confirming your opening balance when transferring data to QuickBooksIfyouusedanaccountingprogrambeforeusingQuickBooksandyouarenowtransferringdatafromthatprogramtoQuickBooks,makesurethattheopeningbalanceforyournewbankaccountinQuickBooksisbasedonyourbankstatementandnotthebankbalancefromyourpreviousaccountingsoftware.Thebalanceofthebankaccountfromyourpreviousaccountingsoftwarewillincludetransactionsthatthebankhasnotcleared.

Key Terms

Did You Know?

22

Review your Chart of Accounts

IfyouusedtheEasyStepInterview,achartofaccountsbasedonyourtypeofbusinesswassetupforyou.Reviewthechartofaccountstobesureitaccuratelyreflectstheaccountsyouneedtorunyourbusiness.Youcanchangeaccountnamesandedit,delete,oraddaccountsasnecessary.Forexample,youwillneedtoaddanybusiness-relatedbank,creditcard,orloanaccounts.

ToviewyourChartofAccounts,gototheListsmenuandclickChart of Accounts.

Numbering your accounts

Somebusinessesprefertoorganizetheiraccountsbynumber.Addingnumberscanhelpyouidentifythetypeofaccounts,therebyspeedingupyouraccountselectiononvariousforms.Youmightwanttodevelopandfollowaconsistentaccountnamingandnumberingconvention.Forexample:

10000-19999-Assets

20000-29999-Liabilities

30000-39999-Equity

40000-49999-Income

50000-59999-CostofGoodsSold

60000-69999-Expenses(orOperatingExpenses)

70000-79999-OtherIncome(notrelatedtodailyactivity)

80000-89999-OtherExpenses(notrelatedtodailyactivity)

Ifyouwanttousenumberstoidentifyyouraccounts,youneedtoturnonthispreferenceinQuickBooks,asfollows.

➊ GototheEditmenuandclickPreferences.

➋ InthePreferenceswindow,clickAccountinginthelistontheleft.

➌ ClickCompany Preferences.

➍ SelecttheUse account numberscheckbox.

➎ ClickOK.

Create your customer, vendor, and items lists

TobillcustomersandpayyourbillswithQuickBooks,youmustupdateyourcustomer,vendor,anditemlistssothattheyaccuratelyreflectyourbusiness.InstructionsforsettinguptheselistsareprovidedinChapter4:

•“AddingCustomers”onpage53

•“AddingVendors”onpage55

•“AddingItems”onpage57

Youcanchoosetoenterthisinformationallatonce,oryoucanenteritasyouwork,usingtheQuickAddfeature,describedonpage40.

chartofaccountsreviewingchartofaccountsreviewing

numberingaccountsnumberingaccounts

createcustomerlistcreatevendorlistcreateitemslist

createcustomerlistcreatevendorlistcreateitemslist

23


Enter historical transactions

Ifyourstartdateisbeforetoday’sdate,you’llneedtoenterpasttransactionsfromthestartdatetotoday.ThisensuresthatyourQuickBooksrecordsarecompletelyup-to-dateandyourreportswillbeaccurate.

Enterhistoricaltransactionsinchronologicalorder.Forexample,QuickBookswon’tknowhowtocreditacustomerpaymentunlessyou’vepreviouslyrecordedtheinvoicetothatcustomer.Themostefficientwaytoenterhistoricaltransactionsisintheaccountregister.

Note: Entering historical transactions is especially important if customers don’t pay you at the time they receive goods or services. If you don’t enter historical transactions early on, it’s hard to track and collect late customer payments.

Intuitrecommendsthatyouenteryourtransactionsinthisorder(verifywithaccountant):

•Invoicesyou’vesentoutsinceyourstartdate

•Purchaseordersyou’veissuedsinceyourstartdatethatyouhaven’treceivedinfull

•Cashorchecksyou’vereceivedsinceyourstartdate

•Billsyou’vereceivedsinceyourstartdate

•Billsyou’vepaidsinceyourstartdate

•Depositsyou’vemadetoanyofyouraccountssinceyourstartdate

•Anyotherchecksyou’vewritten(forthingsotherthanbills)sinceyourstartdate

•Employeeyear-to-dateinformationpaidfromJanuary1throughyourstartdate

•Payrollliabilitiesowedatthetimeofyourstartdate(formanualpayrollandtrackingpayrolltransactionsonly)

Note: If you don’t have time to enter all your historical transactions right away, don’t worry. You don’t need to enter all your past transactions before you start using QuickBooks for new transactions. Enter new transactions as they occur. Then catch up with historical transactions when you can. Remember, though, that your account balances will be incorrect (and your reports may be wrong) until you enter all the past transactions.

Note: If you subscribe to a QuickBooks payroll service, you will be asked to add year-to-date payroll information during payroll setup. If you do not provide this information, your payroll tax information may not be accurate.

Complete your bank account information

Afteryou’veenteredyourhistoricaltransactions,youraccountregisterswillcontainentriesreflectingbillsyou’vepaid,checksandpaychecksyou’vewritten,anddepositsyou’vereceived.Tomakeyouraccountregisterscomplete,youmustalsoenterthesetransactions:

•Checksorotherchargesthathappenedbeforeyourstartdatebutdidn’tappearonstatementsbeforeyourstartdate(i.e.,didn’tclear)

•Otherchecksyouwroteafteryourstartdatethatwerenotforbillsoraccountspayable(forexample,creditcardpayments)

historical>transactions,enteringsetting>up>company>filescompleting>listinformationsetting>up>company>filesenteringhistoricaltransac-tions

historical>transactions,enteringsetting>up>company>filescompleting>listinformationsetting>up>company>filesenteringhistoricaltransac-tions

bankaccounts,settingupsetting>up>company>filesbankaccountinformationbankaccounts,settingupsetting>up>company>filesbankaccountinformation

24

•Depositsyoumadeafteryourstartdatethatwerenotcustomerdeposits

•Depositsyoumadebeforeyourstartdatebutthatdidn’tappearonstatementsbeforeyourstartdate

•Bankchargesandfees

•Interestpaidonyouraccount

Refertothein-productHelpforstep-by-stepinstructionsonhowtoenterthesetransactionstomakeyouraccountregistersaccurate.

Synchronizing with Microsoft Outlook

IfyouuseMicrosoftOutlook98,2000,2002,or2003,youcansynchronizeyourcontactmanagerwithQuickBooksandtransferallyourcustomerandvendorinformation(includingaddressandphone)toQuickBooks.

Note: Intuit recommends synchronizing your customer and vendor information before you enter any customers or vendors manually.

To synchronize your customer and/or vendor information:

➊ GototheCompany menu,clickUtilities,andthenclickSynchronize Contacts.

Note: If you are synchronizing for the first time, we recommend that you back up both the data in your contact manager and your QuickBooks company file before you synchronize.

Note: If you do not already have the QuickBooks Contact Synchronization tool installed on your computer, you will be prompted to download and install it.

➋ Followtheonscreeninstructions.YoumightbeaskedtoresolveconflictsbetweenyourQuickBooksandcontactmanagerdata,assignuncategorizednamestoQuickBookslists,orcreatealternativeentriesforduplicatenames.Ifyouneedassistancewithanyofthesetasks,clickHelp.

➌ WhentheConfirmChangesscreenappears,reviewthelistofchangesandclickAccepttoapplythechanges.

Enter any optional adjustments

Afteryou’vecreatedyourcompanyfile,youmightneedtomakeafewadjustmentsasofyourstartdate.Dependingonyourcompany,youmightneedto:

•Enteranysalestaxliabilities

•AdjusttheUncategorizedIncomeandUncategorizedExpenseaccounts(foraccrualbasisonly)

•Adjustforcurrentincomeandexpensesifyourstartdateisnotatthebeginningofthefiscalyear

Refertothein-productHelpforstep-by-stepinstructionsonhowtoentertheseoptionaladjustments.Ifyouareunsurewhetheryouneedtoentertheseoptionaladjustments,checkwithyouraccountant.

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customersimportingfromotherapplicationsitemsimportingfromotherapplicationsMicrosoft>Outlooksynchronizingwithvendorsimportingfromotherapplications

25


Backing up your company file

TheQuickBooksbackupfileisacompressedversionofyourQuickBookscompanyfilethatcontainsalltransactionsthroughthedatethecompanybackupwasmade.Abackupfileprovidesinsuranceagainstaccidentaldatalossandcanbeusedtorestoreyourdata.QuickBooksbackupshavea.qbbextensionandcannotbeopeneddirectly.

QuickBooksprovidesseveralbackupoptionsforsecuringyourdata:

•Standardbackup

•PortableCompanyFile

Touseoneofthebackupoptions,gototheFilemenuandclickSaveCopy or Backup.

Torestoreyourbackup,gototheFilemenuandclickOpen or Restore Company.

Tolearnmoreaboutbackingupyourcompanyfile,refertothein-productHelp.

Next stepsAfteryou’veinstalledQuickBooksandsetupyourcompanyfileasdescribedinthischapter,youshould:

•LearnhowtouseQuickBooksandgetanswerstoyourquestions(seeChapter3).

•LearnhowtoperformbasicQuickBookstasks(seeChapter4).

•LearnaboutnewQuickBooksfeatures(seeChapter5).

company>filebackingupcompany>filebackingup

3 | LearningQuickBooks

28

Getting Around QuickBooksTheQuickBooksworkarea,showninFigure2,isdesignedtoenableyoutocompletetasksquickly.QuickBooksprovidesseveralwaysforyoutowork;choosethemethodthatworksbestforyou.

Figure 2. The QuickBooks work area

Using the Home page to move around in QuickBooksWhenyouopenacompanyfileinQuickBooks,theHomepageisdisplayedautomatically.TheQuickBooksHomepageprovidesabigpictureofhowallyouressentialbusinesstasksfittogether.Tasksareorganizedintologicalcategories(Customers,Vendors,Employees,Company,andBanking)withworkflowarrowstohelpyoulearnhowtasksrelatetoeachotherandtohelpyoudecidewhattodonext.

Note: The workflow arrows indicate a logical progression of business tasks in QuickBooks. However, these arrows do not restrict you from doing tasks in a different order, or an order that works better for your business needs.

Tostartatask,simplyclicktheiconforthetaskyouwanttodo.Forexample,tocreateaninvoice,clicktheInvoicesicon.

ToreturntotheHomepage,clicktheHomebuttononthenavigationbar.

QuickBooksgetting>aroundgetting>aroundQuickBooksHomepage,usingQuickBooksuserinterfaceuser>interfacedescribed

QuickBooksgetting>aroundgetting>aroundQuickBooksHomepage,usingQuickBooksuserinterfaceuser>interfacedescribed

The Home page offers quick access to tasks and information related to major QuickBooks areas.

The navigation bar on the toolbar provides one-clickaccess to QuickBooks Centersand the Home page.

The menu bar provides easy access to all QuickBooks tasks, features, and reporting functions.

The customizable icon bar on the toolbar provides one-click access to the QuickBooksfeatures that you use most.

Flow chart icons includeinformative tooltips to help youlearn QuickBooks and pick thecorrect task.

Refer to the in-product Help for detailed instructions about how to perform tasks in QuickBooks.

The QuickBooks Coach guidesyou through the steps in yourbusiness work�ows.

With coach tips on, spotlights show you the steps in your work�ows, and tips display when you mouse over the spotlighted form icons.

The Home page offers quick access to tasks and information related to major QuickBooks areas.

The navigation bar on the toolbar provides one-clickaccess to QuickBooks Centersand the Home page.

The menu bar provides easy access to all QuickBooks tasks, features, and reporting functions.

The customizable icon bar on the toolbar provides one-click access to the QuickBooksfeatures that you use most.

Flow chart icons includeinformative tooltips to help youlearn QuickBooks and pick thecorrect task.

Refer to the in-product Help for detailed instructions about how to perform tasks in QuickBooks.

The QuickBooks Coach guidesyou through the steps in yourbusiness work�ows.

With coach tips on, spotlights show you the steps in your work�ows, and tips display when you mouse over the spotlighted form icons.

29

Did You Know?TheHomepagealsoprovidesaquickglanceaboutthestateofyourbusiness.Youcanseeyourcurrentaccountbalances,updatedautomaticallyasyoudoworkinQuickBooks,intheAccount Balanceslist.

TheHomepageyouseehasbeencustomizedtodisplayonlythosetasksandfeaturesthatyouuse,basedonthequestionsyouanswerintheEasyStepInterview.Functionsyoudon’tneedwon’tclutteryourworkspace.However,toaddthesefunctionslater,youcanturnthemoninpreferences.GototheEditmenuandclickPreferences.ClicktheDesktop ViewoptionandthenclicktheCompany Preferencestab.

Ifyou’reanewbusinessownerornewtoQuickBooks,theQuickBooksCoachwillwalkyouthroughthebusinessflowsyouseeonyourHomepage.TheQuickBooksCoachusesspotlightsandtipstoexplaineachstepinyourworkflow.TurncoachtipsonandthenmouseoverandclicktheCoachicons(

)tosee

tipsandspotlights.

Finding your data in the QuickBooks CentersQuickBooksincludesCustomer,Vendor,andEmployeeCenterswhereyoucanviewandmanageallofyourcustomer,vendor,andemployeeinformationandtransactions.YoucangotooneoftheQuickBooksCentersbyclickingtheappropriatebuttoninthenavigationbar(ontheleftsideofthetoolbar).

Customer Center

TheCustomerCenter,showninFigure3,isalensintoallyourcustomerinformation.Withouthavingtosiftthroughmultiplescreens,youcanviewalistofallyourcustomersandseepertinentinformationforeachofthem.Clickonacustomer’snameandyou’llimmediatelyseealltheactivityyou’vehadwiththemaswellastheirpertinentcontactinformation(phonenumber,faxnumber,andpaymentterms).

YoucanusetheCustomerCentertofindouthowmuchmoneyaspecificcustomerowesyouortoviewalistofallyourcustomerswithopenbalances.Youcanalsolookatallyourcustomertransactions(estimates,salesorders,invoices,creditmemos,refunds,etc.)acrossallofyourcustomerintheTransactionslistratherthanhavingtorunseparatereports.

Centers,describedCenters,described

CustomerCenterCustomerCenter

Customizing the desktopYoucanmodifythewaythattheQuickBooksdesktopbehavesandlookstosuityourworkingstyle.TomodifytheQuickBooksdesktop,gototheEditmenuandclickPreferences.

Customizing the icon barYoucanadd,rearrange,andremoveshortcutsfromtheiconbartosuityourneeds.Tomodifytheiconbar,gototheViewmenuandthenclicktheCustomizeIconBar.

Too many windows open?IfyourQuickBooksworkareabecomestooclutteredwithwindowsthatyouhaveopen,youcanclosethemallatonceinsteadofclosingthemoneatatime.Tocloseallopenwindows,gototheWindowmenuandclickClose All.

Whenyoucloseyourcompanyfileattheendoftheday,it’sgoodpracticetocloseallwindowsthatyouhaveopen.Thenexttimeyouopenyourcompanyfile,QuickBookswillopenallthewindowsthatyouhadopenwhenyouclosedyourcompanyfile.IfyouforgettocloseopenwindowswhenyouexitQuickBooks,holddowntheAltkeywhileopeningyourcompanyfile.QuickBookswillopenyourcompanyfilewithnowindowsopeninyourworkarea.

Centers,describedIcon>barmodifyingmultiple>windowsviewinguser>interfacecustomizingtheIconbaruser>interfaceviewingmultiplewindows

Centers,describedIcon>barmodifyingmultiple>windowsviewinguser>interfacecustomizingtheIconbaruser>interfaceviewingmultiplewindows

Learning QuickBooks

30

Easily access your customer’scontact information and anynotes on that customer.

Click a customer in the Customers & Jobs list to viewuseful data.

View all of your past transactions with this customer,or filter this list to display onlyone type of transaction, likeoverdue invoices.

Run quick reports that pertainto this customer.

Use the Transactions tab tofind, sort, and filter all your transactions across all of your customers.

Easily add customers and jobs.Create new transactions(estimates, invoices, salesorders).

Figure 3. View and manage customers, vendors, and employees with the QuickBooks Centers

Vendor Center

TheVendorCentergivesyouacompletepictureofwhereyourmoneyisgoing.Fromonescreen,youcanseeallyourvendorsandexactlywhatyouowethem.Simplyclickavendor’snametoviewyourentirehistorywiththatvendor.Younolongerneedtorunseparatereportstoseeexactlyhowmuchbusinessyou’redoingwitheachindividualvendor.And,youcansortyourbillsbyduedatesoyoucanstayontopofyourfinances.

Ifyouneedtotalktoavendor,clicktheirnameandyou’llseealltheircontactinformation.Ifavendorcallsyoutofollowuponalatepayment,youcanquicklylookupthebillandseewhenyoupaiditandwhatthechecknumberwas.

Employee Center

FromtheEmployeeCenter,youcanseeexactlywhatyou’repayingeachemployee.Simplyclickanemployee’snametoviewthatperson’spayrollhistory.Andifyouneedtogetintouchwithanemployee,theircontactinformationisrightinfrontofyou.

Vendor>Center,describedEmployee>Center,describedVendor>Center,describedEmployee>Center,described

31

Payroll Center

IfyousubscribetooneoftheQuickBooksPayrollservices(additionalfeesapply),theEmployeeCenterincludesaPayrollCenter.UsethePayrollCentertomanageyourpayrollandpayrollcompliance.1

ThePayrollCenteristhehubformanagingallpayrollactivities.ThePayrollCenterremindsyouofimportantpayrolldatessoyoupayyouremployees,payyourpayrollliabilities,andfileformsontime.

TocheckoutthePayrollCenter,clicktheEmployee CentericononthenavigationbarandthenclickthePayrolltab.

Displaying multiple windows or one windowQuickBooksispresettoshowmultiplewindowsatatime.Bydoingso,youcaneasilynavigatebetweentasksaswellascomparedatainmultiplewindows.Whenyouopenawindow,itopenstoapresetsizeandlocation.Youcanresizeandmoveeachwindowasyouseefit.

Dependingonhowyousizeorarrangethewindows,somewindowsmightnotbevisible.UsetheWindowmenutoviewalistoftheopenwindows.Simplyclickthewindownameinthelisttobringittothefront.

Alternatively,youcanopentheOpen Window ListtohavethelistofopenwindowsalwaysvisibleontheleftsideoftheQuickBooksapplicationwindow.Ifyouprefertoviewonlyonewindowatatime,gototheViewmenuandclickOne Window.

Adding icons to the icon barForquickaccesstotheareasofQuickBooksyouusemost,youcancustomizetheiconbarbyaddingmanyofthefeaturesandreportsthatyouusemostfrequently.

View Lists

Open Window List

Icon BarCustomize Icon Bar...

Add “Chart of Accounts” to Icon Bar...

Accountant Company

Navigation Bar

Custom

ToaddashortcuttoaQuickBookswindow,openthewindowandthengototheView menuandclicktheAdd to Icon Bar option.

Youcanadd,rearrange,orremoveshortcutsfromtheiconbarintheCustomizeIconBarwindow.

Note: Some QuickBooks windows cannot be added to the icon bar.

1. Add-onservicesrequiresubscription,EIN,andInternetaccessforcertainfeatures,includingtaxtableupdatesanddirectdeposit.

PayrollCenter,describedPayrollCenter,described

multiple>windowsdisplayingmultiple>windowsdisplaying

Icon>baraddingiconsIcon>baraddingicons

Learning QuickBooks

32

Getting Answers to Your QuestionsQuickBooksprovidesavarietyoftoolsandresourcestohelpyoufindanswerstoquestionsyoumighthavewhenusingthesoftwareAvailableresourcesinclude:

Free help and support•UseHelpintheproductforstep-by-stepinstructionsonusingQuickBooks.

•FindthelatestinformationinouronlineQuickBooks Support Knowledgebaseatwww.quickbooks.com/support.

•Learnhowtodocommontasksbywatchinginteractive,in-producttutorials(seepage36).

•ConnectwithotherusersandexpertsintheQuickBooks User Community.Askquestionsandshareadviceatwww.quickbooksgroup.com.

