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QuickBooks® - QuickBooks Support

1. Thank you For your lbusiness C To be printed C To be e mailed Let QuickBooks help vou get your Invoice paid online by credit card Apply reds Customer Tax Code Tax Ean Tomas 7 75 Memo Payments Balance Due Choose the Invoice template you want to your own use or create Creating an Invoice When your customers don t pay you in full at the time you provide your service or product or when they pay in advance you need to track how much they owe you You can use an invoice to help you keep track of what your customers owe you or your accounts receivable Invoices list all the details about the sale including the services you re providing or the products you re selling your items Invoices also show the quantity and price or rate of each item If you need to make automatic adjustments to prices for example discounts or markups invoices will work for you Note If your customers pay in full at the time of purchase do not create an invoice Instead create a sales receipt described on page 57 To create an invoice Choose the Customers menu and choose Create Invoices Inthe Customer Job drop down list enter a name or select the name of the customer or job Click the Template drop down arrow and then select the invoice template you want to use Click the Terms drop down arrow and then select the sal
2. General Key Editing Key To start QuickBooks without a Ctrl while Edit transaction selected in 7 Ctrl E company file opening register or lift To suppress the desktop Alt while Delete character to right of Del windows opening insertion point e Open Company winen Delete character to left of Buckenace Display product information insertion point P about your QuickBooks F2 a aaien Delete line from detail area Ctrl Del Close active window Esc or Ctrl F4 ea Mirain eeii cuen Sable Record when black border is Cut selee GATES Ctrl X around OK Save and Close a Save and New or Record Copy selected characters Ctrl C Record always Gilet Paste cut or copied characters Ctrl V Increase check or other form Dates Ke y number by one auke Next da plus ke 4 4p y Decrease check or other form _ minus key Previous day minus key number by minus key Today T Undo changes made in field Ctrl Z First day of the Week W Help Window Key Last day of the weeK K Display Help in context F1 First day of the Month M Go to next Help topic Tab Last day of the montH H Go to previous Help topic Shift Tab First day of the Year Yi Display selected topic ei Last day of the yeaR R Alt 4 Date calendar down arrow Moving around Key a window Next field Tab Previous field Shift Tab Beginning of current field Home End of current field End Line below in detail
3. misne nhsas seson 500 mseme asa sp om asem ouaa nienz aise sm om emeas asns ga ga senz asa mo om asema apsens am sem mmen ase ma ow aazma uaa sso om wene fae am oun yugaa sas imm om imenz npaya ao om opema fee mmm iF Figure 4 How QuickBooks reuses list information to make your life easier Entering list information as you work There are two basic methods you can use to enter list information in QuickBooks You can enter account customer vendor product and service information before you enter transactions in QuickBooks or you can enter this information on the fly as you use the product If you prefer to enter information as you use QuickBooks to perform your daily tasks QuickBooks prompts you to immediately set up any entry it does not know about For example if you try to create an invoice for a customer named John Dowden and you have not entered information about John Dowden into QuickBooks QuickBooks will prompt you Customer Job Not Found John Dowden is not in the Customer Job list To automatically add John Dowden to the Customer Job list click Quick Add You can enter more detailed information later To enter the detailed information now click Set Up usually not required Quick add_ Set Up Cancel Clicking Quick Add creates a new customer list entry for John Dowden in the Customers amp Jobs list and adds all the information you enter about the customer on
4. h1y25 2012 136 1 575 00 1 575 00 ooo 12 10 2012 c 16 03 16 03 oo h2jisjzor2 142 35 00 35 00 0 00 From your web ste 4 iznsiz 13 150 00 150 00 150 00 From your robite phone our invoices Totals 1 776 08 1776 03 150 00 Amounts for Selected Invoices Amount Due 150 00 Un Apply Payment _ appied 150 00 Discount and Credts Decked pree 0 00 Save amp Close _ Save amp New Gear Money In Receiving a Payment Did You Know When you receive money from a customer you must receive the payment in QuickBooks so QuickBooks can record the transaction and mark the invoice as being paid When you You can set a preference so receive a payment the accounts receivable records are that payments received updated and the payment is ready to be deposited into an e Automatically go to account the undeposited funds account To receive a payment e Automatically get calculated and applied as you select invoices in the list Choose the Customers menu and choose Receive Payments Fillin the top portion of the form including the customer s name the payment amount payment method and the Choose the Edit menu date on which the payment was received choose Preferences and then click the Company Check the column to the left of the invoice to which Preferences tabin the Sales you want to apply the payment You might be asked to amp Customers area to set this decide how to ap
5. Click the Custom Fields button to set up and fill in custom fields that you need for your items Enter the amount you want to charge for the item here Associate the item with an account here Choose the appropriate tax code here Item List amp Garden Supply QuickBooks Pro 2010 US Item List L Fie Edt View Lists Favortes Company Customers Vendors Employees Banking Reports OnlineServices Window Help Beta Bl x 218 x Company Snapshot Customer Center Vendor Center Employee Center Online Banking Home ce Fee free for orders o Doc Center Report Center Apps Store Inventory Part Landscaping S 0 HN Ai Irrigation Line Inventory Part Landscaping S 1 783 Edt Item Ctri E Irrigation Line linventory Part Landscaping 5 1 235 4 Irrigation Line Inventory Part Landscaping 5 2 670 RPE len ighting linventory Part fLandscaping 5 34 eee CoH pump linventory Part fLandscaping 5 48 Add Edit Multiple Items bic ft bag Inventory Part Landscaping 5 0 heads linventory Part Landscaping 5 69 Make Item Inactive minker piping Inventory Part Landscaping 5 826 RE for Fountan instalation INon inventory Part _ Landscaping 5 a INorFinventory Part eea em Do Not Use INon inventory Part Retail Sales Flat View Sarden Fertilizer 20 14 7 INon inventory Part Retail Sales ree Fertilizer 6 6 10 Non inventory Part Retail Sales
6. Click here to make the account a subaccount of another account Rg Chart of Accounts ry s Landscaping amp Garden Supply QuickBooks Pro 2010 US Chart of Accounts ioj xj d Fie Edt View Lists Favorites Company Customers Vendors Employees Banking Reports Online Services Window Help Beta 16 x e a amp B x Home Company Snapshot Customer Center Vendor Center Employee Center Online Banking Doc Center Report Center Apps Store Accounts Receivable Accounts Receivable 95 845 02 Prepaid Insurance Other Current Asset 500 00 Employee advances Other Current Asset 100 00 elnventory Asset Other Current Asset 6 937 08 Undeposited Funds Other Current Asset 110 00 Truck Fixed Asset 12 025 00 o Accumulated Depreciation Fixed Asset 1 725 00 Fixed Asset 13 750 00 i ee laccounts Payable 2 578 69 pseu is Credt Card 1 403 99 Delete Account Ctrl D Credit Card 70 00 _ g Credt Card 45 00 Make Account Inactive Credit Card 25 00 Show Inactive Accounts srra ul egret E Sya jer Current Labi 520 snaa e Other Current Liabi 0 00 Flat View Other Current Liabi 1 520 00 Customize Columns Other Current Liabi 2 086 50 ee ni A lLong Term Liability 19 932 65 Import From Excel lLong Term Liabilty 3 911 32 is enn lLong Term Liabilty 5 369 06 lEquity 181 970 07 Find Transactions in lEquty 5 000 00 O ena lEquity 0 00 Print List Chee lEquity 5 000 00 Re sort List lEq
7. If you want to add additional fields to the form click Define Fields to customize the form Click OK or click Next if you want to enter another customer Tip You can also add customers as you perform your everyday tasks For example if you enter the name of a new customer when filling out an invoice QuickBooks will prompt you to enter information about this customer You can choose from two quick setup options Quick Add Adds just the name to the list You must add the details later e Set Up Enables you to enter additional information such as a phone number fax number and alternate contact to the list you choose Setting Up Your Business Customers Customers are the people or businesses to whom you sell your products or services that is the people who pay you for what you do Some businesses might refer to a customer as a client or member Did You Know Adding jobs If you are performing more than one job for a customer you can track the jobs individually by adding new jobs under the customer s name in the Customers amp Jobs list That way you can create reports that show the income and expenses for each job To add a job click New Customer amp Job and then click Add Job Adding multiple customers at once If you need to add several customers to your QuickBooks company file consider using the Add edit multiple list entries feature described on page 10 For more info
8. Repeat steps 1 through 9 for each local county or state sales tax item and rate you need to set up Important Depending on your sales tax requirements you might need to combine multiple sales tax items to create a sales tax group item For example a county sales tax rate of 1 25 and a state sales tax rate of 7 0 would combine for a sales tax group item with a sales tax rate of 8 25 Then you can use this single sales tax rate on your sales forms When you re finished setting up all your sales tax items choose your Most common sales tax which is the one you charge most often Remember the most common sales tax that you charge your customers might be a sales tax group item In the Sales Tax preferences window decide whether or not you want to mark your taxable items when your sales forms are printed If not clear this checkbox Click OK to apply your sales tax preferences If you ve already set up your items and customers you ll be prompted to assign a taxable sales tax code to all of them Click OK if most of your items and customers are taxable If not clear the checkboxes and click OK Entering an opening balance for sales tax liability what you owe You need to enter an opening balance for your Sales Tax Liability account what you owe as of your QuickBooks start date After your start date your sales tax is included on your sales forms and entered into this account Caution Do not use this proc
9. QuickBooks QuickBooks Basics Copyright Copyright 2009 Intuit Inc All rights reserved STATEMENTS IN THIS DOCUMENT REGARDING THIRD PARTY STANDARDS OR SOFTWARE ARE BASED ON INFORMATION MADE AVAILABLE BY THIRD PARTIES INTUIT AND ITS AFFILIATES ARE NOT THE SOURCE OF SUCH INFORMATION AND HAVE NOT INDEPENDENTLY VERIFIED SUCH INFORMATION THE INFORMATION IN THIS DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE Trademarks and Patents Intuit the Intuit logo QuickBooks QuickBase Quicken TurboTax ProSeries Lacerte EasyStep and QuickZoom among others are registered trademarks and or registered service marks of Intuit Inc in the United States and other countries Other parties trademarks or service marks are the property of their respective owners and should be treated as such Features and services within QuickBooks products may be the subject matter of pending and issued U S patents assigned to Intuit Inc Other Attributions The Regex Library contained in QuickBooks software is copyright 1992 1993 1994 1997 Henry Spencer All rights reserved The Regex Library software is not subject to any license of the American Telephone and Telegraph Company or of the Regents of the University of California This product includes software developed by the Apache Software Foundation www apache org 1999 2006 Apache Software Foundation All rights reserved Important Terms conditions features service and support offerings pr
10. Memo Deposit Click Payments to select customer payments that you have received List any other amounts to deposit below Received From From Account Memo Chk No Pmt Meth Class Amount Crenshaw Bob undeposted Funds 10023 check Deposit Subtotal Te get cash back from this depot orter the amount below Incate the account where you want this money to go such as your Petty Cash account Cash back goes to Cash back memo Cash back amount deposit by specifying the Q account and amount here J Deposit Total Save tine using printable or manual deposit slips 150 00 150 00 Save amp New Money In Making a Deposit When you receive a payment from a customer you can either deposit the payment into a bank account immediately or you can wait until a later time to make the deposit To make a deposit Choose the Banking menu and choose Make Deposits In the Payments to Deposit window select the payments that you want to deposit and click OK In the Make Deposits window click the Deposit To drop down arrow and then select the account to which you want to deposit the funds Verify the date and the list of payments to deposit making updates as necessary If you want to receive cash back from this deposit fill in the Cash Back fields at the bottom of the form If you want to print a deposit slip or deposit summary click Print Save the depo
11. Show bills Click Go to Bill to view the bill that corresponds to the selected bill JA Cheung Limited JA Cheung Limited Wheeler s Tile Etc Hopkins Construction Rentals Hopkins Construction Rentals Middlefield Drywall Totals 25 923 56 19 500 00 Clear Selections Discount amp Credit Information for Highlighted Bil Vendor Kershaw Computer Se Terms Net 30 Number of Credits Bil Ref No Sugg Discount 0 00 Total Credits Available sotoen Set Discount _ set creats _ Payment Account Payment Method Payment Date led Tobe printed Checkin Check Pi 12 15 2007 E Ending Balance 64 335 70 Assign check no Ca Money Out Paying Bills R Did You Know As you purchase equipment supplies products or services to run your business you will also receive bills that need to be paid Entering these bills in QuickBooks enables you to not only Writing checks vs paying track information about your purchases but also to pay these bills bills QuickBooks remembers all of your unpaid bills enabling Do mot teanna Write you to easily choose the bills you want to pay QuickBooks then Cedomir Orion writes and saves the checks or credit card charges or sends paychi poy you coy liabilities pay sales tax or the online banking payment instructions depending on the pay bills you ve already payment method you choose entered in the Enter Bills Note Before paying a
12. Doc Center is TER rrevious net seve A Fnd Vy History Attach Bay tatto order of man Sub G ol C creat F Bil Received hud tanto SE ee a Vendor Brown Equipment Rental bate 1215 2012 E arresa send xo 3 Emenses 925000 js oa l cnneramere T aterri ca ore we Tass ai oe CT TATE a Expenses 500 00 tes po Account Amount Memo Customer Job_ Billa Class A futonobie s0000 ruck Rental sco vere z eis Restate Syma Seveecnew cer Clear Splits _ Recalculate Save amp Close Save amp New Clear Pay Bills Pay Ven d or Cahn de e re E a acer a eT TE piparen TR am za EmA No 1464 Praia Bt nm am com Print As Bob Crenshaw Date 12 15 2012 i E hae aa na ua ie Pay to the Order of Crenshaw Bob Z 250 00 T fran tose am aon oan E fatter corr oat os oot cao E fatten estan e a on a1 oi i Two hundred fity and 09 100 4444444 seed eae EEE EE Dolars eer a an k Bob Crenshaw 345 Cherry Lane Sa a a Address Middlefield CA 94482 Wans donbeaf cote o Dm e oet arti om sac asm a a rewa a Print check k a TE rint checks or make Pay Sted ots xe an online payment Figure 5 Writing checks versus entering and paying bills Learning QuickBooks Getting Answers to Your Questions QuickBooks provides a variety of tools and resources to help you find answers to question
13. Installation upgrade and error message assistance is available free for 12 months after initial registration for questions submitted online For more information visit www quickbooks com customercare w Internet access required for online services See details and terms and conditions of Installation Upgrade and Error Message Assistance at www quickbooks com customercare Questions must be submitted online at www quickbooks com support to receive free support D Paid support e QuickBooks Support Plans Get expert personalized assistance when you need it and protection for your valuable financial data Plans include 24 7 coverage for an unlimited number of how to questions and technical issues Online Backup and Data Recovery services and more To learn about Support Plans visit www quickbooks com supportplaninfo Fees apply Technical support is also available on a per call basis for a fee One Time Support Go to www quickbooks com contactsupport to learn more e Use a local Certified QuickBooks ProAdvisor see page 18 for details e Find the ideal training solution fees apply to help you learn and customize QuickBooks for your business at www quickbooks com training Using in product Help QuickBooks in product Help provides background information and instructions for doing QuickBooks tasks You can access the Help content and features in several ways To use in product Help go to the Help menu and click
