QBD Level1 Manual 2021

Learning Manual
©
Mastering QuickBooks Desktop Level 1 Learning Manual
Copyright
Copyright© 2021 by David J. O’Brien and/or National Real World Training, Inc. All rights
reserved. Screen shots© Intuit Inc. All rights reserved. This publication, or any part thereof,
may not be reproduced or transmitted in any form or by any means, electronic or mechanical,
including photocopying, recording, storage in an information retrieval system, or otherwise,
without the prior written permission of David J. O’Brien or National Real World Training, Inc.
Trademark Acknowledgements
Intuit, QuickBooks, QuickBooks Pro, TurboTax, ProSeries, Lacerte, and QuickZoom are
registered trademarks of Intuit Inc. Windows, Microsoft, Excel, and Outlook are registered
trademarks of Microsoft Corporation. Other brand names and product names are trademarks
or registered trademarks of their respective holders.
Disclaimer
These training materials are provided without any warranty whatsoever, including, but not
limited to, the implied warranties of merchantability or fitness for a particular purpose. All
names of persons or companies in this manual are fictitious unless otherwise noted.
Real World Training

11816 Inwood Rd. pmb 5000
Dallas, TX 75244
www.quickbookstraining.com
Day 1 Agenda
During webinars, all times listed below are in Central time.
Seminar Welcome............................................................................. 9:30
Chapter 1: Introduction to QuickBooks
Break ........................................................................................ 10 minutes
Chapter 2: Working With Lists
Chapter 3: Financial Statements
Chapter 4: Items
Lunch Break..................................................................................... 1 hour
Chapter 5: Customers & Sales-Part I
Chapter 6: Customers & Sales-Part II
Break ........................................................................................ 10 minutes
Chapter 7: Customizing Forms
Chapter 8: Finding and Saving Time
Chapter 9: Sales Tax
Class Dismissed ............................................................................... 5:00
Question & Answer Session (Optional)

Day 2 Agenda
During webinars, all times listed below are in Central time.
Seminar Welcome............................................................................. 9:30
Chapter 10: Vendors and Expenses
Chapter 11: Banking
Chapter 12: Special Topics
Break ........................................................................................ 10 minutes
Chapter 13: Setting Up Payroll
Chapter 14: Time Tracking
Lunch Break .................................................................................... 1 hour
Chapter 15: Running Payroll
Chapter 16: Security & Multi-User
Chapter 17: Working With Reports
Chapter 18: Utilities
Break ........................................................................................ 10 minutes
Chapter 19: Year-End Procedures
Chapter 20: Inventory
Class Dismissed ................................................................................. 5:20
Question & Answer Session (Optional)

Day 1-Table of Contents
Select the headers below to be taken to the content.
Chapter 1: Introduction to QuickBooks .............................................................................. 1

Introduction ............................................................................................................................. 2
Editions of QuickBooks .......................................................................................................... 3
QuickBooks Online ................................................................................................................ 3
QuickBooks Pro ...................................................................................................................... 3
QuickBooks Premier............................................................................................................... 5
QuickBooks Enterprise Solutions ......................................................................................... 6
Industry-Specific QuickBooks ............................................................................................... 7
Create Company File ........................................................................................................... 10
Complete Your Setup .......................................................................................................... 11
Moving Around in QuickBooks........................................................................................... 12
Preferences............................................................................................................................ 14
Customize Home Page ........................................................................................................ 16
Chapter 2: Work With Lists ................................................................................................. 17
List Types ............................................................................................................................... 18
List Limits ............................................................................................................................... 19
Use Lists ................................................................................................................................. 22
Sort Lists ................................................................................................................................. 25
Print Lists ................................................................................................................................ 26
Chapter 3: Financial Statements ........................................................................................ 27
Financial Statements ............................................................................................................ 28
Account Types....................................................................................................................... 31
Add Accounts/Subaccounts................................................................................................ 32
Collapse Financial Statements ............................................................................................ 35
General Journal Entries ....................................................................................................... 35
Your Financial Statements ................................................................................................... 36
Company Snapshot .............................................................................................................. 37
Insights Tab ........................................................................................................................... 38
Chapter 4: Items ................................................................................................................... 39
Understanding Items............................................................................................................ 40
Item Types ............................................................................................................................. 42
Add Items .............................................................................................................................. 43
Reports ................................................................................................................................... 45
Chapter 5: Customers & Sales-Part I ................................................................................. 47
Customers and Jobs ............................................................................................................ 48
Recording Sales .................................................................................................................... 51
Method 1-Invoice.................................................................................................................. 52
Income Tracker ..................................................................................................................... 58
Chapter 6: Customers & Sales-Part II ................................................................................ 59
Method 2-Sales Receipts ..................................................................................................... 60
Method 3-Statement Charges............................................................................................. 61
Method 4-Make Deposits .................................................................................................... 63
Method 5-Import from Other Program.............................................................................. 64
Credit Memos ....................................................................................................................... 64
Customer Statements........................................................................................................... 66
Reports ................................................................................................................................... 69
Chapter 7: Customizing Forms .......................................................................................... 71
Create Form Design ............................................................................................................. 72
Customize Form Data Layout .............................................................................................. 74
Duplicate/Download Templates......................................................................................... 76
Chapter 8: Finding & Saving Time .................................................................................... 78
QuickBooks Calendar .......................................................................................................... 79
Find......................................................................................................................................... 79
Memorizing Transactions .................................................................................................... 82
Chapter 9: Sales Tax ............................................................................................................ 85
Set Up Sales Taxes................................................................................................................ 86
Invoice Sales Taxes ............................................................................................................... 91
Pay Sales Taxes ..................................................................................................................... 92
Day 2-Table of Contents
Select the headers below to be taken to the content.
Chapter 10: Vendors & Expenses ...................................................................................... 95

Vendors .................................................................................................................................. 96
Track Accounts Payable ....................................................................................................... 98
Write Checks ....................................................................................................................... 103
Using Credit Cards ............................................................................................................. 107
Credit Memos ..................................................................................................................... 107
Reports ................................................................................................................................ 109
Chapter 11: Banking..........................................................................................................111
Bank Feeds .......................................................................................................................... 111
Reconcile Bank Account .................................................................................................... 117
Void vs. Delete Checks ...................................................................................................... 119
Reports ................................................................................................................................. 120
Chapter 12: Special Topics ...............................................................................................121
Bounced Checks ................................................................................................................. 122
Customer Deposits ............................................................................................................. 123
Chapter 13: Setting Up Payroll ........................................................................................127
Payroll Setup ....................................................................................................................... 128
Preferences.......................................................................................................................... 132
Payroll Items ........................................................................................................................ 133
Employees ........................................................................................................................... 135
Chapter 14: Time Tracking ...............................................................................................139
Set Up Time Tracking ......................................................................................................... 140
Enter Weekly Timesheet .................................................................................................... 141
Print Timesheets ................................................................................................................. 142
Invoice Time & Expenses ................................................................................................... 143
Productivity Reports ........................................................................................................... 145
Chapter 15: Running Payroll ............................................................................................147
Create Paychecks................................................................................................................ 148
Print Paychecks ................................................................................................................... 151
Print Pay Stubs..................................................................................................................... 152
Pay Liabilities & Taxes ........................................................................................................ 153
Tax Form 941 ...................................................................................................................... 154
Reports ................................................................................................................................. 155
Chapter 16: Security & Multi-User ...................................................................................157
Multi-User QuickBooks ...................................................................................................... 158
Administrator ...................................................................................................................... 159
Users ..................................................................................................................................... 160
Using in Multi-user Mode .................................................................................................. 161
Audit Trail ............................................................................................................................ 162
Chapter 17: Working With Reports .................................................................................163
Report Center...................................................................................................................... 164
Columns ............................................................................................................................... 165
Sorting.................................................................................................................................. 166
Column Width & Order...................................................................................................... 167
Header/Footer .................................................................................................................... 168
Fonts & Numbers ................................................................................................................ 169
Filter Reports ....................................................................................................................... 170
Report Preferences ............................................................................................................. 171
Memorizing ......................................................................................................................... 172
Report Groups .................................................................................................................... 173
Working with Microsoft Excel............................................................................................ 175
Chapter 18: Utilities ...........................................................................................................179
Backup Data Files ............................................................................................................... 180
Restore Data Files ............................................................................................................... 182
Updating QuickBooks ........................................................................................................ 183
Chapter 19: Year-End Procedures ...................................................................................185
Year-End Steps.................................................................................................................... 186
Set a Closing Date .............................................................................................................. 186
Financial Info to Accountant.............................................................................................. 188
Incorporate Accountant’s Changes .................................................................................. 190
Chapter 20: Inventory........................................................................................................191
Manage Inventory ............................................................................................................... 192
Keyboard Shortcuts..............................................................................................198
Chapter 1
Introduction to
QuickBooks ©
Page 1
Introduction
Welcome to Mastering QuickBooks. Using QuickBooks effectively for your business is
the focus of this class.
Goals/Learning Objectives
Learn the features and capabilities of QuickBooks.
Learn the most common problems (and their fixes!) in each area of QuickBooks.
Discover the tricks and tips of QuickBooks to help you use QuickBooks to its
fullest potential.
About Intuit
Intuit Inc. is a leading provider of business and financial management solutions for
small businesses, consumers and accounting professionals. Its flagship products and
services, including QuickBooks®, and TurboTax® software, simplify small business
management and payroll processing, personal finance, and tax preparation and
filing. ProSeries® and Lacerte® are Intuit's leading tax preparation software suites for
professional accountants. For more information, visit www.intuit.com.
About Real World Training

Real World Training was founded in 1992 by David J. O'Brien, CPA. Initially the
company provided one-on-one accounting software training to small businesses. In
1994, the company began focusing exclusively on QuickBooks and began offering
training courses on the program. In 1996, Real World Training developed the
Mastering QuickBooks seminar. Since that time, Real World Training has taught over
2,000,000 students how to master QuickBooks for their business. For more
information on Real World Training or to see seminar schedules online, visit
www.quickbookstraining.com.
Page 2 Introduction to QuickBooks - Day 1: Chapter 1

Editions of QuickBooks
There are several editions of QuickBooks: QuickBooks Online, QuickBooks Pro,
QuickBooks Premier, and QuickBooks Enterprise Solutions.
Each edition includes basic features such as check writing, paying bills, entering sales
and making deposits.
As an additional benefit, QuickBooks Pro, Premier, and Enterprise Solutions share a
common look and feel. QuickBooks Premier and QuickBooks Enterprise Solutions are
also available in industry-specific editions.
QuickBooks Online
QuickBooks Online uses your web browser. QuickBooks online looks different than
desktop editions of QuickBooks but has similar features. Also, since it is cloud-based
software, it has several advantages over the desktop editions. Visit
quickbooks.intuit.com for more information.
Advantages of QuickBooks Online