•FreesupportfromQuickBooks expertsisavailableforquestionssubmittedonlineatwww.quickbooks.com/contactmeincertaincircumstanceslistedbelow.We’llusuallyrespondin30minutesorless.2

• FreeQuickBookssupportisprovidedfor30daysfromregistrationtohelpyougetupandrunningquicklyandsmoothly.Questionsmustbesubmittedonline.3

• Installation,upgradeanderrormessageassistanceisavailablefreefor12monthsafterinitialregistrationforquestionssubmittedonline.Formoreinformation,visitwww.quickbooks.com/customercare.4

Paid support•Forissuesnotcoveredbyfreesupportdescribedabove,help is available for a fee with

a QuickBooks Support Plan or on a per-call basis (One-time Support).Tolearnmoreortopurchaseasupportplanorper-callsupport,visitwww.quickbooks.com/supportorcall1-888-320-7276weekdays,6a.m.to6p.m.,PacificTime.

•UsealocalCertifiedQuickBooks ProAdvisor®(seepage37fordetails).

•Findtheidealtrainingsolution(feesapply)tohelpyoulearnandcustomizeQuickBooksforyourbusinessatwww.quickbooks.com/training.Termsandconditionsofsupport,features,pricingandavailabilityaresubjecttochangeatanytimewithoutnotice.

2. Mayvaryoccasionallyduetosystemandservermaintenance,companyevents,observedU.S.holi-days,andeventsbeyondourcontrol.

3.30consecutivedaysofQuickBooks2008supportincludedfromfirst-timeregistration.Questionsmustbesubmittedonlinetoreceivefreesupportviae-mailorphone(atIntuit’sdiscretion).Asupportfeewillbechargedtohandlerequeststhatoriginatefromacallratherthanawebrequest.Internetaccessrequired.Offervalid90daysfromsoftwarepurchase;U.S.only.Additionaltermsandconditionsapply.

�.SeedetailsandtermsandconditionsofInstallation,Upgrade,andErrorMessageAssistanceatwww.quickbooks.com/customercare.Questionsmustbesubmittedonlinetoreceivefreesupportviae-mailorphone(atIntuit’sdiscretion).Asupportfeewillbechargedtohandlerequeststhatoriginatefromacallratherthanawebrequest.Internetaccessrequired.

SupportTechnicalsupportPhonesupportQuickBookstechnicalsupporttechnicalsupportcontacting

SupportTechnicalsupportPhonesupportQuickBookstechnicalsupporttechnicalsupportcontacting

33

Using in-product HelpQuickBooksin-productHelpprovidesbackgroundinformationandinstructionsfordoingQuickBookstasks.YoucanaccesstheHelpcontentandfeaturesinseveralways.

Tousein-productHelp,gototheHelpmenuandclickQuickBooks Help.

Viewing Help for a window you have open

IfyouareunsurehowtouseaparticularQuickBookswindow,presstheF1keyonyourkeyboard.Togethelp.(YoucanalsoclicktheHelpbuttoninthewindow,ifoneispresent.)

TheseHelptopicsprovideanswerstoquestionssuchas:

•WhatcanIusethisformfor?

•Whatdoesthisbuttondo?

•Whatkindofinformationisdisplayedinthiscolumn?

•WhathappenswhenIselectthisoption?

•HowdoIcompletethetask?

Help>resourcesin-productHelpHelp>systemdescribedHelp>systemgettingstep-by-stepinstructions

Help>resourcesin-productHelpHelp>systemdescribedHelp>systemgettingstep-by-stepinstructions

IntheSearch tab,enteradescriptionofthehelpyouwant,andclickthesearcharrow.

WhenyouopenHelp,theHelp Viewer displaystotherightoftheQuickBookswindow.

LinkstotopicsthatarerelevanttothecurrentlydisplayedwindowarelistedintheRelevant Topicstab.

ClickanyrelevanttopiclinktoviewtheHelp topic.

UsetheForward orBackbuttonstoseetopicsyou’vealreadyviewed.ClickPrint Topicifyouprefertohaveapapercopy.

LetusknowifthehelptopicansweredyourquestionandwhatwecandotoimproveHelp.

IntheSearch tab,enteradescriptionofthehelpyouwant,andclickthesearcharrow.

WhenyouopenHelp,theHelp Viewer displaystotherightoftheQuickBookswindow.

LinkstotopicsthatarerelevanttothecurrentlydisplayedwindowarelistedintheRelevant Topicstab.

ClickanyrelevanttopiclinktoviewtheHelp topic.

UsetheForward orBackbuttonstoseetopicsyou’vealreadyviewed.ClickPrint Topicifyouprefertohaveapapercopy.

LetusknowifthehelptopicansweredyourquestionandwhatwecandotoimproveHelp.

Learning QuickBooks

34

Information you’ll find in the Relevant Topics tab

EachtimeyouopenanewQuickBookswindow,thelinksintheRelevantTopicstabchangesothattheyapplytotheactivewindow.

RelevantHelptopicswillexplainhowtousethewindow,andcaninclude:

•Tutorialsthatshowyouhowtocompletetasks

•Businessprocessoverviews

•Step-by-stepinstructions

•Planningandbestpracticesuggestions

•Troubleshootinginformation

Ifyoudon’tseetheinformationyouneedintheRelevantTopicstab,tryusingtheSearchtabtofindthetopic.

Using Help Search to find information

QuickBooksin-productHelpisquiteextensive.Ifyoudon’tseeyourissueintheRelevant Topicslist,youcanuseSearchtofindanswerstoyourquestionsquickly:

•ClicktheSearchtab.

•IntheSearchfield,type a short phrase (containinganounandverb)thatdescribestheinformationyouwant.Forexample,“addacustomer”or“HowdoIaddacustomer?”

•Clickthesearch arrow.Searchwillreturnamaximumof15topicsbasedonthewordsyouentered.(Ifyoudon’tseetheinformationyouwant,followthetipsbelowforusingsearcheffectively.)

Search,using>in-productHelpHelp>systemfinding>helpforcommontasksHelp>systemusing>SearchHelp>systemviewingforawindowIndex,usinginHelp

Search,using>in-productHelpHelp>systemfinding>helpforcommontasksHelp>systemusing>SearchHelp>systemviewingforawindowIndex,usinginHelp

35

Did You Know?Tip: Using Search Effectively

•Be as specific as possible.Forexample,ifyouwanttoknowhowtoaddacustomer,enteringjust“customer”willreturntopicsrangingfromaddingacustomertodeletingacustomertotheCustomerslistandmore.Instead,enter“addcustomer”or“HowdoIaddanewcustomer”.

•Enter a shorter search phrase or question.Forexample,“HowdoIaddcustomers”willreturnbetterresultsthan“HowdoIaddnewcustomersandvendors”.

• Try using different words and phrases.Forexample,ifyou’relookingforsomethingaboutinstallingaQuickBooksupdate,tryentering“updateQuickBooks”.

•Don’t use abbreviations—use the full word instead.

Ifyoustillcan‘tfindtheanswerinthetopicsreturnedbysearch,trytheAdditionalSelf-HelpTools.

Using the sample company filesQuickBooksincludesseveralsamplecompanyfilesthatyoucanpracticewithtoenterpretenddata,runreports,andexploreQuickBooksfeatures.

Toopenasamplecompanyfile,gototheFilemenu,clickOpenorRestoreCompany,andthenclickasamplecompanyfilefromthelist.

Learning QuickBooks

36

Check out the QuickBooks Learning CenterAsyoubeginusingQuickBooks,oneofthefirstthingsyou’llseeistheQuickBooksLearningCenter.AfteryouviewtheCoachTutorial,you’llbeintheLearningCenter.TheLearningCenterprovidesinteractivetutorialstohelpyoulearnhowtouseQuickBooksandcompletecommonbusinesstasks.Afteryoucompleteatutorial,acheckmarkisdisplayednexttoitstitle.Afterwatchingthevideotutorials,youcanfollowthestep-by-stepinstructionsavailableinthein-productHelp.

ToopentheQuickBooksLearningCenter,gototheHelpmenuandclickLearning Center TutorialsorclickthetutorialbuttonintheQuickBooks Coach.

Help>resourcesLearningCenterLearningCenter,describedQuickBooksLearningCenter

Help>resourcesLearningCenterLearningCenter,describedQuickBooksLearningCenter

3�

Using the QuickBooks CoachYoucanexploretheHomepagewiththeQuickBooksCoachtolearnmoreaboutyourbusinessworkflows.IntheQuickBooksCoachwindow,clickStart Workingtoturnexploremodeon.ThenmouseoverandclicktheCoachicons(

)tosee:

•Detailsaboutyourworkflows

•Spotlightsthatshowyouthestepsinaflow,withtipstocompleteeachstep

•Boldnumbers,highlightedlines,andarrowsshowyoutheorderinwhichtodoyourwork

Working with a Certified QuickBooks ProAdvisor® Wanthands-onhelpsettinguporcustomizingQuickBooksforyourbusiness?You’llgetthemostoutofQuickBooksbyworkingwithaCertifiedQuickBooksProAdvisorwhocancustomizethesoftwarebasedonyouruniquebusinessneeds.CertifiedQuickBooksProAdvisorsaretypicallyCPAs,bookkeepers,smallbusinessadvisors,QuickBooksconsultantsoraccountants.They’vebeentestedandcertifiedinQuickBooksbyIntuit.

•ProAdvisorscansaveyoutimeandmoneybygettingyourQuickBookssetuprightthefirsttime,toavoidfixingmistakesdowntheroad.

•ProAdvisorscansetupcustomizedreportssoyoucaneasilyunderstandthehealthofyourbusiness.

•TheyalsoofferongoingsupportandtrainingtohelpyoumasterQuickBooks.

Visitwww.findaproadvisor.com/gotolearnmoreandtofindaCertifiedQuickBooksProAdvisornearyou.

accountants(seeProfessionalAdvisors)ProfessionalAdvisors,gettinghelpfromassistedsupportworkingwithaProfessionalAdvisorassistedsupportgettingQuickBooksAssistedSupportCallbacksupportQuickBooksCoach

accountants(seeProfessionalAdvisors)ProfessionalAdvisors,gettinghelpfromassistedsupportworkingwithaProfessionalAdvisorassistedsupportgettingQuickBooksAssistedSupportCallbacksupportQuickBooksCoach

Learning QuickBooks

38

QuickBooks BasicsTotakefulladvantageofQuickBooks,therearesomeimportantconceptsyouneedtounderstand.

How to work with QuickBooks listsListsareoneoftheimportantbuildingblocksthatmakeQuickBookssopowerfulandefficient.QuickBooksuseslistinformationtofilloutmostQuickBooksforms.Forexample,tocreateaninvoice,youchoosethecustomernamefromyourCustomers&Jobslist.QuickBooksautomaticallyentersthecustomerinformationontheformforyou.Thissavesyoutimeandpreventstypingerrors.Youcanalsochangetheinformationdirectlyontheformasneeded.ListsareeasytosetupinQuickBooks,butdorequirecarefulplanning.

Dependingonthetypeoflistyouwanttouse,youcangettothelistinoneoftwoways:

•QuickBooks Centers:YourCustomers&Jobs,Vendors,andEmployeeslistsareavailableintheCustomer,Vendor,andEmployeeCenter,respectively.ClicktheappropriateQuickBooksCenterbuttononthenavigationbartogotoaQuickBooksCenter.

•List windows:Otherlists,suchastheChartofAccountsandItemList,appearinseparatewindows.Toviewoneoftheselists,clicktheListsmenuandthenclickthelistyouwant.Toenterinformationintheselists,usethemenubuttonatthebottomofthelisttoadd,edit,ordeletelistitems.Themenualsoprovidesaccesstocommonfeaturesassociatedwiththelist.

Themoredetailyouenterforeachlistitem,themoreinformationQuickBookscanusetopre-populateforms,trackfinancialdata,anddisplayusefulreportsaboutyourbusiness.Anotheradvantageoflistsisthatcommontaskslikeaddinglistentries,editinglistinformation,anddeletinglistentriesareperformedthesameway.

Figure4illustrateshowQuickBooksuseslistinformationacrossmultiplewindowsandtaskstosimplifydataentryandtogiveyouacompletepictureofhowyourbusinessisdoing.

listshowtheyworkinQuickBooksQuickBookshowlistsworklistshowtheyworkinQuickBooksQuickBookshowlistswork

Learning QuickBooks

x

Customer Name Chris Baker

1,000.00Opening Balance as of 12/15/2007

Address Info

Categorizing and Defaults

Commercial

Commercial

Net 30

Type

Terms

Rep

Mail

Preffered Send Method

Additional Info

OK

Cancel

Next

Help

Customer isinactice

Go to ClientManager

Define FieldsSales Tax Information

Tax Item

Tax Code

Tax Resale Number

San Tomas

How do I determinethe opening balance?

New Customer

Payment Info

Price Level

Custom FieldsContract #

B-Day

Spouse’s Name

Job Info

x

Previous Next

BILL TO SHIP TO

TERMS

ITEM DESCRIPTION QUANTITY RATE AMOUNT Tax

DUE DATE

DATE INVOICE#

Spelling History Journal ProgressTime/Costs...

Rock Castle Invoice

Template Customize

Clear

Balance DuePayments AppliedApply CreditsTax

Tax

Let QuickBooks help you get paid online by credit card. Save & Close

Create Invoices

Invoice

Customer:Job

07/14/2004

08/13/2004Net 30

Baker, Chris415 W. Desert BloomBayshore, CA 94326

Concrete Slab Foundation slab - prep and pouring

Thank you for yourbusiness.

8 75.00

San Tomas (7.75%) 0.00

600.00

0.00600.00

Total

600.00 Non

Baker, Chris

CustomerMessage

To be printed Customer Tax Code

MemoTo be e-mailed

92

Save & New

1

2

4

2. Enter customer information in the New Customer window.

4. Pick a customer name from the list and choose to create an invoice from the New Transactions menu. The customer information is entered automatically.

5. All invoices for this customer are listed in the Transaction Details area.

6. To view a list of invoices for all your customers, use the Transactions tab.

3. The information for the new customer appears in the Customers & Jobs list.

1. Use the Customer Center to view customer data. Click New Customer & Job to add a customer to your list.

65

3

Figure �. How QuickBooks reuses list information to make your life easier

39

40

Entering list information as you work

TherearetwobasicmethodsyoucanusetoenterlistinformationinQuickBooks.Youcanenteraccount,customer,vendor,product,andserviceinformationbeforeyouentertransactionsinQuickBooks,oryoucanenterthisinformation“onthefly”asyouusetheproduct.

IfyouprefertoenterinformationasyouuseQuickBookstoperformyourdailytasks,QuickBookspromptsyoutoimmediatelysetupanyentryitdoesnotknowabout.Forexample,ifyoutrytocreateaninvoiceforacustomernamedJohnDowdenandyouhavenotenteredinformationaboutJohnDowdenintoQuickBooks,QuickBookswillpromptyou:

John Dowden is not in the Customer:Job list.

To enter the detailed information now, click Set Up (usually not required).

To automatically add John Dowden to the Customer:Job list, click Quick Add. You can entermore detailed information later.

Quick Add Set Up Cancel

Customer:Job Not Found

ClickingQuick AddcreatesanewcustomerlistentryforJohnDowdenintheCustomers & Jobslistandaddsalltheinformationyouenteraboutthecustomerontheinvoiceform(billingaddress,paymentterms,taxablestatus).

ClickingSet Uptakesyoutoanotherwindowwhereyoucanenterinformationnotcoveredbytheinvoice.Forexample,youcouldclickSet UptoenterJohnDowden’sphonenumber,faxnumber,andcreditlimit.

listsenteringinformationasyouworklistsenteringinformationasyouwork

QuickAdddescribedQuickAdddescribed

Writing checks versus paying billsInQuickBooks,youcanmanageyourbillsandpaymentsintwoways:

Write checks to pay bills now. UsetheWrite Checkswindowandassigntheamountstoappropriateexpenseaccounts.Thismethodisrecommendedwhenyoudon’treceiveabill,suchaswhenyougotothestoreandwriteacheckandthenyouneedtorecordthatexpenseinQuickBooks.YoucanalsouseWriteCheckstopayabillassoonasyoureceiveit,aslongasyoudon’tneedtotrackthebill.

Enter bills when you receive them and pay them later.UsetheEnter Billswindowtoenterbillswhenyoureceivethem.ThenusethePay Billswindowtopaybillswhentheyaredue.YoucansetupQuickBookstoremindyoutopaybillswhentheyaredue.Usingthismethod,youkeepyourmoneyinyourbusinessforaslongaspossible.Youmightstilluseachecktopaythebill,butthismethodenablesyoutotrackhowmuchmoneyyouowe.Andatanytime,youcanrunreportstoanalyzeunpaidbillsforinformationsuchaswhichvendorsyouowemoney.

Note: Do not simply write a check in the Write Checks window to pay bills that you entered in the Enter Bills window or the accounts payable registers.

Figure5illustratesthedifferencebetweenwritingchecksversusenteringandpayingbills.

paying>billsversuswritingcheckspaying>billswhathappensbehindthesceneswritingchecksversuspayingbills

paying>billsversuswritingcheckspaying>billswhathappensbehindthesceneswritingchecksversuspayingbills

What happens when I record a bill payment?Ifyoupaidby:

•Check.QuickBookspreparesonecheckforeachvendorandrecordsthechecksinthecheckregisterwithBILLPMTintheTypefield.

•Credit card.QuickBooksrecordsachargeforeachvendorinyourcreditcardregister.

•Cash.QuickBooksrecordsapaymentforeachvendorinyourcashaccountregister.

•Online banking payment.QuickBookspreparesoneonlinebankingpaymentinstructionforeachvendorandrecordsthepaymentsinthecheckregisterwithBILLPMTintheTypefield.

Ineachscenario,QuickBooksrecordsthepaymenttoeachvendorintheaccountspayableregister.TheamountyoupaidappearsinthePaymentcolumn.

Learning QuickBooks

Did You Know?

41

42

Write checks nowEnter bills now,pay when due

Receive bill from vendor

WRITE CHECKS

Your CompanyCustomer:

Amount Due

Bill Due

BILL Payment Due to Gallion Masonry

Date 07/14/2004

08/13/2004

1,550.00

P a y to the Order o f Gallion Masonry

One thousand fi v e hundred fif t y and 00/100* * * * * * * * * * * * * * * * * * * * * * * * * *

Address

Memo

N o . 302

1,550.00 $

Dollars

Date 07/14/2004

Gallion Masonry 189 Old B a yshore R d B a yshore CA 9432 6

ENTER BILLS

x

Select Bills to be P ai d

Show Bills Due on or before

Show all bills Sort Bills By Due Date

Date Due 05/31/2007

05/31/2007

K ersh a w Compu.. .

K ersh a w Compu.. .

13,000.00

6,500.00

0.00

6,500.00

6,500.00 0.00 0.00 19,500.00 T otal s

0.00

0.00

0.00

0.00

V endo r R e f . N o . Disc. Date

Discount & Credit Information for Highlighted Bill V endo r

Bill R e f . N o .

P a yment Accoun t

Clear Selections

Checking Check

P a yment Metho d

T o be printe d

P a yment Dat e

Assign check n o .

T erm s Kershaw Computer Se... Sugg. Discount

Number of Credits

T otal Credits A v ailabl e

Amt. Due Disc. Used Credits Used Amt. T o P a y

07/24/2007

07/14/2004

Pay Bills

Clear P a y & Clos e Pay & New

Ending Balance

0.00 Net 30

0.00 0

678.06

Go to Bill Set Discount Set Credits

x

Previous Next Print Find Journal



Address

Memo

Expenses $1,550.00 Items $0.00 Online P a ymen t T o be printe d

Memo Customer:Job Account Job Expenses: Job Materials 1,550.00 Ba k e r , Chri s

Amount

N o . 302

1,550.00 $

Dollars

Clear Clear Splits R ecalculat e S av e & Clos e

7,178.06

Write Checks - Checking

Bank Account Ending Balance

Date 07/14/2004

Checking

Save & New


Pay Vendor

Print checks or makean online payment

Pay Bills

Enter Bills Write Checks x

Previous Next Find History Journal

Gallion MasonryVendor

Discount Date

Terms Ref. No.