14. QuickBooks is preset to show multiple windows at a time By doing so you can easily navigate between tasks as well as compare data in multiple windows When you open a window it opens to a preset size and location You can resize and move each window as you see fit Depending on how you size or arrange the windows some windows might not be visible Use the Window menu to view a list of the open windows Simply click the window name in the list to bring it to the front Alternatively you can open the Open Window List to have the list of open windows always visible on the left side of the QuickBooks application window If you prefer to view only one window at a time go to the View menu and click One Window 2 QuickBooks Payroll Services require subscription Employer Identification Number EIN and Internet ac cess for certain features including tax table updates and direct deposit Adding icons to the icon bar For quick access to the areas of QuickBooks you use most you can customize the icon bar by adding many of the features and reports that you use most frequently Lists Accountant Company Custon You can add rearrange or remove shortcuts from the icon bar in the Customize Icon Bar window Open Window List 1 v Icon Bar To add a shortcut to a QuickBooks window open the window and then go to the View menu and click the Add to Icon Bar option Customize Icon Bar ____ Add Chart of Acc o Icon
15. Promotions to assign to the employee The Additions Deductions and Company Contributions Pay Frequency field updates Tem Name Amount Umt Taxes Wires Jer Business Can and becomes grayed out J S Esckwvacation _ J Direct Deposit Enter tax information sick time and vacation time Employee is covered by a qualified pension plan If you are using the Direct Deposit service of QuickBooks Payroll or Assisted Payroll click Direct Deposit to enter the employee s bank information Setting up Employees To process paychecks and prepare tax documents for your employees you need to enter specific information about each of your employees in QuickBooks Note If you are a QuickBooks Payroll subscriber you will be prompted to add all of your employee information during payroll setup described on page 47 Use the following procedure to edit employee information or to add additional employees at a later date Refer to the Payroll Setup Checklist on page 49 for a list of employee information to gather A PDF version of the Payroll Setup Checklist is available online at www payroll com support PDFs Misc Payroll_Setup_Checklist pdf To set up an employee s personal information Click the Employee Center icon at the top of the QuickBooks window Click New Employee On the Personal tab fill in the form Click the Address and Contact t
16. like office supplies or materials you buy for a specific job that you charge back to your customer Use for an asset you do not expect to convert to cash during one year of Fixed asset normal operations A fixed asset is usually something that is necessary for the operation of your business like a truck cash register or computer Use for miscellaneous labor material or part charges such as delivery Other charge R charges setup fees and service charges Use to total all items above it on a form up to the last subtotal Useful for Subtotal i applying a percentage discount or surcharge to several items Group Use to quickly enter a group of individual items on an invoice Use to subtract a percentage or fixed amount from a total or subtotal Do Discount not use this item type for an early payment discount for an early payment discount use the Set Discount feature in the Receive Payments window Use to record a partial payment you received at the time of the sale It Payment reduces the amount owed on an invoice Sales tax item Use to calculate a single sales tax at a specific rate that you pay to a single tax agency Sales tax group Use to calculate and individually track two or more sales tax items that apply to the same sale The customer sees only the total sales tax Setting Up Your Business Why item types are important Although you can use items as a quick means of entering data items f
17. Bar Note Some QuickBooks windows cannot be added to the icon bar Key QuickBooks Concepts To take full advantage of QuickBooks there are some important concepts you need to understand How to work with QuickBooks lists Lists are one of the important building blocks that make QuickBooks so powerful and efficient QuickBooks uses list information to fill out most QuickBooks forms For example to create an invoice you choose the customer name from your Customers amp Jobs list QuickBooks automatically enters the customer information on the form for you This saves you time and prevents typing errors You can also change the information directly on the form as needed Lists are easy to set up in QuickBooks but do require careful planning Depending on the type of list you want to use you can get to the list in one of two ways e QuickBooks Centers Your Customers amp Jobs Vendors and Employees lists are available in the Customer Vendor and Employee Center respectively Click the appropriate QuickBooks Center button on the icon bar to go to a QuickBooks Center e List windows Other lists such as the Chart of Accounts and Item List appear in separate windows To view one of these lists click the Lists menu and then click the list you want To enter information in these lists use the menu button at the bottom of the list to add edit or delete list items The menu also provides access to common features associate
18. Click New Customer amp Job Customer Center indscaping amp Garden Supply QuickBooks Pro 2010 US Customer Center Crenshaw Bob All Transactions lolx Gi Fie Edt View Lists Favortes Company Customers Vendors Enployees Banking Reporis OnineServies Window Help Beta MEE B Home _ Company Snapshot Customer Center Vendor Center Emolayee Center OnineBankna Doc Center Report Center Anns Sore Help _Invdce Item e New Customer amp Job New Transactions lt j Print E Excel F Word gt Enter the customer s name address and contact information on the Address Info tab Use the Additional Info and Payment Info tabs to set up customer payment terms and sales tax information to add new customers to Customers amp Jobs Enie ornan OA E Reports for this Customer the list cision Nene Gershon Bab Contact Bob Carel Quiet or eer Customer Type Commercial Phone 415 555 2248 Open Balance Company Name Scrounger s Auto Ak Phone 415 855 0220 View the amount of money oe Balance Total Attach Biling Address Bob Crenshaw Fax Nja remsen 40 00 315 Chery Lane Emal berenshowveh each customer owes you in andres Cristina 1 00 B isina aiia Paien the Balance Total column eee ae ae A Price Level Resided aoo pies ee Click a customer s name in eee Ee mem nen c sen Nat
19. Create Form Design fo 1 D Promote your business with a consistent professional look You can quickly customize all of your QuickBooks forms to give them a consistent professional look so they get noticed by your customers Customize your business forms from any of these access points A Click a form icon on the Home page and then click Get Started in the Customize window B Once you open a form you can choose to customize its look and feel or customize the way the data is laid out on the page Click Customize at the top of the form and then click Create New Design In four simple steps you can design the look of your forms Background amp Logo Colors amp Fonts Grid Style Confirm amp Apply After you complete each step click Next When you finish select the forms to which you want to apply your new look and click Apply Apply Design Need a logo When you click Apply QuickBooks will Make copies of the template you select then Apply your design to the copies Don t worry your original templates won t change EM Invoice Intuit Service Invoice default J Credit Memo Custom Credit Memo default J Sales Receipt Custom Sales Receipt default QuickBooks makes a copy of your original form and applies the design on the new copy You can find your new forms in the Templates list on each form window they all start with the prefix My Design OR Click C
20. Working to turn explore mode on Then mouse over and click the Coach icons to see e Details about your workflows e Spotlights that show you the steps in a flow with tips to complete each step e Bold numbers highlighted lines and arrows show you the order in which to do your work QuickBooks Coach x Estimates Workflow GetReady G wewthe tuoro Provide a bid proposal or s estimate and convert it to an Not sure where to begin invoice after you complete the Let the Coach show you work Get Set Up F amp setupand Training Save time and gain confidence by working with a Certified ucioncks Expert Receive Reeord Payments Deposits Dive in and start working Well coach you Create an invoice based on your estimate to bill your customer Working with a Certified QuickBooks ProAdvisor Want hands on help setting up or customizing QuickBooks for your business You ll get the most out of QuickBooks by working with a Certified QuickBooks A Certified ProAdvisor ProAdvisors are QuickBooks experts who can help you get the most out EINTE of QuickBooks by customizing the software based on your unique business needs E Certified QuickBooks ProAdvisors are typically CPAs bookkeepers small business advisors QuickBooks consultants or accountants They ve been tested and certified in QuickBooks by Intuit intuit QuickBooks e ProAdvisors can help save you time and money by getting your QuickBook
21. a variety of payroll services to meet your needs QuickBooks Basic Payroll includes tools and tax tables to help you efficiently run your payroll and pay your payroll taxes Basic Payroll does not include payroll tax forms QuickBooks Enhanced Payroll adds federal and state forms E File and E Pay tools for tracking workers compensation costs and tools for easily calculating bonuses Enhanced Payroll lets you to process payroll for up to three business entities EINs QuickBooks Enhanced Payroll for Accountants includes all of this plus after the fact payroll client ready reports and the ability to process payroll for up to 50 specific businesses With QuickBooks Assisted Payroll Intuit handles your tax payments and filings for you All QuickBooks payroll services offer direct deposit of employee paychecks for asmall additional fee For more information about payroll services go to the Employees menu click Payroll and then click Learn About Payroll Options Before you begin setting up payroll we recommend you gather all of the information in the Payroll Setup Checklist on page 49 A PDF version of the Payroll Setup Checklist is available online at www payroll com support PDFs Misc Payroll_Setup_Checklist pdf You can find this information in your own records from your accountant or QuickBooks Professional Advisor or from federal and or state agencies To set up payroll for your business Go to the
22. area or on report Down arrow Line above in detail area or on report co Down one screen Page Down Up one screen Page Up Next word in field Ctrl gt Previous word in field Ctrl First item on list or previous month in register Last item on list or next month in register Ctrl Page Up Ctrl Page Down Activity Key Copy check transaction in Ctrl 0 register Create invoice Ctrl 1 Delete check invoice Ctrl D transaction or item from list Find transaction Ctrl F Go to register of transfer Ctrl G account History of A R or A P Ctrl H transaction Memorize transaction or CAM report New invoice bill check or list Ctrl N item in context Open account list Ctrl A Open Customer Center Customers amp Job list Gala Open Help for active window F1 Open list for current drop Ctrl L down menu Open memorized transaction Ctrl T list Open split transaction window Ctrl R in register Open transaction journal Ctrl Y Paste copied transaction Ctrl V in register Print Ctrl P QuickReport on transaction or Gile list item QuickZoom on report a Show list Ctrl S Use list item Ctrl U Write new check Ctrl W Close active window Esc or Ctrl F4
23. bill be sure you read the section Writing checks window versus paying bills on page 11 to make sure you are using the correct Refer to the in product Help payment method for more information on how to make these types of To enter a bill payments Choose the Vendors menu and choose Enter Bills Paying employees In the Vendor field choose or enter a new vendor Refer to page 69 for instructions on paying Note If an open purchase order exists for this vendor you are employees prompted to receive against it Click Yes to receive against one or more purchase orders then in the Open Purchase Orders window Paying bills click each purchase order that contains items you ve received and You don t need to use the are being billed for Pay Bills window to pay your bills You can enter checks Specify the Payment Method Payment Account and credit card payments and Payment Date cash expenditures directly in the appropriate account Inthe Amount Due field enter the amount of the bill register However if you enter bills using either the Enter Bills window or the Accounts Payable register you must use the Pay Bills window for your bill payment Do not use QO Fill in the Date Ref No Terms and Memo fields as necessary Q For expenses money you spend to run your business such as utilities assign the bill to one or more expense accounts on the Expenses tab g g i the Write Checks window For items products or serv
24. company file for the service To sign up In your QuickBooks company file choose Company gt Document Management gt Learn About Document Management Click the Sign Me Up button Follow the onscreen instructions to complete the sign up process To attach documents to your QuickBooks records Click the Attach button or paperclip icon in any QuickBooks record In the Attachments window click the appropriate button Local Files Online Document Inbox or Scanner and locate the file to attach Select the file and click OK To view an attachment click the green paperclip 1 Internet access required for online services 2 Scanner not included Only TWAIN compliant scanners and Fujitsu Scansnap s300 supported Maximum 100 MB per file Total free stor age 100 MB or about 1000 two page PDFs Managing Your Business Did You Know More than just attaching documents The Document Management service gives you more than the ability to attach documents to your business transactions It s a service that lets you organize all of your business documents in one place All of your important business documents are easy to find backed up online and simple to share with accountants employees and others You can even scan documents right in QuickBooks so you ll never lose them again As easy as a paperclip Document Management lets you save time by attaching any type of document electroni
25. fact payroll client ready reports and the ability to process payroll for up to 50 specific businesses With QuickBooks Assisted Payroll Intuit handles your tax payment and filings for you All QuickBooks payroll services offer direct deposit of employee paychecks for asmall additional fee For more information about payroll services go to the Employees menu and click My Payroll Service Managing Your Business Using Reports Report Center Getting there Click the Report Center icon to open the Report Center Report Center Finding your way around Learn to manage use and make Download reports and get FAQs View reports in different formats the most of reports in the and tips from the Intuit Carousel view shown here List Learning Center Community Reports Library view and Grid view Tabs organize your reports so they re easy to find Standard Memorized Favorites and reports you ve run recently Click a category to see the reports in that category Adjust the start Learn more about and end dates the repor Display the report Mark the report as a favorite Using Reports to see how your business is doing One of QuickBooks most robust features is its ability to generate data rich reports about your business Everything you enter in QuickBooks can be found and generated into a report QuickBooks comes with dozens of prepared reports you
26. forms a consistent professional look in just four simple steps See Customizing Business Forms on pages 24 25 for more information Money In Sales Receipt A sales receipt is the form you use when you make a sale for which you receive full payment at the time of the sale Sales receipts can include payments by cash check or credit card Did You Know You can also use a sales receipt to create a summary of sales income and sales tax owed You can summarize daily or weekly sales on a sales receipt Money In Recei ing a Payment Receive Payments Sample Larry s Landscs Garden Supply QuickBooks Pro 2010 U c File Edt View Lists Favorites Company Customers Yendors Employees Banking Reports OnlineServices Window Help Beta x 2 B Home Company Snapshot Customer Center _ Vendor Center Employee Center Online Bankira Doc Center Report Certer Apps Store Help Invoice Arr print Th History v ttach ious CF Next Select a customer from the drop down list J e The checkmark next to the Customer Payment from ferenshaw Bb E customer Balance 1 776 03 Amount 150 00 Date 1271572012 Pnt Method Enek z oee oa Mema Where does ths payment ao SBA T Process payment when saving invoice tells QuickBooks to apply the payment to this invoice paymert preferences Z Date umber Orig Ant
27. i page click Customize so jae es Invoice omize Your QuickBooks Fo la Lex Click Create New Design or Customize Data Layout depending on whether you want to customize a template or customize the layout of the data Add a professional look to all your forms Select a background add your logo and customize the fonts colors and grid styles Your design changes can be applied to multiple farms all at ance for free Design_ Customize the data layout on a form Toter F Tobe snared Add or remove columns rename data fields or modify your data layout on a specific form 4 Leam abeat our payent procesen Customize Data Layout By Fie Edt View Lists Favorites Accountant Company Customers Vendors Employees Banking Reports Online Services Window Help lel xd a B Home Company Snapshot Customer Center Vendor Center Employee Center Online Banking Doc Center Attorney s Invoice Fixed Fee Invoice a ae ee aad Custom Sales Receipt I a Pe Ce nan Sinan oaritan an Dally Sales Summary are E Intuk Standard Donation intuit mses le Custom Purchase Order re ed Intuit Standard Statement raan Cia eee eee Intuit 0 Pick List ISales Order with Rep C In the menu bar click eee r Lists gt Templates he Open Form Click the Templates button and then click