Anytime, anywhere access
All data stored online; no computer or backup issues
Always up to date; software updates applied automatically
Works flawlessly with smart phones and tablets
1 Subscription based. Go to quickbooks.intuit.com for current pricing and plans.
Mastering QuickBooks Level 1 Page 3

QuickBooks Pro
QuickBooks Pro includes the following features:
Features
Up to 3 Simultaneous Users
Time Tracking
Advanced Job Costing
Integration with Word, Excel®, & Outlook
Inventory
Price Levels for Customers
Integration with Leading Business Software Applications
Create and Customize Professional-Looking Forms
Additional Customer Statement Options
Automatically Create a Budget
Vehicle Mileage Tracker
Loan Manager
Cash Flow Projector
Fixed Asset Tracker
Track Multiple Ship To Addresses
Multicurrency

QuickBooks Premier
QuickBooks Premier includes everything in QuickBooks Pro, plus:
Features
Sales Orders/Back Orders
Inventory Assemblies
More Powerful Reports for Accountants
Export Report Templates
More Journal Entry Options
Create Forecasts
Business Planner Tool
Create Purchase Orders from Estimates and Sales Orders
Per Item Price Levels
Units of Measure-Simple
Improved Invoicing for Time and Expenses

QuickBooks Enterprise Solutions
QuickBooks Enterprise Solutions includes everything in QuickBooks Premier, plus:
Features
Improved Multi-user Performance
Enhanced Security
Expanded List Capacity
Advanced Inventory (additional fees may apply)
Combine Reports from Multiple Companies
Run Reports Faster
QuickBooks Statement Writer
Even More Journal Entry Options
Units of Measure-Advanced
Enhanced Custom Field Capability
Custom Advanced Reporting with ODBC
Enhanced Inventory Receiving

Industry-Specific QuickBooks
QuickBooks Premier and QuickBooks Enterprise Solutions are available in industry-
specific editions, including: Contractors (Construction), Nonprofit Organizations,
Manufacturers/Wholesalers, Retail, Professional Services, and Accounting Firms.
Contractor Edition
Contractor Edition includes everything in QuickBooks, plus:
• Contractor Specific Menu

• Job Costing Center
• Contractor Reports:
• Job Status
• Job Costs by Vendor
• Costs-to-Complete
• Unpaid Job Bills by Vendor
• Expenses Not Assigned to Jobs
• Certified Payroll - Box 1 Employee Info
• Change Orders
• Billing Rate Levels
Nonprofit Edition
Nonprofit Edition includes everything in QuickBooks, plus:
• Nonprofit Specific Home Page and Menu

• Nonprofit Reports:
• Biggest Donors/Grants
• Donors/Grants Report
• Programs/Projects Report
• Budget vs. Actual by Donors/Grants
• Budget vs. Actual by Programs/Projects
• Statement of Financial Position
• Statement of Functional Expenses
(Form 990 Report)
• Special Forms (Enter Pledges, Donations)
• Nonprofit Unified Chart of Accounts (UCOA)

Manufacturing & Wholesale Edition
Manufacturing & Wholesale Edition includes everything in QuickBooks, plus:
• Manufacturing/Wholesale Specific Menu

• Manufacturing/Wholesale Reports:
• Inventory Reorder Report by Vendor
• Sales by Customer Type
• Sales Volume by Customer
• Profitability by Product
• Special Forms (Quotes, Sales Order Worksheet)
• Customized Form Templates:
• Customer Return Materials Authorization
• Non-conforming Material Report
• Damaged Goods Log
• Improved Bill of Materials and Sales Orders
Retail Edition
Retail Edition includes everything in QuickBooks, plus:
• Retail Specific Menu

• Retail Reports:
• Profit & Loss Monthly Comparison
• Balance Sheet Monthly Comparison
• Gross Margin by Inventory Item
• Customer Payment by Payment Item
• Purchase Volume by Vendor
• Vendor Returns
• Special Forms (Enter Daily Sales, Vendor Returns, Sales Order Worksheet)
• Customized Form Templates:
• Customer Return Materials Authorization
• Non-conforming Material Report
• Damaged Goods Log
• Improved Bill of Materials and Sales Orders

Professional Services Edition
Professional Services Edition includes everything in QuickBooks, plus:
• Professional Service Specific Menu

• Professional Services Reports:
• Project Cost Detail
• Unbilled Expenses by Project
• Expenses Not Assigned to Projects
• Billed vs. Proposal by Project
• Billed/Unbilled Hours Reports
• Project Status
• Open Balances by Customer/Project
• A/R Aging Detail by Class
• Special Forms (Proposal & Estimates, Enter Bills & Expenses)
• Billing Rate Levels
Accountant Edition
Accountant Edition includes everything in all the editions of QuickBooks, plus:
• Accountant Specific Menu

• Accountant Reports: (Including)
• Adjusted Trial Balance Report
• Adjusting Journal Entry Report
• Journal Entries Entered Today
• Advanced Accounting Tools:
• Client Data Review
• Export G/L Balances to Lacerte or ProSeries
• Sample Company Files for Various Industries
• Design Professional Financial Statements
• Working Trial Balance
• Fixed Asset Manager
• Toggle Between QuickBooks Editions
• QuickBooks File Manager
• Multiple Instances of QuickBooks

Create Company File
QuickBooks makes it easy to get started. Just answer some basic questions about
your business. For a more complete setup, we recommend the Advanced Setup
under Other Options.
Select File:New Company from the menu.
Click the Start Setup button.

Enter appropriate information into the windows displayed by QuickBooks.

Complete Your Setup
After you create your company file, there are several tasks you may need to
complete:
Complete and modify lists. This includes lists such as customers, vendors, items,
employees.
Enter opening balances. Enter these opening balances as of one day BEFORE
your start date. There is some guidance in the QuickBooks Help system.
Enter historical transactions. Enter all transactions from the start date to the
current date. You must enter these transactions in a specific order. There is also
some guidance for this in the QuickBooks Help system.
Start Working
When you finish creating your company file, QuickBooks opens the QuickBooks
Setup window.
Click Start Working to begin using QuickBooks.

Moving Around in QuickBooks
You can access the features of QuickBooks using the home page, icon bar, centers,
or menus.
Home Page
The Home page provides an easy way to access windows and shows the workflow of
common business transactions.
Display the
Home Page
Click My
Shortcuts.
Click the Home
icon.
Icon Bar
The Icon Bar appears at the top or to the left of the window.
To use an icon, click with the mouse.
Display/Hide the Icon Bar

Select View:Top Icon Bar or
Left Icon Bar from the menu.

Centers
Display Center
Click My Shortcuts.
Click the (List Name) icon.
Menus
All the features of QuickBooks are available via the menus. There are three types of
menus available.
1. Drop-down menus at the top of the screen
2. Shortcut menu by clicking the right mouse button
3. Menus on the bottom of most lists
4. What You See on Screen

Preferences
Customize how QuickBooks works by modifying your preferences.
Customize QuickBooks Preferences

Select Edit:Preferences from the menu.

Customize Home Page
You can customize the Home page to match the workflow of your business.
Customize Home Page

Select Desktop View.
Click the Company Preferences tab.
Enter appropriate information in the Preferences window.

Click OK.

Chapter 2
Work with
Lists
Page 17
List Types
Center-Based Lists
Open center-based lists from the appropriate QuickBooks Center. These lists include
Customers & Jobs, Vendors, and Employees.
Menu-Based Lists
Menu-based lists are available via the Lists menu. These include the Item List, Chart
of Accounts, Class List, and Payroll Item List. You can also open the Item List and
Chart of Accounts from the Home page.
Page 18 Work with Lists – Day 1: Chapter 2

List Limits
Names Pro & Enterprise
Lists Premier Only
Customers & Jobs
Vendors
14,5001 Unlimited2
Employees
Other Names List
List Pro & Enterprise

Name Premier Only
Items-including inventory items 14,500 Unlimited2
Sales reps 10,000 10,000
Price levels 100 100
Sales tax codes 10,000 10,000
Job types 10,000 10,000
Vendor types 10,000 100,000
Customer types 10,000 100,000
Payroll items 10,000 10,000
Classes 10,000 100,000
A/R terms & A/P terms (added together) 10,000 29,000
Payment methods 10,000 10,000
Shipping methods 10,000 10,000
Customer messages 10,000 100,000
To do's 10,000 100,000
Memorized transactions 14,500 50,000
Memorized reports 14,500 29,000
1 In Pro/Premier, you can have a total of 14,500 names. Names include Customers,
Vendors, Employees, and Other Names.
2 Performance testing was conducted at 100,000 list entries. You may see
performance degradation as you add more than 100,000 items, customers or
vendors.

Names Lists
1. Customers & Jobs-This list stores customers and the jobs performed for them. To
invoice a company on account, they must be entered as a customer or job.
2. Vendors-This list stores the companies and individuals from whom you purchase
goods or services. To track accounts payable from a company or issue a 1099 at
the end of the year, a name must be entered as a vendor.
3. Employees-This list stores employees and their related payroll information. To
pay an employee using payroll or issue a W-2 to an employee, he/she must be
entered as an employee.
4. Other Names-This list stores the names of companies and individuals that do not
need to appear on another names list.
Rules for Names Lists

1. An individual list is limited to 14,500 names (unlimited in QuickBooks
Enterprise Solutions). The limit for the four names lists combined is also 14,500
names (unlimited in QuickBooks Enterprise Solutions).
2. An individual name can only be included on one list.
3. Once entered on a list, the name cannot be moved to another list. The only
exception is the Other Names List. When Other Names are moved to another list,
the move is permanent.
View List Totals

Press the F2 key or hold down the Control key and press 1 on the keyboard.

Moving Other Names
Move Individual Other Names to Another List
Display the list by selecting Lists:Other Names List from the menu.
Select the item to be moved from the list.

Click the Other Names button at the bottom of the list.
Select Edit Other Name from the menu.
Click the Change Type button.
Click the button next to the appropriate new name type.

Click OK.
Click OK.

Use Lists
Add Entry from List
Display the appropriate list.
For center-based lists, click the New (List Name) button.

For menu-based lists, click the left-most button at the bottom of the list, then
select New from the menu.
Enter appropriate information in the window, and click OK.
Add Entry from Form

Display the form and enter appropriate information.
Type the name of the new entry as it will appear in the list.
Press the Tab key.
Click the Quick Add button or Set Up button in the window.

Enter appropriate information in the window (if you selected Set Up in step 4).

Edit List Entry
Select the entry in the list to edit.

For center-based lists, click the Edit (List Name) button.
select Edit (List Name) from the menu.
Enter or change appropriate information.
Click OK.
Delete List Entry

Select the entry in the list to delete.
For center-based lists, select Edit:Delete (List Name) from the menu.
select Delete (List Name) from the menu.
Click OK.
Make List Entry Inactive

Select the entry in the list to make inactive.
For center-based lists, click the Edit (List Name) button.
select Make (List Name) Inactive from the menu.
For center-based lists, click the (List Name) is inactive box, then click OK.