Amount Due

Bill Due

Net 30

Bill

Memo

Expenses $1,550.00 Items $0.00

Memo Customer:JobAccountJob Expenses: Job Materials 1,550.00

Amount

ClearClear Splits Recalculate Save & Close

Enter Bills

Bill Received

Date 07/14/2004

08/13/2004

1,550.00

Bill Credit

Save & New

1234 Garcia Ave.Mountain View, CA 94043

Address:

Figure 5. Writing checks versus entering and paying bills

4 | EssentialTasks

44

QuickBooks Essential Tasks

Learning how to do essential QuickBooks tasksThetabletotherightliststheessentialtasksthatmostpeopleusetoruntheircompanyinQuickBooks.Thischapterdescribeshowtoperformeachofthesetasksandoffersimportantusagetips.

Thetasksarewrittenassumingthatyouwanttosetupalltheinformationforyourbusiness(forexample,customer,vendor,andaccountinformation)beforeyoubegincreatinginvoices,receivingpayments,orpayingyourbills.

However,youmightprefertoenterinformationasyouneedit.Forexample,youmightcreateaninvoiceforanewcustomeranduseQuickAdd(describedonpage40)toenterthecustomerinformation“onthefly.”Eithermethodworksfine.Youchoosethemethodthatworksbestforyou.

commontasksoverviewQuickBookscommontasksQuickBooksworkflowoverview

commontasksoverviewQuickBookscommontasksQuickBooksworkflowoverview

45

Setting Up Your Business

Preferences:ChangingQuickBookstoworkthewayyoudo page46

Addinganaccount page48

Addingcustomers page52

Addingvendors page54

Addingitems page56

Settingupsalestax page60

Settingupyourpayroll page68

Settingupemployees page72

Money In

Creatinganestimate page74

Creatinganinvoice page76

Enteringsalesreceipts page78

Receivingapayment page80

Makingadeposit page82

Money Out

Payingbills page84

Writingchecks page86

Issuingcreditsandrefunds page88

Payingemployees page90

Managing Your Business

Usingreports page92

Additionalservicesandresources page96

Essential Tasks

46

Setting Up Your Business | Preferences

Preferences: Modify QuickBooks for the way you work

Set personal and companypreferences for each QuickBooks area.

Choose a group from the preference list to set behavior for other QuickBooks areas.

3

Click General to setgeneral QuickBooks preferences.

2

4�


Did You Know?Changing QuickBooks to work the way you doYoucanmodifyQuickBooksinmanywaystosuittheneedsofyourbusinessandyourpersonalstyleofworking.FromtheQuickBooks Preferenceswindow,youcandefinepreferencesinoveradozendifferentcategories.

Forexample,youcanconfiguregeneralpreferencessuchaswhetherornotQuickBookspromptsyoubeforeeditingordeletingatransaction,orwhichdateQuickBooksusesfornewtransactions.Or,youcanconfigureaccounting-specificpreferencessuchashowQuickBooksdisplaysaccountsandsubaccounts.

To view and set preference options:

➊ GototheEdit menuandclickPreferences.

➋ InthePreferenceswindow,changeanyofthegeneralQuickBookspreferences.ThesepreferencesdeterminehowQuickBooksbehaves.

➌ TodisplaythepreferencesforanotherareaofQuickBooks,clicktheappropriatecategoryinthelistontheleft.Forexample,tosetpreferencesforreportingfunctions,clickReports & Graphs.

➍ OntheMy Preferencestabfortheparticularfeaturearea,enterthechangesandsettingsyouwant.ThesesettingsaffectonlyyourQuickBookssessions,notthoseofotherusers.

➎ Dooneofthefollowing:

• ClickOKtoclosethePreferenceswindowandsaveyourchanges.

• Clickanotherfeatureareainthescrollboxtoenterotherpreferences.ClickYeswhenpromptedtosaveyourchanges.

➏ ClickOK.

commontaskssetting>up>QuickBookspreferencespreferences,settingupcompanypreferences,definedQuickBookspreferencescustomizingQuickBooksQuickBookscustomizing

commontaskssetting>up>QuickBookspreferencespreferences,settingupcompanypreferences,definedQuickBookspreferencescustomizingQuickBooksQuickBookscustomizingCompany preferences

Companypreferencesareglobalpreferencesthataffectallusersofthecompanyfile.OnlytheQuickBooksAdministratorcansetupormodifycompanypreferences.

My PreferencesYoucancustomizeyourworkflowbysettingpersonalQuickBookspreferences,suchasusingtheEnterkeyinsteadoftheTabkeytomovebetweenfields.

48

Setting Up Your Business | Adding an Account

Chart of Accounts

Add New Account

QuickBooks supports 16 different types of accounts.

Click here to make theaccount a subaccount of another account.

Click here to enter anopening balance for theaccount (for balance sheetaccounts).

FPO

x

Name T yp e Balance T ota l

Account Activities R eport s Include inacti v e Include inacti v e

Chart of Accounts

Checking ing Account S a ving s Cash Expenditures Barter Account Accounts R ecei v abl e T ools & Equipmen t Empl o y ee Loan s I n v entory Asse t R etainag e Undeposited Funds Land Buildings T ruck s

Bank Bank Bank Bank Accounts R ecei v abl e Other Current Asset Other Current Asset Other Current Asset Other Current Asset Other Current Asset Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Fi x ed Asse t Other Asset Accounts P a y abl e Credit Card Credit Card Credit Card Credit Card Credit Card Other Current Liabili t y Other Current Liabili t y Other Current Liabili t y Long T erm Liabili t y Long T erm Liabili t y Long T erm Liabili t y Long T erm Liabili t y Equi t y Equi t y

7,178.06 13,868.42

0.00 0.00

76,610.00 5,000.00

0.00 23,102.54 2,461.80

36,982.34 90,000.00

325,000.00 78,352.91 28,501.00 7,325.00

-121,887.78 1,041.85

50,239.38 70.00 45.00 25.00 0.00

5,071.02 0.00

3,302.06 5,353.52

19,932.65 3,911.32 3,440.83

50,162.38 403,590.82 19,000.00

New

Edit

Delete

Ma k e Account Inactive

Show Inacti v e Account s

Hie r archical Vie w

Flat View

Customi z e Columns.. .

Ctrl+N

Ctrl+E

Ctrl+D

Ctrl+U

Ctrl+P

Import from E x cel.. . Use

Find T r ansactions in.. .

Print List...

R e-sort Lis t

Click the Account button tocreate new accounts orperform tasks with existingaccounts. 2

The Chart of Accounts listshows the balance of each balance sheet account for your business.

1

Rearrange your accounts by clicking and dragging the diamond, located to the left of an account, to a new position.

Set up QuickBooks to automatically remind youwhen to enter checks foran account.

Click here to view and select additional accountsyou can create (whenavailable.

3

5

8

accountsaddingaddingaccountscommontasksadding>accounts

accountsaddingaddingaccountscommontasksadding>accounts

49


Adding an AccountWhenyousetupyourcompanyfile,QuickBookssetsupcertainaccountsforyouautomatically.However,asyourbusinessgrowsorchanges,youmightneedtoaddnewaccountstoyourchart of accountstobetterorganizeyourfinances.Or,youmightneedanaccountthatwasnotprovidedduringsetup.Forexample,youmightwanttocreateexpenseaccountstotrackofficesupplypurchasesseparatelyfromadvertisingcosts.

To add an account:

➊ GototheLists menuandclickChart of Accounts.

➋ ClicktheAccountbuttonandthenclickNew.

➌ IntheAdd New Account: Select Account Typewindow,selectthetypeofaccountyouwanttocreateandthenclickContinue.

Note: Refer to pages 50 and 51 for a description of the different types of income, expense, and balance sheet accounts.

➍ Entertheaccount’snameintheAccount Namefield.Thisnamewillappearonyourcompanyfinancialstatements.

➎ Ifyouwanttomakethisaccountasubaccountofanotheraccount,selecttheSubaccount ofcheckbox.Fromthedrop-downlist,clicktheaccountthatwillbethehigher-levelaccountforthissubaccount.

➏ (Optional)Enterashortdescription,note,bankaccountnumber,orcreditcardnumber,dependingonthetypeofaccountyouareadding.

➐ For income and expense accounts.FromtheTax-Line Mappingdrop-downlist,clicktheappropriatetaxlineor<Not tax-related>.

➑ For balance sheet accounts.Enteranopeningbalancebasedontheaccount’sbalanceasofyourQuickBooksstartdate.Generally,youshouldenteranybalancesheetbalancesasofthedaybeforeyourstartdate.Thatwayit’sallexactlycorrectattheopeningofyourstartdate.Ifyou’reputtingmoneyintotheaccountwithatransaction,donotusetheopeningbalancefield,sincethiswillcreateanadditionaltransaction.Ifyou’renotsureofthebalance,youcanleavethefieldblankandentertheinformationlater.ClickOKwhenfinished.

➒ ClickSave & Close or Save & New toaddanotheraccount.

accountsaddingcommontasksadding>accountsaccountsdefinedaddingaccountschartofaccountsdefined

accountsaddingcommontasksadding>accountsaccountsdefinedaddingaccountschartofaccountsdefined

AccountsTherearetwotypesofaccounts—balance sheet accounts,suchascheckingandsavings,andincome and expense accounts,whichareusedtogrouptransactionsforreportingpurposes.(Incomeandexpenseaccountsarethesameas“categories”inQuicken.)Refertopages50and51foradescriptionofthedifferentQuickBooksaccounts.

Chart of AccountsAcompletelistofyourbusiness’accountsandtheirbalances.Youuseachartofaccountstotrackhowmuchmoneyyourcompanyhas,howmuchmoneyitowes,howmuchmoneyiscomingin,andhowmuchisgoingout.

Did You Know?

TheIRSrecommendsopeningabusinesscheckingaccountasoneofthefirstthingsyoudowhenstartinganewbusiness.

Intuithighlyrecommendsassociatingyourincomeandexpenseaccountswiththeappropriatetaxlinesforyourtaxforms.Consultwithyouraccountantifyouneedmoreinformationaboutwhichtaxformstouseandtowhichtaxlinestomapeachaccount.

Key Terms

50

Why Use Subaccounts?Whenyouneedmoredetailaboutwhat’sgoingoninanaccount,youcandividetheaccountintooneormoresubaccounts.Subaccountsletyoutrackseveralrelatedtypesofincomeorexpensesindependentlyyetkeepthemallunderthe“umbrella”ofasingleparentaccount.Subaccountsappearindentedimmediatelybelowtheirparentaccountinyourchartofaccounts.Ifyoucreatesubaccounts,it’sbestnottopostanythingtothe“parent”accountForexample,ifyourbusinesshassubstantialadvertisingexpenses,youmightdecidetodivideyourAdvertisingexpenseaccountintoseveralsubaccounts,suchasNewspaperAds,Signs,YellowPagesListing,andDirectMailings.

What type of account should I use?TherearetwomaintypesofaccountsintheQuickBookschartofaccounts:

•Incomeandexpenseaccounts

•Balancesheetaccounts

Income and Expense Accounts

Incomeandexpenseaccountstrackthesourcesofyourincomeandthepurposeofeachexpense.Whenyourecordtransactionsinoneofyourbalancesheetaccounts,youusuallyassigntheamountofthetransactiontooneormoreincomeorexpenseaccounts.Forexample,notonlydoyourecordthatyoutookmoneyoutofyourcheckingaccount,butyoukeeptrackofwhatyouspentthemoneyon(utilitiesorofficesupplies).

Account type Purpose

IncomeCategorizesmoneyearnedfromnormalbusinessoperations,suchasproductsales,servicesales,anddiscountstocustomers.

Other incomeCategorizesmoneyyourbusinessearnsthatisunrelatedtonormalbusinessoperations,suchasdividendincome,interestincome,andinsurancereimbursements.

ExpenseCategorizesmoneyspentinthecourseofnormalbusinessoperations,suchasadvertisingandpromotion,officesupplies,insurance,legalfees,charitablecontributions,andrent.

Other expenseCategorizesmoneyyourbusinessspendsthatisunrelatedtonormalbusinessoperations,suchascorporationtaxesandpenalties,interest,andlegalsettlements

Cost of goods soldTracksthedirectcoststopurchaseorproducetheitemsthatyourbusinesssells,suchascostofmaterials,costoflabor,subcontractors,andshipping.

Note: QuickBooks does not display balances for income and expense accounts in the Chart of Accounts. To see these balances, go to the Reports menu, click Report Center, and then click the Company & Financial category. You can also select the income or expense account in the chart of accounts and click QuickReport.

accountsbalancesheetaccountsdecidingwhichtypetousebalancesheetaccounts,described

accountsbalancesheetaccountsdecidingwhichtypetousebalancesheetaccounts,described

expenseaccountsdescribedexpenseaccountsdisplayingbalancesforincomeaccountsdescribedincomeaccountsdisplayingbalancesforundepositedfundsaccount,defined

expenseaccountsdescribedexpenseaccountsdisplayingbalancesforincomeaccountsdescribedincomeaccountsdisplayingbalancesforundepositedfundsaccount,defined

accountsincomeandexpenseaccountsundepositedfundsaccountsincomeandexpenseaccountsundepositedfunds


Balance Sheet Accounts

QuickBooksprovides10typesofbalancesheetaccountstochoosefromasyoucreateandaddtoyourChartofAccounts.Usethetypeofaccountthatbestdescribesthetypeofdatayouaretracking.

Account type Purpose

Bank

Tracksmoneyyouhaveinyourcashaccounts.Createoneforeachcashaccount,suchaspettycash,checking,savings,andmoneymarket.(Whenyoucreateanewbankaccount,leavetheopeningbalanceatzero.Itsopeningbalancewillbecreatedautomaticallywhenyoutransferfundsfromanotheraccount.)

Accounts receivable (A/R)

Tracksmoneyyourcustomersoweyouonunpaidinvoices.MostbusinessesrequireonlytheA/RaccountthatQuickBooksautomaticallycreatesafteryoucreateyourfirstinvoice.

Other current assetTracksthevalueofthingsthatyoucanconverttocashoruseupwithinoneyear,suchasprepaidexpenses,employeecashadvances,inventory,andloansfromyourbusiness.

Fixed assetTracksthevalueofsignificantitems(consultyourtaxprofessionalforaminimumdollaramount)thathaveausefullifeofmorethanoneyear,suchasbuildings,land,machineryandequipment,andvehicles.

Other assetTracksthevalueofthingsthatareneitherFixedAssetsnorOtherCurrentAssets,suchasGoodwill,long-termnotesreceivable,securitydepositspaid,andland.

Accounts payable (AP)

Tracksmoneyyouowetovendorsforpurchasesmadeoncredit.MostbusinessesrequireonlytheA/PaccountthatQuickBooksautomaticallycreatesafteryoucreateyourfirstinvoice.

Credit cardTrackscreditcardpurchases,bills,andpayments.Createoneforeachcreditcardyourbusinessuses.

Other current liability

Tracksmoneyyourbusinessowesandexpectstopaywithinoneyear,suchassalestax,securitydeposits/retainersfromcustomers,andpayrolltaxes.

Long-term liabilityTracksmoneyyourbusinessowesandexpectstopaybackovermorethanoneyear,suchasmortgages,long-termloans,andnotespayable.

EquityTracksmoneyinvestedin,ormoneytakenoutof,thebusinessbyownersorshareholders.Payrollandreimbursableexpensesshouldnotbeincluded.

51

52

Setting Up Your Business | Adding Customers

Customer Center

New Customer

Click New Customer & Job to add new customers to the list.

Click a customer’s name inthe list to view the contactinformation and notes forthat customer.

View the amount of moneyeach customer owes you inthe Balance Total column.

2

x

Customer Name Andrew R ebac k

1,000.00 Opening Balance as of 12/15/2007

Address Info


Commercial

Commercial

Net 30

T yp e

T erm s

R e p

Mail

Preferred Send Method

Additional Info

OK

Cancel

Next

Help

Customer is inactice

Go to Client Manager

Define Fields Sales T ax Informatio n

T ax Ite m

T ax Cod e

T ax R esale Numbe r

San T oma s

How do I determine the opening balance?

New Customer

P a yment Inf o

Price Le v e l

Custom Fields Cont r act #

B -D a y

Spouse ’ s Nam e

Job Info 3

4

Enter the customer’s name,address, and contact information on the Address Info tab.

Use the Additional Info and Payment Info tabs to set up customer payment terms and sales tax information.

5

Click De�ne Fields to create any custom �elds that you need for your customers.

See all transactions for thiscustomer in the transactionlist, which can be sorted and�ltered.

Click to view useful reportsabout each customer.

addingcustomerscustomersaddingcommontasksadding>customers

addingcustomerscustomersaddingcommontasksadding>customers

53


Adding CustomersCustomersarethelifelineofyourbusiness.ByenteringdetailedinformationinQuickBooksaboutthepeopleandcompaniestowhomyousellyourproductsandservices,youcanpersonalizetheirbills,sendinvoiceseasily,andquicklyviewthestatusoftheiraccounts.Youcanaddnewcustomersatanytime.

Tip Typingincustomerdataforhundredsofcustomerscanbeatedioustask.IfyouuseMicrosoftOutlook,youcanimportyourexistingcustomerinformationintoQuickBooksinsteadofenteringitmanually.RefertotheQuickBooksin-productHelpforinstructionsonhowtoprepareyourcustomerdatafileforimportingintoQuickBooks.Whenyouarereadytosynchronizeyourcustomers,refertotheinstructionsonpage24.

To add a customer:

➊ ClicktheCustomer CentericonatthetopoftheQuickBookswindow.

➋ ClickNew Customer & JobandthenclickNew Customer.

➌ OntheAddress Infotab,enterallthedatathatyouhaveaboutthecustomer,includingtheirname,BilltoandShiptoaddresses,andadditionalcontactinformation.

➍ CompletetheAdditionalInfoandPaymentInfotabs,asappropriate.

➎ Ifyouwanttoaddadditionalfieldstotheform,clickDefine Fieldstocustomizetheform.

➏ ClickOKorNext(ifyouwanttoenteranothercustomer).

Tip Youcanalsoaddcustomersasyouperformyoureverydaytasks.Forexample,ifyouenterthenameofanewcustomerwhenfillingoutaninvoice,QuickBookswillpromptyoutoenterinformationaboutthiscustomer.Youcanchoosefromtwoquicksetupoptions:

• Quick Add—Addsjustthenametothelist.Youmustaddthedetailslater.

• Set Up—Enablesyoutoenteradditionalinformation(suchasaphonenumber,faxnumber,andalternatecontact)tothelistyouchoose.

addingcustomerscommontasksadding>customerscustomersaddingcustomersdefinedaddingjobsQuickAddusing>forcustomersjobs,adding

addingcustomerscommontasksadding>customerscustomersaddingcustomersdefinedaddingjobsQuickAddusing>forcustomersjobs,adding

CustomersCustomersarethepeopleorbusinessestowhomyousellyourproductsorservices—thatis,thepeoplewhopayyouforwhatyoudo.Somebusinessesmightrefertoacustomerasaclientormember.

Did You Know?

Adding jobsIfyouareperformingmorethanonejobforacustomer,youcantrackthejobsindividuallybyaddingnewjobsunderthecustomer’snameintheCustomers&Jobslist.Thatway,youcancreatereportsthatshowtheincomeandexpensesforeachjob.Toaddajob,clickNew Customer & Job andthenclickAdd Job.

Importing customersIfyouneedtoaddseveralcustomerstoyourQuickBookscompanyfile,considerusingtheImport/Exportfunctionstoentermultiplecustomersatonetime.Formoreinformation,seeQuickBooksHelpforimportinglists.

Key Term

54

Setting Up Your Business | Adding Vendors

Vendor Center

New Vendor: Additional Info

Use the Additional Info tab to enter vendor-speci�c information, including the vendor type.

Click Define Fields to create any custom �elds that you need for your vendors.

x

V endor Nam e

Opening Balance

P ang Building Supplie s

2,500.00 as of 12/15/2007

Address Info


Account N o .

T yp e

Materials

Due on receipt

10,000.00

T erm s

Credit Limit

T ax I D

V endor eligible for 109 9

Additional Info

OK

Cancel

Next

Help

V endor i s inacti v e

Define Fields

How do I determine the opening balance?