28. instructions for adding and editing employee information listed on page 51 Setting Up Your Business Payroll Setup Checklist Examples Company Information Pay period frequency or frequencies weekly every other week twice a month monthly quarterly Date you started or will start using payroll in QuickBooks Compensation Benefits and Miscellaneous Additions and Deductions Compensation you give employees and officers hourly wages salaries commissions etc Insurance benefits offered such as health dental vision Retirement benefits offered such as 401 k Additional deductions from net pay that you withhold such as union dues repayments of employee advances or loans and life insurance Additions you add to a paycheck such as bonuses travel reimbursements employee advances or loans and tips Tax Information Federal forms you ll need to file such as 941 943 or 944 for more information see www irs gov and your federal tax ID number FEIN Payroll bank accounts and the deposit frequency for these taxes State or states for which you file payroll taxes Your state employer tax ID number or numbers EINs Payees and account numbers for each state and local tax Tax rates for any local or other taxes Whether you qualify for the Federal Unemployment Tax FUTA credit Employees Employee names addresses and Social Security numbers from your employees Social Security cards or W 4 forms Emp
29. line or lt Not tax related gt The IRS recommends opening a business checking For balance sheet accounts Enter an opening balance account as one of the first based on the account s balance as of your QuickBooks things you do when starting start date Generally you should enter any balance sheet a new business balances as of the day before your start date That way Intuit highly recommends it s all exactly correct at the opening of your start date If associating your income you re putting money into the account with a transaction and expense accounts with the appropriate tax lines for your tax forms Consult with your accountant if you need more information about which tax forms to use and to which tax lines to map each account do not use the opening balance field since this will create an additional transaction If you re not sure of the balance you can leave the field blank and enter the information later Click OK when finished Click Save amp Close or Save amp New to add another account Why Use Subaccounts When you need more detail about what s going on in an account you can divide the account into one or more subaccounts Subaccounts let you track several related types of income or expenses independently yet keep them all under the umbrella of a single parent account Subaccounts appear indented immediately below their parent account in your chart of accounts If you create subaccounts
30. more go to help and search on online banking Money Out Issuing Credits or Refunds Credit Memo Select the template you want to use or create your jPrevious Next G A B A Sei Bhistor E our Use Credit To Customer o Tem te _ Customie own a er C ris M Custom Credit Memo 7 Credit Memo Enter the name of the A T BS OPTION ii Labor 350 00 Ne Koad returned item here r Job took 5 fewer hours than billed 5 70 00 lon Describe the reason for the O gt return Customer The listed amount will be al Tx SanTomas 7 75 0 00 Messa e credited to your account W Tobe rinted Tobee maied Customer Tax Code Tx Remaining Credit 350 00 Select whether to print and or 7 ZA T Pro ess redt rd met e svi e mail a copy to the customer Memo SS Sve Coe ae e Cer Me Issuing Credits or Refunds Use a credit memo to record a credit when a customer returns items and you ve already recorded an invoice customer payment or sales receipt You can also use a credit memo for an overpayment To enter a credit memo or record a return Choose the Customers menu and choose Create Credit Memos Refunds In the Customer Job field click the customer and job for which you are creating the credit memo or refund check Note If you have created more than one job for the customer be sure to
31. open a new QuickBooks window the links in the Relevant Topics tab change so that they apply to the active window QuickBooks Help xi Relevant T opics S About sales tax Manage sales tax Change sales tax preferences Pay sales tax Troubleshoot sales tax problems Relevant Help topics will explain how to use the window and can include e Tutorials that show you how to complete tasks e Business process overviews e Step by step instructions e Planning and best practice suggestions e Troubleshooting information If you don t see the information you need in the Relevant Topics tab try using the Search tab to find the topic Using Help Search to find information QuickBooks in product Help is quite extensive If you don t see your issue in the Relevant Topics list you can use Search to find answers to your questions quickly e Click the Search tab e In the Search field type a short phrase containing a noun and verb that describes the information you want For example add a customer or How do I add a customer e Click the search arrow Search will return a maximum of 15 topics based on the words you entered If you don t see the information you want follow the tips below for using search effectively Tip Using Search Effectively e Be as specific as possible For example if you want to know how to add a customer entering just customer will return topics ranging
32. you sell You enter items on your invoices and sales receipts For example a writing consultant might set up one item for editing services with an hourly rate and another item for writing services with a different hourly rate On an invoice the items would be entered with the number of hours worked as the quantity While providing a quick means of data entry items also handle the behind the scenes accounting When you create an item you link it to an account When the item is used on a form it posts an entry to that account and another to the appropriate accounts receivable accounts payable checking or other account Did You Know Adding multiple items at once If you need to add several items to your QuickBooks company file consider using the Add edit multiple list entries feature described on page 10 For more information refer to the in product Help G5 Which Item Type Should I Choose QuickBooks provides 12 different types of items to help you fill out sales and purchase forms quickly Item Type Purpose Service Use for services you either charge for or purchase like specialized labor consulting hours and professional fees Inventory part Use for goods you purchase track as inventory and resell Inventory assembly Premier only Use for assembled goods you build or purchase track as inventory and resell Non inventory part Use for goods you buy but don t track
33. 00 Map Directions QuickBooks Checks amp 4 Metes maaan B Soe fennas Enter the vendor s name address and contact information on the Address Info tab Use the Additional Info tab to enter vendor specific information including the vendor type Click Define Fields to create any custom fields that you need for your vendors cal Telephone 45 00 a hives esol company 2 show AlTransa Fiter By al E Date is Fisca 10 01 2012 09f302013 ampon Parn cea 0 00 a Tipe um Date Taunt rjourt ill 12 03 12 14 2012 Accounts Payable 137 50 ty of Bayshore 0 00 Bill Pmt Check 1107 11 21 2012 Checking 146 45 ty of mdf 0 00 Bill 11 03 11 14 2012 Accounts Payable 146 45 computer Services by D2 0 00 BitPmt check 1077 tojeojeoi2 checking 140 47 Conner Garden Supplies 127 20 Bill 10 03 10 14 2012 Accounts Payable 140 47 Employment Development 0 00 Express Dever service ow Click to view useful reports about each vendor New Vendor Additional Info s Landscaping amp Garden Supply QuickBooks Pro 2010 US New loxi W Fie Edit View Lists Favorites Company Customers Vendors Employees Banking Reports Online Services Window Help Beta l x g ca amp a Home Company Snapshot Customer Center Vendor Center Employee Center Online Banking Doc Cer Vendor Name fabertCuz Opening Balance 3 150 00 s of 12 15 2012
34. 5 21 Getting Around in QuickBooks What QuickBooks can do for you 3 43 p Customers amp Sales Learn how to set up the basics Master a few basic concepts now and you ll spend less time managing QuickBooks and more time Vendors amp Expenses managing your business Overview of QuickBooks accounts 5 23 Fy z Adding and using QuickBooks accounts 3 29 Inventory Items products amp services you sell 5 18 Online Banking Part1 4 24 Online Banking Part2 6 00 Working with Multiple Currencies 4 56 Reports 6 27 Pees Pavers Return to the Learning Center anytime by choosing Learning Center Tutorials in the Help menu ir Download the free e Book QuickBooks Premier 2010 The Official Guide free download Whats Mere Connect with other QuickBooks users and experts to ask questions and share advice a nk Get Local QuickBooks fees may apply Download QuickBooks user quides in PDF format Get 24 7 expert support online backup and more with a QuickBooks Support Plan fees apply 6 Internet access required to view tutorials Learning QuickBooks Using Live Community QuickBooks Live Community lets you ask other QuickBooks users and experts for help and get answers fast right inside QuickBooks In Live Community you can ask any question from how to questions about QuickBooks to advice on how to run and grow your business To use Live Community choose the Help menu and choose Live Commun
35. Create Estimates LY Fie Edt view Lists Favorites Company Cust Vendors Employees Banking Reports Services Window Help Beta Home Company Snapshot Customer Center Vendor Center_ Employee Center Online Banking B Doc Center Rep erter Apps Store Help Invoice previous GP next pd save Gent Emal Find HM speting Wh History E Create invoice ters GA customize attach When you re ready to bill the customer click here to convert this estimate to an invoice Choose items to add to the estimate or create new items GEERT rae las Template _ Brint Preview crenshaw Bob T Active z custem Estimate Estimate 12 15 2012 E 1 Bob Crenshaw 345 Cherry Lane Middlefield CA 54482 O Ten Description C arot rap ds Taa Ta I cag Westy garda svar 1 pom mm a Customer Thank you For your z Tar en Thomas aE 0 00 Message busnes 4 Total 150 00 0 00 150 00 P Tobe emaled customer Tax Code Tax Memo Save amp Close Save amp New clear Choose the Estimate template you want to use or create your own Creating an Estimate You can use the estimate form to prepare estimates bids quotes or proposals for your customers You can change the title Estimate to anything that suits you
36. Date Information Paychecks Paycheck How do a 2 p Payroll Information Payroll Schedule Biweekly Pay PeriodEnds 12 29 2007 E Bank Account Checking ca Employees Selected to Pay 3 EAE Bank Account Balance 79 428 39 QuickBooks creates a paycheck for each employee name marked with a checkmark Sort By Employee Name B Show Hide Columns Review paychecks and enter hours worked sick or vacation time commissions or other variations from pay period to pay period by clicking the employee s name If an employee is set up for direct deposit select the Direct Dep checkbox for that employee Review and Create Paychecks Review and Create Paychecks Review amp Create Paychecks Enter Payroll Information p Payroll Information Print amp Distribute Paychecks lo employees Payroll Schedule Biweekly Pay Period Ends Number of Paychecks Check Date 12 29 2007 perk account e Bank Account Balance 79 428 39 Choose whether paychecks should be printed from QuickBooks or written later by hand p Paycheck Options Print paychecks from QuickBooks Assign check numbers to handwritten checks First Check Number 202 Explain Printing Options Printing Preferences Gross Pay Taxes Deductions Net Pa Employer Taxa Contributions Total Hours Diredt Dep Elizabeth N Mason Revi
37. ER Payroll Employees Aq Reminders aa Reports amp Graphs My Preferences Company Preferences Do you charge sales tax ves Omo Set Up Sales Tax Item Add a sales tax item for each county district parish etc where you collect sales tax Show Examples Your mast common sales tax item Add sales tax tem Dut of State Assign Sales Tax Codes Sales tax codes determine if the items you sell are taxable or non taxable Enter the sales tax code anda short description fe Sales amp Customers Send Forms S Service Connection af Speling EJ Tax 1099 E Time Tracking Taxable item code Tax v Nontaxable itemcode Non v Identify taxable amounts as T for Taxable when printing New Sales Tax Code Sales Tax Code LBR maximum 3 characters Description Labor non taxable Taxable Non Taxable Cancel a mice al Help Defaut Also See General Setting Up Your Business Part 2 Sales tax codes to track taxable status of items and customers Now you ll set up the sales tax codes that you ll use to track the taxable and non taxable sales status of your items and customers Later you ll assign these sales tax codes to your customers and the items you sell QuickBooks creates two sales tax codes for you e The taxable code TAX is assigned to items and customers that are taxed
38. Employees menu and choose Payroll Setup Follow the onscreen instructions Tip If you need to leave the Payroll Setup interview at any time before completing all of your payroll setup tasks click the Finish Later button When you reopen the Payroll Setup interview you can continue where you left off To ensure accurate payroll calculations complete your setup before using Payroll Payroll Setup has been grouped into the following categories e Company Setup Enter information about the types of compensation and benefits you provide e Employee Setup Enter employee personal information name hire date Social Security number and so on pay information pay rate payments and deductions paid time off balances and so on and tax withholding information from W 4 and state forms e Taxes QuickBooks Payroll automatically sets up your state and federal taxes However you must still enter employer specific tax rates such as state unemployment insurance as well as any local taxes that may apply e Year to Date Payroll If you have issued paychecks to W 2 employees during this calendar year prior to using QuickBooks Payroll you must provide year to date payroll history to accurately generate tax payments and filings Note After your initial payroll setup you might need to add new employees or edit employee payroll information You do not need to use the Payroll Setup wizard for these quick tasks Instead follow the
39. Financial What is the recent activity in all my company s accounts with beginning and ending balances for each account What are the total sales for each customer and job General Ledger in Accountant amp Taxes Sales by Customer Summary in Sales Which items and or services bring in the most least income Sales by Item Summary in Sales What are my company s total expenses for each vendor Expenses by Vendor Summary in Company amp Financial Where is the information I need for my federal income tax forms Income Tax Summary Income Tax Detail in Accountant amp Taxes For my company s total sales how much is taxable at what rate and how much sales tax is currently due to be paid Sales Tax Liability in Vendors amp Payables Managing Your Business Marking reports as favorites If you have favorite reports you can mark them as favorites and add them to your Favorites tab When you view a report click the Ww to mark it as a favorite 9 Memorizing a report for reuse Whenever you change the settings for a report modify it you can memorize the report with the new settings and save it on the Memorized tab Then when you want to create a similar report you can click the Memorized tab to find it Note QuickBooks memorizes the report settings not the data in the report When you display a memorized report it applies the settings you memorized but displays the l
40. Howdo I determine the opening balance Cancel Address Info Additional Info Custom Fields Type Discount Available Materials v Web URL Terms Due on receipt hal Credit Limit 1 000 00 Tax ID TF Vendor eligible for 1099 Adding Vendors QuickBooks uses the vendor list to hold information about the people and companies you buy goods and services from to run your business For example this list could include the phone company your office supplies vendor and your tax board You can add new vendors at any time Tip Typing in vendor data for hundreds of vendors can be a tedious task If you use Microsoft Outlook you can import your existing vendor information into QuickBooks instead of entering it manually Refer to the QuickBooks in product Help for instructions on how to prepare your vendor data file for importing into QuickBooks To add a vendor Click the Vendor Center icon at the top of the QuickBooks window Click New Vendor On the Address Info tab enter all the data that you have about the vendor including the vendor s name address and additional contact information If you owe this vendor money as of your company s start date enter the amount in the Opening Balance field Click the Additional Info tab and complete the form If you want to add additional fields to the form click Define Fields to customize the form Click OK or click N