Merge List Entry
5. Select the list entry to merge (the entry you no longer want to see).
6. For center-based lists, click the Edit (List Name) button.
select Edit (List Name) from the menu.
7. Type another entry’s name as the new name (the name of the entry you want to
keep).
8. Click OK.
9. Click Yes in the Merge window.
Hide or Show All Entries on List

For center-based lists, click the View drop-down arrow on the (List Name) tab,
then select All (List Name).
For menu-based lists, click the Include inactive checkbox.

Sort Lists
Sort Using Column Headings
Click the appropriate column heading.
Restore List Order (after column sort)

Click the diamond at the top left of the list.
Sort a List Manually (available on most lists)

Click the diamond to the left of the entry and drag it up or down.
Sort Alphabetically (restores order after manual sort)

For center-based lists, select View:Re-sort List from the menu.
select Re-sort List? from the menu.
Click OK in the Resort List? window.

Print Lists
Print a List
Select Reports:List:<List Name> from the menu.
Click the Print drop-down arrow and select Report.
Click Print in the Print Reports window.

Chapter 3
Financial
Statements
Page 27
Financial Statements
Chart of Accounts
The Chart of Accounts represents the “hub” of your accounting system. Every
transaction you enter flows through to the Chart of Accounts. The end result of the
accounting process is the financial statements. In QuickBooks, your Chart of Accounts
is your financial statements. Each account in the Chart of Accounts becomes a line on
either the Balance Sheet or the Profit & Loss Statement.
You use the Chart of Accounts to track the financial transactions of your company. For
instance, a check for office supplies would not be categorized as Advertising Expense
or Cleaning Expense. Instead, the check would be categorized as Office Supplies.
Page 28 Financial Statements – Day 1: Chapter 3

Balance Sheet
The Balance Sheet is the financial snapshot of your business. If someone took a
photograph of your business right now, what would the financial picture look like?
The Balance Sheet is comprised of assets, liabilities, and equity.
• Assets: Those items owned by your business including amounts owed to you by
others. Assets include all your company owns such as cash, receivables, and
inventory.
• Liabilities: What your business owes other people and companies. Liabilities
include accounts payable, payroll taxes due, and loans.
• Equity: What the owners really own in the business. Equity accounts include
common stock and retained earnings.

Profit & Loss Statement
This statement is the movie of your business. It measures activity over a specified time
period. This financial statement includes income and expenses.
• Income: Income accounts track money that comes into your company for goods
and services you produce for others. Examples include sales and service income.
• Expenses: Expense accounts track what your business spends for goods and
services. Expense accounts include utilities and office supplies.

Account Types
The most important element when working with the Chart of Accounts is the Account
Type. This must be correct or your financial statements will be wrong!
Statement Type Description Example
Bank Your bank accounts Checking and Savings
Accounts Transactions with your

Accounts Receivable
Receivable customers
Other Current Assets likely to be converted into Inventory and Short-term

Asset cash within year Investments
Assets depreciated over a time Furniture & Fixtures and

Fixed Asset
period of greater than a year Computer Equipment
Balance
Sheet Assets that do not belong in the
Other Asset Long-term Investments
other asset types
Accounts
Transactions with your vendors Accounts Payable
Payable
Credit Card Company credit cards American Express and VISA
Other Current Sales Taxes Payable and Payroll

Liabilities to be paid within year
Liability Taxes
Long Term Liabilities not to be paid within 1 Mortgage Payable and Long-term
Liability year Bank Notes
Owners’ share of assets after Retained Earnings and Common

Equity
liabilities paid Stock
Various sources of your

Income Service Income and Sales
company’s revenue
Cost of Goods
Tracks the cost of product sold Materials and Cost of Sales
Sold
Profit &
Loss Operating expenses other than
Expense Office Supplies and Rent
Cost of Goods Sold
Other Income Non-operating income Interest Income
Other Expense Non-operating expense Interest Expense

Add Accounts/Subaccounts
Add Account
Click the Chart of Accounts icon on the Home page.
Click the Account button.
Select New from the menu.
Select the appropriate Account Type.

Click Continue.
Enter remaining information in the Add New Account window.

Click Save & Close.

Subaccounts
Subaccounts allow you to track your business in more detail by grouping accounts
together in a logical fashion. Subaccounts are useful when you print financial
statements because they group together related accounts and show a subtotal for the
group. QuickBooks supports five account levels.
Add Subaccount
Select the appropriate Account Type.
Click Continue.

Click the box next to Subaccount of.
Click the Subaccount of drop-down arrow and select the appropriate account.
Click Save & Close.

Change Account to Subaccount
Move the cursor over the diamond to the left of the account that will become a
subaccount.
Click and drag the account to move below the parent account.
Click and drag the account to move to the right.

Collapse Financial Statements
When printing financial statements with subaccounts, the collapse rows feature allows
you to hide the subaccounts and only show the parent accounts. You can collapse
different levels of subaccounts or all of the subaccounts.
Collase/Expand Financial Statements

Select Reports:Company & Financial from the menu.
Click the appropriate report.
Click the arrows to the left of the accounts to collapse individual accounts, or click
the Collapse Rows button to collapse all the subaccounts.
Click the arrows to the left to expand the individual subaccounts, or click the
Expand Rows button to expand all the subaccounts.
General Journal Entries

Occasionally, you may need to change the balances of your accounts in the chart of
accounts. These entries are called general journal entries. When entering journal
entries, the Debit total and Credit total must equal.

Make General Journal Entry
Select Company:Make General Journal Entries from the menu.
Enter the information in the Make General Journal Entries window.

Click Save & Close.
Your Financial Statements

Review a Comparison Balance Sheet
Select Reports:Company & Financial:Balance Sheet Prev Year Comparison from
the menu.

Review a Profit & Loss Statement-By Month
Select Reports:Company & Financial:Profit & Loss Standard from the menu.
Click the Columns drop-down arrow and select Month.
Review a Profit & Loss Statement-% of Income

Click the Customize Report button.
Click the % of Income box below Add subcolumns for.
Click OK.
Review a Profit & Loss Statement-Cash Basis

Click the Cash button next to Report Basis.
Company Snapshot
Review and Customize the Company Snapshot
Select Company:Company Snapshot from the menu.
Click Add Content.

Click the left or right arrow buttons to browse the available snapshot panels.
Click the Add button next to the desired panel.
Click Done to hide the available snapshot panels.
Click and drag a panel heading to reposition a panel.
Make additional selections as appropriate to customize individual panels.
Click a panel down arrow to view additional options, such as Print or Print
Preview.
Click X on a panel to remove it from the Company Snapshot window.
Click OK (if prompted) to confirm the deletion.
Insights Tab
Review and Customize the Insights Tab
Click the Insights tab.
Click the gear icon to add or remove reports.

Select the report(s) to add.
Click OK.
Make the appropriate selections on each panel to customize the panel

Chapter 4
Items
Page 39
Understanding Items
Items are critical to maximizing the use of QuickBooks. Items perform these functions
in QuickBooks.
Any line item on a purchase order, invoice, or estimate must be set up as an Item.
Items make it easier to fill out sales forms.
Items act as pointers for the financial statements. In other words, items handle the
behind the scenes accounting for sales and purchases.
Items allow you to track quantities purchased and sold in addition to dollars
purchased and sold.
Item List
Item on Invoice
Page 40 Items - Day 1: Chapter 4

How Much Detail
How much detail is necessary when setting up items? The rule of thumb is to set up as
much detail as possible to get the full benefit of items. However, the limit is 14,500
items in a QuickBooks company file (unlimited in QuickBooks Enterprise Solutions). A
good method is to set up individual items only if it will be used more than once. If an
item will only be used once, a generic item might be more appropriate.
Service Item
Item List-Service Item

Item Types
When adding an item, the key element is the Type. QuickBooks is very restrictive
when allowing changes in the type. Therefore, it is critical they are set up correctly.
Item Type Description Use If You-
Service Services provided to or from others Buy or sell services
Inventory Part Inventory you purchase, track as Track quantities, value, and
inventory, and then sell number on order of inventory
Materials or parts for which you do Do not track the quantity of

not track quantities inventory
Non-inventory Materials or parts you buy but do not

Part sell Purchase items that are not sold
Materials or parts you sell but do not

Sell items that are not purchased
buy
Inventory items you assemble from

Inventory other inventory, non-inventory, Assemble finished goods from
Assembly inventory assembly, other charge, components
and service items and then sell
Show freight, handling, or

Other Charge Miscellaneous charges
delivery charges on PO or invoice
Subtotal Used to calculate subtotals Show subtotal on invoice or PO
Allows fast entry of a group of Often sell or buy the same group
Group individual items of items
Calculates an amount to be Give or receive discounts off the

Discount subtracted from a total or subtotal sales price
Payment Shows payment received on an Pay funds before preparing

invoice invoice
Sales Tax Item Calculates a single sales tax Charge customers for sales taxes
Calculates two or more sales taxes Charge customers for a

Sales Tax Group grouped together on the same sale combination of sales tax rates as
one line item on invoice

Add Items
Add Items
Click the Items & Services icon on the Home page.
Click the Item button.
Select the appropriate item Type.
Enter remaining information in the New Item window.
Click OK.
Inventory Part

Non-inventory Part
Service (Performed by Subcontractor)

Reports
Review the Sales by Item Summary
Select Reports:Sales:Sales by Item Summary from the menu.
Review a Purchases by Item Summary

Select Reports:Purchases:Purchases by Item Summary from the menu.

Review an Item Profitability Report
Select Reports:Jobs, Time & Mileage:Item Profitability from the menu.

Chapter 5
Customers &
Sales-Part I
Page 47
Customers and Jobs
The Customer Center stores information about your customers and the jobs you
perform for them.
Page 48 Customer & Sales Part I - Day 1: Chapter 5

Should you use customers?
To invoice a customer, you must first add a customer to the Customers & Jobs list.
Add Customers
Click the Customer Center icon.
Click the Customers & Jobs tab in the Customer Center window.
Click the New Customer & Job drop-down arrow and select New Customer.
Enter appropriate information in the New Customer window.
Click OK.
Payment Settings

Additional Info
Should you use jobs?

QuickBooks uses jobs to track income and expense by project. For instance, a
construction company that builds homes might build 20 homes during a year. It is
critical that they know which houses are profitable and which are not. They should
enter each house as a job.
Add Jobs
Select the appropriate customer or job in the list.
Click the New Customer & Job drop-down arrow and select Add Job.
Enter appropriate information in the New Job window.

Click OK.

Recording Sales
There are 5 ways to record sales in QuickBooks.
Invoice
Use this method if a customer owes you money and will pay you later.
Sales Receipt
Use this method if your customer pays you at the time of the sale.
Statement Charge
Use this method to record “periodic” charges that you bill at the end of a given period.
Deposit
Use this method to record income on a deposit, when none of the previous methods
are used.
Import from Other Program

There are 100s of compatible programs that work with QuickBooks. You record sales
in the other program and send it to QuickBooks.