New Vendor

Custom Fields

Billing R ate Le v e l

Discount A v ailabl e

View the amount of moneyyou owe each vendor in the Balance Total column.

3

Enter the vendor’s name, address, and contact information on the Address Info tab.

5

6

Click New Vendor to addnew vendors to the list.

2

Click a vendor’s name inthe list to view the contactinformation and notes forthat vendor.

See all transactions for this vendor in the transactionlist, which can be sorted and�ltered.

Click to view usefulreports about each vendor.

addingvendorsvendorsaddingcommontasksadding>vendors

addingvendorsvendorsaddingcommontasksadding>vendors

55

Adding VendorsQuickBooksusesthevendorlisttoholdinformationaboutthepeopleandcompaniesyoubuygoodsandservicesfromtorunyourbusiness;forexample,thislistcouldincludethephonecompany,yourofficesuppliesvendor,andyourtaxboard.Youcanaddnewvendorsatanytime.

TipTypinginvendordataforhundredsofvendorscanbeatedioustask.IfyouuseMicrosoftOutlook,youcanimportyourexistingvendorinformationintoQuickBooksinsteadofenteringitmanually.RefertotheQuickBooksin-productHelpforinstructionsonhowtoprepareyourvendordatafileforimportingintoQuickBooks.Whenyouarereadytosynchronizeyourvendors,refertotheinstructionsonpage24.

To add a vendor:

➊ ClicktheVendor CentericonatthetopoftheQuickBookswindow.

➋ ClickNew Vendor.

➌ OntheAddress Infotab,enterallthedatathatyouhaveaboutthevendor,includingtheirname,address,andadditionalcontactinformation.

➍ Ifyouowethisvendormoneyasofyourcompany’sstartdate,entertheamountintheOpening Balancefield.

➎ ClicktheAdditional Infotabandcompletetheform.

➏ Ifyouwanttoaddadditionalfieldstotheform,clickDefine Fieldstocustomizetheform.

➐ ClickOKorNext(ifyouwanttoenteranothervendor).

TipYoucanalsoaddvendorsasyouperformyoureverydaytasks.Forexample,ifyouenterthenameofanewvendorwhenpayingabill,QuickBookswillpromptyoutoenterinformationaboutthisvendor.Youcanchoosefromtwoquicksetupoptions:

• Quick Add—Addsjustthenametothelist.Youmustaddthedetailslater.

• Set Up—Enablesyoutoenteradditionalinformation(suchasaphonenumber,faxnumber,andalternatecontact)tothelistyouchoose.

addingvendorscommontasksadding>vendorsvendorsaddingvendorsdefinedQuickAddusing>forvendors

addingvendorscommontasksadding>vendorsvendorsaddingvendorsdefinedQuickAddusing>forvendors


VendorsVendorsareanybusinessesorpeoplefromwhomyoubuyorrentgoodsorservicesforyourbusiness—officesupplies,phoneorcomputerservices,orproductsthatyousell.Thetaxagenciesthatyoupayarealsoyourvendors.Nearlyeveryoneyoupayotherthanemployeesarevendors.

Did You Know?

Importing vendorsIfyouneedtoaddseveralvendorstoyourQuickBookscompanyfile,considerimportingallyourvendorsatthesametime.Refertothein-productHelpforinstructionsonhowtoImportlists.

Key Term

56

Setting Up Your Business | Adding Items

x

T yp e

Service

P a vin g Labor

Use for services y ou charge for or purchase, li k e speciali z ed labo r , consulting hours, or professiona l fees.

Item Name/Number

Description

How can I set r ates b y customers or empl o y ees ?

Subitem of

R at e

Account

This service is performed b y a subcont r acto r , owne r , or partner

OK

Cancel

Next

Custom Fields

Spelling

Item is inacti v e

New Item

T ax Cod e

Item List

New Item

Subitems are indented under the parent item.

3

Choose the type of item you want to create from the Type drop-down list.

x

0.00 0.00 0.00

55.00 35.00 0.00

0.365 35.00 35.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

1,799.00 0.00 0.00 0.00

30.00 38.00 0.00

120.00 72.00 0.00

0

0 104

8 2 0

460 103 110

0 3

32 4

0

0 0 0 0 0 0 0 0 0 0 0 0

Constru... Constru... Constru... Constru... Constru... Constru... Mileage... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru... Constru...

Name Description T yp e Account On Hand Price On Sales Order

Item Activities R eport s Include inacti v e Include inacti v e

Item List

B luep r i n t change s C onc r e t e S la b F l o or P lan s F r amin g Install a tio n La b o r M ileag e R em o v a l R epair s Subs C a r p e t D r y w al l D u c t W o r k

F oundation slab - prep and pourin g Floor Plans F r aming labo r Installation labor

R em o v al labo r R epair wor k Subcont r acted service s Install carpeting Install dry w al l Heating & Air Conditioning Duct W or k

Install tile or counter

Light pine kitchen cabinet w all uni t standard interior door f r am e

standard interior b r ass hing e Standard Doorknobs Locking interior doorknobs

Exterior wood door Interior wood door complete Interior door

Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service Service I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory P ar t I n v entory A.. .

Import from E x cel.. . Use

Find in T r ansactions.. .

Print List...

R e-sort Lis t

Ctrl+N

Ctrl+E

Ctrl+D

Ctrl+U

Ctrl+P

New

Edit

Delete

Ma k e Item Inactive

Hie r archical Vie w

Flat View

Customi z e Columns.. .

Show Inacti v e Item s Show Inacti v e Item s

For inventory parts, the On Hand column shows how many of each item you have in stock.

Click the Item button to addnew items or perform activities on existing items. 2

Click the Custom Fields buttonto set up and �ll in custom �elds that you need for youritems.

Enter the amount you want to charge for the item here.

Associate the item with an account here.

Choose the appropriate taxcode here.

6

7

8

itemsaddingaddingitemscommontasksadding>items

itemsaddingaddingitemscommontasksadding>items

5�


Adding ItemsInQuickBooks,anitemisanythingthatyourcompanybuys,sells,orresellstorunyourbusiness.Itemsareyourproducts,services,andthingssuchasshippingandhandlingcharges,discounts,andsalestax.

WhenyouchooseanitemfromtheItemlist,QuickBooksfillsinadescriptionofthelineitemandcalculatesitsamountforyou.

QuickBooksprovides12differenttypesofitems,describedinthetableonpage58.Someitems,suchasserviceorinventorypartitems,helpyourecordtheservicesandproductsyourbusinesssells.Otheritems,suchasthesubtotalordiscountitem,areusedtoperformcalculationsontheamountsinasale.

To add an item:

➊ GototheListsmenuandclickItem List.

➋ ClickItematthebottomofthelistandthenclickNew.

➌ ClicktheTypedrop-downarrowandchoosethetypeofitemyouwanttocreate(seetableonpage58).

➍ Enteranitemnameasyouwantittoappearonpurchaseandsalesforms.

➎ Enterthedescriptionthatyouwanttoappearonsalesformswhenyouusethepaymentitem.

➏ IntheRatefield,entertheamountyouwanttochargefortheitemorleaveaszero,iftheratevaries.

➐ IntheAccountfield,choosetheaccountthatisassociatedwiththisitem.(Inmostcases,youwillassigntheitemtoanincomeaccount.)

➑ IntheTaxCodelist,selecttheappropriatesalestaxcodeorcreateanewone.IfyoudonotseetheTaxCodelist,youmustturnthetaxpreferenceonintheSalesTaxareaunderEdit | Preferences.

➒ ClickOKorNext(ifyouwanttoenteranotheritem).

addingitemscommontasksadding>itemsitemsaddingitemsdefined

addingitemscommontasksadding>itemsitemsaddingitemsdefined

ItemsAnitemisanythingthatmightappearasalineitemonaninvoice,includingsubtotals,discounts,andsalestax,aswellastheproductsand/orservicesthatyousell.Youenteritemsonyourinvoicesandsalesreceipts.Forexample,awritingconsultantmightsetuponeitemforeditingserviceswithanhourlyrate,andanotheritemforwritingserviceswithadifferenthourlyrate.Onaninvoice,theitemswouldbeenteredwiththenumberofhoursworkedasthequantity.

Whileprovidingaquickmeansofdataentry,itemsalsohandlethebehind-the-scenesaccounting.Whenyoucreateanitemyoulinkittoanaccount.Whentheitemisusedonaformitpostsanentrytothataccountandanothertotheappropriateaccountsreceivable,accountspayable,checking,orotheraccount.

Key Term

58

Which Item Type Should I Choose?QuickBooksprovides12differenttypesofitemstohelpyoufilloutsalesandpurchaseformsquickly.

Item Type Purpose

ServiceUseforservicesyoueitherchargefororpurchase,likespecializedlabor,consultinghours,andprofessionalfees.

Inventory part Useforgoodsyoupurchase,trackasinventory,andresell.

Inventory assembly (Premier only)

Useforassembledgoodsyoubuildorpurchase,trackasinventory,andresell.

Non-inventory partUseforgoodsyoubuybutdon’ttrack,likeofficesuppliesormaterialsyoubuyforaspecificjobthatyouchargebacktoyourcustomer.

Fixed asset

Useforanassetyoudonotexpecttoconverttocashduringoneyearofnormaloperations.Afixedassetisusuallysomethingthatisnecessaryfortheoperationofyourbusiness—likeatruck,cashregister,orcomputer.

Other chargeUseformiscellaneouslabor,material,orpartcharges,suchasdeliverycharges,setupfees,andservicecharges.

SubtotalUsetototalallitemsaboveitonaform,uptothelastsubtotal.Usefulforapplyingapercentagediscountorsurchargetoseveralitems.

Group Usetoquicklyenteragroupofindividualitemsonaninvoice.

Discount

Usetosubtractapercentageorfixedamountfromatotalorsubtotal.Donotusethisitemtypeforanearlypaymentdiscount;foranearlypaymentdiscount,usetheSet DiscountfeatureintheReceive Paymentswindow.

PaymentUsetorecordapartialpaymentyoureceivedatthetimeofthesale.Itreducestheamountowedonaninvoice.

Sales tax itemUsetocalculateasinglesalestaxataspecificratethatyoupaytoasingletaxagency.

Sales tax groupUsetocalculateandindividuallytracktwoormoresalestaxitemsthatapplytothesamesale.Thecustomerseesonlythetotalsalestax.

itemschoosingthetypetouseitemschoosingthetypetouse

59


Why item types are important

Althoughyoucanuseitemsasaquickmeansofenteringdata,itemsfulfillamuchmoreimportantQuickBooksrole:tohandlethebehind-the-scenesaccounting.

Whenyoucreateanitem,youlinkittoanaccount;whentheitemisusedonaform,itpostsanentrytothataccountandanotherentrytotheappropriateaccountsreceivable,accountspayable,checking,fixedasset,orotheraccount.

Whileitemsareeasytosetup,youshouldspendsometimedecidinghowtheycanbestworkforyoubeforeyoustartsettingthemupandusingthem.Useyourcurrentlistofservicesandproductsasastartingpoint.Considerhowmuchdetailyouwantonyourinvoicesorstatementsandsetupyouritemswiththatlevelofdetailinmind.Forexample,ifyouareaseamstresswhocreatesandsellshomeaccessories,youcansetupasingleitemandchargeaflatrateforacertainsizeofcouchpillow,oryoucanbreakthatpillowdownfurtherintolaborandmaterials.

Furthermore,QuickBooksprovidesmanyusefulreportsthatbreakinformationdownbythegoodsorservicesyoupurchaseandsell.Thatway,youcanquicklyfindout:

•Howmuchincomeyouritemsbringin

•Whatyouarespendingtopurchaseitems

•Howwellyouestimatethecostofitems

•Howmuchtimeyouspentoneachtypeofjoboritem

itemsitemtypesitemsitemtypes

60

Setting Up Your Business | Setting up Sales TaxDependingonwhereyoudobusiness,youmightberequiredtocollectsalestaxfortheproductsorservicesyousell.Ifyoucollectsalestax,youmustpayittoataxagencyonaregularschedule.QuickBookshelpsautomateyoursalestaxtrackingsoyoucankeepaccuraterecordsaboutthesalestaxyoucollectandpay.

Important: You must follow the rules and regulations for collecting and paying sales tax in your tax district (city, county, state).

Understanding how sales tax worksQuickBooksusessales tax codestotrackthetaxableornon-taxablestatusofboththeitemsyousell(productsandservices)andyourcustomers.Ifyourtaxagencyrequiresyoutoreportthereasonswhyparticularsalesaretaxableornon-taxable,thesalestaxcodesthatyouassigntoyouritemsandcustomersenableyoutorunreportsthatprovidethisinformationforyoursalestaxreturn.

QuickBooksusessales tax itemstocalculateandaddsalestaxchargeswhenyoumakeataxablesale.Whenyousetupasalestaxitem,youassignasales tax ratetoitandassociateitwiththetax agencytowhichyoupaythesalestax.AllofthesalestaxitemsyousetupareinyourItemlist.Onceyou’vesetupsalestax,QuickBooksautomaticallyappliestheappropriatesalestaxratetothesaleofyourtaxableitems.

Before you start setting up sales taxTosetupsalestaxinQuickBooks,youneedtoknowthefollowingsalestaxrequirementsforthelocationswhereyousellyourproductsandservices:

•Sales tax ratesforeachtaxdistrict(acity,county,orstatethathasasalestax)inwhichyousell.Youmayhavemultiplesalestaxratesthatyouneedtocharge,forexample,salestaxforbothacountyandastate.

•Tax agenciestowhichyoupaythecollectedsalestaxforeachofthosedistricttaxes.

TipYoucanfindyoursalestaxrequirements(rates,paymentschedules,etc.)onlineatyourstatesalestaxWebsite.WehaveprovidedaccesstotheseWebsitesfromthein-productHelp.GototheHelpmenuandclickQuickBooks Help.IntheSearchfield,enterFinding the sales tax rates and requirements for your business.Selectthattopicandthenclickthelinkforyourstate.

sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxdescribed

sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxdescribed

61


Term How it relates to sales tax setup

Sales tax rate

Thepercentagechargedforsalestaxbythetaxdistrict.Foreachdifferentdistrict/ratecombination,youneedtosetupanewsalestaxitem.Forexample,youmightsellinthreecountiesthatallchargethesamesalestaxrate,butyouneedaseparatesalestaxitemforeachcounty,eventhoughthesalestaxrateisthesame.Thisenablesyoutotracktheamountsofsalestaxyoucollectforeachtaxdistrict.

Sales tax item

AQuickBooksitemthatisusedtocalculatetheappropriatesalestaxforasale.Asalestaxitemincludesasalestaxrateandataxagency.Whenyouselltaxableitems,youchargetheappropriatesalestaxratebyassigningasalestaxitemtoeachsale.

Sales tax group item

AQuickBooksitemthatgroupsmultiplesalestaxitemssoyoucanchargeonlyonerateonyoursales.Forexample,thelocationwhereyousellmightrequireyoutochargebothacountyandastatesalestax.However,customersareusedtoseeingonesalestaxrateonsales.Youwouldsetupasalestaxgroupitemthatcombinesthosetwosalestaxrates,say1%forthecountyand7%forthestate,tocreateasingle,salestaxgroupitemwitharateof8%.Youwouldapplythissalestaxgroupitemtoyourtaxablesalesforthatcounty.

Sales tax code

TheidentifierthatQuickBooksusestotrackthetaxableandnon-taxablestatusofboththeproductsandservicesyousell,andthecustomerstowhomyouselltheseitems.Forexample,acustomerthatisanon-profitorganizationmighthaveanon-taxablestatus.Youwouldnotchargesalestaxforanythingyouselltothisparticularcustomer.

Tax districtAtown,city,county,orstatethatchargessalestax.Ataxdistrictmightalsoincludeamunicipalorspecialjurisdiction,suchasaMassTransittaxoraparishinLouisiana.

Tax agency

Thegovernmentofficethatdeterminestherequirementsforsalestaxcollectionorpayment.Youmightneedtopayyourcollectedsalestaxtooneormoretaxagencies,dependingontherequirementsforthelocations(taxdistricts)whereyoudobusiness.Taxagenciesaresetupasvendors,becauseyoumakepaymentstothem.Ataxagencyissometimescalledataxauthority.

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Preferences: Set sales tax preferences

Verify that you have sales taxturned on.

Choose when you owe salestax to your tax agency.

5

Choose when you pay salestax to your tax agency. 6

4

Choose the sales tax item you want to use as the preset sales tax rate on all your sales forms (invoices, salesreceipts, etc.).

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Did You Know?Setting up sales taxSettingupsalestaxisamulti-stepprocess,dividedintothreemainparts:

•Part1:Salestaxpaymentschedule

•Part2:Salestaxcodestotracktaxablestatusofitemsandcustomers

•Part3:Salestaxitems,rates,andtaxagencies

Part 1: Sales tax payment schedule

Inthisprocedure,you’llturnonsalestaxandthensetupinformationaboutwhenyouneedtopayyourtaxagency.

To set up your sales tax payment schedule:


➋ ClickSales Taxinthelistontheleft.

➌ ClicktheCompany Preferencestab.

➍ ForthequestionDo You Charge Sales Tax?,clickYes.

➎ Selectwhenyouowesalestaxtothetaxagency,asspecifiedbyyourtaxagency.

• SelectAs of invoice dateifyourtaxagencystipulatesthatyouowesalestaxfromthemomentyouwriteaninvoiceormakeasale.

• SelectUpon receipt of paymentifyourtaxagencystipulatesthatyouowesalestaxwhenyoureceivethepaymentfromacustomer.

Note: This preference overrides the accounting basis you’ve set for your company and for your report preferences (i.e., if your report preference is set to “cash” but you select “accrual” here, your sales tax reports will be accrual-based).

➏ Selecthowoftenyoupaysalestaxtothetaxagency,asspecifiedbyyourtaxagency.Ifyoudon’tknowwhichtimeperiodtochoose,checkyoursalestaxlicense.Itshouldindicatethepaymentschedulethatyouneedtouse.

Tip Ifyoucollectsalestaxformultipletaxagenciesthatrequirepaymentatdifferentintervals,usethepaymentintervalyouusemostfrequently.Whenyourunyoursalestaxreportsandmakeyourpayments,you’llbeabletoseewhichamountsaredueonwhichdates.

sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxcollectingformultipleagenciessales>taxcodes

sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxcollectingformultipleagenciessales>taxcodes

New Manage Sales Tax windowQuickBooks2008includesanewManage Sales Taxwindowtohelpyoucompleteallofyourcommonsalestaxtasks,likesettingsalestaxpreferences,preparingstatesalestaxforms,andpayingsalestax.GototheVendorsmenu,clickSales Tax,andthenclickManage Sales Taxtoopenthiswindow.

Setting the time interval for paying your sales tax affects reports and reminders.Thetimeintervalyouselecttopayyoursalestaxisreflectedintheperiodoftimecoveredbyyoursalestaxreportsandsetsreminderstopayyoursalestaxes.

Forexample,ifyouselectMonthly,QuickBooksusesthepreviousmonthasthebasisforyoursalestaxreports.Whenit’stimetopayyoursalestaxusingthePaySalesTaxfeature,QuickBooksremindsyoutomakethepayment.

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Preferences: Set up sales tax codes

Add sales tax codes by clickingthe drop-down list for the typeof sales tax code you want to set up and click <Add New>.

1

Enter the sales tax code and ashort description.

2

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Part 2: Sales tax codes to track taxable status of items and customers

Nowyou’llsetupthesalestaxcodesthatyou’llusetotrackthetaxableandnon-taxablesalesstatusofyouritemsandcustomers.Later,you’llassignthesesalestaxcodestoyourcustomersandtheitemsyousell.

QuickBookscreatestwosalestaxcodesforyou:

•Thetaxablecode(TAX)isassignedtoitemsandcustomersthataretaxed.

•Thenon-taxablecode(NON)isassignedtoitemsandcustomersthatarenottaxed,suchasnon-profitorganizationsoritemsthatthecustomerplanstoresell.