41. Non inventory Part Misc Income ain INon inventory Part Landscaping S arent Item Do Not Use Non inventory Part Landscaping 5 3e 50 gal INon inventory Part Landscaping 5 b Non inventory Part Job Expenses 4 Shrubs Non inventory Part Landscaping 5 8f8odo oopvoslooopofioo tofa 8888888288883848 8 578888888 FE Include inactive New Item Sample Larry s Landscaj Fie Edt View Lists Favorites Company Customers Vendors Employees Banking Reports g amp Garden Supply QuickBooks Pro 2010 US New Item Online Services Window Help Beta 18 x a Home Company Snapshot Customer Center Vendor Center Employee Center Online Banking Doc Center p Type Use for services you charge for or purchase like Service specialized labor consulting hours or professional fees Item Name Number V Subitem of Paving Design 2 IT This service is used in assemblies or is performed by a subcontractor or partner Description Tax Code Rate l X Account T Itemis inactive Adding Items In QuickBooks an item is anything that your company buys sells or resells to run your business Items are your products services and things such as shipping and handling charges discounts and sales tax When you select an item from the Item list QuickBooks fills in a description of the line item and calculat
42. QuickBooks Help When you open Help the Help Viewer displays to the r In the Search tab enter a right of the QuickBooks window description of the help you want and click the search arrow Links to topics that are relevant to the currently displayed window are listed in the Relevant Topics tab Click any relevant topic link to view the Help topic Use the Forward or Back 5 od Quicknooks Heip xi moloyees enkng Reports Widow Help Beta Ai r O amp 8 So Center Help Reminders Search Feedback Services Payroll Credit Cards D Eate P Edit bill payments pak EE o void or delete bil or payment 2 What if I already paid a bill previous next Find h History E Journal Eee aren eae G Bil C Credit T Bill Received Ivandor ate 06 26 2007 Back ope Address Goa Amount Due 0 00 jou can edjt all pills even those that Bloue 72007 E lave alreafy bden paid Use these steps to change the emount Terms z due an a bill To change the amount Memo you paid on a bill see Edit bill payments o oo tens 40 00 Account mount Memo Expenses CustomeriJob Bilable Clear Spits _ Recalculate Save amp Close Save amp New Clear What s happening behind the scenes cl To do this task 1 Find the bill 2 Make the necessary c
43. ab fill in the form and then click OK When prompted to set up the employee s payroll information click Leave As Is To set up an employee s payroll information Click the Employee Center icon at the top of the QuickBooks window Click the Employees tab and then double click the employee s name From the Change tabs drop down list click Payroll and Compensation Info O Fill in the Payroll Info form Click the Taxes button Click the Federal tab and fill in the form based on the employee s W 4 information Click the State tab and fill in the form Click OK Once you ve set up your employees refer to Paying Employees on page 69 to learn about paying them Setting Up Your Business Employees Employees are people who work for your company Employees can work full time or part time If you have workers who need a 1099 for example subcontractors set them up as vendors not employees Did You Know Is the company owner an employee Generally people in business for themselves are not employees of the company However if your company is incorporated working corporate officers are considered employees Check with your accountant or payroll professional to determine if the owner should be considered an employee and then set up the owner accordingly in QuickBooks Money In Creating an Estimate Print and mail or e mail estimates to your customer
44. acks the value of things that you can convert to cash or use up within one year such as prepaid expenses employee cash advances inventory and loans from your business Fixed asset Tracks the value of significant items consult your tax professional for a minimum dollar amount that have a useful life of more than one year such as buildings land machinery and equipment and vehicles Other asset Accounts payable AP Tracks the value of things that are neither Fixed Assets nor Other Current Assets such as Goodwill long term notes receivable security deposits paid and land Tracks money you owe to vendors for purchases made on credit Most businesses require only the A P account that QuickBooks automatically creates after you create your first invoice Credit card Tracks credit card purchases bills and payments Create one for each credit card your business uses Other current liability Tracks money your business owes and expects to pay within one year such as sales tax security deposits retainers from customers and payroll taxes Long term liability Tracks money your business owes and expects to pay back over more than one year such as mortgages long term loans and notes payable Equity Tracks money invested in or money taken out of the business by owners or shareholders Payroll and reimbursable expenses should not be included Setting Up Your Business Adding Customers
45. aid by e Check QuickBooks prepares one check for each vendor and records the checks in the check register with BILLPMT in the Type field Credit card QuickBooks records a charge for each vendor in your credit card register Cash QuickBooks records a payment for each vendor in your cash account register In each scenario QuickBooks records the payment to each vendor in the accounts payable register The amount you paid appears in the Payment column Figure 5 below illustrates the difference between writing checks versus entering and paying bills Receive bill from vendor BILL Payment Due to Gallion Masonry Customer Your Company Date 07 14 2004 Address 1234 Garcia Ave Bill Due 08 13 2004 Mountain View CA 94043 Amount Due 1 550 00 Enter bills now Write checks now pay when due Write Checks Enter Bills US write Checks Checking 4 lla Sample Larry s Landscaping amp Garden Supply QuickBooks Pro 2010 0S enter Bills ss O x gt m N wE 4 File Edt View Lists Favorites Company Customers Vendors Employees Banking Reports AA a E N Onine Services Window Help Beta la xi ITEE ee SSS g z Endrg laine soeone Home _ Company Snapshot Customer Center _Vendor Center _Employee Center _ Online Banking
46. al 555 2248 TE B Company Name Serounge s Auto jone 415 555 0220 Tame Baeke Total atah siina adress Gob Crenshaw Click a customer in the lt A candy Sep aa Tet aa Emal Send to Crenshow Bob Customers amp Jobs list to view Bale Mke 10 00 ae useful data 2330 Main St 10 00 Mao Oestions Residential 0 00 Notes Edit totes Blackwell Edward 1 135 00 e Chapman Natalie 0 00 Show Ai Transa Fiter By ar E ose There 10 01 2012 09 30 2013 Use the Transactions tab to consi Bene am Tipe am Date acount oun basin te Payment 2109 12 12 2012 Undeposted Funds 200 00 find sort and filter all your Invoice Fee 12702012 Accounts Receivable 16 03 transactions across all of ci Creig E invoice 135 11 25 2012 Accounts Receivable 1575 00 Ds Computers ae Payment 6568 11 19 2012 Undeposted Funds 1 459 09 your customers Ecker Desion Enika Payment 325 11 10 2012 Undeposted Funds 700 00 fiaa Sporting Goods ai Payment 5789 10 21 2012 Checking 550 00 z ioe fils aNd oti invoice 73 10 20 2012 Accounts Receivable 1 659 09 View all of your past trans 75 Sunset Rd 2 408 19 invoice 67 10 11 2012 Accounts Receivable 1 260 00 actions with this customer a a E or filter this list to display only one type of transaction like overdue invoices Figure 3 View and manage customers vendors and employees with the QuickBooks Centers Learning QuickBooks Vendor Center The Vendor Center gives you a complete picture of where your money is go
47. ale 00 show URES Fiery ar ate sF tonoz ospais the list to view the contact e Chekni Benjamin aoo z eee e informationand notes for ar Carel 9 00 invoice 142 12 15 212 Accounts Receivable 35 00 h Crenshaw Bab 1 624 03 Check 164 125 12 Chedking 250 00 that customer ec Ae ae o z Ds Corhputors Lid Invoice FCB 12110 2012 Accounts Receivable 16 03 sar Deas Samet Invoice 135 11 25 2012 Accounts Receivable 1 575 00 See all transactions for this Frc Speting sanae atta Ter 5508 unsa Undeposted Funds 1 458 09 t P th t ti 155 Wiks Blvd 300 00 Payment 325 11 10 2012 Undepasited Funds 700 00 customer in the transaction 75 Sunset Rd 2 404 19 ee as Rennie morae ge list which can be sorted and Seregary Dru 786 paii 73 1020 2012 Accounts Receivable 1 658 09 fi Itered Heldt Bob 1 927 74 Invoice 57 10 11 2012 Accounts Receivable 1 250 00 Hermann Jenifer 36 00 New Customer Larry s Landscaping amp Garden Supply Click to view useful reports about each customer 10 x W File Edt View Lists Favorites Company Customers Vendors Employees Banking Reports Online Services 18 x Window Help Beta g a g Home Company Snapshot Customer Center Yendor Center Employee Center Online Banking Doc Center Report Customer Name Opening Balance Alvin Lee 5 000 00 as of 12 15 2012 fm How do I determine the opening balance Categorizing and Defaults Addi
48. assign the credit memo to the correct job You can apply the credit memo only to the same job for which it was created Click the Template drop down arrow and select a template O Enter the items being returned in the line item area Describe the reason for the credit and enter the quality and rate if applicable Optional Enter a memo for this transaction Note The memo does not print on the credit memo but it does appear in the Accounts Receivable register and in the customer register Indicate whether you want to print or e mail the credit memo to the customer You can choose to do both Save the credit memo In the Available Credit window choose how to use the credit You can e Retain as an available credit e Give a refund e Apply it to an invoice Note QuickBooks enters a negative amount in your Accounts Receivable register for the credit memo Money Out Key Term Credit memo A document that notifies a customer that you have reduced the customer s balance For example when a customer cancels a sale returns something or overpays Money Out Paying Employees QuickBooks records the Enter Hours and Select Employe Enter Payroll Information Enter Payroll Review amp Create es to Pay Print amp Distribute checks in this bank account Specify a check date and pay period end date for the paychecks you create Check
49. ates fees 5g Payroll amp Employees Automatically recall information fy Reminders Automatically remember account or transaction information sult Reports amp Graphs Automatically recall last transaction for this name Ay Sales amp Customers Pre fill accounts for vendor based on past entries T Sales Tax Choosea group from the Send Forms Default Date to Use for New Transactions preference list to set i Saye Connection O Use today s date as defaut Use the last entered date as default behavior for other z ie en Keep custom item Information when changing tem in transactions QuickBooks areas EJ Time Tracking ask O always O Never Changing QuickBooks to work the way you do You can modify QuickBooks in many ways to suit the needs of your business and your personal style of working From the QuickBooks Preferences window you can define preferences in over a dozen different categories For example you can configure general preferences such as whether or not QuickBooks prompts you before editing or deleting a transaction or which date QuickBooks uses for new transactions Or you can configure accounting specific preferences such as how QuickBooks displays accounts and subaccounts To view and set preference options Choose the Edit menu and choose Preferences In the Preferences window change any of the general QuickBooks preferences These preferences determine how QuickBooks behaves T
50. atest data For example if the report date is set for the period Last Month and you memorize the report in September but recall it in December the recalled report will have data for November not August To memorize a report Click the Report Center icon at the top of the QuickBooks window Open the report you want to modify and save After you have customized a report click Memorize at the top of the report If you have changed an existing memorized report indicate whether you want QuickBooks to replace the earlier report under the same name or create a new memorized report under a new name Inthe Memorize Report window enter a title for the report QO If you want to assign the report to a memorized report group click the Save in Memorized Report Group checkbox and choose the group from the drop down list You must already have the group set up on your Memorized Report List You cannot create a new group here Click OK Managing Your Business Attach Documents in QuickBooks Getting started with Document Management Click the Doc Center icon to open the Doc Center Or click Company gt Document Management gt Learn About Document Management Welcome to Intuit Workplace Sign in to your Intuit Account If you don t have one you can create it Don t have an Intuit Account Already subscride to an intuit Service Creste one now Sage in with your Intuit Account adar
51. c or scanned files to any customer vendor employee account items or most transactions For more information about how to use the Document Management service refer to the in product Help Managing Your Business Additional Services and Solutions Other QuickBooks Services to help you manage your business QuickBooks business solutions enable you to streamline management of your business and automate essential business activities QuickBooks business solutions offer easy to use tightly integrated products and services that will enable you to manage your business efficiently and with confidence Each service or solution sold separately Intuit products and services include e QuickBooks Online Banking e QuickBooks Bill Pay Service e QuickBooks Deluxe Online Billing Service e QuickBooks Remote Access e QuickBooks Online Backup Service e QuickBooks Merchant Account Service e QuickBooks Technical Support Plan e QuickBooks Checks and Supplies e QuickBooks Shipping Manager e QuickBooks Employee Organizer e QuickBooks Basic Payroll e QuickBooks Enhanced Payroll e QuickBooks Assisted Payroll Service e QuickBooks Point of Sale software or hardware e QuickBooks Platinum Plus Business Mastercard e QuickBooks Customer Manager Online e QuickBooks Client Manager software e Enhanced Payroll for Accountants To learn more about these business solutions go to the Help menu and click Add QuickBooks Services Managing Yo
52. can run and you can download additional reports from the Intuit Community reports library at community intuit com library reports The Learning Center helps you learn about QuickBooks reports and locate the ones that will give you the information you need Once you ve found a report you can change its date range customize the way it looks print a copy of it export it to Microsoft Excel or display it on your screen To find and display the right report Click the Report Center icon at the top of the QuickBooks window The Standard tab lists the standard report categories Click a category on the left to see the reports in that category on the right When you find the report you want click its name to view the report e To learn more about the report click the question mark icon Q e When viewing a report you can also use the controls at the top of the page to modify memorize print email export and further customize your report Qotes AI From Ej to mj Comas Total orby Tip From the QuickBooks Centers get a quick snapshot of how your business is doing and the status of your relationships with customers vendors and employees You can easily see all of your unpaid bills all invoices your customers haven t paid and the detailed history of each customer and vendor For more information about the QuickBooks Centers refer to QuickBooks Centers on page 6 and the in product Help Managi
53. cation where you sell might require you to charge both a county and a state sales tax However Sales tax group customers are used to seeing one sales tax rate on sales You would set up a item sales tax group item that combines those two sales tax rates say 1 for the county and 7 for the state to create a single sales tax group item with a rate of 8 You would apply this sales tax group item to your taxable sales for that county The identifier that QuickBooks uses to track the taxable and non taxable status of both the products and services you sell and the customers to Sales tax code whom you sell these items For example a customer that is a non profit organization might have a non taxable status You would not charge sales tax for anything you sell to this particular customer A town city county or state that charges sales tax A tax district might also Tax district include a municipal or special jurisdiction such as a Mass Transit tax or a parish in Louisiana The government office that determines the requirements for sales tax collection or payment You might need to pay your collected sales tax to one or more tax agencies depending on the requirements for the locations tax districts where you do business Tax agencies are set up as vendors because you make payments to them A tax agency is sometimes called a tax authority Tax agency Preferences Set sales tax preferences Preferences Verify that y
54. d with the list Landscaping Services Design Services Equipment Rental Job Materials Activities Reports Attach I include inactive The more detail you enter for each list item the more information QuickBooks can use to pre populate forms track financial data and display useful reports about your business Another advantage of lists is that common tasks like adding list entries editing list information and deleting list entries are performed the same way Learning QuickBooks Figure 4 illustrates how QuickBooks uses list information across multiple windows and tasks to simplify data entry and to give you a complete picture of how your business is doing alot au set a E ei p B 3 D Meme Company Spt Customer Cree Yn Corer Emly Conter_ Crie tarling boe Center Rep Cntr ey ere Heb Be bew Customer tb Y Rew Transactions Brit fl Parei E Worde ah Eak Customer Revorts tor this Customer mini Maia ah laisi Ga p e_ Camry Sragchat_Cotoner lar Wons aver Enebyer Gontor Orire Bakire Dae evn feo 7 aR eee P Meat TL e w 1 Use the Customer Center to view customer data Click New Customer amp Job to add a customer to your list 2 Enter customer information in the et maes New Customer window tain So ee oe ooon ow 3 The information for th