Method 1-Invoice
Steps for Method 1
Create Invoice
Receive Payment
Make Deposit
Create Invoice
Click the Create Invoices icon on the Home page.
Click the Customer:Job drop-down arrow and select the appropriate customer or
job.
Enter remaining information in the Create Invoices window.
Click Save & Close.
Service Invoice

Product Invoice
E-mail Invoice
You can edit the e-mail template by selecting Edit:Preferences:Send Forms from the menu.

Print Invoices
Select File:Print Forms:Invoices from the menu.
Click OK.
Select the appropriate batch to print, and click Print in the Print Invoices window
(if applicable).
Enter appropriate information in the Print Invoices window.

Click Print.
Click OK in the Print Invoices - Confirmation window.

Receive Payments
Click the Receive Payments icon on the Home page.
Click the Received From drop-down arrow and select the appropriate customer
or job.
Enter remaining information in the Receive Payments window.
Click Save & Close.
Partial Payment

Make Deposits
Click the Record Deposits icon on the Home page.
Select the appropriate payment method(s) to view next to View payment

method type.
Click the line items to deposit.
Click OK.
Enter any additional items for deposit in the Make Deposits window.
Click the Print button to print deposit slips and/or the deposit summary.
Click Save & Close.

Reports
Review an Open Invoices Report
Select Reports:Customers & Receivables:Open Invoices from the menu.
Review a Collections Report

Select Reports:Customers & Receivables:Collections Report from the menu.

Income Tracker
The Income Tracker allows you to easily see your Accounts Receivable transactions in
one place. Select from the available categories at the top of the window to see
Unbilled, Unpaid, or Paid transactions.
Review the Income Tracker

Select Customers:Income Tracker from the menu.
Make the appropriate selections in the Income Tracker window.

Chapter 6
Customers &
Sales- Part II
Page 59
Method 2-Sales Receipts
Enter sales receipts when your customer pays you in full at the time of the sale.
Steps for Method 2

Create Sales Receipt
Make Deposit
Enter Sales Receipts

Click the Create Sales Receipts icon on the Home page.
job.
Enter remaining information in the Enter Sales Receipts window.
Click Save & Close.
Page 60 Customers & Sales- Part II - Day 1 : Chapter 6

Method 3-Statement Charges
Statement charges let you charge customers for services right on their statement.
Monthly billing statements are often used instead of printing and mailing numerous
individual invoices.
Steps for Method 3

Create Statement Charge
Send Customer Statement
Receive Payment
Record Deposit
Enter Statement Charge

Click the Statement Charges icon on the Home page.
job.
Enter appropriate information in the (Customer:Job Name) - Accounts
Receivable window.
Click Record.

Limitations of Statement Charges
Statement charges do have some limitations:
Can’t be used if sales tax is charged on an item
Terms (aging) do not work unless you print or email the statement. You should
print the statement even if you don’t intend to send it.
Can’t apply discounts to statement charges
Can’t use group items
Can’t be used for invoicing from an estimate (progress invoicing) or invoicing
against sales orders.
Page 62 Customers & Sales- Part II - Day 1 : Chapter 6

Method 4-Make Deposits
Use this method to record income on a deposit, when none of the previous methods
are used.
Steps for Method 4 : Make Deposit
Click the Record Deposits icon on the Home page.

Click OK.
Enter any amounts to deposit in the Make Deposits window.

Click the Print button to print deposit slips and/or the deposit summary.
Click Save & Close.
Limitations of Lump-Sum Deposits

Making lump-sum deposits has some limitations:
You can’t use items
You can’t record sales tax

Method 5-Import from Other Program
With Method 5 another program designed for your industry determines how sales
are imported into QuickBooks.
Visit the QuickBooks Desktop Marketplace for Apps

In your browser, visit desktop.apps.com.
Credit Memos
Use this form to issue a customer credit for a previously recorded sale. You can create
a refund check as part of this process. You should create credit memos if you use
methods 1, 2, or 3. You should not create credit memos if you use methods 4 or 5.
Enter Credit Memo/Apply to Invoice

Click the Refunds & Credits icon on the Home page.
Page 64 Customers & Sales- Part II – Day 1: Chapter 6

job.
Enter remaining information in the Create Credit Memos/Refunds window.
Click the Use Credit to apply to invoice button.
Make appropriate selections in the Apply Credit to Invoices window.

Click Done.
Click Save & Close.
Enter Credit Memo/Issue Refund Check

Click the Refunds & Credits icon on the Home page.

job.
Enter remaining information in the Create Credit Memos/Refunds window.
Click the Use Credit to give refund button.
Make appropriate selections in the Issue a Refund window.

Click OK.
Click Save & Close.
Customer Statements
Use statements for two reasons:
To bill customers if you record sales using statement charges (Method 3)
To help remind customers of past due balances

Prepare Customer Statements
Click the Statements icon the Home page.
Make appropriate selections below Select Statement Options, Select Customers,

and Select Additional Options.
Click Print (or E-Mail).
All Open Transactions Statement

Activity Based Statement with Invoice Summary
Activity Based Statement with Invoice Item Detail

Reports
Review a Sales by Customer Summary (Collapsed)
Select Reports:Sales:Sales by Customer Summary from the menu.
Click the Collapse Rows button to show less detail.
Show % of Sales
Click the Customize Report button, click % of Column, and then click OK.

Show Cash Basis Report
At the top of the report, select Cash next to Report Basis.

Chapter 7
Customizing
Forms

Create Form Design
You can create a professional-looking design and apply it to many of your
QuickBooks forms. Select from existing professional design templates or create your
own design. You can add your logo, and customize the fonts, colors, and grid styles.
QuickBooks makes it easy to apply your design to multiple forms at once for a
consistent look across your different forms. (Additional fees may apply.)
Open a form to customize.
Click the Formatting tab.
Click the Customize Design button.
Page 72 Customizing Forms– Day 1: Chapter 7

Make appropriate selections in the QuickBooks Forms Customization window.
Preview the new design and select which forms to apply the design to.
Click Apply.

Customize Form Data Layout
You can change the data layout of several forms in QuickBooks. You can customize
invoices, credit memos, sales receipts, purchase orders, statements, estimates, and
sales orders. You can specify which fields and columns to include, what they are
called, and where they are placed on the printed form. QuickBooks also enables you
to add text box, data fields, and other image files to the printed form.
Customize Form Layout

Open a form to customize.
Click the Formatting tab.
Click Customize Data Layout.
Select whether to include fields on screen by clicking the box below Screen.
Select whether to print fields by clicking the box below Print.
Repeat step for each tab in the Additional Customization window.

Click the Layout Designer button to change the appearance of the printed form.
Make changes to the layout as appropriate.
Click OK in the Layout Designer window.
Click OK in the Additional Customization window.

Duplicate/Download Templates
You can duplicate a custom form to use it as a starting point for other forms. This
makes it easier to create additional forms with the same “look and feel”.
Duplicate Custom Form (template)

Select Lists:Templates from the menu.
Select the template to be duplicated.
Click the Templates button and select Duplicate.
Select the form type to be created in the Select Template Type window.
Click OK.
Download Custom Templates

Select Lists:Templates from the menu.
Click the Templates button and select Download Templates.
Select the form to download from the Intuit QuickBooks Community website
and click Download.
Save the form to your computer.

Chapter 8
Finding and
Saving Time
Page 77
QuickBooks Calendar
For each day, the QuickBooks calendar shows you what is due (bills, invoices, and to
do’s) and what was entered. You can also add to do’s for future tasks. Customize
Calendar settings with Calendar preferences.
Add a To Do
Click the QuickBooks Calendar icon on the Home page.
Click Add To Do.
Select the appropriate to do Type, Priority, and Due Date.
Page 78 Finding and Saving Time – Day 1: Chapter 8

Enter the Details and an appropriate Status.
Click OK.
Find
What if you make a mistake on an invoice or a check? Can you retrieve the original
transaction and make the necessary changes? Yes! QuickBooks lets you retrieve and
change transactions using the methods discussed in this chapter.
Previous/Next Buttons
Use the Previous/Next buttons to locate recently entered transactions.
Use Previous/Next Buttons

Display the appropriate form.
Click the Previous or Next button until the original transaction is displayed.
Find Button
QuickBooks has a Find button on checks, invoices, bills, estimates, sales receipts,
credit card charges, purchase orders, credit memos, and sales orders. Use the Find
button to quickly locate transactions.

Use Find Button
Display the appropriate form.
Click the Find button on the toolbar at the top of the form.
Enter appropriate search information.

Click the Find button.
Simple Find
Use Simple Find
Select Edit:Find from the menu.
Click the Simple tab.
Enter appropriate search information.
Click the Find button.
Click on the appropriate transaction at the bottom of the Find window.
Click the Go To button.
Find Using Centers

Find Name On List
Click the (List Name) Center icon, then click the (List Name) tab.
Click the View drop-down arrow and select the appropriate option.
Select the appropriate name in the list to the left.
Make appropriate selections from the drop-down arrows.
Page 80 Finding and Saving Time – Day 1 : Chapter 8

Find Transactions
Click the (List Name) Center icon.
Click the Transactions tab.
Make appropriate selections from the drop-down arrows.
QuickBooks Search
QuickBooks Search helps you find list entries, transactions, and menu items. Not sure
how to access a feature? Not sure which list a name is on? Use Search to find it quickly.
Set Search Preferences and Update Search Index

Select Search.

Use QuickBooks Search
Select Edit:Search from the menu.
Click the Update search information link. (Optional)
Enter a term in the Search field.

Narrow your search by using the search filters provided.
Press Enter or click the magnifying glass button.
Memorizing Transactions
If you have transactions that occur often, you can save time by memorizing the
transaction. This allows you to reuse the transaction whenever needed. QuickBooks
lets you memorize checks, bills, invoices, and many other transactions.
Memorize Recurring Transaction for Automatic Entry

Enter the transaction to memorize.

Select Edit:Memorize (Form Name) from the menu.
Click the Automate Transaction option.

Enter remaining information in the Memorize Transaction window.
Click OK.
Automatically Enter Memorized Transactions

Start QuickBooks on the appropriate date.
Select the transactions to automatically enter.

Click Enter Checked Now to enter transactions now, or Enter All Later to enter
no transactions.
Click OK in the QuickBooks Information window.
Mastering QuickBooks Online Level 1 Page 83

Change Memorized Transaction Detail
Select Lists:Memorized Transaction List from the menu.
Double-click on the transaction you are changing.
Enter any changes in the transaction window.
Select Edit:Memorize (Form Name) from the menu.
Click the Replace button in the Replace Memorized Transaction window.
Press the ESC key.
Click No (to avoid recording the entry before its scheduled date).
Change Memorized Schedule Details

Select Lists:Memorized Transaction List from the menu.
Select the transaction to edit.
Click the Memorized Transaction button.
Select Edit Memorized Transaction from the menu.
Make appropriate changes in the Schedule Memorized Transaction window.
Click OK.
Delete Memorized Transaction

Click the Memorized Transaction button.
Select Delete Memorized Transaction from the menu.
Click OK to confirm the deletion.