Dependingonyourtaxagencyrequirements,thesetwopresetsalestaxcodesmightbeallyou’llneed.Youwon’tneedtosetupanyadditionalcodesorchangethispreference.

Ifyourtaxagencyrequiresyoutospecifyadditionalsalestaxcodestotracktaxableandnon-taxablesales,suchasspecifictrackingforout-of-statesales,youcansetthemupnow.(Youcanalsosetthemuplaterwhenyouneedtousethem.)

To set up additional sales tax codes:

➊ Clickthedrop-downlistforthetypeofsalestaxcodeyouwanttosetup(TaxableorNon-taxable)andclick<Add New>.

➋ IntheNew Sales Tax Codewindow,enterasalestaxcodeyouwanttouseandadescriptionforit.

Eachsalestaxcodeyouaddmustbeunique.Forexample,youmightwanttosetupanon-taxablesalescodeforlaborcosts.YoumightenterLBRasthesalestaxcodeand“Labor,non-taxable”asthedescription.Manybusinessesalsouseanon-taxableout-of-statesalestaxcode(OOS).

➌ ClickOK.

➍ Repeatsteps1through3foreachsalestaxcodeyouwanttoadd.

Part 3: Sales tax items, rates, and tax agencies

Youneedtosetupasalestaxitemforeachtaxdistrict(city,county,state)inwhichyousell.Asalestaxitemincludesthesalestaxrateyouneedtochargeforthattaxdistrictandthetaxagencytowhichyouremitthesalestaxyoucollect.Evenifyousellinthreedifferentcountiesthatallhavethesamesalestaxrate,youneedtosetupaseparatesalestaxitemforeachcounty/ratecombinationsothatyoucanproperlytrackyoursalestaxcollectionandpayments.

To set up your sales tax items, rates, and tax agencies:

➊ ClickAdd sales tax item.

➋ IntheNew Itemwindow,clicktheTypedrop-downarrowandthenclickSales Tax Item.

➌ Enterthesalestaxname.(UseanamethatdescribesthelocationfortheTax,suchasSan Mateo County.ThisnamewillappearasoneofthechoicesintheTaxfieldonyoursalesforms.)

sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxagencies

sales>taxsettingupcommontaskssetting>up>salestaxsettingupsalestaxsales>taxagencies

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➍ Enteradescriptionforthewaythissalestaxitemwillappearasalineitemonyoursalesforms(forexample,San Mateo County sales tax).Youcan’tedititontheformsthemselves.Usersfrequentlyusethenameofthesalestaxitemasthedescription.

➎ Enterthesalestaxrate(asapercentage)youchargewhenasaleistaxable.Forexample,yoursalestaxrateforSanMateoCountymightbe1.25%(or1.25centsperdollarpurchased).

➏ IntheTaxAgencydrop-downlist,click<Add New>toopentheNew Vendorwindow,whereyou’llsetupthetaxagency(avendor)towhichyoupaythissalestax.

➐ Enteravendornameandcontactinformation.Forexample,inCalifornia,salestaxispaidtotheBoardofEqualization.

➑ ClickOKtoclosetheNew Vendorwindow.

➒ ClickOKtoclosetheNew Itemwindow.

❿ Repeatsteps1through9foreachlocal,county,orstatesalestaxitemandrateyouneedtosetup.

Important: Depending on your sales tax requirements, you might need to combine multiple sales tax items to create a sales tax group item. For example, a county sales tax rate of 1.25% and a state sales tax rate of 7.0% would combine for a sales tax group item with a sales tax rate of 8.25%. Then, you can use this single sales tax rate on your sales forms.

⓫Whenyou’refinishedsettingupallyoursalestaxitems,chooseyourMost common sales tax,whichistheoneyouchargemostoften.Remember,themostcommonsalestaxthatyouchargeyourcustomersmightbeasalestaxgroupitem.

⓬IntheSales Tax preferenceswindow,decidewhetherornotyouwanttomarkyourtaxableitemswhenyoursalesformsareprinted.Ifnot,clearthischeckbox.

⓭ClickOKtoapplyyoursalestaxpreferences.

⓮ Ifyou’vealreadysetupyouritemsandcustomers,you’llbepromptedtoassignataxablesalestaxcodetoallofthem.ClickOKifmostofyouritemsandcustomersaretaxable.Ifnot,clearthecheckboxesandclickOK.

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Did You Know?Entering an opening balance for sales tax liability (what you owe)YouneedtoenteranopeningbalanceforyourSalesTaxLiabilityaccount(whatyouoweasofyourQuickBooksstartdate).Afteryourstartdate,yoursalestaxisincludedonyoursalesformsandenteredintothisaccount.

CautionDonotusethisprocedureifyouenteredhistoricalinvoicesorsalesreceiptsdatedbeforeyourQuickBooksstartdate.Yoursalestaxwillalreadybeincludedonthemandpostedtothisaccount.Youcanalsoskipthisprocedureifyouenteredanopeningbalanceforeachtaxagencyasyousetitup.

To enter your sales tax liability for a tax agency:

➊ GototheListsmenuandclickChart of Accounts.

➋ Double-clicktheSales Tax Payableaccount.

➌ Intheregister,findablanktransactionandfillinthedetailsforthetaxagencyowed:

• IntheDatefield,enteryourQuickBooksstartdate.

• IntheVendorfield,enterthetaxagency.

• IntheBilledfield,entertheamountyouowedasofyourstartdate.

• FromtheAccountdrop-downlist,chooseOpening Bal Equity.

➍ ClickRecord.

➎ Repeatsteps3and4foreachtaxagencytowhichyouowedsalestaxasofyourQuickBooksstartdate.

sales>taxsettingupsettingupsalestaxcommontaskssetting>up>salestaxsales>taxliabilityaccount

sales>taxsettingupsettingupsalestaxcommontaskssetting>up>salestaxsales>taxliabilityaccount

Sales tax group itemsInmanystateswhereyouchargeastatesalestaxrate,youalsoneedtochargeforacityorcountysalestaxalongwithit.However,yourcustomersareusedtojustseeingonesalestaxitemontheirinvoicesorsalesreceipts.Youcanresolvethisissuebycreatingsalestaxgroupitems.Onceyou’vesetupallofyoursalestaxitemsforyourcity,county,andstatesalestaxrates,you’llbereadytocombinetheratestocreateasalestaxgroupitem.

Refertothein-productHelpforinformationonsettingupasalestaxgroupitem.

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Setting Up Your Business | Setting up your Payroll

Click Company Setup to enterinformation about the types ofcompensation and benefitsyou provide.

Click Employee Setup to enteremployee personal, pay, and tax withholding information.

Click Taxes to enter employer-specific tax rates and anylocal taxes.

Click Payroll History to enter year-to-date payroll history.

Payroll Setup


Setting up your PayrollAsanemployer,youhavespecificpayrollresponsibilitiesthatarerequiredbygovernmentagencies.Theseagenciescanbefederal,state,orlocal.Someoftheseresponsibilitiesinclude,butarenotlimitedto,withholdingamountsfromyouremployees’compensationtocoverincometax,socialsecurity,Medicare,andotherpayments.

Choosing a payroll service

TouseQuickBookstomanageyourpayroll,youfirstneedtosubscribetoaQuickBookspayrollservice.QuickBooks’flexibleoptionsensurethatyougetthepayrollservicethatisrightforyou.QuickBooksalsoincludesmanualpayrollfeaturesthatdonotrequireasubscription.Refertothein-productHelpformoreinformationaboutusingmanualpayrollinQuickBooks.Consultwithataxprofessionaloraccountanttoaddressallofyourbusiness’specificneeds.

YoucanlearnaboutalloftheQuickBookspayrollofferings,includingmanualpayrollthroughtheQuickBooksPayrollWebsite.

To learn about and sign up for a Payroll Service:

➊ GototheEmployeesmenuandclickPayroll.

➋ ClickLearn About Payroll Options.

Or,ifyouarenotsurewhichpayrollserviceisrightforyou,contactoneofourpayrollexpertsat1-866-820-6382tolearnmoreandhelpyouchoose.

Note: If you choose to sign up for a payroll service, you will be prompted to complete the activation process for your service. After you complete your activation, you can set up payroll for your business as described in the next section.

Setting up payroll

QuickBooksPayrollincludesaneasy-to-usePayrollSetupwizardthatguidesyouthroughsettinguppayrollforyourbusiness.PayrollSetuphelpsyousetupyouremployees,setupcompensationandbenefitinformation,aswellasenteranyyear-to-datepayrolldata.Youwillalsobeassistedinsettingupscheduledpayrollgroupsandyourpayrollliabilitypaymentscheduletomakemanagingyourpayrolleasier.

SettingupyourPayrollPayrollchoosingapayrollserviceIntuitPayrollServicesPayrollsettingup

SettingupyourPayrollPayrollchoosingapayrollserviceIntuitPayrollServicesPayrollsettingup

Did You Know?

69

Intuit Payroll ServicesIntuitoffersavarietyofpayrollservicestomeetyourneeds.QuickBooks Standard Payrollincludestools,tables,andFederalformstohelpyourunyourpayroll,quicklyenterhoursforalargenumberofemployees,payyourpayrolltaxes,andprepareyourfederaltaxforms.

QuickBooks Enhanced Payrolladdsstatetaxforms,toolsfortrackingworkerscompensationcosts,andtoolsforeasilycalculatingbonuses.BothStandardandEnhancedPayrollenableyoutoprocesspayrollforuptothreebusinessentities(EINs).

QuickBooks Enhanced Payroll for Accountantsincludesallofthis,plusafter-the-factpayroll,client-readyreportsandtheabilitytoprocesspayrollforupto50specificbusinesses.

WithQuickBooks Assisted Payroll,Intuithandlesyourtaxpaymentandfilingsforyou.AllQuickBookspayrollservicesofferdirectdepositofemployeepaychecksforasmalladditionalfee.Formoreinformationaboutpayrollservices,gototheEmployees menu,clickPayroll,andthenclickLearn About Payroll Options.

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Beforeyoubeginsettinguppayroll,werecommendyougatheralloftheinformationinthePayrollSetupChecklistonpage71.Youcanfindthisinformationinyourownrecords,fromyouraccountantorQuickBooksProfessionalAdvisor,orfromfederaland/orstateagencies.

To set up payroll for your business:

➊ GototheEmployeesmenuandclickPayroll Setup.

➋ Followtheonscreeninstructions.

TipIfatanytimeyouneedtoleavethePayrollSetupwizardbeforecompletingallofyourpayrollsetuptasks,clicktheFinish Laterbutton.WhenyoureopenthePayrollSetupwizard,youcancontinue.Toensureaccuratepayrollcalculations,completeyoursetupbeforeusingPayroll.

PayrollSetuphasbeengroupedintothefollowingcategories:

• Company Setup–Enterinformationaboutthetypesofcompensationandbenefitsyouprovide.

• Employee Setup–Enteremployeepersonalinformation(name,hiredata,SocialSecuritynumber,etc.),payinformation(payrate,paymentsanddeductions,paidtimeoffbalances,etc.),andtaxwithholdinginformation(fromW-4andstateforms).

• Taxes–QuickBooksPayrollautomaticallysetsupyourstateandfederaltaxes.However,youmuststillenteremployer-specifictaxrates(stateunemploymentinsurance)aswellasanylocaltaxesthatmayapply.

• Payroll History–IfyouhaveissuedpaychecksduringthiscalendaryearpriortousingQuickBooksPayroll,youmustprovideyear-to-datepayrollhistorytoaccuratelygeneratetaxpaymentsandfilings.

Note: After your initial payroll setup, you might need to add new employees or edit employee payroll information. You do not need to use the Payroll Setup wizard for these quick tasks. Instead, follow the instructions for adding and editing employee information listed on page 73.

PayrollsettingupPayrollsettingup

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Payroll Setup Checklist

Item Examples

Company Information

• Payperiodfrequencyorfrequencies(i.e.,weekly,everyotherweek,twiceamonth,monthly,quarterly)

• DateyoustartedorwillstartusingpayrollinQuickBooks

Compensation, Benefits, and Miscellaneous Additions and Deductions

• Compensationyougiveemployeesandofficers:hourlywages,salaries,commissions,etc.

• Insurancebenefitsoffered,suchashealth,dental,vision• Retirementbenefitsoffered,suchas401(k)• Additionaldeductionsfromnetpaythatyouwithhold,suchasunion

dues,repaymentsofemployeeadvancesorloans,andlifeinsurance• Additionsyouaddtoapaycheck,suchasbonuses,travel

reimbursements,employeeadvances,orloansandtips

Tax Information

• Stateorstatesforwhichyoufilepayrolltaxes• YourstateemployertaxIDnumberornumbersandFederalEIN• Stateunemploymenttax(SUI)rate(s)foremployerand/oremployee• Statedisability(SDI)taxrateorrates• Otherstatetaxratesforyourcompany(ifapplicable)• Localincometaxesthatyouwithholdorpayonbehalfofyour

employees(ifapplicable)• WhetheryouqualifyfortheFederalUnemploymentTax(FUTA)credit

Employees

• Employeenames,addressesandSocialSecuritynumbersfromyouremployees’SocialSecuritycardsorW-4s

• Employeewithholdingsorallowances,whichcanalsobefoundontheW-4form

• Currentemployeewages/salaries,additions,deductions,andcompanycontributions

• Sickandvacationtimepoliciesandhoursaccrued

Year-to-Date History

• Quarterlyandpayperiodsummariesofemployeepayrollamountsfromthebeginningofthiscalendaryeartothebeginningofthecurrentquarter

• Paycheckinformationfromthebeginningofthecurrentquartertotoday

Note:Youneedtoenteryear-to-dateamountsonlyifyoustartusingQuickBooksPayrollafterJanuary1ofthecalendaryear.

Liability Payment Information

• Quarterlyandpayperiodsummariesofpayrollliabilitypaymentsfromthebeginningofthisyeartoyourstartdate

• Copiesofpayrollliabilitychecksfromthefirstdayofthecurrentquarteruntiltoday

Direct Deposit Information

• (Optional)ForeachemployeeyouwanttopayusingDirectDeposit,youneedbankaccountandroutingnumbers.You’llgetthisinformationfromyouremployeeswhenyouaskthemtofilloutaDirectDepositform.

PayrollsetupchecklistPayrollsetupchecklist

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Setting Up Your Business | Setting up Employees

x

Information for: Douglas Begle

Doug Begle

123-45-6789

Male

12/06/1984

Address and Contact Additional Info

Legal Name

First Name M.I.

Last Name

Print on Checks as

M r ./Ms./.. . M r .

Douglas

Begle

S S N o .

Gender

Date of Birth

Personal

Change tabs:

OK

Cancel

Next

Help

Empl o y ee i s inacti v e

New Employee

P ersonal Inf o

New Employee: Personal Tab

Edit Employee: Payroll Info

Enter the employee’s personalinformation, including theirSocial Security number andthe name to be printed ontheir paychecks.

Enter the employee’s addressand contact information in theAddress and Contact tab.

If you are using the DirectDeposit service of QuickBooksPayroll or Assisted Payroll, clickDirect Deposit to enterthis information.

3

4

4

Enter additional payroll datalike wages, taxes, bonuses,mileage reinbursements, health insurance deductions,and 401(k) contributions in the Payroll Info tab.

Enter tax information, sicktime, and vacation time.

If you're using payroll sched-ules, click the drop-down arrow and select a payroll schedule to assign to the employee. The Pay Period �eld updates and becomes grayed out.

addingemployeesemployeesaddingcommontasksadding>employees

addingemployeesemployeesaddingcommontasksadding>employees


Setting up EmployeesToprocesspaychecksandpreparetaxdocumentsforyouremployees,youneedtoenterspecificinformationabouteachofyouremployeesinQuickBooks.

Note: If you are a QuickBooks Payroll subscriber, you will be prompted to add all of your employee information during payroll setup (described on page 69). Use the following procedure to edit employee information or to add additional employees at a later date.

RefertothePayrollSetupChecklistonpage71foralistofemployeeinformationtogather.

To set up an employee’s personal information:

➊ ClicktheEmployee CentericonatthetopoftheQuickBookswindow.

➋ ClickNew Employee.

➌ OnthePersonaltab,fillintheform.

➍ ClicktheAddress and Contacttab,fillintheform,andthenclickOK.

➎ Whenpromptedtosetuptheemployee’spayrollinformation,clickLeave As Is.

To set up an employee’s payroll information:

➊ ClicktheEmployee CentericonatthetopoftheQuickBookswindow.

➋ ClicktheEmployeestabandthendouble-clicktheemployee’sname.

➌ FromtheChangetabsdrop-downlist,clickPayroll and Compensation Info.

➍ FillinthePayroll Infoform.

➎ ClicktheTaxesbutton.

➏ ClicktheFederaltabandfillintheform,basedontheemployee’sW-4information.

➐ ClicktheStatetabandfillintheform.

➑ ClickOK.

Onceyou’vesetupyouremployees,referto“PayingEmployees”onpage91tolearnaboutpayingthem.

addingemployeescommontasksadding>employeesemployeesaddingemployeesdefinedemployeessettinguppayrollinformationpayrollsettingupforanemployee

addingemployeescommontasksadding>employeesemployeesaddingemployeesdefinedemployeessettinguppayrollinformationpayrollsettingupforanemployeeEmployees

Employeesarepeoplewhoworkforyourcompany.Employeescanworkfull-timeorpart-time.Ifyouhaveworkerswhoneeda1099(forexample,subcontractors),setthemupasvendors,notemployees.

Did You Know?

Is the company owner an employee?Generally,peopleinbusinessforthemselvesarenotemployeesofthecompany.However,ifyourcompanyisincorporated,workingcorporateofficersareconsideredemployees.CheckwithyouraccountantorpayrollprofessionaltodetermineiftheownershouldbeconsideredanemployeeandthensetuptheowneraccordinglyinQuickBooks.

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Key Term

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Money In | Creating an Estimate

Create Estimates

Choose the Estimate template you want to use, or create your own.

Choose items to add to the estimate or create new items.

5

Print and mail or e-mail estimates to your customer.

6

When you’re ready to bill the customer, click here to convert this estimate to an invoice.

4

commontaskscreating>estimatesestimatescreatingcreatingestimates

commontaskscreating>estimatesestimatescreatingcreatingestimates

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Money In

Key TermCreating an EstimateYoucanusetheestimateformtoprepareestimates,bids,quotes,orproposalsforyourcustomers.Youcanchangethetitle“Estimate”toanythingthatsuitsyourbusiness.

Fillingintheestimateissimilartocreatinganinvoice.Andwhenit’stimetobillyourcustomer,youcancreatetheinvoicedirectlyfromtheestimatebyclickingCreateInvoiceontheestimate’stoolbar.QuickBooksthencreatestheinvoice,withalltheinformationfromtheestimatefilledin.Later,youcancreatereportsthatcompareyourestimatedcostsandrevenueagainstyouractualcostsandrevenuetoseehowaccurateyourestimatesare.

To create an estimate:

➊ Ifnecessary,turnonEstimates(describedbelow),ifyoudidn’tdothisduringtheEasyStepInterview.

➋ GototheCustomersmenuandclickCreate Estimates.

➌ Enterthenameofthecustomerorjob.

➍ SelectanestimatetemplatefromtheTemplatedrop-downlist.

➎ Fillintheestimateform.

➏ ClickPrint.

❼ Savetheestimate.

To turn on the estimates feature:


➋ ClickJobs & EstimatesinthelistontheleftandthenclicktheCompany Preferencestab.

➌ ClickYestothequestion,“DoYouCreateEstimates?”

➍ TohaveQuickBookswarnyouwhenyoutrytorecordanestimatewiththesamenumberastheexistingestimate,selecttheWarn about duplicate estimates numberscheckbox.

➎ Ifyoudoprogressinvoicing:

• MakesureYesisselectedinresponsetothequestion,“DoYouDoProgressInvoicing?”

• Specifywhetheryouwantlineitemsthathavezeroamountstoprintonyourprogressinvoice

➏ClickOK.

commontaskscreating>estimatesestimatescreatingestimatesturningonandoffcreatingestimatesestimatesdefined

commontaskscreating>estimatesestimatescreatingestimatesturningonandoffcreatingestimatesestimatesdefined

EstimateAnestimateisaformyouusetoitemizetheworkyouproposetodoortheproductsyouintendtoselltoacustomer.Yourcompanymightuseadifferentterm,suchasbid,grant,orproposal.Estimatesareoptional,notmandatory,forallbusinesses.