55. e The non taxable code NON is assigned to items and customers that are not taxed such as non profit organizations or items that the customer plans to resell Depending on your tax agency requirements these two preset sales tax codes might be all you ll need You won t need to set up any additional codes or change this preference If your tax agency requires you to specify additional sales tax codes to track taxable and non taxable sales such as specific tracking for out of state sales you can set them up now You can also set them up later when you need to use them To set up additional sales tax codes Click the drop down list for the type of sales tax code you want to set up Taxable or Non taxable and select lt Add New gt In the New Sales Tax Code window enter a sales tax code you want to use anda description for it Each sales tax code you add must be unique For example you might want to set up a non taxable sales code for labor costs You might enter LBR as the sales tax code and Labor non taxable as the description Many businesses also use a non taxable out of state sales tax code OOS Click OK Repeat steps 1 through 3 for each sales tax code you want to add Part 3 Sales tax items rates and tax agencies You need to set up a sales tax item for each tax district city county state in which you sell A sales tax item includes the sales tax rate you need to charge for that tax district a
56. e new customer appears in the Customers amp Jobs list Create Imeokces zaz rg Reports Orire Sees Werk Heip Beta 1a1x B secon tenore carear_apse one tap _ineece sroin Ya raor Ek aere DA Tutone I aeach Hema comary Snapshot cuzomer cenet vendor Center _ Enclose ce re sarino Emons Pee dse dpm Gard se Lene Ee N a ee meee 4 Pick a customer name from the list and choose to create an invoice from the New Transactions menu The customer information is entered automatically Invoice e akyu E genr Tar se Tal so eN panei Aad Favmerts peled To EI nemo s ster Ta coe fra E aT atout our payment oceera andolneindcma sons ERE RSE E est Gites Ween Fin Ete FRE Sr Ve Unt faint Crom Catan rr e 8 amp jo BAR e 8 PF 58 28 Q RS AOR A A E A S nom pt Cnr es Cr it na ie re M I Ta sew cunamon TE pew Hansactoney GD enmt iG Customers bima FT Capot Cirese Trommis __ storey roe a pate ea E Loose eoon Tema fe Jre mee Jay Da dens Conran 138 softens saver ma oodal eden coir tat afietente aaisa yaar 4000 estes crena tot satisane atez013 ma oo sash ei 87 osing susoz013 00 eh 138 usme sanos mo woo aah man Fez omen maoe as ow aat tot FeS useme naoz sa ow packs a 88 sopifenig snfsuzers son om sacha a 4 meme soos saon om
57. eating an Invoice 55 Entering Sales Receipts 57 Receiving a Payment 59 Making a Deposit 61 Money Out Paying Bills Writing Checks Issuing Credits or Refunds Paying Employees Managing Your Business Using Reports to see how your business is doing Marking reports as favorites Memorizing a report for reuse About the Document Management Center Additional Services and Solutions Intuit Workplace App Center Affordable apps to help your business Keyboard Shortcuts 62 63 65 67 69 70 71 73 3 75 76 77 79 o weem Welcome Welcome to QuickBooks Whether you ve been running your business for years or are just starting out having an organized efficient way to manage your business can save you time money and a lot of frustration Use this QuickBooks Basics guide to learn key tasks and get up and running as fast as possible Note Since this guide covers multiple editions of QuickBooks the name QuickBooks is used to refer to any of these editions When information in this guide applies to a specific edition of QuickBooks the specific edition name will be used n 3 cr gt n Q c a D as Getting around QuickBooks Key QuickBooks Concepts Getting answers to your questions Essential tasks Setting up your business Money in Money out Managing your business Keyboard shortcuts 9800000000 2 Learning QuickBooks Getting Around QuickBooks The QuickBooks work area shown in F
58. edure if you entered historical invoices or sales receipts dated before your QuickBooks start date Your sales tax will already be included on them and posted to this account You can also skip this procedure if you entered an opening balance for each tax agency as you set it up To enter your sales tax liability for a tax agency Go to the Lists menu and choose Chart of Accounts Double click the Sales Tax Payable account In the register find a blank transaction and fill in the details for the tax agency owed e Inthe Date field enter your QuickBooks start date e Inthe Vendor field enter the tax agency e Inthe Billed field enter the amount you owed as of your start date e From the Account drop down list choose Opening Bal Equity Click Record Repeat steps 3 and 4 for each tax agency to which you owed sales tax as of your QuickBooks start date Setting Up Your Business Did You Know Sales tax group items In many states where you charge a state sales tax rate you also need to charge for a city or county sales tax along with it However your customers are used to just seeing one sales tax item on their invoices or sales receipts You can resolve this issue by creating sales tax group items Once you ve set up all of your sales tax items for your city county and state sales tax rates you ll be ready to combine the rates to create a sales tax group item Refer to the in product Help
59. es terms that apply to this customer In the lower part of the form enter each of the items including the proper quantity that the customer has purchased QO Click Print on the toolbar to print the invoice now Optionally you can select the To be printed checkbox to print the form later or the To be e mailed checkbox to e mail the form later Save the invoice Tip You can customize your invoices or any other sales form for your business Click Customize to open the new forms customization tool that you can use to give all your forms a consistent professional look in just four simple steps See Customizing Business Forms on pages 24 25 for more information Money In Invoice An invoice is the form you use to charge customers for the products and services they purchase from you Did You Know You can create an invoice letter directly from the invoice form by clicking the Letters button on the Create Invoices toolbar Refer to the in product Help for more detailed information about this feature Money In Entering Sales Receipts Choose the Sales Receipts template you want to use or create your own Sales Receipt la x Pervious Bnet tS 9 B QM Selina VW Hstory gt E souna GA O Attach Template L J Albert Cruz 852 Ocean View Rd Bayshore CA 94326 Choose items to add to the Sales Receipt or create new i
60. es its amount for you QuickBooks provides 12 different types of items described in the table on page 36 Some items such as service or inventory part items help you record the services and products your business sells Other items such as the subtotal or discount item are used to perform calculations on the amounts in a sale To add an item Choose the Lists menu and choose Item List Choose Item at the bottom of the list and then choose New Click the Type drop down arrow and select the type of item you want to create see table on page 36 O Enter an item name as you want it to appear on purchase and sales forms Enter the description that you want to appear on sales forms when you use the payment item In the Rate field enter the amount you want to charge for the item or if the rate varies leave as zero Inthe Account field choose the account that is associated with this item In most cases you will assign the item to an income account In the Tax Code list select the appropriate sales tax code or create a new one If you do not see the Tax Code list you must turn the tax preference on in the Sales Tax area under Edit Preferences Click OK or click Next if you want to enter another item Setting Up Your Business Items An item is anything that might appear as a line item on an invoice including subtotals discounts and sales tax as well as the products and or services that
61. es you want to pay by clicking in the column to the left of the employee s name Review the paycheck information in the Enter Payroll information window To preview or modify a paycheck click the employee s name to open the Preview Paycheck window Make any necessary changes and click Done Click Continue Review and verify the paycheck information in the Review and Create Paychecks window If employees are set up for direct deposit click the Direct Deposit checkbox next to each employee to be paid by direct deposit In the Paycheck Options section select whether the paychecks should be printed or handwritten Click Create Paychecks In the Confirmation and Next Steps window that appears click Print Paychecks Click Send Payroll to Intuit if you re sending your payroll to Intuit for processing Money Out Did You Know Intuit Payroll Services Intuit offers a variety of payroll services to meet your needs QuickBooks Basic Payroll includes tools and tax tables to help you efficiently run your payroll and pay your payroll taxes Basic Payroll does not include payroll tax forms QuickBooks Enhanced Payroll adds state tax forms tools for tracking workers compensation costs and tools for easily calculating bonuses Enhanced Payroll lets you to process payroll for up to three business entities EINs QuickBooks Enhanced Payroll for Accountants includes all of this plus after the
62. ess and Contact Additional Info Enter th l Legal Name isability Enter the employee s persona FrstName Douglas M1 tabled information including the ieee eee employee s Social Security cca ms Bede oe number and the name to be Pinton Doug Bege ie Form a c 4 printed on paychecks pete pe ES Ge f SS No 123 45 6789 pt Authorization Gonder Ma piration der Business Can itary Date of Birth 12 06 1984 S Veteran gt Enter the employee s address Marital Status Married m gatus and contact information in the Teme Address and Contact tab Yes Ethnicity Edit Employee Payroll Info Enter additional payroll data New Employes like wages taxes bonuses Tnn for Bape ES er mileage reinbursements ae So health insurance deductions etave Payrl and compensation mio Scot Pre Ag f and 401 k contributions in O pomerio Next atis a payrol 2 the Payroll Info tab Earrings Payroll A Help 3 Ttem Name Hourly Annual Rate Schedule ErPoyee is If you re using payroll sched ia Aan a 2500 E pay Frequency sweety __ ne ules click the drop down arrow gj xi and select a payroll schedule C Use time data to create paychecks Raises amp
63. ew paychecks and enter hours worked sick or vacation time commissions or other variations from pay period to pay period by clicking the employee s name 1 180 00 244 02 0 00 Gregg O Schneider 1 596 15 240 72 0 00 1 1 380 00 301 32 12 50 1 355 43 122 11 266 11 935 98 90 27 121 18 80 00 066 18 105 57 13 11 80 00 786 06 12 50 3 357 59 317 95 400 40 lt Back Create Paychecks Cancel Paying Employees Paying employees is a big responsibility You have to keep track of hours salaries and wages Social Security numbers and dependents tax rates and forms vacation and sick time bonuses and advances as well as company payments to government and private pension plans QuickBooks provides several features and services to help you manage your own payroll quickly and easily Note For information about your payroll options in QuickBooks choose the Employees menu choose My Payroll Service and then choose Change Payroll Service Options To print paychecks Choose the Employees menu choose Pay Employees and then specify whether you want to pay employees using Unscheduled Payroll generally used to pay bonuses and off cycle checks or set up Payroll Schedules Update the Pay Period Ends date and the Check Date values as needed Click the Bank Account drop down arrow to choose the account that QuickBooks uses to record this transaction Select the employe
64. ext if you want to enter another vendor Tip You can also add vendors as you perform your everyday tasks For example if you enter the name of a new vendor when paying a bill QuickBooks will prompt you to enter information about this vendor You can choose from two quick setup options e Quick Add Adds just the name to the list You must add the details later e Set Up Enables you to enter additional information such as a phone number fax number and alternate contact to the list you choose Setting Up Your Business Vendors Vendors are any businesses or people from whom you buy or rent goods or services for your business office supplies phone or computer services or products that you sell The tax agencies that you pay are also your vendors Nearly everyone you pay other than employees are vendors Did You Know Adding multiple vendors at once If you need to add several vendors to your QuickBooks company file consider using the Add edit multiple list entries feature described on page 10 For more information refer to the in product Help Setting Up Your Business Adding Items Subitems are indented under the parent item For inventory parts the On Hand column shows how many of each item you have in stock r Click the Item button to add new items or perform activities on existing items Select the type of item you want to create from the Type drop down list
65. for information on setting up a sales tax group item Setting Up Your Business Setting up your Payroll information about the types of compensation and benefits you provide Click Company Setup to enter a Click Employee Setup to enter employee personal pay and tax withholding information 2 Click Taxes to enter employer specific tax rates and any local taxes Payroll Setup QuickBooks Payroll Setup QuickBooks Payroll Setup Welcome to QuickBooks Payroll Setup We ll walk you through setting up the basics of payroll by asking you questions and giving you guidance along the way When you re done with setup you ll be ready to start using QuickBooks Payroll customized just for you Before you begin 1 Review the payroll setup checklist 2 Gather all the documents and information ahead of time that youll need to answer the interview questions ups1 1029 Click Year to Date Payrolls to enter year to date payroll history Setting up your Payroll As an employer you have specific payroll responsibilities that are required by government agencies These agencies can be federal state or local Some of these responsibilities include but are not limited to withholding amounts from your employees compensation to cover income tax Social Security Medicare and other payments Choosing a payroll service To use QuickBooks to manage your payroll you firs
66. formation phone number fax number and payment terms You can use the Customer Center to find out how much money a specific customer owes you or to view a list of all your customers with open balances You can also look at all your customer transactions estimates sales orders invoices credit memos refunds etc across all of your customer in the Transactions list rather than having to run separate reports Easily access your customer s Run quick reports that pertain contact information and any to this customer notes on that customer ample Larry s Landscaping amp Garden Supply QuickBooks Pro 2010 US Customer Center Crenshaw Bob All Transactions me ioj x my Customers Vendors Employees Banking Reborts Online Services Window Help Bet laj x 7 E amp amp B amp B Easily add customers and jobs Home Company Snapshot _Custoner Center vendor Center Employee Center Onine Banking Doc Center Repot Center Apps store Help Invoice Item Mem Create new transactions Ee New Customer toh 7 New Transactions prints P excel fE Word estimates invoices sales Customers amp Jobs Transactions Customer information Dated Eaedem Reports for this customer orders View active Customers Dai sore ne cers Bob Contact Bob or Carol QuickRerort ee 4 Customer Type Commerci
67. from adding a customer to deleting a customer to the Customers list and more Instead enter add customer or How do I add a new customer e Enter a shorter search phrase or question For example How do I add customers will return better results than How do I add new customers and vendors e Try using different words and phrases For example if you re looking for something about installing a QuickBooks update try entering update QuickBooks e Don t use abbreviations use the full word instead If you still can t find the answer in the topics returned by search try the Additional Self Help Tools Check out the QuickBooks Learning Center As you begin using QuickBooks one of the first things you ll see is the QuickBooks Learning Center After you view the Coach Tutorial you ll be in the Learning Center The Learning Center provides interactive tutorials to help you learn how to use QuickBooks and complete common business tasks After you complete a tutorial a checkmark is displayed next to its title After watching the video tutorials you can follow the step by step instructions available in the in product Help To open the QuickBooks Learning Center go to the Help menu and click Learning Center Tutorials or click the tutorial button in the QuickBooks Coach J QuickBooks Learning Center xl QUICKBOOKS Overview amp Setup Learning Genter T Overview amp Setup New to QuickBooks jui
68. gs Grow and Manage My Customers Worrying about customers Customers are the lifeblood of any business whether you re trying to get more or effectively manage the ones you already have Find applications to help with email marketing and postal campaigns or try one that lets your customers book appointments online Check out a contact management or sales management app to instantly share updated customer information among your employees Optimize your driving routes with an app that organizes customers by location Reduce My Costs Who doesn t want to save more There are Workplace Apps that can help you save money and streamline your business Reduce your fax costs with an internet fax application that lets you fax by email from work home or on the road Or for small businesses create a virtual phone system so you don t have to invest in hardware and maintain it You can even help the environment with an application that analyzes your environmental footprint and makes suggestions for lowering expenses The Workplace App Center has new applications available all the time Visit often to see what s new Affordable for small businesses Take advantage of free trials and flexible pricing as you begin using Workplace Apps As your business grows the applications grow with you pay for additional users or features only as you need them Work where and when you need to Workplace Apps help you and your team work anytime an