Chapter 9
Sales Tax
Page 85
Set Up Sales Taxes
Tracking sales taxes can be a challenge. For instance, some customers might be
taxable while others are not. Also, you might have to tax customers at different rates
depending upon where they are located. And finally, some of the things you sell
might be taxable while others are not. QuickBooks can help you track and control
sales taxes. There are five steps to setting up sales taxes in QuickBooks:
1. Set sales tax preferences
2. Set up sales tax items and groups
3. Set up sales tax codes
4. Assign a sales tax code to items
5. Assign a sales tax item and sales tax code to customers
1- Sales Tax Preferences

Click the Manage Sales Tax icon on the Home page.
Click the Sales Tax Preferences button.
Enter appropriate information in the Preferences window.

Click OK.
Click Close in the Manage Sales Tax window.
Page 86 Sales Tax – Day 1 : Chapter 9

2-Sales Tax Items and Groups
Sales tax items identify the rate and the tax agency for which you collect sales taxes.
There are two types of items for sales tax purposes:
• Sales Tax Items are used to calculate single taxes paid to a single tax agency.
• Sales Tax Groups are used to calculate two or more sales taxes grouped together
and applied to the same sale.
Add Sales Tax Items and Groups

Click the Sales Tax Preferences button.
Click the Add sales tax item button.
Select Sales Tax Item or Sales Tax Group as the Type.
Enter remaining information in the New Item window.
Click OK.
Click OK in the Preferences window.
View or edit existing sales tax items or groups by clicking View Sales Tax Items in
the Manage Sales Tax window. Double-click to edit the appropriate item.
Sales Tax Item

Sales Tax Group
3-Sales Tax Codes

Some states require more detailed reporting of non-taxable sales. Sales tax codes are
used to classify why a transaction is either taxable or non-taxable.
Click Open Sales Tax Code List.
Click the Sales Tax Code button and select New from the menu.
Enter a code under Sales Tax Code.

Click the Taxable or Non-Taxable button as appropriate.
Click OK.

4-Assign Sales Tax Code to Item
Assign a sales tax code to indicate whether an item is taxable or non-taxable. Sales
tax codes can be assigned to service, inventory part, non-inventory part, other
charge, and discount items.
Assign Sales Tax Code to Item

Click the Items & Services icon on the Home page.
Click to select the appropriate item.
Click the Item button.
Select Edit Item from the menu.
Click the Tax Code drop-down arrow and select the appropriate sales tax code.
Click OK.

5-Assign Sales Tax Item and Code to Customer
Assign a sales tax code to indicate whether a customer is taxable or non-taxable.
Assign a sales tax item to indicate the customer's tax rate. Non-taxable customers are
not charged sales tax even if they are purchasing a taxable item.
Assign Sales Tax Item and Code to Customer

Click to select the appropriate customer.
Click the Edit Customer button.
Click the Sales Tax Settings tab.
Click the Tax Code drop-down arrow and select the appropriate sales tax code.
Click the Tax Item drop-down arrow and select the appropriate sales tax item.
Click OK.

Invoice Sales Taxes
Non-taxable Sale

Pay Sales Taxes
Review a Sales Tax Revenue Summary Report
Click Sales Tax Revenue Summary.
Review a Sales Tax Liability Report

Click Sales Tax Liability.

Adjust Sales Taxes
Click Adjust Sales Tax Due.
Enter an appropriate adjustment in the Sales Tax Adjustment window.

Click OK.

Pay Sales Taxes
Click the Pay Sales Tax button.
Click the individual items to select for payment.

Enter remaining information in the Pay Sales Tax window.
Click OK.

Chapter 10
Vendors &
Expenses
Page 95
Vendors
Companies or individuals you purchase goods or services from are called vendors. If
you need to send a 1099 to a company or individual, they must be set up as a vendor
in the Vendor Center.
Page 96 Vendors & Expenses – Day 2 : Chapter 10

Add Vendors
Click the Vendor Center icon.
Click the Vendors tab in the Vendor Center window.
Click the New Vendor button.
Select New Vendor.
Enter appropriate information in the New Vendor window.
Click OK.
Address Info
Payment Settings

Track Accounts Payable
There are two ways to enter and pay bills. The method you use depends on if you
track accounts payable for a transaction.
Tracking accounts payable means that you enter the bill before paying the vendor. If
you track accounts payable, you always know how much you owe vendors for bills.
Steps if you use accounts payable: Enter Bill  Pay Bill  Print Check
If you do not use accounts payable, you directly write the check to the vendor. In
other words, you do not enter the bill before paying the vendor. With this method,
QuickBooks will not know how much you owe vendors for bills.
Steps if you DON’T use accounts payable: Write Check  Print Check
Enter Bill
1. Click the Enter Bills icon on the Home page.
2. Click the Vendor drop-down arrow and select the appropriate vendor.
3. Enter remaining information in the Enter Bills window.
4. Click Save & Close.

Review Bill Tracker
1. Select Vendors:Bill Tracker from the menu.

Turn On/Off Automatic Discounts/Credits
1. Select Edit:Preferences from the menu.
2. Select Bills.
Click the Automatically use credits box.

Click the Automatically use discounts box.
Click the Default Discount Account drop-down arrow and select the appropriate
account.
Click OK.

Pay Bills
1. Click the Pay Bills icon on the Home page.
Click the individual bills to select for payment.

Enter remaining information in the Pay Bills window.
Click Pay Selected Bills.
Click Print Checks or Done in the Payment Summary window.

Print Checks
Click the Print Checks icon on the Home page.
Click the individual checks to select for printing.

Click OK.
Click the button next to the appropriate Check Style in the Print Checks window.
Click Print.
Click OK in the Print Checks - Confirmation window.

Write Checks
If you don’t use accounts payable, you write checks directly to vendors.
Write Check
Click the Write Checks icon on the Home page.
Click the Pay to the Order of drop-down arrow and select the payee.
For checks to be printed later, click the Print Later box.
For hand-written checks, make sure the Print Later box is NOT checked.
Enter remaining information in the Write Checks window.
Click Save & Close.
Check To Be Printed Later
Print Checks
Print the checks following the steps you learned earlier.

Hand-written Check
Debit Card Transactions

Many businesses use debit cards as a convenient form of payment. How do you enter
debit card transactions? Use the same Write Checks form, but enter “DEBIT” as the
check no. The money is taken out of your bank account without altering the check
number sequence. These debit card transactions also appear during the bank
reconciliation.

Using Credit Cards
Add Credit Card Account
Select Credit Card as the Account Type.
Click Continue.

Click Save & Close.

Enter Credit Card Charges
Click the Enter Credit Card Charges icon on the Home page.
Click the Credit Card drop-down arrow and select the appropriate credit card.
Enter remaining information in the Enter Credit Card Charges window.
Click Save & Close.

Credit Memos
Enter Credit Memo
1. Click the Enter Bills icon on the Home page.
Click the Credit button at the top of the window.

Enter remaining information in the Enter Bills window.
Click Save & Close.
Apply Credit Memo

Click the Pay Bills icon on the Home page.
Click the appropriate bills to select for payment.
Click the bill to specify the credit application.
Click the Set Credits button.

Select the appropriate credits and amounts to apply in the Discount and Credits
window.
Click Done.


Reports
Review Expense by Vendor Summary
Select Reports:Company & Financial:Expenses by Vendor Summary from the
menu.
Review Unpaid Bills Report

Select Reports:Vendors & Payables:Unpaid Bills Detail from the menu.

Review a Vendor Balance Detail Report
Select Reports:Vendors & Payables:Vendor Balance Detail from the menu.
Review an Accounts Payable Aging Summary

Select Reports:Vendors & Payables:A/P Aging Summary from the menu

Chapter 11
Banking
Page 111
Bank Feeds
Use Bank Feeds to electronically manage bank accounts directly from QuickBooks.
There are several steps to using Bank Feeds successfully:
Set up bank feeds
Enter online transactions, payments, and messages using the Bank Feeds Center
Send transactions in QuickBooks
Match or add downloaded transactions into QuickBooks
Set Up
Get Started with Bank Feeds
Contact your financial institution to obtain Login and Password information.
Select Banking:Bank Feeds:Set Up Bank Feed for an Account from the menu.
Complete the remaining on-screen instructions.
Page 112 Banking - Day 2 : Chapter 11

Online Payments
Fees may apply for online payments or online bill payments. Contact your financial
institution for more information.
Write Check for Online Payment

Click Banking:Write Checks from the menu.
Click the Pay to the Order of drop-down arrow and select the payee.
Enter the remaining information in the Write Checks window.
Select the box next to Pay Online.
Click Save & Close.
Online Bill Payment

Send and Download Transactions
Use the Bank Feeds Center to send transactions to your bank and download transactions
into QuickBooks. Set Rule preferences to help QuickBooks “learn” as you go.
Set Rule Preferences

Select Checking.

Send Transactions
Click Banking:Bank Feeds:Bank Feeds Center from the menu.
Click Send Items.

Enter a PIN (if prompted).
Click OK.
Click to Print or Close the Online Transmission Summary.

Match Or Add Transactions
Match or Add Downloaded Transactions to QuickBooks
Click Banking:Bank Feeds:Bank Feeds Center from the menu.
Select the account you want to work with.
Click Transaction List.
For each transaction, click the Action drop-down arrow and make the appropriate
selection.
Review Rules
Click Rules.
To add a rule, click the Manage Rules drop-down arrow and select Add New.
Then enter the appropriate information, and click Save.
To edit a rule, double-click the rule, make your changes, and click Save.

Reconcile Bank Account
In QuickBooks, you reconcile bank accounts to make sure your records agree with
the bank’s records. This helps you locate errors in QuickBooks and errors in the
bank’s records.
Reconcile Account
Click the Reconcile icon on the Home page.
Click the Account drop-down arrow and select the appropriate bank account.
Enter appropriate information in the Begin Reconciliation window.
Click Continue.
Select the items that cleared the bank, then click Reconcile Now.
Select the type of reconciliation report in the Select Reconciliation Report
window.
Click Print.

Locate Discrepancies
QuickBooks provides an easy way to locate and fix bank account reconciliation
discrepancies. You can undo the last reconciliation or restart the reconciliation of a
selected account. You can run a Discrepancy Report as well as previous reconciliation
reports. QuickBooks Pro only lets you print a copy of the last reconciliation report.
Locate Discrepancies
Click the Reconcile icon on the Home page and select the appropriate account.
Click Locate Discrepancies.
Reconciliation Detail Report

Void vs. Delete Checks
Void a check if you used the check number, but the check will never be cashed.
Delete a check if the check was never used in the real world.
Delete a Check
Display the appropriate check in the Write Checks window.
Select Edit:Delete Check or Edit:Delete Bill Pmt-Check from the menu.
Click OK in the Delete Transaction window.
Click Save & Close.
Void a Check
Display the appropriate check in the Write Checks window.
Select Edit:Void Check or Edit:Void Bill Pmt-Check from the menu.
Click Save & Close.
Click Yes to void the check and enter adjusting journal entries.*
*QuickBooks automatically records journal entries so the check is voided in the
current period, and prior accounting periods are not affected. This only applies
to checks written using expense accounts.