Did You Know?

Using sales ordersInQuickBooksPremierandEnterpriseSolutionseditions,youcancreatesalesorderstohelpyoukeeptrackofitemsthatyourcustomershaveorderedbutyouhavenotyetdeliveredtothem,forexamplebecauseyoudonothavetheminstock.

Refertothein-productHelpforinstructionsandtipsonhowtousesalesorders.

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Money In | Creating an Invoice

Create Invoices

3

Choose the Invoice template you want to use or create your own.

5Choose items to add to the invoice or create new items.

6Print and mail or e-mail invoices to your customer.

Create Custom Invoices

Print your company logo on your invoice.

Choose different fonts to use for different parts of the invoice.

Click here to access moreadvanced customization options.

Control what type of information gets printed on your invoices.

commontaskscreating>invoicesinvoicescreatingcreatinginvoices

commontaskscreating>invoicesinvoicescreatingcreatinginvoices

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Money In

Key TermCreating an InvoiceWhenyourcustomersdon’tpayyouinfullatthetimeyouprovideyourserviceorproduct,orwhentheypayinadvance,youneedtotrackhowmuchtheyoweyou.Youcanuseaninvoicetohelpyoukeeptrackofwhatyourcustomersoweyou(oryour“accountsreceivable”).

Invoiceslistallthedetailsaboutthesale,includingtheservicesyou’reprovidingortheproductsyou’reselling(your“items”).Invoicesalsoshowthequantityandpriceorrateofeachitem.Ifyouneedtomakeautomaticadjustmentstoprices(forexample,discountsormarkups),invoiceswillworkforyou.

Note: If your customers pay in full at the time of purchase, do not create an invoice. Instead, create a sales receipt, described on page 79.

To create an invoice:

➊ GototheCustomersmenuandclickCreate Invoices.

➋IntheCustomer:Jobdrop-downlist,enteranameorclickthenameofthecustomerorjob.

➌ ClicktheTemplate drop-downarrowandthenclicktheinvoicetemplateyouwanttouse.

➍ ClicktheTermsdrop-downarrowandthenclickthesalestermsthatapplytothiscustomer.

➎ Inthelowerpartoftheform,entereachoftheitems(includingtheproperquantity)thatthecustomerhaspurchased.

➏ ClickPrintonthetoolbartoprinttheinvoicenow.Optionally,youcanselecttheTo be printedcheckboxtoprinttheformlaterortheTo be e-mailedcheckboxtoe-mailtheformlater.

➐ Savetheinvoice.

Tip:Youcancustomizeyourinvoices(oranyothersalesform)foryourbusiness.ClickCustomizetoopentheBasic Customizationwindow,whereyoucanaddyourcompanylogo,changefontsandcolors,andaccessmoreadvancedoptions.

commontaskscreating>invoicesinvoicescreatingcreatinginvoicesinvoicesdefined

commontaskscreating>invoicesinvoicescreatingcreatinginvoicesinvoicesdefined

InvoiceAninvoiceistheformyouusetochargecustomersfortheproductsandservicestheypurchasefromyou.

Did You Know?

YoucancreateaninvoiceletterdirectlyfromtheinvoiceformbyclickingtheLettersbuttonontheCreateInvoicestoolbar.Refertothein-productHelpformoredetailedinformationaboutthisfeature.

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Money In | Entering Sales Receipts

Sales Reciept

Choose items to add to the Sales Receipt or create new items.

4

Choose the Sales Receiptstemplate you want to use or create your own.

3

commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceipts

commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceipts

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Money In

Entering Sales ReceiptsWhenyourcustomerspayinfullatthetimetheyreceiveyourserviceorproduct,youdon’tneedtotrackhowmuchtheyoweyou.However,youmightwanttorecordthesale,calculateitssalestax,orprintareceiptforthesale.Inthesecases,youcancreateasales receipt.

Examplesofbusinessesthatcommonlyusesalesreceiptsincludebeautysalons,petgroomers,drycleaners,andrestaurants.

Note: If you need to track how much a customer owes you or you do not receive full payment at the time of the transaction, do not use a sales receipt. Instead, create an invoice, described on page 77.

To enter a sales receipt:

➊ GototheCustomersmenuandclickEnter Sales Receipts.

➋ Fillinthetoppartoftheform,includingtheCustomer:Job,Date,andPaymentMethod.

➌ ClicktheTemplate drop-downarrowandthenclickthesalesreceipttemplateyouwanttouse.

➍ Inthebottompartoftheform,selectorentertheitemspurchased.

➎ Savethetransaction.

commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceiptssales>receiptsdefined

commontaskscreating>salesreceiptssales>receiptscreatingcreatingsalesreceiptssales>receiptsdefined

Key Term

Sales ReceiptAsalesreceiptistheformyouusewhenyoumakeasaleforwhichyoureceivefullpaymentatthetimeofthesale.Salesreceiptscanincludepaymentsbycash,check,orcreditcard.

Did You Know?

Youcanalsouseasalesreceipttocreateasummaryofsalesincomeandsalestaxowed.Youcansummarizedailyorweeklysalesonasalesreceipt.

80

Money In | Receiving a Payment

x

Previous Next History Journal Get Online Pmts

Clear S a v e & Clos e

Receive Payments

Save & New

Date

R ecei v ed Fro m Customer Balance:

Date

Un - Apply P a ymen t Amount Due

Applied

Discount and Credits Applied

Discount & Credits...

07/14/2004

1,040.00

Customer Payment

2112 Check #

Ba k e r , Chri s

Check

1,040.00 Amount

Pmt. Method

Memo

Number Orig. Amt. Amt. Due P a ymen t

Find a Customer/I n v oice.. .

T otal s

12/15/2007 74 1,040.00 1,040.00

12/30/2007 77 2,000.00 2,000.00

1,040.00

3,040.00 3,040.00 1,040.00

1,040.00

1,040.00

0.00

Receive Payments

2Choose a customer from thedrop-down list.

3The checkmark next to the

invoice tells QuickBooks to apply the payment to thisinvoice.

Amounts for Selected Invoices

Money In

Receiving a Payment Whenyoureceivemoneyfromacustomer,youmustreceivethepaymentinQuickBookssoQuickBookscanrecordthetransactionandmarktheinvoiceasbeingpaid.Whenyoureceiveapayment,theaccountsreceivablerecordsareupdated,andthepaymentisreadytobedepositedintoanaccount.

To receive a payment:

➊ GototheCustomersmenuandclickReceive Payments.

➋ Fillinthetopportionoftheform,includingthecustomer’sname,thepaymentamount,paymentmethod,andthedateonwhichthepaymentwasreceived.

➌ Checkthecolumntotheleftoftheinvoicetowhichyouwanttoapplythepayment.Youmightbeaskedtodecidehowtoapplythepaymentforoneofthefollowingscenarios:

• Overpaymentcanbecomeacreditorrefund

• Underpaymentcanbeleftasisorwrittenoff

• Customerhasunusedcredittobeapplied

• Customerhasavailablediscounts

➍ Choosetheappropriateselectionandyoushouldseeyourchoicesreflectedintotalamountsforselectedinvoices.

Ifthecustomerhasadiscountoravailablecredits,youcanchoosehowtoapplythem.

➎Savethepayment.

commontasksreceivingapaymentpayments,receivingreceivingapayment

commontasksreceivingapaymentpayments,receivingreceivingapayment

Youcansetapreferencesothatpaymentsreceived:•Automaticallygoto

theundepositedfundsaccount

•Automaticallygetcalculatedandappliedasyouselectinvoicesinthelist

GototheEditmenu,clickPreferences,andthenclicktheCompany PreferencestabintheSales&Customersareatosetthispreference.

Did You Know?

81

82

Money In | Making a Deposit

x

Previous Next Print Payments Journal

Received From From Account Memo Chk No. Pmt Meth. AmountBaker, Chris Undeposited Funds 2112 Check

To get cash back from this deposit, enter the amount below. Indicate the accountwhere you want this money to go, such as your Petty Cash account.

Cash back goes to Cash back memo Cash back amount

Deposit Subtotal

Deposit Total 1,040.00

1,040.00

ClearSave & Close

1,040.00

Click Payments to select customer payments that you have received. List any other amounts to deposit below.

Make Deposits

Deposit To Date Memo Deposit07/14/2004Checking

Save & New

xPayments to Deposit

Select View

Date07/14/200404/11/200709/10/200709/23/200709/26/200710/30/200711/25/200712/14/200712/15/200712/15/2007

PMTPMTPMTPMTPMTPMTPMTPMTLIAB ADJPMT

211234025668295715564102215785986

CheckCheckCheckCheckCheckCheckCheckCheck

Cash

1,040.005,164.002,481.802,400.002,400.00

16,537.545,435.002,000.00

124.00440.00

Baker, ChrisFisher, JenniferLuke, Noelani:KitchenDunn, Eric C. W.:Utility...Johnson, Gordon:Utility...Memeo, JeanettePretell Real Estate:155...Jacobsen, Doug:KitchenGreat Statewide BankRoche, Diarmuid:Garag...

Time Type No. Payment Method Name Amount

View payment method type

Select Payments to Deposit

All types What are payment method views?

OK

Payments Subtotal0 of 10 payments selected for deposit 0.00

Cancel Help

Select All Select NoneSelect None Get Funding Status

Payments to Deposit

Make Deposits

Click Payments to see otherpayments you can deposit.

QuickBooks sorts received payments by payment method type.

2

3Indicates the account to which you want to depositthe funds.

5Record cash back from a deposit by specifying the account and amount here.

The checkmark indicates which payments to deposit.

83

Money In

Making a DepositWhenyoureceiveapaymentfromacustomer,youcaneitherdepositthepaymentintoabankaccountimmediately,oryoucanwaituntilalatertimetomakethedeposit.

To make a deposit:

➊ GototheBankingmenuandclickMake Deposits.

➋ InthePayments to Depositwindow,selectthepaymentsthatyouwanttodepositandclickOK.

➌ IntheMake Depositswindow,clicktheDeposit To drop-downarrowandthenclicktheaccounttowhichyouwanttodepositthefunds.

➍ Verifythedateandthelistofpaymentstodeposit,makingupdatesasnecessary.

➎ Ifyouwanttoreceivecashbackfromthisdeposit,fillintheCash Backfieldsatthebottomoftheform.

➏ Ifyouwanttoprintadepositslipordepositsummary,clickPrint.

➐ Savethedeposit.

Note: Just because you’ve recorded the deposit in QuickBooks doesn’t mean that you’ve actually made the deposit and that the money is available. You still need to physically deposit the money at the bank or send an online transfer.

commontasksmakingadepositdeposits,makingmakingadeposit

commontasksmakingadepositdeposits,makingmakingadeposit

84

Money Out | Paying Bills

Enter Bills

Choose or enter the name of the vendor who sent you the bill. 2

Select the payment terms here and QuickBooks willauto�ll the Bill Due date for you.

Enter the amount due here.

Assign the bill to one or moreexpense accounts.

Pay Bills

Click here to display all unpaid bills or all bills that are due before a speci�c date. 2

The checkmark indicates the bills you’ve chosen to pay.

3

Click Go to Bill to view the bill that corresponds to the selected bill.

5

3

85

Money Out

Paying BillsAsyoupurchaseequipment,supplies,products,orservicestorunyourbusiness,youwillalsoreceivebillsthatneedtobepaid.EnteringthesebillsinQuickBooksenablesyoutonotonlytrackinformationaboutyourpurchases,butalsotopaythesebills.QuickBooksremembersallofyourunpaidbills,enablingyoutoeasilychoosethebillsyouwanttopay.QuickBooksthenwritesandsavesthechecksorcreditcardchargesorsendstheonlinebankingpaymentinstructions,dependingonthepaymentmethodyouchoose.

Note: Before paying a bill, be sure you read the section “Writing checks versus paying bills” on page 41 to make sure you are using the correct payment method.

To enter a bill:

➊ GototheVendorsmenuandclickEnter Bills.

➋ IntheVendorfield,chooseorenteranewvendor.

Note: If an open purchase order exists for this vendor, you are prompted to receive against it. Click Yes to receive against one or more purchase orders; then, in the Open Purchase Orders window, click each purchase order that contains items you’ve received and are being billed for.

➌ SpecifythePayment Method,Payment Account,and Payment Date.

➍ IntheAmount Duefield,entertheamountofthebill.

➎ FillintheDate,Ref. No.,Terms,andMemofieldsasnecessary.

➏ For expenses(moneyyouspendtorunyourbusiness,suchasutilities),assignthebilltooneormoreexpenseaccountsontheExpensestab.For items(productsorservicesyourbusinessbuys),edititemsthatwereenteredfromyourpurchaseorderorenternewitemsontheItemstab.

➐ClickSave & CloseorSave & New toenterthetransaction.

To pay a bill:

➊GototheVendorsmenuandclickPay Bills.

➋ Alloutstandingbillsaredisplayed.Tolimitthenumberofbillsdisplayed,clickDue on or beforeandthenclicktheduedateforthebillsyouwanttodisplay.

➌ ClickPay Selected Billstocompletethetransaction.

bills,enteringandpayingcommontasksenteringandpayingbillsenteringabillpaying>billshowto

bills,enteringandpayingcommontasksenteringandpayingbillsenteringabillpaying>billshowto

DonotusetheWrite Checkswindowtowriteapaycheck,payyourpayrollliabilities,paysalestax,orpaybillsyou’vealreadyenteredintheEnter Billswindow.

Refertothein-productHelpformoreinformationonhowtomakethesetypesofpayments.

Paying employeesRefertopage91forinstructionsonpayingemployees.

Paying billsYoudon’tneedtousethePay Billswindowtopayyourbills.Youcanenterchecks,creditcardpayments,andcashexpendituresdirectlyintheappropriateaccountregister.However,ifyouenterbillsusingeithertheEnter BillswindowortheAccountsPayableregister,youmustusethePay Billswindowforyourbillpayment.DonotusetheWrite Checkswindowtopayabillthatyou’veenteredwitheitherofthesemethods.

Did You Know?

86

Money Out | Writing Checks

Set to OK

Cancel

Help

Select All

Select None

Bank Account

Date 12/15/2007 12/15/2007 12/15/2007

Daigle Lighting P erry Windows & Door s Sergeant Insu r anc e

640.92 6,935.75

675.00

196

P a y e e Amount

Select Checks to print, then click OK, There are 3 Checks to print for $8,251.67.

Checking First Check Number

x Select Checks to Print

x

Previous Next Print Find Journal



Address

Memo

Expenses $1,550.00 Items $0.00 Online P a ymen t T o be printe d

Memo Customer:Job Account Job Expenses: Job Materials 1,550.00 Ba k e r , Chri s

Amount

N o . 302

1,550.00 $

Dollars

Clear Clear Splits R ecalculat e S a v e & Clos e

7,178.06

Write Checks - Checking

Bank Account Ending Balance

Date 07/14/2004

Checking

Save & New


Write Checks

Select Checks to Print

4Click here to choose thechecks you want to print.

Make sure that the checks inyour printer correspond to thecheck number entered here.

Use the Expenses tab to itemize purchases you maketo run your business, such asjob materials or utility costs.

4

Indicates the account from which the funds will be taken for this check. 2

Fill out the check just like you would a paper check. 3

Use the Items tab to itemizethe products and servicesyou’ve bought with or withouta purchase order.

5

8�

Money Out

Writing ChecksYoucanwriteacheckforanykindofexpensethatyoutrackwithQuickBooksexpenseaccountsandfornon-inventorypart,service,andotherchargeitems.Ifyouareusinginventoryorpurchaseorders(Premieronly),youcanwritechecksforinventorypartitemstoo.

Note: Before writing a check, be sure you read the section “Writing checks versus paying bills” on page 41 to make sure you are using the correct payment method.

To write a check:

➊ GototheBankingmenuandclickWrite Checks.

➋ ClicktheBank Account drop-downarrowandthenclicktheaccountfromwhichyouwanttowritethecheck.

➌ Fillintheonscreencheckasyouwouldapapercheck.

➍ Itemizeyourexpenses(shippingcharges,taxes,orotherexpensesnotassociatedwithanyoneitem)ontheExpensestab.

➎ Ifyouarepurchasingitemsforyourinventory,entertheitemsontheItemstab.

➏ Savethetransaction.

To find and print a single check:

➊ Loadtheblankcheckformintotheprinter.

➋ GototheBankingmenuandclickWrite Checks.

➌ ClicktheFindbuttonandsearchforthecheckyouwanttoprint.

➍ Double-clicktoviewthecheckyouwanttoprint.

➎ ClickPrint.

➏ InthePrint Checkswindow,choosetheoptionsyouwantandclickPrint.

Note: To learn how to print multiple checks at the same time, refer to the in-product Help.

commontaskswritingcheckswritingcheckshowtochecksprintingcheckswritingprintingcheckswritingcheckshowtoYoushouldnotusethe

Write Checkswindowtowriteapaycheck,payyourpayrollliabilities,paysalestax,orpaybillsyou’vealreadyenteredintheEnter Billswindow.

Paying employeesRefertopage91forinstructionsonpayingemployees.

Did You Know?

88

Money Out | Issuing Credits or Refunds

Credit Memo

Describe the reason for the return.

5

Select the template youwant to use, or create your own.

x

Previous Next

SOLD TO SHIP TO

P.0 NO.

I T D S I PT I ON NT I T T O NT T x

D T S L NO.

S e i H i s t o r o u r Use Credit To

Custom Credit Memo

Tem te Customi e

C e r

Pro ess redit rd me t e s v i

T x

T x

S ve C ose

Create Credit Memos/Refunds

Credit Memo

Customer o

12/15/2007

er C ris15 . D esert oom

s ore C 2

Labor 5 70.00 350.00

San Tomas 7.75 0.00

350.00 Tota

Non

a er C ris

CustomerMessa e

To be rinted To be e mai ed Customer Tax Cod e Remaining Credit 350.00

92

a e e

The listed amount will be credited to your account

Memo

Job took 5 fewer hours than billed Enter the name of the returned item here.

2

Select to print and/or e-maila copy to the customer.

7

3

89

Money Out

Issuing Credits or RefundsUseacredit memotorecordacreditwhenacustomerreturnsitemsandyou’vealreadyrecordedaninvoice,customerpayment,orsalesreceipt.Youcanalsouseacreditmemoforanoverpayment.

To enter a credit memo or record a return:

➊ GototheCustomersmenuandclickCreate Credit Memos/Refunds.

➋ IntheCustomer:Jobfield,clickthecustomerandjobforwhichyouarecreatingthecreditmemoorrefundcheck.

Note: If you have created more than one job for the customer, be sure to assign the credit memo to the correct job. You can apply the credit memo only to the same job for which it was created.

➌ ClicktheTemplatedrop-downarrowandthenclickatemplate.

➍ Entertheitemsbeingreturnedinthelineitemarea.

➎Describethereasonforthecreditandenterthequalityandrate,ifapplicable.

➏ (Optional)Enteramemoforthistransaction.

Note: The memo does not print on the credit memo, but it does appear in the Accounts Receivable register and in the customer register.

➐ Indicatewhetheryouwanttoprintore-mailthecreditmemotothecustomer.(Youcanchoosetodoboth.)

➑ Savethecreditmemo.

➒ IntheAvailable Creditwindow,choosehowtousethecredit.Youcan:

• Retainasanavailablecredit

• Givearefund

• Applyittoaninvoice

Note: QuickBooks enters a negative amount in your Accounts Receivable register for the credit memo.

commontasksissuingrefundsorcreditscredits,issuingissuingcreditsandrefunds,howtocreditmemo,definedrefunds,issuing

Credit memoAdocumentthatnotifiesacustomerthatyouhavereducedthecustomer’sbalance(forexample,whenacustomercancelsasale,returnssomething,oroverpays).

Key Term

90

Money Out | Paying Employees

Enter Hours and Select Employees to Pay

Review and Create Paychecks

QuickBooks creates a paycheck for each employee marked with a checkmark.