69. hanges to the bill 3 Save the bill Associate payment terms with a vendor Change a discount you ve already applied to a bill Payment Change a credit you ve already applied to a bill payment Gan tfind the help vou need Try these other resources S2 Did this Help topic give you the information you needed oo buttons to see topics you ve already viewed Click Print Topic if you prefer to have a paper copy Let us know if the help topic answered your question and what we can do to improve Help 5 Hours exclude occasional downtime due to system and server maintenance company events observed U S holidays and events beyond our control Additional terms and conditions apply Go to www quickbooks com supportplaninfo for details Terms conditions pricing features service and support options are subject to change at any time without notice Learning QuickBooks Viewing Help for a window you have open If you are unsure how to use a particular QuickBooks window press F1 You can also click the Help button in the window if one is present These Help topics provide answers to questions such as e What can I use this form for e What does this button do e What kind of information is displayed in this column e What happens when I select this option e How do I complete the task Information you ll find in the Relevant Topics tab Each time you
70. ices and hours referenced in this document are subject to change without notice We at Intuit are committed to bringing you great online services through QuickBooks Occasionally we may decide to update our selection and change our service offerings so please check www quickbooks com for the latest information including pricing and availability on our products and services QuickBooks Basics Contents 1 Welcome 1 What s in this guide 2 2 Learning QuickBooks 3 Getting Around QuickBooks 4 Using the Home page to move around in QuickBooks 4 Getting a real time view of your business 5 Finding your data in the QuickBooks Centers 6 Displaying multiple windows or one window 7 Adding icons to the icon bar 8 Key QuickBooks Concepts 8 How to work with QuickBooks lists 8 Writing checks versus paying bills 11 Getting Answers to Your Questions 13 Free help and support 13 Paid support 14 Using in product Help 14 Check out the QuickBooks Learning Center 16 Using Live Community 17 Using the QuickBooks Coach 17 Working with a Certified QuickBooks ProAdvisor 18 3 Essential Tasks 19 Setting Up Your Business 22 Changing QuickBooks to work the way you do 23 Promote your business with a consistent professional look 25 Adding an Account 27 Adding Customers 31 Adding Vendors 33 Adding Items 35 Entering an opening balance for sales tax liability what you owe 45 Setting up your Payroll 47 Setting up Employees 51 Money In 52 Creating an Estimate 53 Cr
71. ices your business buys edit to pay a bill that you ve items that were entered from your purchase order or enter entered with either of these new items on the Items tab methods Click Save amp Close or click Save amp New to enter the transaction To pay a bill Go to the Vendors menu and click Pay Bills All outstanding bills are displayed To limit the number of bills displayed click Due on or before and then click the due date for the bills you want to display Click Pay Selected Bills to complete the transaction Money Out Writing Checks Indicates the account from which the funds will be taken for this check O Account Checking z Fill out the check just like you would a paper check Use the Expenses tab to itemize purchases you make to run your business such as job materials or utility costs Use the Items tab to itemize the products and services you ve bought with or without a purchase order Make sure that the checks in your printer correspond to the check number entered here Click here to choose the checks you want to print Write Checks caping amp Garden Supply QuickBooks Pro 2010 US Write Checks Checking E loxi M Fie ee act Ree Casi DAAE STN ETAT lsc Bakra STS OI STA RW Fp BEA 18 xi E a amp B B E Home Compary Snapshot Customer Center _ vendor Center _Employse Center Online Barking Doc Center Re
72. igure 1 is designed to enable you to complete tasks quickly QuickBooks provides several ways for you to work choose the method that works best for you The menu bar provides easy access to all QuickBooks tasks features and reporting functions Refer to the in product Help for detailed instructions about how to perform tasks in QuickBooks Get answers and advice from users and experts from the QuickBooks Live Community The QuickBooks Coach guides you through the steps in your business workflows 248 Payroll file for Fle Pay enabled QuickBooks Pranvor Accountint Edition 2009 US Home Explore Workflow The customizable icon bar on the toolbar provides one click access to the QuickBooks features that you use most Ce OS O necant B aceount Balances None Bale With coach tips on spotlights show you the steps in your workflows and tips display when you mouse over the spotlighted form icons TEE af Panot epred pescwas Pore Q Order sheds amp Busness Cards same cut Flow chart icons include informative tooltips to help you learn QuickBooks and pick the correct task The Home page offers quick access to tasks and information related to major QuickBooks areas Figure 1 The QuickBooks work area Using the Home page to move around in QuickBooks When you open a company file i
73. ing From one screen you can see all your vendors and exactly what you owe them Simply click a vendor s name to view your entire history with that vendor You no longer need to run separate reports to see exactly how much business you re doing with each individual vendor And you can sort your bills by due date so you can stay on top of your finances If you need to talk to a vendor click the vendor s name and you ll see all their contact information If a vendor calls you to follow up on a late payment you can quickly look up the bill and see when you paid it and what the check number was Employee Center From the Employee Center you can see exactly what you re paying each employee Simply click an employee s name to view that person s payroll history And if you need to get in touch with an employee their contact information is right in front of you Payroll Center If you subscribe to one of the QuickBooks Payroll services additional fees apply the Employee Center includes a Payroll Center Use the Payroll Center to manage your payroll and payroll compliance The Payroll Center is the hub for managing all payroll activities The Payroll Center reminds you of important payroll dates so you pay your employees pay your payroll liabilities and file forms on time To check out the Payroll Center click the Employee Center icon on the icon bar and then click the Payroll tab Displaying multiple windows or one window
74. int on your progress invoice Click OK Money In Estimate An estimate is a form you use to itemize the work you propose to do or the products you intend to sell to a customer Your company might use a different term such as bid grant or proposal Estimates are optional not mandatory for all businesses Did You Know Using sales orders In QuickBooks Premier and Enterprise Solutions editions you can create sales orders to help you keep track of items that your customers have ordered but you have not yet delivered to them for example because you do not have them in stock Refer to the in product Help for instructions and tips on how to use sales orders Customizing forms You can easily customize the look of your estimates using the new online customization tool See Customizing Business Forms on pages 24 25 for more information Money In Creating an Invoice Create Invoices amp Create Invoices Print and mail or e mail rreviows Pnet Grint Bse Boho rind E speling y Hstory E Journal E ketters BA customize invoices to your customer Invoice 415 W Desert Bloom Bayshore CA 94326 Template Rock Castle Invoice 12 15 2007 DUE DATE Net 30 01 14 2008 ial Choose items to add to the QUANTITY RATE AMOUNT Tax Foundation slab prep and pouring 15 75 00 5 00 Non invoice or create new items
75. it s best not to post anything to the parent account For example if your business has substantial advertising expenses you might decide to divide your Advertising expense account into several subaccounts such as Newspaper Ads Signs Yellow Pages Listing and Direct Mailings What type of account should I use There are two main types of accounts in the QuickBooks chart of accounts e Income and expense accounts e Balance sheet accounts Income and Expense Accounts Income and expense accounts track the sources of your income and the purpose of each expense When you record transactions in one of your balance sheet accounts you usually assign the amount of the transaction to one or more income or expense accounts For example not only do you record that you took money out of your checking account but you keep track of what you spent the money on utilities or office supplies Account type Purpose Categorizes money earned from normal business operations such as product Income sales service sales and discounts to customers Categorizes money your business earns that is unrelated to normal business Other income operations such as dividend income interest income and insurance reimbursements Categorizes money spent in the course of normal business operations Expense such as advertising and promotion office supplies insurance legal fees charitable contributions and rent Categorizes money your bu
76. ity Edition 2009 US 6 X Have a Question x anking Reports Window Help Beta Live Community Help E g Report Center Client Review Online Banking Help Invoice Item Check Bil Reg A Live Community is Enter your question here and What s this Leaderboard click Ask My Question You ll Enter Bills E Previous GP next ELFind History Journal Type your question here be notified in QuickBooks when someone answers your question Ask My Question Relevant Q amp A GY How can track bills paid by cash Previously asked questions that have been answered by users are displayed here Clearing bills from Pay Bills T Window that wer Deleting a bill Bill Payment Documentation Printed on Checks Paying a third party invoice es Customer Job T Bila Class Y help with bill See More E TE TER Questions that have yet to receive gt justtesting please ignore answers from the community How can track the payment ofa appear here Do you know the bill EN Savet cose _gave anew answer If so click the link to post oo i have payments coming in from Canada an answer QF NEW Payroll Options See More Using the QuickBooks Coach You can explore the Home page with the QuickBooks Coach to learn more about your business workflows In the QuickBooks Coach window click Start
77. loyee withholdings or allowances which can also be found on the W 4 form Current employee wages salaries additions deductions and company contributions Sick and vacation time policies and hours accrued Direct Deposit Information Note This is an optional feature that requires additional fees e For each employee you want to pay using Direct Deposit you need bank account and routing numbers Year to Date History Note You need to enter year to date amounts only if you start using QuickBooks Payroll after January 1 of the calendar year and if you have already run payroll at least once since January 1 If you start using QuickBooks Payroll after January 1 but have not run a payroll yet this calendar year you have no year to date information to enter s Quarterly and pay period summaries of employee payroll amounts from the beginning of this calendar year to the beginning of the current quarter Paycheck information from the beginning of the current quarter to today Liability Payment Information Quarterly and pay period summaries of payroll liability payments from the beginning of this year to your start date Copies of payroll liability checks from the first day of the current quarter until today Payment and filing methods Deposit frequencies Setting Up Your Business Setting up Employees New Employee Personal Tab New Employee Information for Begle Douglas Change tabs Personal info si Personal Addr
78. ls on page 11 to make sure you are using the correct payment method To write a check Choose the Banking menu and choose Write Checks Click the Bank Account drop down arrow and then select the account from which you want to write the check Fill in the onscreen check as you would a paper check Itemize your expenses shipping charges taxes or other expenses not associated with any one item on the Expenses tab If you are purchasing items for your inventory enter the items on the Items tab O Save the transaction To find and print a single check Load the blank check form into the printer Go to the Banking menu and click Write Checks Click the Find button and search for the check you want to print Double click to view the check you want to print Click Print In the Print Checks window choose the options you want and click Print Note To learn how to print multiple checks at the same time refer to the in product Help Money Out Did You Know Writing checks vs paying bills You should not use the Write Checks window to write a paycheck pay your payroll liabilities pay sales tax or pay bills you ve already entered in the Enter Bills window Paying employees Refer to page 69 for instructions on paying employees You may be able to download credit card debit card and other bank transactions right into QuickBooks instead of manually entering them To learn
79. n QuickBooks the Home page is displayed automatically The QuickBooks Home page provides a big picture of how all your essential business tasks fit together Tasks are organized into logical categories Customers Vendors Employees Company and Banking with workflow arrows to help you learn how tasks relate to each other and to help you decide what to do next Note The workflow arrows indicate a logical progression of business tasks in QuickBooks However these arrows do not restrict you from doing tasks in a different order or an order that works better for your business needs To start a task simply click the icon for the task you want to do For example to create an invoice click the Invoices icon To return to the Home page click the Home button on the icon bar 1 Screenshots in this section are for illustrative purposes only and vary among versions of QuickBooks The Home page also provides a quick glance about the state of your business You can see your current account balances updated automatically as you do work in QuickBooks in the Account Balances list The Home page you see has been customized to display only those tasks and features that you use based on the questions you answer in the EasyStep Interview Functions you don t need won t clutter your workspace However to add these functions later you can turn them on in preferences Go to the Edit menu and click Preferences Click the Desktop View option a
80. n the list Click Save Changes Refer to the in product Help for information on adding and editing multiple customers vendors and items to your lists Writing checks versus paying bills In QuickBooks you can manage your bills and payments in two ways Write checks to pay bills now Use the Write Checks window and assign the amounts to appropriate expense accounts This method is recommended when you don t receive a bill such as when you go to the store and write a check and then you need to record that expense in QuickBooks You can also use Write Checks to pay a bill as soon as you receive it as long as you don t need to track the bill Enter bills when you receive them and pay them later Use the Enter Bills window to enter bills when you receive them Then use the Pay Bills window to pay bills when they are due You can set up QuickBooks to remind you to pay bills when they are due Using this method you keep your money in your business for as long as possible You might still use a check to pay the bill but this method enables you to track how much money you owe And at any time you can run reports to analyze unpaid bills for information such as which vendors you owe money Note Do not simply write a check in the Write Checks window to pay bills that you entered in the Enter Bills window or the accounts payable registers Learning QuickBooks Did You Know What happens when I record a bill payment If you p
81. nd the tax agency to which you remit the sales tax you collect Even if you sell in three different counties that all have the same sales tax rate you need to set up a separate sales tax item for each county rate combination so that you can properly track your sales tax collection and payments To set up your sales tax items rates and tax agencies Click Add sales tax item Click the Type drop down arrow and then select Sales Tax Item Enter the sales tax name Use a name that describes the location for the Tax such as San Mateo County This name will appear as one of the choices in the Tax field on your sales forms Enter a description for the way this sales tax item will appear as a line item on your sales forms for example San Mateo County sales tax You can t edit it on the forms themselves Users frequently use the name of the sales tax item as the description Enter the sales tax rate as a percentage you charge when a sale is taxable For example your sales tax rate for San Mateo County might be 1 25 or 1 25 cents per dollar purchased In the Tax Agency drop down list click lt Add New gt to open the New Vendor window where you ll set up the tax agency a vendor to which you pay this sales tax Enter a vendor name and contact information For example in California sales tax is paid to the Board of Equalization Click OK to close the New Vendor window Click OK to close the New Item window