Reports
Review a Missing Checks Report
Select Reports:Banking:Missing Checks from the menu.
Click the Specify Account drop-down arrow and select the bank account.
Click OK.

Chapter 12
Special Topics
Page 121
Bounced Checks
If someone writes you a bad check, you can easily handle the bounced check using
the built-in feature in QuickBooks.
Record Bounced Check

1. Click the Receive Payments icon on the Home page.
2. Click the Previous arrow to find the bad check.
3. On the Main tab, click Record Bounced Check.
Enter the fee your bank charged you.

Enter the date of the bank fee.
Click the Expense Account drop-down arrow and select the appropriate expense
account for the bank fee.
If you want to charge your customer a fee for bouncing the check, enter a
Customer Fee.
Click Next.
Click Finish.
Page 122 Special Topics - Day 2 : Chapter 12

Prepare Customer Statements
Click the Statements icon on the Home page.
Make appropriate selections below Select Statement Options.
Select the applicable customers below Select Customers.
Click Print (or E-Mail).
Customer Deposits
There are several ways to handle customer deposits. Real World Training
recommends the method shown here because it is the easiest to follow for non-
accountants. A journal entry to reclassify unused deposits might be required to
prepare year-end financial statements. To enter customer deposits, follow these
steps:
1. Record the deposit as a payment when you receive the money
2. Create an invoice when you provide the products or services
3. Apply the deposit to the invoice

Receive Customer Payment/Deposit
Click the Receive Payments icon on the Home page.
Click the Received From drop-down arrow and select the appropriate customer
or job.
Enter remaining information in the Receive Payments window.
Select Leave the credit to be used later.

Click Save & Close.
Click OK in the Payment Credit window.
Page 124 Special Topics- Day 2: Chapter 12

Invoice Customer and Apply Credits
Click the Create Invoices icon on the Home page.
job.
Click the Apply Credits button.
Click Yes in the Apply Credits window.
Make appropriate selections in the Apply Credits window.

Click Done.
Click Save & Close.

Invoice with Credits Applied
Use the steps to customize forms you learn later to add the Payments/Credits field to your invoice. You
can also change the title of Payments/Credits to “Down Payment.
Page 126 Special Topics- Day 2: Chapter 12

Chapter 13
Setting Up
Payroll
Page 127
Payroll Setup
Perform these three steps to set up payroll from scratch:
Select Payroll Service
Payroll Setup Interview
Create Payroll Schedules (optional)
1- Select Payroll Service

Basic Payroll
A Basic Payroll subscription is for companies who pay their employees directly, but
have an accountant file tax forms. With this service you set up payroll, enter employee
time, process paychecks, and make tax deposits. The service gives you up to date
federal and state tax tables. This allows QuickBooks to calculate taxes automatically.
Basic Payroll requires a subscription, a unique EIN, Internet access to download tax
table updates, and a current version of QuickBooks*. Checks are sold separately.
Terms, conditions, features, pricing and service options are subject to change.
Enhanced Payroll
Enhanced Payroll offers all the features of Basic Payroll, plus additional features that
make running payroll faster and easier. You can print federal and state tax forms
directly from QuickBooks. There is also a built-in method for tracking, reporting, and
calculating workers compensation. A service called E-pay lets you electronically pay
federal and selected state taxes. And, you can do net-to-gross calculations easily
when preparing paychecks. Enhanced Payroll requires a subscription, a unique EIN,
Internet access to download tax table updates, and a current version of QuickBooks*.
Page 128 Setting Up Payrol l- Day 2 : Chapter 13

Assisted Payroll
With an Assisted Payroll subscription, all you need to do is enter hours for your
employees and Intuit does the rest of the work for you.
After you enter employee hours into QuickBooks, the data is sent to Intuit via the
Internet. Intuit creates paychecks and calculates and files payroll taxes for you. You
can either print the paychecks or use the direct deposit service. Each quarter, Intuit
sends you a copy of the filed federal and state payroll tax forms. At the end of the
year, Intuit prints and mails you the W-2’s. To use Assisted Payroll, you must have an
internet connection, a unique employer id number, state withholding and
unemployment tax id numbers, and a current version of QuickBooks*.
Direct Deposit
With the Direct Deposit option, you enter bank account information for each
employee. Then, you enter paychecks in the normal fashion. Finally, you send the
paycheck information to Intuit. The funds are directly deposited in each employee’s
bank account.
* Intuit’s payroll services are compatible with the latest version(s) of QuickBooks.
However, supported versions are subject to change.

2-Payroll Setup Interview
QuickBooks has a Payroll Setup Interview that walks you through the process of
setting up your payroll. If you have not started using QuickBooks payroll, it is
recommended that you use the Interview.
Start QuickBooks Payroll Setup

Select Employees:Payroll Setup from the menu.
Select the appropriate option.

Click the Continue button.
Enter appropriate information into the windows displayed by QuickBooks.

3-Create Payroll Schedules
Payroll schedules define when you should run payroll so that you can pay employees
on their payday. QuickBooks gives you the option of using Payroll Schedules.
Create Payroll Schedule

Click the Payroll Center icon.
On the Pay Employees tab, click the Payroll Schedule button.
Enter appropriate information into the window.

Click OK.
Click Yes to assign employees with the same pay frequency to the payroll
schedule (if prompted).
Click OK in the QuickBooks Desktop Information window.

Preferences
Set Payroll Preferences
Select Payroll & Employees.
Change appropriate information in the Preferences window.

Click the Employee Defaults button.
Click OK.

Payroll Items
QuickBooks uses Payroll Items for anything that affects the amount on a payroll check
and for company expenses related to payroll. After turning on QuickBooks Payroll,
you can add payroll items as needed. When you add an item, you can use EZ Setup
or Custom Setup. Real World Training recommends EZ Setup.
Item Type Description Example

Compensation Hourly or salary wage, commission, Straight Time, Salary,
or bonus paid to employee Sales Commission, Bonus
Insurance Benefits Taxable and pre-taxable Insurance Health Insurance, Sec 125
benefits Insurance, Dental Insurance
Retirement Employee benefits related to 401(K) Plans, Simple IRA

Benefits retirement
Paid Time Off Vacation and sick time Vacation Salary, Vacation Hourly,
Sick Hourly
Other Additions Other common additions to a Mileage Reimbursement,

paycheck Employee Advance
Other Deductions Other common deductions from a Wage Garnishments, Union Dues
paycheck
Custom Payroll items not falling within State Income Tax, State
another type Unemployment Tax

Payroll Item Types
Add Payroll Items
Select Employees:Manage Payroll Items:New Payroll Item from the menu.
Select EZ Setup and click Next.
Select one of the top payroll item types and click Next.
Enter remaining information in the Add New payroll item windows.

Click Finish.
Edit Payroll Items

Select Employees:Manage Payroll Items:View/Edit Payroll Item List from the menu.
Select a payroll item to edit.
Click the Payroll Item button.
Select Edit Payroll Item from the menu.
Enter remaining information in the Edit payroll item windows.

Click Finish.

Employees
Add Employees
Click Employees.
Click the New Employee button.

Enter appropriate information in the New Employee window.
Click OK.
Personal Information

Address and Contact Information
Employment Information

Payroll and Compensation Information
Federal Taxes

State Taxes
Sick & Vacation Information

Chapter 14
Time Tracking
Page 139
Set Up Time Tracking
Benefits of Time Tracking in QuickBooks

QuickBooks lets you track the time an employee, subcontractor, or owner spends on
each job. Once you enter the time, you can use the information in several ways.
• Invoice the customer for actual time worked on jobs
• Print reports showing the time spent on jobs
• Use the information to prepare employee paychecks
Set Time Tracking Preferences

Turn on Time Tracking and set the first day of your work week by setting time tracking
preferences. If you have QuickBooks Premier or Enterprise Solutions, you can also
activate invoicing from a list of time and expenses.
Set Time Tracking Preferences

Select Time & Expenses.
Change appropriate information in the Preferences window.
Click OK.
Page 140 Time Tracking - Day 2 : Chapter 14

Enter Weekly Timesheet
QuickBooks lets you track the time employees or subcontractors spend on each job.
The time can be used to pay employees, pay subcontractors, and invoice customers.
Enter Time on Timesheet

Click the Enter Time icon on the Home page and select Use Weekly Timesheet
from the drop-down arrow.
Click the Name drop-down arrow and select the appropriate employee.
Enter remaining information in the Weekly Timesheet window.

Click Save & Close.
Weekly Timesheet (Subcontractor)

Print Timesheets
Print timesheets for your records or for review and approval.
Print Timesheets
Click the Enter Time icon on the Home page and select Use Weekly Timesheet
from the drop-down arrow.
Click the Print drop-down arrow and select Print.
Enter appropriate Dates in the Select Timesheets to Print window.

Click on the individual timesheets to select for printing.
Click OK.
Click Print.

Invoice Time & Expenses
QuickBooks Premier makes it easier to invoice for time and expenses by setting a
preference.
Set Time Preferences

Select Time & Expenses.
Click the box next to Create invoices from a list of time and expenses.
Invoice for Time

Click the Invoices icon on the Home page.
Click Invoice for Time & Expenses from the list.
Click the appropriate customer or job from the list.

Check the box next to Let me select specific billables for this Customer:Job.
Click Create Invoice.
Select the time to bill in the Choose Billable Time and Costs window.
Click Options to make additional decisions about the time to be invoiced and
click OK.
Click OK.

Click Save & Close.
Productivity Reports
Review a Time by Name Report
Select Reports:Jobs, Time & Mileage:Time by Name from the menu.
Click the boxes next to Billed, Unbilled, and Not Billable below Add subcolumns
for.
Click OK.
Review a Time by Job Detail Report

Select Reports:Jobs, Time & Mileage:Time by Job Detail from the menu.

Review a Job Profitability Detail Report
Select Reports:Jobs, Time & Mileage:Job Profitability Detail from the menu.
Click the Customer:Job drop-down arrow, select the appropriate customer or
job, and click OK.
*Only income shows after invoicing. Costs show after paying employees as you learn in the next chapter.

Chapter 15
Running
Payroll
Page 147
Create Paychecks
Click the Pay Employees icon on the Home page. Or click the Payroll Center
icon on the Home page.
If using payroll schedules, select the appropriate payroll schedule for payment.
Then click Start Scheduled Payroll.
If not using payroll schedules, click Unscheduled Payroll. Then select the
employees to pay in the Enter Payroll Information window.
Enter and review hours in the Enter Payroll Information window.