Specify a check, date, andpay period for the paychecksyou create.

QuickBooks records the checks in this bank account.

Review paychecks and enter hours worked, sick or vacation time, commissions, or other variations from pay period to pay period by clicking the employee’s name.

2

4

3

6

Review paychecks and enter hours worked, sick or vacation time, commissions, or other variations from pay period to pay period by clicking the employee’s name.

If an employee is set up fordirect deposit, select the Direct Dep. checkbox for that employee. 9

Choose whether paychecksshould be printed from QuickBooks or written laterby hand.

10

employeespayingpaying>employees

91

Money Out

Intuit Payroll ServicesIntuitoffersavarietyofpayrollservicestomeetyourneeds.QuickBooks Standard Payrollincludestools,tables,andFederalformstohelpyourunyourpayroll,quicklyenterhoursforalargenumberofemployees,payyourpayrolltaxes,andprepareyourfederaltaxforms.

QuickBooks Enhanced Payrolladdsstatetaxforms,toolsfortrackingworkerscompensationcosts,andtoolsforeasilycalculatingbonuses.BothStandardandEnhancedPayrollenableyoutoprocesspayrollforuptothreebusinessentities(EINs).

QuickBooks Enhanced Payroll for Accountantsincludesallofthis,plusafter-the-factpayroll,client-readyreportsandtheabilitytoprocesspayrollforupto50specificbusinesses.

WithQuickBooks Assisted Payroll,Intuithandlesyourtaxpaymentandfilingsforyou.AllQuickBookspayrollservicesofferdirectdepositofemployeepaychecksforasmalladditionalfee.Formoreinformationaboutpayrollservices,gototheEmployees menuandclickAdd Payroll Service.

Did You KnowPaying EmployeesPayingemployeesisabigresponsibility.Youhavetokeeptrackofhours,salariesandwages,SocialSecuritynumbersanddependents,taxratesandforms,vacationandsicktime,bonusesandadvances,aswellascompanypaymentstogovernmentandprivatepensionplans.QuickBooksprovidesseveralfeaturesandservicestohelpyoumanageyourownpayrollquicklyandeasily.

Note: For information about your payroll options in QuickBooks, go to the Employees menu, click Payroll Service Options, and then click Learn About Payroll Options.

To print paychecks:

➊ GototheEmployeesmenu,clickPay Employees, andthenspecifyifyouwanttopayemployeesusingUnscheduledPayroll(generallyusedtopaybonusesandoff-cyclechecks)orsetupPayrollSchedules.

➋ UpdatethePay Period EndsdateandtheCheck Datevalues,asneeded.

➌ ClicktheBank Accountdrop-downarrowtochoosetheaccountthatQuickBooksusestorecordthistransaction.

➍ Selecttheemployeesyouwanttopaybyclickinginthecolumntotheleftoftheemployee’sname.

➎ ReviewthepaycheckinformationintheEnter Payroll informationwindow.

➏ Topreviewormodifyapaycheck,clicktheemployee’snametoopenthePreview Paycheckwindow.MakeanynecessarychangesandclickDone.

➐ ClickContinue.

➑ ReviewandverifythepaycheckinformationintheReview and Create Paycheckswindow.

➒ InthePaycheck Optionssection,clickwhetherthepaychecksshouldbeprintedorhandwritten.

❿ ClickCreate Paychecks.

⓫ IntheConfirmation and Next Stepswindowthatappears,clickPrint Paychecks.ClickSend Payroll to Intuit ifyou’resendingyourpayrolltoIntuitforprocessing.

92

Managing Your Business | Using Reports

x

Reports Reports

Report Center

Customers & Receivables

Customers & Receivables Find out how much money your customers owe and when it is due. Company & Financial

Sales

Jobs, T ime & Mileag e

V endors & Payable s

Purchases

Inventory

Employees & Payroll

Banking

Accountant & T axe s

Budgets & Forecasts

List

Contractor

Mfg & Wholesale

Professional Services

Retail

Memori z e d Preferences Learning

A/R Aging (what my customers owe me and what is overdue)

Customer Balance

Summary

Detail

Accounts Receivable Graph

Summary

Open Invoices

Collections

Detail

Unbilled Costs by Job

T ransaction List by Custome r

How much does each customer owe? How much of each custome r ’ s balance is overdue? More.. .

Which invocies or statement charges are due and overdue? More...

For the total amount owed by my customers, what proportion of that amount is overdue? (i.e., show me a graph of the information in the A/R aging summary report.) More...

Which invoices or statement charges haven’t been paid and when are they due? More...

Which customers are overdue, how much do they owe, and what are their phone numbers? More...

How much does each customer owe? More...

What payments and invoices make up each custome r ’ s current balance? More...

What job-related expenses haven’t been charged to customers? More...

What transactions has my company had with each c stomer? More

SAMPLEA/R Aging Detail

T yp e

Current

T otal Curren t

1 - 30

T otal 1 - 3 0 > 30

T otal > 3 0

T O T A L

Invoice

Invoice

Invoice

Date Name T erm s Due Date Balance

12/25/2000

1 1/01/200 0

08/01/2000

12/25/2000

12/01/2000

08/31/2000

488.30

488.30

Net 30

Net 30

Net 30

Cook, Brian

Pretell Estates

Pretell Estates

5.65

5.65

990.00

990.00

1,483.95

Report Center

Click More… for details about content, dates, and customization. 3

Click the thumbnail reporticon to view a sample of a report.

3

Report choices displayed inthe window are based on thecategory you choose.

2

View detailed Help topics tolearn how to use and modify reports.


Using Reports to see how your business is doingOneofQuickBooks’mostrobustfeaturesisitsabilitytogeneratedata-richreportsaboutyourbusiness.EverythingyouenterinQuickBookscanbefoundandgeneratedintoareport.

QuickBookscomeswithdozensofpreparedreportsthatyoucanrun.YoucanusetheReportCentertolearnaboutQuickBooksreportsandlocatetheonesthatcontaintheinformationyouneed.Onceyou’vefoundareport,youcanchangeitsdaterange,customizethewayitlooks,printacopyofit,exportittoMicrosoftExcel,ordisplayitonyourscreen.

To find and display the right report:

➊ ClicktheReport CentericonatthetopoftheQuickBookswindow.

➋ Clickareportcategoryfromthelistontheleft.Reportsfortheselectedcategoryaredisplayedontheright.

➌ Fromthereportlist,youcanviewathumbnailpictureofthereportbymovingyourmouseoverthethumbnailicon .Tolearnmoreaboutaspecificreport,clicktheMore...linktolearnaboutthedataandspecificwaystocustomizethereport.

➍ Whenyoufindthereportyouneed,clickitsnametoviewthereport.

TipInadditiontothepowerfulreportsavailableintheReportCenter,youcanalsousetheQuickBooksCenterstogetaquicksnapshotofhowyourbusinessisdoingandthestatusofyourrelationshipswithyourcustomers,vendors,andemployees.Forexample,fromtheCentersyoucaneasilyseeallofyourunpaidbills,alloftheinvoicesthatyourcustomershaven’tpaid,andthedetailedhistoryofeachofyourcustomersandvendors.FormoreinformationabouttheQuickBooksCenters,referto“QuickBooksCenters”onpage29orthein-productHelp.

commontasksusingreportsreportsusingReportCenter,described

Customizing a report QuickBooksprovidesmanypresetreportsthatfocusonallaspectsofyourbusinessfinances.

However,youmightwanttochangethewaythedatadisplayed,orfilterthereportforspecificinformation.TogetthemostoutoryourQuickBooksreports,youcan:

• Changethedatarangeofareport

• Changethescopeofareport

• Modifytheappearanceofareport(changingfontsorcolumnswidths)

Tolearnhowtogetthemostoutofyourreports,gototheReportCenterandthenclicktheLearninglinkinthetop-leftcornerofthewindow.

93

Did You Know

94

How to Use Reports to Find the Information You WantTheQuickBooksReportCenterdescribesalltheavailablereports.Hereare10commonquestionsthatpeopleaskandtheQuickBooksreportyoucanusetofindtheanswer.

To answer this question... Use this report

Howmuchmoneydidmycompanymakeorloseoveraspecificperiodoftime?

Profit & Loss Standard (InCompany&Financial)

Whichinvoicesorstatementchargeshaven’tbeenpaidandwhenaretheydue?

A/R Aging Detail (InCustomers&Receivables)

Howmuchdoesmycompanyoweeachvendorandareanypaymentsoverdue?

A/P Aging Detail (InVendors&Payables)

Whatisthevalueofmycompany(itsassets,liabilities,andequity),andwherecanIseethetotalbalanceforeachtypeofaccount?

Balance Sheet Summary(InCompany&Financial)

Whatistherecentactivityinallmycompany’saccounts,withbeginningandendingbalancesforeachaccount?

General Ledger(InAccountant&Taxes)

Whatarethetotalsalesforeachcustomerandjob?Sales by Customer Summary(InSales)

Whichitemsand/orservicesbringinthemost/leastincome?Sales by Item Summary(InSales)

Whataremycompany’stotalexpensesforeachvendor?

Expenses by Vendor Summary(InCompany&Financial)

WhereistheinformationIneedformyfederalincometaxforms?

Income Tax Summary Income Tax Detail(InAccountant&Taxes)

Formycompany’stotalsales,howmuchistaxable,atwhatrate,andhowmuchsalestaxiscurrentlyduetobepaid?

Sales Tax Liability(InVendors&Payables)

reportsusingtoanswercommonquestions

95


Memorizing a report for reuseWheneveryouchangethesettingsforareport(modifyit),youcanmemorizethereportwiththenewsettingsandsaveitintheMemorizedReportList.Then,whenyouwanttocreateasimilarreport,youcanclicktheMemorizedReportListtofindit.

Note: QuickBooks memorizes the report settings, not the data in the report. When you display a memorized report, it applies the settings you memorized, but displays the latest data. For example, if the report date is set for the period Last Month and you memorize the report in September but recall it in December, the recalled report will have data for November, not August.

To memorize a report:

➊ ClicktheReport Center iconatthetopoftheQuickBookswindow.

➋ Openthereportyouwanttomodifyandsave.

➌ Afteryouhavecustomizedareport,clickMemorizeatthetopofthereport.

➍ Ifyouhavechangedanexistingmemorizedreport,indicatewhetheryouwantQuickBookstoreplacetheearlierreport(underthesamename)orcreateanewmemorizedreport(underanewname).

➎ IntheMemorize Reportwindow,enteratitleforthereport.

➏ Ifyouwanttoassignthereporttoamemorizedreportgroup,chooseSaveinMemorizedReportGroupandchoosethegroupfromthedrop-downlist.(YoumustalreadyhavethegroupsetuponyourMemorizedReportList.Youcannotcreateanewgrouphere.)

➐ ClickOK.

TipWhenyoucreateareport,youcanchangethewayitlooks(reformatit).Youcanchangethefonts,changetheheaderandfooter,andresizethecolumns.Youcanalsomoveandsortthedatathatthereportcontains.Forexample,youcanaddordeletecolumns,sortbycolumns,movecolumns,changehownumbersdisplay,changehowtransactionssort,andchangethesubtotalgroupings.Formoreinformationabouthowtomodifythelookandcontentforareport,refertothein-productHelp.

reportsmemorizingmemorizingreportsreportsmodifying

96

Managing Your Business | Additional Services and Solutions

Other QuickBooks Services to help you manage your businessQuickBooksBusinessServicesenableyoutostreamlinemanagementofyourbusinessandautomateessentialbusinessactivities.QuickBooksBusinessServicesoffereasy-to-use,tightlyintegratedsolutionsthatwillenableyoutomanageyourbusinessefficientlyandwithconfidence.

IntuitBusinessServicesandsoftwareinclude:

•QuickBooksOnlineBanking

•QuickBooksBillPayService

•QuickBooksDeluxeOnlineBillingService

•QuickBooksRemoteAccess

•QuickBooksOnlineBackupService

•QuickBooksMerchantAccountService

•QuickBooksTechnicalSupportPlan

•QuickBooksChecksandSupplies

•QuickBooksShippingManager

•QuickBooksEmployeeOrganizer

•QuickBooksBasicPayroll

•QuickBooksStandardPayroll

•QuickBooksEnhancedPayroll

•QuickBooksAssistedPayrollService

•QuickBooksPointofSalesoftwareorhardware

•QuickBooksPlatinumPlusBusinessMastercard

•QuickBooksCustomerManagersoftware

•QuickBooksClientManagersoftware

•EnhancedPayrollforAccountants

Tolearnmoreaboutthesebusinesssolutions,gototheHelpmenuandclickAdd QuickBooks Services.

QuickBooksadditionalservicesQuickBooksServices,described

9�


QuickBooks Solutions MarketplaceQuickBooksSolutionsMarketplacecanhelpyourunyourbusinessmoreefficientlybyprovidingquickaccesstoinformationaboutmorethan400industry-specificsoftwaresolutionsthatworkseamlesslywithQuickBooks.

Createdbyindependentdeveloperswithfirst-handknowledgeofyourindustry,thissoftwarehelpseliminatedoubledataentry,streamlinesbusinessoperations,increasesproductivityandhelpssaveyoutime.Workingmoreefficientlyenablesyoutofocusonmoreimportantissues,likerunningandgrowingyourbusiness.

TolearnmoreaboutQuickBooksSolutionsMarketplace,gotowww.marketplace.intuit.com.

Asamplingofindustryandtask-basedsoftwaresolutionsfoundwithinQuickBooksSolutionsMarketplaceinclude:

•Construction.Improvehowyoumanageyourcontractingjobsandlearnhowyoucanearnmoremoneyfromeachjob.Solutionsareavailabletohelpsolveyourestimating,jobtrackingneedsandmore.

•Manufacturing and Wholesale.Needtoimproveyourinventorytrackingcapability?Wantbettercontroloveryourshopfloor?Findsolutionsthataddresskeytasks,includingplanningandtracking,customermanagement,andEDI.

•Professional Services.Strengthenmanagementofyourfirm,includingbettercontroloveryourclientinformationandtimetrackingcapability.

•Retail.Increasetheefficiencyofyourretailbusinessandspendmoretimewithyourcustomersthroughimprovedpointofsaletransactions,customermanagement,ande-commercesellingefforts.

•Wholesale and Distribution.Learnhowyoucanbettercontrolyourinventorytrackingcapability.Needtoimproveyourordermanagementprocess?FindsoftwarethatmeetsyourspecialneedsincludingEDI,routedeliveryautomation,andpricing.

5 | NewFeatures

100

What’s New in QuickBooks 2008Intuitlistenstothousandsofcustomersuggestionstoimprovethequalityandperformanceofoursoftware.ThischapterhighlightssomeofthenewfeaturesavailableinQuickBooks2008.Formoreinformationaboutanyofthesefeatures,refertothein-productHelp.

Note: If you would like to submit a product suggestion, go to the Help menu, click Send Feedback Online, and then click Product Suggestion.

QuickBooks Pro EditionThe2008releaseofQuickBooksProincludesthesenewfeaturesandimprovements.

QuickBooks Coach

TheQuickBooksCoachhelpsyougetupandrunningquicklyandconfidently.InadditiontoprovidingquickaccesstolearningandproductivitytoolsliketheQuickBooksLearningCenter,theQuickBooksCoachoffersanew,interactiveguidancemodesoyoucanlearnhowtouseQuickBookstomanageyourbusinesswhileyourwork.

Inguidancemode,youcanexploretheQuickBooksHomepageandgethelpfultipsaboutwhenandwhytodoeachtaskandlearnhowdifferenttasksfittogethertocreateworkflowsyouuseinyourbusiness.

new>featuresProEditionProEdition,newfeaturesQuickBooksCoach

101

Improved in-product Help and Search

QuickBooksin-productassistancehasbeenredesignedtoprovideyoubetterpoint-of-needhelpinawaythatdoesn’tgetinyourway.QuickBooksHelpisnowdockedtotherightoftheQuickBookswindowandnolongercoversupthewindowsthatyouusetodoyourwork.

ThenewHelpviewerincludesnewtoolstohelpyoubemoreproductiveandsuccessful:

•Relevant Topics list:AsyouuseQuickBooks,theRelevantTopicslistsprovidesyouwithlinkstohelptopicthatrelatetothetaskorwindowyouarecurrentlyusing.

•Search:Thein-productsearchenginehasbeenrebuilttoprovidefasterandmoreaccuratesearchresults.

•Better integration with online assistance:Helpcontentandsearchresultsincludelinks(whenappropriate)toonlineHelpresources,likeonlinesupportKnowledgeBasearticlesandCommunityforums.Ifyoucan’tfindtheansweryouneedinthein-productHelp,theseresourcesmighthavetheHelpyouneed.

Improved online banking setup

Signingupforonlinebankinghasneverbeeneasier.Withthenewonlinebankingsetupwizard,yougetstep-by-stepguidancetosetuponlineaccessforyourQuickBooksaccounts.Inmostcases,youcanbesetupinthreesteps.

Tolearnmore,searchfor“onlinebanking”inthein-productHelp.

Enhanced customer credit card protection

Therearepaymentcardindustrystandardsforallmerchantswhostore,process,ortransmitcustomercreditcarddata.Bymaintainingthesestandards,youensurethatallcreditcardinformationisprotectedandsecure.

TolearnmoreaboutCreditCardProtection,searchfor“creditcardprotection”inthein-productHelp.

Enhanced e-mail Support

QuickBooksnowsupportse-mailintegrationwithOutlook,OutlookExpress,andWindowsMail.IfyouuseOutlookorOutlookExpressasyourprimarye-mailclient,nowyoucanuseittoe-mailinvoicesandstatementstoyourcustomersdirectlyfromQuickBooks.

Getting Excel data into QuickBooks

Ifyouhaveexistingcustomer,vendor,orproductdatathatyouwanttoaddtoQuickBooks,youcanuseanewpreformattedspreadsheetandthenaddthedatafromthespreadsheetintoQuickBooks.

Foreachentryinthespreadsheet,QuickBookscreatesnewrecordsforyourdatasoyoucangetstartedbillingyourcustomers—noneedtoenteryourrecordsoneatatime.

Tolearnmore,searchfor“importspreadsheet”inthein-productHelp.

ImprovedhelpandsearchImprovedonlinebankingsetupEnhancedcreditcardprotectionEnhancede-mailsupport

New Features

102

QuickBooks Premier EditionQuickBooksPremierhelpsyoumanageyourfinancesmosteffectively,withcomprehensivetoolstohelpachievebetterresultsandmeetspecializedormorecomplexneeds.QuickBooksPremierincludesallofthenewfeaturesandimprovementsinQuickBooksPro,plustheseadditionalfeatures.

Invoicing for time and expenses

Nowyoucaninvoicecustomerswithunbilledtimeandexpensesdirectlyfromasinglelist.Insteadofcreatinganinvoicefromscratch,simplyopentheTime & Expenseslistandselectthecustomer.Theoutstandingbillablesaretransferreddirectlytoaninvoice.UsingtheTime & Expenseslist,youcanquicklyviewsubtotalsofyourunbilledtimeandexpensesforeachcustomer,filterthelistbydate,sortyourresults,andselectwhichcustomerstobill.Tolearnmore,searchfor“invoicefortimeandexpenses”inthein-productHelp.

Accountant Edition featuresSeveralnewfeatureshavebeenaddedtomakeiteasierforaccountantstoworkwiththeirclients’companyfilesanddecreasetheamountoftimeneededtomakechanges.

Accountant’s Copy

TheQuickBooksAccountant’scopyhasbeenoverhauledsoaccountantswithlotsmorefunctionalitythatisvitalfortheirend-of-theperiodwork:

Improvementsinclude:

•Bank/Credit Card account reconciliation:reconcilebankorcreditcardaccountsandsendresultsbacktoyourclients.

•Account Merge:mergeaccountsontheChartofAccountslisttoimproveaccountorganization.

•Account type change:fixaccounttypesthatwereincorrectlyassignedbytheclient.

•Year-over-year support:openAccountant’sCopyfromQuickBooks2007withQuickBooksAccountant’sEdition2008withoutupgrading.ChangesmadeinQuickBooksAccountant’sEdition2008canbeimportedintotheclient’sQuickBooks2007file.