82. nd then click the Company Preferences tab If you re a new business owner or new to QuickBooks the QuickBooks Coach will walk you through the business flows you see on your Home page The QuickBooks Coach uses spotlights and tips to explain each step in your workflow Turn coach tips on and then mouse over and click the Coach icons to see tips and spotlights Getting a real time view of your business With the Company Snapshot QuickBooks provides you quick access to a real time view of your business on one page including a trend graph of your income and expenses your account balances customers who owe you money vendors you need to pay The company snapshot is also fully customizable You can add remove and move data around to make it right for your business To open the Company Snapshot go to the Company menu and click Company Snapshot ae at pene to teem bama os one te sanen pau re J see eh tts she baw Ceamara be Sas PK nimam a Bauna ranem SEE SEAR mR oo Taren are n muam Figure 2 The Company Snapshot gives you a real time view of your business Learning QuickBooks Did You Know Customizing the desktop You can modify the way the QuickBooks desktop behaves and looks to suit your working style To modify the QuickBooks desktop choose the Edit menu and choose Preferences Customizing the icon bar You can add rearrange and remove shortcuts from
83. ng Your Business Did You Know Customizing a report QuickBooks provides many preset reports that focus on all aspects of your business finances However you might want to change the way the data is displayed or filter the report for specific information To get the most out or your QuickBooks reports you can e Change the data range of a report e Change the scope of a report e Modify the appearance of a report changing fonts or columns widths To learn how to get the most out of your reports go to the Report Center and click the Learning Center button near the top of the window How to Use Reports to Find the Information You Want The QuickBooks Report Center describes all the available reports Here are 10 common questions that people ask and the QuickBooks report you can use to find the answer To answer this question Use this report How much money did my company make or lose over a specific period of time Profit amp Loss Standard in Company amp Financial Which invoices or statement charges haven t been paid and when are they due A R Aging Detail in Customers amp Receivables How much does my company owe each vendor and are any payments overdue A P Aging Detail in Vendors amp Payables What is the value of my company its assets liabilities and equity and where can I see the total balance for each type of account Balance Sheet Summary in Company amp
84. ns for reporting purposes Income and example you might want to create expense accounts to track office supply purchases separately from advertising costs Go to the Lists menu and click Chart of Accounts Click the Account button and then click New expense accounts are the same as categories in In the Add New Account Select Account Type window Quicken Refer to pages 28 select the type of account you want to create and then click and 29 for a description of Continue the different QuickBooks accounts Note Refer to pages 28 and 29 for a description of the different types of income expense and balance sheet accounts Chart of Accounts A complete list of your O Enter the account s name in the Account Name field This business accounts and their name will appear on your company financial statements balances You use a chart of accounts to track how If you want to make this account a subaccount of another much money your company account select the Subaccount of checkbox From the has how much money it drop down list select the account that will be the higher owes how much money is level account for this subaccount coming in and how much is going out Optional Enter a short description note bank account number or credit card number depending on the type of account you are adding Did You Know For income and expense accounts From the Tax Line Mapping drop down list select the appropriate tax
85. o display the preferences for another area of QuickBooks select the appropriate category in the list on the left For example to set preferences for reporting functions select Reports amp Graphs On the My Preferences tab for the particular feature area enter the changes and settings you want These settings affect only your QuickBooks sessions not those of other users Do one of the following e Click OK to close the Preferences window and save your changes e Click another feature area in the scroll box to enter other preferences Click Yes when prompted to save your changes Click OK Setting Up Your Business Did You Know Company preferences Company preferences are global preferences that affect all users of the company file Only the QuickBooks Administrator can set up or modify company preferences My Preferences You can customize your workflow by setting personal QuickBooks preferences such as using the Enter key instead of the Tab key to move between fields Setting Up Your Business Customizing Business Forms Customize Forms Where to start A Click a business form on the Home page and then click Get Started B Once you ve opened a a ee eee ee business form on the Home Piece WP neat E Seve Pint OQ send sho Arm Heeling Wh History E Jound Eh ketters T GA asoni D Atah F empire
86. ou have sales tax turned on Z Accounting Choose the sales tax item you want to use as the preset sales tax rate on all your sales forms invoices sales receipts and so on Bills BB checking tb Desktop View Sy Finance Charge Preferences company Preferences Do you charge sales tax ves Ono Set Up Sales Tax Item Add a sales tax item for each county district parish etc where you collect sales tax Show Examples Choose when you owe sales tax to your tax agency Choose when you pay sales tax to your tax agency Integrated Applications g Items amp Inventory Jobs amp Estimates Eq Payroll amp Employees Mm Reminders ai Reports amp Graphs L ig Sales 8 Customers Your mast common sales tax item Add sales tax tem but of state Assign Sales Tax Codes Sales tax codes determine if the items you sell are taxable or non taxable Taxable item code Tay v Nontaxableitemcode Non v a Ea Send Forms S Service Connection a Spelling EJ Tax 1099 Identify taxable amounts as T for Taxable when printing When do you owe sales tax When do you pay sales tax Monthly Ag of invoice date Accrual Basis Asof invoice date Accrual Basis Sones Upon receipt of payment Cash Basis E Time Tracking O annually Cancel a acerca Help Def aut Also See General Setting up sales ta
87. ply the payment for one of the following preference scenarios e Overpayment can become a credit or refund e Underpayment can be left as is or written off e Customer has unused credit to be applied e Customer has available discounts Choose the appropriate selection and you should see your choices reflected in total amounts for selected invoices If the customer has a discount or available credits you can choose how to apply them Save the payment Money In Making a Deposit Payments to Deposit ayments to Deposit p Select View View payment method type All types What are payment method views p Select Payments ta Deposit The checkmark indicates which payments to deposit 2 12 15 2012 12 15 2012 Julie s Doll House Z 12 15 2012 Crenshaw Bob QuickBooks sorts received payments by payment method type Click Payments to see other Make Deposits Books Pro 2010 US Make Deposits Vendors Employees Banking Reports Onine Services Window Help Beta Home Company Snapshot Customer Center Vendor Center Employee Center Online Banking Doc Center Report Center _Apps Store pevou GP Next fpf Save Grint Payments By tistory attach payments you can deposit i Indicates the account to which you want to deposit the funds Record cash back from a Deposit To Checknal Date 12 15 2012
88. port Center Apps Store Hep Invoice It previous Pnet pdswe Grint Fra fl attach Ending Balance 98 750 02 No 1464 Date 12 15 2012 250 00 Print s Bob Crenshaw Payto the Order of Crenshaw Bob 5 Twohundred ity and 09 100 OOM OKO SCION OIA IO II ICO Dollars Bob Crenshaw 345 Cherry Lane Addess Middeield CA 94462 Order Checks Expenses 250 00 Teems 0 00 I Onine Payment 7 To be printed Account Amount Meio Customer Job_ Bla Class Advertising 250 00 ferider craig zaj a Clear Splits Recalculate Save amp Close Save amp New Clear Select Checks to Print Select Checks to Pri Bank Account Checking First Check Number 196 Select Checks to print then click OK There are 3 Checks to print for 8 251 67 Setto Payee 12 15 2007 Daigle Lighting 640 92 lt A 12 15 2007 Perry Windows amp Doors 6 935 75 Cancel 12 15 2007 Sergeant Insurance 675 00 Help Select All Writing Checks You can write a check for any kind of expense that you track with QuickBooks expense accounts and for non inventory part service and other charge items If you are using inventory or purchase orders Premier only you can write checks for inventory part items too Note Before writing a check be sure you read the section Writing checks versus paying bil
89. r business Filling in the estimate is similar to creating an invoice And when it s time to bill your customer you can create the invoice directly from the estimate by clicking Create Invoice on the estimate s toolbar QuickBooks then creates the invoice with all the information from the estimate filled in Later you can create reports that compare your estimated costs and revenue against your actual costs and revenue to see how accurate your estimates are To create an estimate If necessary turn on Estimates described below if you didn t do this during the EasyStep Interview Choose the Customers menu and choose Create Estimates Enter the name of the customer or job Click the Templates drop down menu and select an estimate template Fill in the estimate form Click Print Save the estimate To turn on the estimates feature Choose the Edit menu and choose Preferences Click Jobs amp Estimates in the list on the left and then click the Company Preferences tab Click Yes to the question Do You Create Estimates To have QuickBooks warn you when you try to record an estimate with the same number as the existing estimate select the Warn about duplicate estimates numbers checkbox If you do progress invoicing e Make sure Yes is selected in response to the question Do You Do Progress Invoicing e Specify whether you want line items that have zero amounts to pr
90. regular schedule QuickBooks helps automate your sales tax tracking so you can keep accurate records about the sales tax you collect and pay Important You must follow the rules and regulations for collecting and paying sales tax in your tax district city county state Understanding how sales tax works QuickBooks uses sales tax codes to track the taxable or non taxable status of both the items you sell products and services and your customers If your tax agency requires you to report the reasons why particular sales are taxable or non taxable the sales tax codes that you assign to your items and customers enable you to run reports that provide this information for your sales tax return QuickBooks uses sales tax items to calculate and add sales tax charges when you make a taxable sale When you set up a sales tax item you assign a sales tax rate to it and associate it with the tax agency to which you pay the sales tax All of the sales tax items you set up are in your Item list Once you ve set up sales tax QuickBooks automatically applies the appropriate sales tax rate to the sale of your taxable items Before you start setting up sales tax To set up sales tax in QuickBooks you need to know the following sales tax requirements for the locations where you sell your products and services e Sales tax rates for each tax district a city county or state that has a sales tax in which you sell You may have multiple sales tax rate
91. rmation refer to the in product Help Setting Up Your Business Adding Vendors Click New Vendor to add new vendors to the list Click a vendor s name in the list to view the contact information and notes for that vendor View the amount of money you owe each vendor in the Balance Total column See all transactions for this vendor in the transaction list which can be sorted and filtered Vendor Center mple Larry s Landscaping amp Garden Supply QuickBooks Pro 2010 US Vendor Center Cal Gas amp Electric All Transactions 3 Fie Edt view Lits Favorites Company Customers Vendors Employees Banking Reports OnlineServices Window Help Beta 18 amp amp amp R Home Company Snapshot Customer Center Vendor Center Employee Center Online Banking Doc Center Report Center_Apps Store Help Invoice Iter TA New Vendor Y NewTransactions G Prite P excel E Word Vendors Transactions Vendor Information Q Attach Edit vendor Reports for this Vendor feu awe Vendors E ai Vendor Name Cal Gas amp Electric Contact QuickRepott A A Venda Type Phone 415 555 0202 Find q 3 oe ee Company Name Akt Phone ame ance Toe An Address Cal Gas amp lectrc Fax zi P O Box 5037 eh ae ea Bank of Anyety 0 00 eer Emal Send torCalG Bayshore Caloi Service 0 00 Account Number 769369 370R Bayshore Water 0 00 Terms Net 18 Brown Equipment Rental 0
92. s set up right the first time to avoid fixing mistakes down the road e ProAdvisors can set up customized reports so you can easily understand the health of your business e They also offer ongoing support and training to help you master QuickBooks Visit www findaproadvisor com go to learn more and to find a Certified QuickBooks ProAdvisor near you 3 Essential Tasks QuickBooks Essential Tasks Learning how to do essential QuickBooks tasks The table to the right lists the essential tasks that most people use to run their company in QuickBooks This chapter describes how to perform each of these tasks and offers important usage tips The tasks are written assuming that you want to set up all the information for your business for example customer vendor and account information before you begin creating invoices receiving payments or paying your bills However you might prefer to enter information as you need it For example you might create an invoice for a new customer and use Quick Add described on page 10 to enter the customer information on the fly Either method works fine You choose the method that works best for you 1 Screenshots in this section are for illustrative purposes only and vary among versions of QuickBooks Essential Tasks Setting Up Your Business e o Preferences Changing QuickBooks to work the way you do page 22 T Adding an account page 24 Ee Adding cu
93. s that you need to charge for example sales tax for both a county and a state e Tax agencies to which you pay the collected sales tax for each of those district taxes Tip You can find your sales tax requirements rates payment schedules etc online at your state sales tax Web site We have provided access to these Web sites from the in product Help Go to the Help menu and click QuickBooks Help In the Search field enter Finding the sales tax rates and requirements for your business Select that topic and then click the link for your state Setting Up Your Business Term How it relates to sales tax setup The percentage charged for sales tax by the tax district For each different district rate combination you need to set up a new sales tax item For example you might sell in three counties that all charge the same sales tax rate but you need a separate sales tax item for each county even though the sales tax rate is the same This enables you to track the amounts of sales tax you collect for each tax district Sales tax rate A QuickBooks item that is used to calculate the appropriate sales tax for a sale A sales tax item includes a sales tax rate and a tax agency When you sell taxable items you charge the appropriate sales tax rate by assigning a sales tax item to each sale Sales tax item A QuickBooks item that groups multiple sales tax items so you can charge only one rate on your sales For example the lo
94. s you might have when using the software Available resources include Free help and support e QuickBooks Learning Center The QuickBooks Learning Center provides a set of interactive tutorials you can use to learn about basic QuickBooks concepts and common tasks Go to the Help menu and click Learning Center Tutorials e In product Help QuickBooks in product Help provides context sensitive Help as you are using the product Keep the Help window open As you use QuickBooks the Relevant Topics section will automatically update to provide you with one click access to Help on the most common questions for the QuickBooks window you are using Go to the Help menu and click QuickBooks Help or just click F1 e QuickBooks Live Community We know that you have needs and questions that are specific to your business Now you can ask other QuickBooks users and experts for help and get answers fast right inside QuickBooks With Live Community you can ask your questions without stopping the work you re doing Not sure how to do something in QuickBooks Need advice on how to set up a webstore Need a tax question answered Ask the Community QuickBooks will even let you know when someone has answered your question so you don t have to keep remembering to check back Go to the Help menu and click Live Community QuickBooks Knowledgebase Find the most recent information in our online QuickBooks Support Knowledgebase at www quickbooks com support