Click Continue.
Page 148 Running Payroll - Day 2 : Chapter 15

Review information in the Review and Create Paychecks window.
To make a change, click the employee’s name.
Click Save & Close to save changes.

Click the Create Paychecks button.

Select whether to Print Paychecks and/or Print Pay Stubs in the Confirmation and
Next Steps window.
Click Close.

Print Paychecks
You can print a paycheck while reviewing it in the Paycheck window. This method
works well if you are printing only one or two checks. If you are printing several
paychecks at once, you can click the Print:Print Paychecks button in the Payroll
Center or select File:Print Forms:Paychecks from the menu.
Print Paychecks
Create paychecks as usual.
Click Print Paychecks in the Confirmation and Next Steps window.
Click Print.

Print Pay Stubs
Print pay stubs from the Confirmation and Next Steps window, or click the
Print:Print/Email Paystubs button in the Payroll Center, or select File:Print
Forms:Pay Stubs from the menu.
Create paychecks as usual.
Click Print Pay Stubs in the Confirmation and Next Steps window.
Select pay stubs to print, click Print, and click Print again.

Pay Liabilities & Taxes
When you create paychecks, QuickBooks calculates taxes for you and calculates due
dates based on your payment schedules. You enter the payment schedule for each
liability when you add a payroll liability item. QuickBooks shows the due dates for the
payments and warns you when your liability payments are overdue.
Click the Pay Liabilities icon on the Home page.
In the Pay Taxes & Other Liabilities section of the window, select the tax or
liability to pay in the list.
Click the View/Pay button.

Enter expenses and/or penalties in the Liability Payment window
(if applicable).
Click Save & Close.
Click Close in the Payment Summary window.
Tax Form 941

Click the Process Payroll Forms icon on the Home page.
Select Quarterly Form 941/Schedule B in the Select Payroll Form window.
Click Create Form.
Enter the appropriate filing period below Select Filing Period.
Click OK.
Answer all questions in the Interview for your Form 941/Schedule B, and click
Next until finished.
Click the Check for errors button.
After any errors are corrected, click Print forms.
Make appropriate selections in the Printing window.
Click Print.
Click Save & Close.

Reports
Review a Payroll Summary
Select Reports:Employees & Payroll:Payroll Summary from the menu.
Click the boxes next to Hours and Rate below Add subcolumns for.
Click OK.

Review a Job Profitability Detail
Select Reports:Jobs, Time & Mileage:Job Profitability Detail from the menu.
job.
Click OK.

Chapter 16
Security &
Multi-User
Page 157
Multi-User QuickBooks
To use QuickBooks in multi-user mode, you must install a licensed copy of QuickBooks
on each networked computer. The company file should be located on a shared
resource (like a server or a hard disk that can be accessed by all users).
Administrator
The first step is to designate one user as the QuickBooks Administrator. This one person
has unlimited access to all of QuickBooks. The Administrator is the only person who
can:
• Add new users
• Change a user's access privileges
• Import and export data*
• Change company info and preferences*
• Set and change the closing date and password*
• Create portable company files*
*An External Accountant user can also perform these tasks.
Page 158 Security & Multi-User – Day 2 : Chapter 16

Assign an Administrator
Select Company:Set Up Users and Passwords:Set Up Users from the menu.
Enter the administrator’s name as the Administrator’s Name.

Enter the administrator’s password as the Administrator’s Password.
Enter the administrator’s password as the Confirm Password.
Select a Challenge Question and enter a Challenge Answer.
Click Next, and then click Finish.
Click Close.

Users
The QuickBooks Administrator can add users to the company file and assign user
security levels. You can set up your accountant as an External Accountant user. An
External Accountant user can access all areas of QuickBooks, but can’t view sensitive
customer information, such as credit card numbers.
Add a New User (Pro and Premier)
Select Company: Set Up Users and Passwords: Set Up Users from the menu.
Enter the administrator password (if prompted) and click OK.
Click the Add User button.
Enter the new user's name as the User Name.
Enter the new user's password as the Password.
Enter the new user's password as the Confirm Password.
Check the box if you want to add this user to your license.
Click the Next button.
In the first screen, select the user’s access level: Selected areas of QuickBooks, All
areas of QuickBooks, or External Accountant.
Select the appropriate level of access in the following windows.
Click Finish in the last window.
Click Close.
Add a New User (Enterprise Solutions)

Select Company: Users: Set Up Users and Roles from the menu.
If prompted, enter the appropriate Password and click OK.
Click New.
Enter the user’s name as the User Name.
Enter the user’s password as the Password (optional).
Enter the user’s password as the Confirm Password.
Select a role from the list of Available Roles and click Add.
Repeat Step 7 to assign additional roles.
Click OK.
Click Close.
Page 160 Security & Multi-User – Day 2: Chapter 16

Using in Multi-user Mode
QuickBooks works in two modes: Single-user and Multi-user. Multiple users can
access the company file in Multi-user mode. In Single-user mode, only one user can
access the company file at a time.
Certain actions are permitted only in Single-user mode. These actions include:
• Some types of changes to lists (such as deleting, merging, and sorting)
• Change company preferences
• Create or work with accountant's copies
• Condense or rebuild data
• Import or export data
• Create portable company files
• Adjust inventory
Switch to Multi-user Mode

Select File: Switch to Multi-user Mode from the menu.
Click OK.
Open QuickBooks as a New User

Select File: Open or Restore Company from the menu.
Select Open a company file (.QBW).
Click Next.
Select the name of the appropriate company file.
Click Open.
Enter the User Name and the Password.
Click OK.

Audit Trail
An important part of accounting is tracking which transactions have been added,
changed, or deleted during a time period…and by whom. QuickBooks provides this
information through the Audit Trail report.
Review an Audit Trail Report
Select Reports: Accountant & Taxes: Audit Trail from the menu.
Audit Trail w/Change
Audit Trail w/Deletion
Page 162 Security & Multi-User – Day 2: Chapter 16

Chapter 17
Working With
Reports
Page 163
Report Center
The Report Center helps locate and run reports that show the information you need.
Open Report Center

In My Shortcuts on the left icon bar, click Reports.
Click the appropriate report group to the left.

To open a report, click the Run icon below the report preview.
Page 164 Working with Reports - Day 2 : Chapter 17

Columns
Modify Report Columns
Run the appropriate report.
Change appropriate information in the Modify Report window.

Click OK.

Sorting
Sort Report
Click the drop-down arrow next to Sort by to select the sort field.
Click the appropriate button next to Sort in.
Click OK.

Column Width & Order
Change Column Width
Click and drag the divider between column headings to the left or right.
Change Column Order

Click and drag the column title over the diamond between column headings.

Header/Footer
Change Header/Footer
Click the Header/Footer tab.

Click OK.

Fonts & Numbers
Change Fonts & Numbers
Click the Fonts & Numbers tab.
Select the appropriate report element in the Change Font For list.
Click the Change Font button.
Enter appropriate information in the window.

Click OK.
Select whether to change all related fonts.
Enter remaining information in Customize Report window.
Click OK.

Change Filter Reports
Click the Filters tab.

Click OK.

Report Preferences
Report preferences allow you to customize and format reports for your business needs.
Set Report Preferences

Click the Edit menu and select Preferences.
Click Reports & Graphs in the list to the left.
Click Format.
Change the Header/Footer or Fonts & Numbers on reports.

Memorizing
Memorize a Report
Make appropriate changes to the report.
Click the Memorize button.
Enter the report name in the Memorize Report window.

Click OK.
Run a Memorized Report

Click the Report Center icon.
Click the Memorized tab at the top of the window.
Click the appropriate report group to the left.
Select the appropriate report.
Click Run.

Report Groups
QuickBooks lets you display/print multiple reports at one time. To do so, create a
Memorized Report Group. Once a group is added, you can click and drag memorized
reports to make them part of a group. Reports can also be added to a report group
when you memorize the report.
Add a Memorized Report Group

Select Reports:Memorized Reports:Memorized Report List from the menu.
Click the Memorized Report button.
Select New Group from the menu.
Enter the Name in the New Memorized Report Group window.

Click OK.
Add Memorized Report to Group

Select Reports:Memorized Reports:Memorized Report List from the menu.
Move the cursor over the diamond to the left of the report that will become part of
the group.
Click and drag the report below the appropriate group.
Click and drag the report to the right.

Display/Print a Memorized Report Group
Select Reports:Process Multiple Reports from the menu.
Select the reports to display/print in the Process Multiple Reports window.

Change the From and To dates of the reports as appropriate.
Click Display or Print.

® ®
Working with Microsoft Excel
QuickBooks lets you create custom reports in Excel without having to re-enter the data.
Export a Report to Excel

Click the Excel button.
Select whether to create a new worksheet or update an existing worksheet from
the menu.
Click the Advanced button to modify the transfer options.
Click the Export button.

QuickBooks automatically runs Excel and displays the report.

Update Report Data
QuickBooks makes it easy to update report data in Excel if the QuickBooks data
changes after export. The first time you do this, your QuickBooks Company File must
be open.
Update Report in Excel

Save the report in Excel.
Click the QuickBooks tab and select Update Report.
Click Browse to select the location of your company file (if necessary).
Click the drop-down arrows to change the date range for the report
(if necessary).
Click Update.

Export Report-Considerations
If you make changes to your exported report, Excel only keeps certain changes:
• Renamed report titles
• Font formatting in row and column headers
• Resized columns
• Renamed column and row headers
• Inserted rows and columns with information entered
• Formulas (the updated report must contain the row associated with the formula)
• Inserted text
Any of the following changes you make to your exported report will have to be
updated manually when the report is updated:
• Font formatting in non-header cells
• Formatting other than changes to Font
• Moved data cells

Formula Errors
If you entered a formula in your Excel report and you receive an error when you
update the report, you have two choices:
1. Close the workbook without saving to retain the report before the update.
2. Save the report on Sheet1 to keep the updated report without the formula.

Chapter 18
Utilities
Page 179
Backup Data Files
You should make regular backups of your QuickBooks company files and keep these
backups off-site. This ensures you will always have a recent copy of your critical
accounting records should a data loss occur.
QuickBooks makes this easy with options for setting the reminder frequency for
backups, verifying data integrity, and scheduling backups at set intervals. You can
also use Intuit’s online backup service (additional fees apply).
There are four ways to back up your company file in QuickBooks:

1. Backup online
2. Manual backup
3. Automatic backup
4. Scheduled backup
Page 180 Utilities - Day 2 : Chapter 18

Back Up Company Data File
Select File:Back Up Company:Create Local Backup from the menu.
Click the Options button.
Set the backup location and other options and click OK.
Click Next.
Select when to back up.
Click Next.
If creating a manual backup, click Save.
If creating an automatic or scheduled backup, set options and create a schedule.
Click Finish.