•Tax-line mapping for accounts:trackincometaxrelatedexpensesmoreeasily.

•1099 account mapping:ensuresthat1099-MISCformsissuedattheendofthetaxyearcontaincorrectinformation.

•Edit or void deposits:havemorecontroltoaddmissingtransactionsorvoidincorrectlyenteredones.

•Edit items:reclassifytransactionsattheitemlevel.

Otherproductivitytoolsinclude:

•One-clickfiletransferfromclienttoaccountant.

•Enhanceddataimportandhandlingofmergeconflicts.

Tolearnmore,searchfor“Accountant’sCopy”inthein-productHelp.

new>featuresPremierEditionnew>featuresAccountant>Editionnew>featuresIndustry-specficeditionsnew>featuresAccountant’s>CopyPremierEdition,newfeaturesAccountantEdition,newfeaturesInvoicingfortimeandexpenses

6 | FrequentlyAsked Questions

104

Frequently Asked Questions

How do I register my copy of QuickBooks?

Youcanregisteronlineorbyphone.GototheHelpmenuandclickRegister QuickBooks.

How do I purchase additional user licenses so I can add users to my QuickBooks?

YoucanadduserstoyourQuickBooksintwoways:

•YoucanpurchaseadditionalcopiesofQuickBooksinastoreor;

•Youcanbuyadditionaluserlicensesbyphoneorweb.

ToaddalicensetoyourexistingQuickBookslicensebyphoneorweb,gototheHelpmenu,clickManage My License,andthenclickBuy additional user license.Followtheonscreeninstructions.ForotherQuickBookspurchasingquestions,call1-888-2�6-88�8.

How do I download and install an update or patch?

Periodically,IntuitprovidesupdatestoQuickBooksthatyoucandownloadfromtheInternet.Theseupdatescanincludeamaintenancerelease(alsoknownasapatch),anewfeature,anewservice,ortimelyinformationthatcouldberelevanttoyourbusiness.

Todownloadanupdate,gototheHelpmenuandclickUpdate QuickBooks.Followtheonscreeninstructions.

Note: If you store your company file on a file server and also installed QuickBooks on that computer (as described on page 5), you also need to apply patches and updates to the server.

How do I move my QuickBooks file from one computer to another?

TomoveQuickBookscompanyfilesfromonecomputertoanother,werecommendthatyouuseaportablecompanyfile.TheportablecompanyfiledoesnotsimplycopythedataforyourQuickBookscompany;itcompressesthedataintoasmallerfile.

To move your company file:

➊ Createaportablecompanyfileonthesourcecomputer:

a.GototheFilemenuandclickSave Copy or Backup.b.SelectPortable Company File andthenclickNext.c.Choosethedrive(harddrive,CD,orZip®disk)whereyouwanttosavetheportable

companyfile.Youcanusethesamefilenameorenteranewname.d.ClickSave.

➋ Takethemediacontainingyourportablecompanyfiletothecomputertowhichyouwanttomoveyourcompanyfile.

➌ Opentheportablecompanyfileonthedestinationcomputer:

a.GototheFilemenuandclickOpen or Restore Company.b. Select Restore a portable fileandthenclickNext.c.Browsetoselecttheportablecompanyfileyouwanttorestore,clickOpen,andthen

clickNext.

FrequentlyAskedQuestionshow>do>I>registerQuickBooks?FrequentlyAskedQuestionshow>do>I>purchasead-ditionalcopiesofQuickBooks?FrequentlyAskedQuestionshow>do>I>downloadandinstallapatch?QuickBookspurchasingadditionalcopiesQuickBooksregisteringregisteringQuickBooks

patches,downloadingandinstallingQuickBookspatches

company>filemovingtoanothercomputerFrequentlyAskedQuestionshow>do>I>movemyQuickBooksfile?FAQs(SeeFrequentlyAskedQuestions)

105

d.Browsetoselectandchangethelocationandfilenameofthecompanyfilethatwillbecreatedandopenedfromtheportablecompanyfile.Ifyouselectanexistingcompanyfile,itwillbeoverwrittenwiththedatafromtheportablecompanyfile.

e.ClickSave.

How do I remove older or unneeded transactions from my data file?

YoucanusetheCleanUpCompanyDatautilitytoremovetransactionsthatyounolongerneedtokeepdetailedrecordsof.Youcanchoosetoremovetransactionsasofaspecificdate(forexample,alltransactionsdatedonorbefore12/31/04).Optionally,youcanchoosetoremoveunusedlistitems,suchasobsoletecustomersanditems.

Beforeremovingthetransactions,QuickBookscreatesanarchivecopyofyourcompanyfileandentersgeneraljournaltransactionsthatsummarizethetransactionsbeingremoved.

Note: Cleaning up the data in the company file does not reduce the physical size of the company file.

How often should I back up or restore my company file?

YoushouldbackupyourQuickBookscompanyfilesdaily.Backupcopiesareimportantinsurance—ifyoushouldlosedataforanyreason,youcanrestoredatafromyourbackupcopy.QuickBooksenablesyoutobackupandrestoreyourdatainanumberofways.

Toviewdetailedinformationabouteachbackupandrestoreoption,refertothein-productHelp.

To back up a company file:

➊ GototheFilemenuandclickSave Copy or Backup.

➋ Choosethebackupoptionyouwant,clickNext,andfollowtheonscreeninstructions.

To restore a company file:

➊ GototheFilemenuandclickOpen or Restore Company.

➋ Choosetherestoreoptionyouwant,clickNext,andfollowtheonscreeninstructions.

What should I do if I forget my password?

QuickBooks2004andlaterreleasessupportcase-sensitivepasswords.Ifyoubelieveyouareenteringthecorrectpassword,butarestillgettingthemessage“Thepasswordyoutypedisincorrect,”yourpasswordmightincludemixed-casedcharacters.

Try the following:

•AttempttologinbyenteringtheloginnameofAdminandthenclickOKwithouttypingapassword.

•EnteryourpasswordwithCapsLockorNumLockturnedonoroff.

•Enterpasswordvariations,usingmixedupper-andlower-casecharacters.

•Enterthepasswordwithaspacebeforeoraftertheactualpassword.

•Typethepasswordinatexteditortoconfirmthatyourkeyboardisfunctioningproperly.

FrequentlyAskedQuestionshow>do>I>removeolderorunneededtransactionsfrommydatafile?removingunneededtransactions

backingupcompanyfilescompany>filebackingupcompany>filerestoringFrequentlyAskedQuestionshow>do>I>backupmycompanyfile?FrequentlyAskedQuestionswhat>should>I>do>ifI>forgetmypassword?restoring,companyfilestaxtables,updating

FAQ

106

•Restoreapre-updatebackupofyourfilethatdoesnothavethecase-sensitivepassword.Whenyourestorethisfile,youcansetyournewadministratorpasswordattheendoftheupdateprocess.

Ifyouarestillunabletoaccessyourfile,refertothePasswordRecoveryWebsite:www.quickbooks.com/removepassword(additionalfeesmightapply).

How do I update my payroll to use the latest tax tables?

IfyouareaQuickBooksPayrollsubscriber,youhavetwooptionsforupdatingyourtaxtables.Youcan:

•GototheEmployeesmenu,clickGet Updates,andthenclickGet Payroll Updates.ClickUpdate.

•TurnontheAuto-updatepreference.Whenanewtaxtableisavailable,itwillbedownloadedautomaticallyandyouwillbepromptedtoinstall.

Payrollupdates,whichmightincludecomplianceenhancementsandupdatedpayrolltaxformsaswellasnewtaxtables,becomeavailablethroughouttheyear.Werecommendthatyouconnecttothepayrollserviceatleastevery45daystomakesureyouhavethemostcurrenttaxtableavailable.

Makesurethatyoudownloadandinstallthelatestpayrollupdatebeforeyoupayemployeesforthefirsttime.

How do I add another company’s EIN (Employee Identification Number) to an existing QuickBooks Payroll subscription?

To add an EIN for another company:

➊ GototheFilemenu,clickOpen or Restore Company,andthenchoosethecompanyfileyouwanttoadd.

➋ GototheEmployeesmenu,clickPayroll Service Activities,andthenclickUse my existing Payroll service subscription.WhenaskedifyouwanthelpsettinguppayrollinQuickBooks,clickYes.

➌ Whenaskedtoidentifyyoursubscription,followtheonscreeninstructions.

➍ ClickAdd To SubscriptionandthenclickNext.

➎ EnterandconfirmthenewEINtobeassociatedwithyourexistingsubscription.

❻ ClickDone.

Whenyoufinishtheonscreeninstructions,QuickBookswillupdateyoursubscriptioninthenewcompanyfile.Youcanrunpayrollimmediately.

Note: QuickBooks Standard and Enhanced payroll subscriptions can process payroll for up to three businesses (EINs) on the same payroll subscription. QuickBooks Enhanced Payroll for Accountants can process payroll for up to 50 EINs on the same payroll subscription.

EIN(EmployeeIdentificationNumber)add-ingtoanexistingsubscriptionFrequentlyAskedQuestionshow>do>I>updatemypayrolltaxtables?FrequentlyAskedQuestionshow>do>I>addanotherEINtomysub-scription?payrolladdinganEINnumberpayrollupdatingtaxtables

FAQ

| Index

108

Index

Numerics3-UserValuePack,installing6

AAccountantEdition,newfeatures102Accountants(seeProfessionalAdvisors)37Accounts adding48-49 balancesheet50 decidingwhichtypetouse50 defined49 incomeandexpense50 undepositedfunds50Adding accounts48-49 customers52-53 employees72-73 items56-57 jobs53 vendors54-55Administratorpassword14Antivirussoftwarecompatibility6Assetsdefined21Assistedsupport getting37 workingwithaProfessionalAdvisor37

BBackingup companyfiles107 previousaccountingsystem9Balancesheetaccounts,described50Bankaccounts,settingup23Bills,enteringandpaying85

CCallbacksupport37Centers,described29Chartofaccounts defined49 reviewing22Checks printing87 writing87ClientManager,compatibilitywithQuickBooks5Commontasks addingaccounts48-49 addingcustomers52-53 addingemployees72-73

addingitems56-57 addingvendors54-55 creatingestimates74-75 creatinginvoices76-77 creatingsalesreceipts78-79 enteringandpayingbills85 issuingrefundsorcredits89 makingadeposit83 overview44 receivingapayment81 settingupQuickBookspreferences47 settingupsalestax60,63,65,67 usingreports93 writingchecks87Companypreferences,defined47Companyfile backingup25,107 creating21 defined19 e-mailing19 movingtoanothercomputer106 restoring107 settingup19 sharing6 updating11Convertingdata fromotherapplications16 fromExcel16 fromPeachtree17 fromQuickBooks OnlineEdition18 ProforMacintosh17 fromQuicken16 fromQuickPayroll16Create customerlist22 itemslist22 vendorlist22Creating estimates74-75 invoices76-77 salesreceipts78-79Creditmemo,defined89Credits,issuing89CustomerCenter29CustomerManager,compatibilitywithQuickBooks5Customers adding52-53 defined53 importingfromotherapplications24

109

CustomizingQuickBooks47

DDedicatedserver requirements7 setup7Deposits,making83

EEasyStepInterview using19EIN(EmployeeIdentificationNumber)addingtoan

existingsubscription108EmployeeCenter,described30Employees adding72-73 defined73 paying90 settinguppayrollinformation73Enteringabill85Estimates creating74-75 defined75 turningonandoff75Expenseaccounts described50 displayingbalancesfor50

FFAQs(SeeFrequentlyAskedQuestions)106Firewall softwarecompatibility6 softwareusingonanetwork6FrequentlyAskedQuestions howdoIaddanotherEINtomysubscription?

108 howdoIbackupmycompanyfile?107 howdoIdownloadandinstallapatch?106 howdoImovemyQuickBooksfile?106 howdoIpurchaseadditionalcopiesof

QuickBooks?106 howdoIregisterQuickBooks?106 howdoIremoveolderorunneededtransactions

frommydatafile?107 howdoIupdatemypayrolltaxtables?108 whatshouldIdoifIforgetmypassword?107

GGettingStartedChecklist19-20GettingaroundQuickBooks28

HHelpresources in-productHelp33 LearningCenter36Helpsystem described33 findinghelpforcommontasks34 gettingstep-by-stepinstructions33 usingSearch34 viewingforawindow34Historicaltransactions, defined19 entering23Homepage28

IIconbar addingicons31 modifying29Incomeaccounts described50 displayingbalancesfor50Index,usinginHelp34Installation Multi-userHost8 Server8 Standard8Installing 3-UserValuePack6 QuickBooks8-9,106 reinstallpack9 troubleshooting13InternetExplorernotinstalledoncomputer15IntuitPayrollServices69Invoices creating76-77 defined77Issuingcreditsandrefunds,howto89Itemtypes59Items adding56-57 choosingthetypetouse58 defined57 importingfromotherapplications24

JJobs,adding53

KKeyboardshortcuts115-116

Index

110

LLearningCenter,described36LicenseNumber,locating13Lists enteringinformationasyouwork40 howtheyworkinQuickBooks38

MMacintosh,convertingQuickBooksProforMacintosh

data17Makingadeposit83Memorizingreports95MicrosoftExcel,integratingwithQuickBooks5MicrosoftOutlook integratingwithQuickBooks5 synchronizingwith24MicrosoftWord,integratingwithQuickBooks5Multi-user Hostinstallation,described8 installationrequirements6Multiplewindows displaying31 viewing29

NNetworkhosting requirements7 setup7Newfeatures Accountant’sCopy102 AccountantEdition102 Enhancedcreditcardprotection101 Enhancede-mailsupport101 Improvedhelpandsearch101 Improvedonlinebankingsetup101 Industry-specficeditions102 Invoicingfortimeandexpenses102 PremierEdition102 ProEdition100Numberingaccounts22

OOnlineEdition,convertingdatafrom18Openingbalance,confirming21

PPasswords importanceof13 troubleshooting14 using13Patches,downloadingandinstalling106

Payingbills howto85 versuswritingchecks41 whathappensbehindthescenes41Payingemployees90Payments,receiving81Payroll addinganEINnumber108 Center,described31 choosingapayrollservice69 settingupforanemployee73 setupchecklist71 updatingtaxtables108Peachtree,convertingdatafrom17Phonesupport32Preferences,settingup47PremierEdition,newfeatures102Printingchecks87ProEdition,newfeatures100ProductInformationwindow14ProductNumber,locating13ProfessionalAdvisors,gettinghelpfrom37

QQuickAdd described40 usingfor customers53 vendors55QuickBooks additionalservices96 AssistedSupport37 Coach37,100 commontasks44 customizing47 differentversions14 gettingaround28 gettingstartedchecklist19 howlistswork38 installation8 installing9 LearningCenter36 patches106 Payrollrequirements5 preferences47 ProforMacintosh,convertingdatafrom17 purchasingadditionalcopies106 registering15,106 reinstalling9 revertingtoearlierversions14

111

Services,described96 settingupyourcompany19 technicalsupport32 updatingexistingcompanyfile11 updatingfrompreviousversions16 userinterface28 workflowoverview44Quicken,convertingdatafrom16

RReceivingapayment81Refunds,issuing89RegisteringQuickBooks15,106RegistrationNumber,locating13Removingunneededtransactions107ReportCenter,described93Reports memorizing95 modifying95 usingtoanswercommonquestions94Requirements integration5 multi-usermode6Restoring,companyfiles107

SSalesreceipts creating78-79 defined79Salestax agencies65 codes63 collectingformultipleagencies63 described60 liabilityaccount67 settingup60,63,65,67Search, tofindanswerstoyourquestionsquickly:34 usingin-productHelp34Security,usingpasswords13Serverinstallation,described8Settingup QuickBooks,gettingstartedchecklist19 salestax60,63,65,67 yourPayroll69Settingupcompanyfiles bankaccountinformation23 completinglistinformation23 completingsetup21 described19

enteringhistoricaltransactions23 fine-tuningaccounts21Shortcuts,keyboard115Softwarepatchesandupdates,downloading16Standardinstallation described8 existingusers9 newusers9Startdate choosing21 defined20Support32,37

TTaxtables,updating107Technicalsupportcontacting32Troubleshooting installation13,15 InternetExplorer15 passwordnotworking14Undepositedfundsaccount,defined50Updateproblems,troubleshooting12

UUpdating existingcompanyfile11 QuickBooks16Userrights,MicrosoftWindows7Userinterface customizingtheIconbar29 described28 viewingmultiplewindows29

VVendorCenter,described30Vendors adding54-55 defined55 importingfromotherapplications24

WWritingchecks howto87 versuspayingbills41

Index

113

General Key

TostartQuickBookswithoutacompanyfile

Ctrl(whileopening)

Tosuppressthedesktopwindows(atOpen Companywindow)

Alt(whileopening)

DisplayproductinformationaboutyourQuickBooksversion

F2

CloseactivewindowEscorCtrl+F4

Record(whenblackborderisaroundOK,SaveandClose,SaveandNew,orRecord)

Record(always) Ctrl+

Dates Key

Nextday +(pluskey)

Previousday -(minuskey)

Today T

FirstdayoftheWeek W

LastdayoftheweeK K

FirstdayofthemontH M

LastdayoftheMonth H

FirstdayoftheYear Y

LastdayoftheyeaR R

DatecalendarAlt+ (downarrow)

Editing Key

Edittransactionselectedinregisterorlift

Ctrl+E

Deletecharactertorightofinsertionpoint

Del

Deletecharactertoleftofinsertionpoint

Backspace

Deletelinefromdetailarea Ctrl+Del

Insertlineindetailarea Ctrl+Ins

CutselectedcharactersCtrl+X

Copyselectedcharacters Ctrl+C

Pastecutorcopiedcharacters

Ctrl+V

Increasecheckorotherformnumberbyone

+(pluskey)

Decreasecheckorotherformnumberby

-(minuskey)

Undochangesmadeinfield Ctrl+Z

Help Window Key

DisplayHelpincontext F1

GotonextHelptopic Tab

GotopreviousHelptopic Shift+Tab

Displayselectedtopic

Keyboard Shortcuts keyboardshortcutsshortcuts,keyboard

114

Activity Key

Copychecktransactioninregister

Ctrl+O

Createinvoice Ctrl+I

Deletecheck,invoice,transaction,oritemfromlist

Ctrl+D

Findtransaction Ctrl+F

Gotoregisteroftransferaccount

Ctrl+G

HistoryofA/RorA/Ptransaction

Ctrl+H

Memorizetransactionorreport

Ctrl+M

Newinvoice,bill,checkorlistitemincontext

Ctrl+N

Openaccountlist Ctrl+A

OpenCustomerCenter(Customers&Joblist)

Ctrl+J

OpenHelpforactivewindow F1

Openlist(forcurrentdrop-downmenu)

Ctrl+L

Openmemorizedtransactionlist

Ctrl+T

Opensplittransactionwindowinregister

Ctrl+R

Opentransactionjournal Ctrl+Y

Pastecopiedtransactioninregister

Ctrl+V

Print Ctrl+P

QuickReportontransactionorlistitem

Ctrl+Q

QuickZoomonreport

Showlist Ctrl+S

Uselistitem Ctrl+U

Writenewcheck Ctrl+W

Moving around a window

Key

Nextfield Tab

Previousfield Shift+Tab

Beginningofcurrentfield Home

Endofcurrentfield End

Linebelowindetailareaoronreport

Downarrow( )

Lineaboveindetailareaoronreport Uparrow( )

Downonescreen PageDown

Uponescreen PageUp

Nextwordinfield Ctrl+

Previouswordinfield Ctrl+

Firstitemonlistorpreviousmonthinregister

Ctrl+PageUp

Lastitemonlistornextmonthinregister

Ctrl+PageDown

Closeactivewindow EscorCtrl+F4

keyboardshortcuts

quick books ref

Documents

clicktheemployee centericonatthetopofthe quickbookswindow

andfederal formstohelpyourun yourpayroll

intuithandlesyour taxpaymentandfilings foryou

toolsfortracking workerscompensation costs

sales tax codes

withquickbooks assisted payroll

sales tax code

sales tax liability