Restore Data Files
Restoring data files means recreating a company data file from a backup copy. You
may do this for several reasons.
• The company file on your hard drive is damaged.
• The computer's hard drive is damaged.
• You wish to review your company data as it stood at an earlier date.
Restore a Company Data File

Select File:Open or Restore Company from the menu.
Select Restore a backup copy.

Click Next.
Select Local backup or Online backup.
Click Next.
Select the backup file being restored in the Open window.
Click Open.
Click Next.
Select an appropriate Restore To location.
Click Save.
Enter the User Name: and Password: in the QuickBooks Login window
(if file is password protected).
Click OK in the QuickBooks Information window.

Updating QuickBooks
Versions
A new version of QuickBooks is released approximately every year. A new version
adds new features and improvements. Intuit charges a fee for the purchase of a new
version. Contact Intuit for current prices.
After the new version is installed, QuickBooks asks you whether your data file should
be updated to the new version. By typing “YES”, QuickBooks automatically updates
your file to the new version. Once the file is updated, you can no longer open the
data file in the previous version.
Maintenance Releases
Intuit occasionally creates maintenance releases for an existing version of
QuickBooks. A maintenance release usually corrects problems in QuickBooks not
discovered until after distribution of a new version. Also, Intuit might add features that
were not available at the time the version was distributed. Intuit does not charge a fee
for maintenance releases.
To determine the current version and release of QuickBooks, display the Product
Information window.
Display the Product Information Window

Press the F2 key or hold down the Ctrl key and press 1 on the keyboard.
Getting Maintenance Releases

You should download the current maintenance release for your QuickBooks version.
The update must be installed on every computer that will run QuickBooks in a multi-
user system. Updates can be shared with other users in a multi-user environment.

There are three ways to get the latest maintenance release.
Get updates automatically, via the QuickBooks Update Service. By turning on the
Automatic Update feature in the Update QuickBooks window, QuickBooks will
automatically download a new maintenance release when available.
Check for and download updates using the QuickBooks Update Service when you
want. You should check for updates once a month to keep QuickBooks current.
Manually download and install the latest maintenance release from the
QuickBooks website.
Turn On/Off Automatic Update

Select Help:Update QuickBooks Desktop from the menu.
Click the Options tab.
Click the Yes or No button next to Automatic Update.
Click to select the appropriate updates in the Update QuickBooks window.
Click Save, then Close.
Check For and Download Updates

Select Help:Update QuickBooks Desktop from the menu.
Click the Update Now tab.
Click the Get Updates button.
Click the Yes button when exiting QuickBooks (if prompted).

Chapter 19
Year-End
Procedures
Page 185
Year-End Steps
You can keep as many years of data in QuickBooks as you wish. However, there are
certain procedures you should follow at year-end. In this chapter, you learn 3 steps to
complete in QuickBooks at year-end. Consult your accounting professional regarding
all year-end procedures your company must complete.
1. Set a closing date and password to restrict users from a prior period.
2. Provide your accountant with your QuickBooks financial information using a
method such as the Accountant’s Copy.
3. Incorporate changes from accountant.
Set a Closing Date

This year-end procedure involves restricting user access to prior accounting periods
and setting a closing date and password. To make a change to a prior period, a user
must have access and must know the closing date password.
Select Company:Set Closing Date from the menu.
Click Set Date/Password.
Enter a Closing Date.

Page 186 Year End Procedures - Day 2 : Chapter 19
Enter the password as the Closing Date Password.
Enter the password as the Confirm Password.
Click OK.
Restrict User Access to Prior Period

Select Company:Set Up Users and Passwords:Set Up Users from the menu.
Enter the Password in the QuickBooks Login window.
Click OK.
Select the appropriate user.
Click the Edit User button.
Click the Next button until you see the Changing or Deleting Transactions
window.
Select if the user can change or delete transactions prior to the closing date.
Click Finish.
Click Close.

No Access to Prior Transactions
Financial Info to Accountant

The Accountant's Copy is an efficient way to work with accountants that use
QuickBooks. With this process, a special copy of your data file can be given to your
accountant to enter adjustments. Meanwhile, you can continue to work on your
original data file. When the adjustments are complete, the changes are imported into
your original data file.
There are restrictions on you and your accountant while an Accountant’s Copy exists.
For a list of restrictions, search for “Accountant’s Copy” in the QuickBooks Help
system.
A Dividing Date is used to ensure changes you make in the current period don’t
conflict with changes your accountant is making in a prior period.

Create Accountant’s Copy
Select File:Send Company File:Accountant’s Copy:Save File.
Click Next.
Select a Dividing Date for the Accountant’s Copy.

Click Next.
Click OK.

Incorporate Accountant’s Changes
If you use the Accountant’s Copy, you can import your accountant’s changes into your
QuickBooks data file.
If you are not using the Accountant’s Copy, there are several ways your accountant’s
changes can be incorporated into QuickBooks. For example, your accountant might
send you a list of year-end journal entries and ask you to enter them into QuickBooks.
Or, your accountant might travel to your office to enter year-end journal entries.
Consult with your accountant to determine the most efficient way of entering their
changes in QuickBooks.
Import Accountant’s Changes

Select File:Send Company File:Accountant’s Copy:Import Accountant’s Changes
from File.

Chapter 20
Inventory
Page 191
Manage Inventory
QuickBooks helps you manage your inventory with essential inventory activities and
reports. QuickBooks Enterprise Solutions Advanced Inventory allows you to
accurately track the quantity and value of inventory items held in multiple locations.
You can also transfer inventory from one location to another. Additional fees apply.
Learn more at www.qbes.com/inventory.
The Inventory Center stores information about all of the Inventory and Inventory
Assemblies in your company file.
Purchase Orders
Review Inventory Stock Status by Item Report
Select Reports:Inventory:Inventory Stock Status by Item from the menu.
Page 192 Inventory - Day 2 : Chapter 20

Enter Purchase Order
Click the Purchase Orders icon on the Home page.
Click the Vendor drop-down arrow and select the appropriate vendor.
Enter remaining information in the Create Purchase Orders window.
Click Save & Close.

Receive Items with Bill
Click the Receive Inventory icon on the Home page and select Receive
Inventory with Bill from the drop-down arrow.
Click the Vendor drop-down arrow and select the Vendor.
Click Yes in the Open PO’s Exist window.
Click the purchase order(s) being received against in the Open Purchase Orders
window.
Click OK.
Change any information in the Enter Bills window.

Click Save & Close.

Pay Bill
Click the Pay Bills icon on the Home page.
Click the individual bills to select for payment.


Adjust Inventory
For a business with inventory, the quantity on-hand is critical information. When you
purchase inventory, you add to the on-hand quantity. Invoicing a customer reduces
the quantity. If the actual quantity differs from the quantity in QuickBooks, you need
to adjust the inventory.
Review a Physical Inventory Worksheet

Select Reports:Inventory:Physical Inventory Worksheet from the menu.
Adjust Inventory
Click Inventory Activities on the Home page.
Click Adjust Quantity/Value on Hand.
Click the Adjustment Type drop-down arrow and select the appropriate
Adjustment Type.
Enter appropriate information in the Adjust Quantity/Value on Hand window.
Enter either the New Qty or Qty Difference in the window.
Click Save & Close.

Inventory Reports
Review an Open Purchase Orders Detail Report
Select Reports:Purchases:Open Purchase Orders Detail from the menu.
Review an Inventory Valuation Summary

Select Reports:Inventory:Inventory Valuation Summary from the menu.

Keyboard Shortcuts
Keyboard Strokes Effect

Ctrl + 1 Displays important information about QuickBooks
Ctrl + F Find transaction
Ctrl + H History of A/R or A/P transaction
Ctrl + M Memorize transaction
Ctrl + O Copy transaction in a register
Ctrl + Q QuickReport of list item
Ctrl + R Use register
Ctrl + U Use item on a list
Ctrl + V Paste transaction in register
Tab Moves to the next field
Shift + Tab Moves to the prior field
Ctrl + Tab Toggles between open windows in QuickBooks
Esc Cancels transaction or closes window
Ctrl + Z Undoes changes made to field
Up Arrow Moves to line above in detail area
Down Arrow Moves to line below in detail area
+ Increase form number or increase date
- Decrease form number or decrease date
R Changes date to end of year
Y Changes date to beginning of year
M Changes date to beginning of month
H Changes date to end of month
T Changes date to today’s date
Space Bar Use to mark or unmark boxes with check marks
Ctrl + Up Arrow Scrolls through individual entries on a list while in a form
Alt + Down Arrow Displays the list on a form
Diamond Use the diamond on lists to move the item to another

position or to make subaccounts, sub-items, or jobs
Page 198
Notes
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Learning Manual

Real World Training

Seminar Welcome............................................................................. 9:30

Chapter 1: Introduction to QuickBooks

Break ........................................................................................ 10 minutes

Chapter 2: Working With Lists

Chapter 3: Financial Statements

Lunch Break..................................................................................... 1 hour

Chapter 5: Customers & Sales-Part I

Chapter 6: Customers & Sales-Part II

Break ........................................................................................ 10 minutes

Chapter 7: Customizing Forms

Chapter 8: Finding and Saving Time

Chapter 9: Sales Tax

Class Dismissed ............................................................................... 5:00

Question & Answer Session (Optional)

Seminar Welcome............................................................................. 9:30

Chapter 10: Vendors and Expenses

Chapter 11: Banking

Chapter 12: Special Topics

Break ........................................................................................ 10 minutes

Chapter 13: Setting Up Payroll

Chapter 14: Time Tracking

Lunch Break .................................................................................... 1 hour

Chapter 15: Running Payroll

Chapter 16: Security & Multi-User

Chapter 17: Working With Reports

Chapter 18: Utilities

Break ........................................................................................ 10 minutes

Chapter 19: Year-End Procedures

Chapter 20: Inventory

Class Dismissed ................................................................................. 5:20

Question & Answer Session (Optional)

Chapter 1: Introduction to QuickBooks .............................................................................. 1

Chapter 10: Vendors & Expenses ...................................................................................... 95

About Real World Training

Page 2 Introduction to QuickBooks - Day 1: Chapter 1

Advantages of QuickBooks Online

1 Subscription based. Go to quickbooks.intuit.com for current pricing and plans.

Mastering QuickBooks Level 1 Page 3

Advanced Job Costing

Integration with Word, Excel®, & Outlook

Price Levels for Customers

Integration with Leading Business Software Applications

Create and Customize Professional-Looking Forms

Additional Customer Statement Options

Automatically Create a Budget

Vehicle Mileage Tracker

Cash Flow Projector

Fixed Asset Tracker

Track Multiple Ship To Addresses

Page 4 Introduction to QuickBooks - Day 1: Chapter 1

Sales Orders/Back Orders

More Powerful Reports for Accountants

Export Report Templates

More Journal Entry Options

Business Planner Tool

Create Purchase Orders from Estimates and Sales Orders

Per Item Price Levels