95. siness spends that is unrelated to normal Other expense business operations such as corporation taxes and penalties interest and legal settlements Tracks the direct costs to purchase or produce the items that your business Cost of goods sold sells such as cost of materials cost of labor subcontractors and shipping Note QuickBooks does not display balances for income and expense accounts in the Chart of Accounts To see these balances choose the Reports menu choose Report Center and then click the Company amp Financial category You can also select the income or expense account in the chart of accounts and click QuickReport Setting Up Your Business Balance Sheet Accounts QuickBooks provides 10 types of balance sheet accounts to choose from as you create and add to your Chart of Accounts Use the type of account that best describes the type of data you are tracking Account type Purpose Tracks money you have in your cash accounts Create one for each cash account such as petty cash checking savings and money market When Bank you create a new bank account leave the opening balance at zero Its opening balance will be created automatically when you transfer funds from another account Accounts Tracks money your customers owe you on unpaid invoices Most businesses receivable require only the A R account that QuickBooks automatically creates after A R you create your first invoice Other current asset Tr
96. sit Note Just because you ve recorded the deposit in QuickBooks doesn t mean you ve actually made the deposit and that the money is available You still need to physically deposit the money at the bank or send an online transfer Money Out Paying Bills r Choose or enter the name of the vendor who sent you the bill Enter the amount due here Enter Bills Enter Bills _ lolx H Previous GF next gq Find By History Bil C Credit M Bill Received Vendor Gallion Masonry gt Date 07 20 2007 El Ref No Amount Due 1 550 00 Select the payment terms here and QuickBooks will autofill the Bill Due date BilDue 08 19 2007 _E Assign the bill to one or more expense accounts for you Expenses 1 550 00 Items 0 00 Account Amount Memo Customer Job aA Job Expenses Job Materials 1 550 00 bi Click here to display all unpaid bills or all bills that are due before a specific date The checkmark indicates the bills you ve chosen to pay Clear Splits Recalculate Save amp Close Save amp New Clear Pay Bills Pay Bills Select Bills to be Paid Due on or before 1 O Show all bils Sort Bils y ouepate Ref No Disc Date Amt Due Disc Used Credts Used Amt To Pay Kershaw Computer Services 13 000 00 Kershaw Computer Services Sergeant Insurance
97. stomers page 28 B Adding vendors page 30 BN Adding items page 32 Setting up sales tax page 36 Setting up your payroll page 44 8 Setting up employees page 48 RA Creating an estimate page 50 Creating an invoice page 52 Entering sales receipts page 54 aR Receiving a payment page 56 J Making a deposit page 58 Money Out Paying bills page 60 4 A Ea Writing checks page 62 ros Issuing credits and refunds page 64 Paying employees page 66 Managing Your Business Using reports page 68 gy Additional services and resources page 72 Setting Up Your Business Preferences Preferences Modify QuickBooks for the way you work Set personal and company referens preferences for each D Accounting f My Preferences Company Preferences i Bils QuickBooks area 2 cheding Pressing Enter moves between fields 7 Bring back all one time messages Cancel M Desktop View Automatically open drop down sts p Turn off pop up messages for Help ey Fence Charge when typing products and services 7 J E Beep wh rdi acti Z show Too Tips for clipped text Default Click General to set 2 Z Beep when recording a iyansaction anor OTON Defa general QuickBooks A Integrated Applications L Automatically place decimal point am when deleting a transaction or pee references amp toms e Inventory Warn when editing a transaction p i 4 Z Jobs amp Estim
98. t need to subscribe to a QuickBooks payroll service QuickBooks flexible options ensure that you get the payroll service that is right for you QuickBooks also includes payroll features that don t require a payroll service subscription Refer to the in product Help for more information about using payroll without a payroll service To learn about and sign up for a Payroll Service Go to the Employees menu and click Payroll Click Learn About Payroll Options Or if you are not sure which payroll service is right for you contact one of our payroll experts at 1 866 820 6382 to learn more and help you choose Note If you choose to sign up for a payroll service you will be prompted to complete the activation process for your service After you complete your activation you can set up payroll for your business as described in the next section Setting up payroll QuickBooks Payroll includes an easy to use Payroll Setup interview that guides you through setting up payroll for your business Payroll Setup helps you set up your employees set up compensation and benefit information and enter any year to date payroll data The Payroll Setup interview also guides you through setting up scheduled payments for your payroll tax and non tax liabilities such as health insurance and 401 k Scheduled payments help you manage your payroll more efficiently Setting Up Your Business Did You Know Intuit Payroll Services Intuit offers
99. te te o ist wine serves voaa o wrer 0 eor oe o Document Management Attach documents to your QuickBooks records Deane k US Enter Bais Wew Uss Favorkes Compay Customers Vendors Enigioyers Barking Regexts The Once you link your company file with the Document Management service click the Attach button to attach one or more documents to ua transaction S When you attach a document the paperclip turns green to indicate there s an attachment S attach About Document Management If you ve ever wanted to attach documents to the records you create in QuickBooks you can do it using the QuickBooks Document Management service The Document Management service lets you attach documents to your QuickBooks records and stay organized by keeping all of your uploaded documents in one central location To use the Document Management service sign up and choose the subscription that works best for you For details about subscriptions follow the sign up steps and get current pricing and subscription information You can attach local files from your computer files you ve added to the Document Management inbox and files from a scanner With the free account you can attach approximately 1000 documents from local files from your computer files you ve added to the Document Management inbox and files from a scanner Note If you use more than one company file you must sign up each
100. tems custom Cash Sale Plans amp Permits 2 30 00 si Guener ra you for your E busnes Total 360 00 ZA T Process payment when saving _Saveuschse _savetenew char Entering Sales Receipts When your customers pay in full at the time they receive your service or product you don t need to track how much they owe you However you might want to record the sale calculate its sales tax or print a receipt for the sale In these cases you can create a sales receipt Examples of businesses that commonly use sales receipts include beauty salons pet groomers dry cleaners and restaurants Note If you need to track how much a customer owes you or you do not receive full payment at the time of the transaction do not use a sales receipt Instead create an invoice described on page 55 To enter a sales receipt Choose the Customers menu and choose Enter Sales Receipts Fill in the top part of the form including the Customer Job Date and Payment Method Click the Template drop down arrow and then select the sales receipt template you want to use n the bottom part of the form select or enter the items In the bott part of the fi lect ter the it purchased Tip You can customize your sales receipts or any other sales form for your business Click Customize to open the new forms customization tool that you can use to give all your
101. the icon bar to suit your needs To modify the icon bar go to the View menu and then click the Customize Icon Bar Too many windows open If your QuickBooks work area becomes too cluttered with windows that you have open you can close them all at once instead of closing them one at a time To close all open windows go to the Window menu and click Close All Using the sample company files QuickBooks includes several sample company files that you can practice with to enter pretend data run reports and explore QuickBooks features To open a sample company file choose the File menu choose Open or Restore Company and then select a sample company file from the list Finding your data in the QuickBooks Centers QuickBooks includes Customer Vendor and Employee Centers where you can view and manage all of your customer vendor and employee information and transactions You can go to one of the QuickBooks Centers by clicking the appropriate button in the icon bar on the left side of the toolbar aH o a Customer Center vendor Center Employee Center Customer Center The Customer Center shown in Figure 3 is a lens into all your customer information Without having to sift through multiple screens you can view a list of all your customers and see pertinent information for each of them Click on a customer s name and you ll immediately see all the activity you ve had with them as well as their pertinent contact in
102. the invoice form billing address payment terms taxable status Clicking Set Up takes you to another window where you can enter information not covered by the invoice For example you could click Set Up to enter John Dowden s phone number fax number and credit limit Add edit multiple list entries You can also enter lists of customers vendors and items using the Add Edit Multiple List Entries window Steps at the top of the page guide you through the process you can also watch the tutorial to see how to add multiple list items Add edit Multiple List Entries select alist customize columns to display Paste from Excel or type to add to or modify your list E see how to quickly update your lists Ust SESS gt View Active Customers Find Q Customize Columns Vendors Service Items Namg Inventory Parts Non inventory Parts To add multiple list entries From the menu bar choose Lists gt Add Edit Multiple List Entries to open the Add Edit Multiple List Entries window Click the List drop down arrow and select the list you want to work with If you already have records in your list you can filter it to see a particular record or set of records Optionally choose which columns you want to see in the Add Edit Multiple List Entries window by clicking Customize Columns This helps you focus on just the columns you want to work on Add or edit entries i
103. tional Info I Bayment Info ib Info Price Level Custom Fields Spouse s Name Birthday Web URL Click Define Fields to create any custom fields that you need for your customers E mail Sales Tax Information TaxCode Tax Item Tax Resale Number County San Springtime Tree Special m m Define Fields ii Adding Customers Customers are the lifeline of your business By entering detailed information in QuickBooks about the people and companies to whom you sell your products and services you can personalize their bills send invoices easily and quickly view the status of their accounts You can add new customers at any time Tip Typing in customer data for hundreds of customers can be a tedious task If you use Microsoft Outlook you can import your existing customer information into QuickBooks instead of entering it manually Refer to the QuickBooks in product Help for instructions on how to prepare your customer data file for importing into QuickBooks To add a customer Click the Customer Center icon at the top of the QuickBooks window Click New Customer amp Job and then click New Customer On the Address Info tab enter all the data that you have about the customer including their name Bill to and Ship to addresses and additional contact information Complete the Additional Info and Payment Info tabs as appropriate
104. u collect sales tax for multiple tax agencies that require payment at different intervals use the payment interval you use most frequently When you run your sales tax reports and make your payments you ll be able to see which amounts are due on which dates Setting Up Your Business Did You Know About the Manage Sales Tax window The Manage Sales Tax window helps you complete all of your common sales tax tasks like setting sales tax preferences preparing state sales tax forms and paying sales tax Go to the Vendors menu click Sales Tax and then click Manage Sales Tax to open this window Setting the time interval for paying your sales tax affects reports and reminders The time interval you select to pay your sales tax is reflected in the period of time covered by your sales tax reports and sets reminders to pay your sales taxes For example if you select Monthly QuickBooks uses the previous month as the basis for your sales tax reports When it s time to pay your sales tax using the Pay Sales Tax feature QuickBooks reminds you to make the payment Add sales tax codes by clicking the drop down list for the type of sales tax code you want to set up and select lt Add New gt Preferences Set up sales tax codes Preferences Zl Accounting Bills B checking Mi Desktop View Sy Finance Charge General SH Integrated Applications Items amp Inventory Jobs amp Estimates
105. uity x _ Activities Reports Attach IT Incuide inactive Add New Account Add New Account T Account Type Bank x Account Name Checking Select from Examples Click here to view and select additional accounts you can create when available I Subaccount of lt r Optional Description Click here to enter an opening balance for the account for balance sheet accounts Bank Acct No DoS Routing Number Tax Line Mapping lt Unassigned gt BB How do I choose the right tax line Enter Opening Balance Should I enter an opening balance Set up QuickBooks to automatically remind you when to enter checks for an account IT Order checks 1 can print from QuickBooks Learn more Save amp Close Save amp New Cancel L Remind me to order checks when I reach check number 500 Setting Up Your Business Adding an Account Key Terms When you set up your company file QuickBooks sets up certain accounts for you automatically However as your business grows or changes you might need to add new accounts to your Accounts chart of accounts to better organize your finances Or you There are two types of might need an account that was not provided during setup For accounts balance sheet accounts such as checking and savings and income and expense accounts To add an account which are used to group transactio
106. ulfill a much more important QuickBooks role to handle the behind the scenes accounting When you create an item you link it to an account when the item is used on a form it posts an entry to that account and another entry to the appropriate accounts receivable accounts payable checking fixed asset or other account While items are easy to set up you should spend some time deciding how they can best work for you before you start setting them up and using them Use your current list of services and products as a starting point Consider how much detail you want on your invoices or statements and set up your items with that level of detail in mind For example if you are a seamstress who creates and sells home accessories you can set up a single item and charge a flat rate for a certain size of couch pillow or you can break that pillow down further into labor and materials Furthermore QuickBooks provides many useful reports that break information down by the goods or services you purchase and sell That way you can quickly find out e How much income your items bring in e What you are spending to purchase items e How well you estimate the cost of items e How much time you spent on each type of job or item Setting Up Your Business Setting up Sales Tax Depending on where you do business you might be required to collect sales tax for the products or services you sell If you collect sales tax you must pay it to a tax agency on a
107. ur Business Intuit Workplace App Center Affordable applications to help your business New in QuickBooks 2010 Intuit introduces Intuit Workplace Apps web based business applications that help you grow your business and work more efficiently In the QuickBooks navigation bar click the App Center button to go to the Workplace App Center where you can discover the right Workplace Apps to help solve your unique business needs Toa e oa bes Oer Cesmi man Doss bey bea OSrinom mi e 9 G Boel 4pp Center kd me ement Gaee ome mero dao eee Doe on gt 2 3 a m 3 2 i b x x i ws 3 t ag a on Why try Intuit Workplace Apps e Applications to suit a variety of business needs From front office to back office the Workplace App Center points you to applications that help solve your business challenge Shop and browse the Workplace App Center s key areas Run My Business Need help with everyday tasks like human resources or organizing your assets and finances Make it easier to run your business by using applications that share payroll information with employees automate expense reporting survey your employees find ways to make your business green and more Manage My Work Too much to do Want to organize your work Find applications to help you with project management document management and task management Discover ways to collaborate more effectively such as using web conferencing for meetin
108. ustomize Data Layout and customize the header columns footer and other data layout properties C Inthe menu bar choose Lists gt Templates Click the Templates drop down list and select Create Forms Design to open the online customization tool Setting Up Your Business Did You Know Customizing forms QuickBooks now includes a variety of colorful professionally designed forms backgrounds that you can add to all your forms The new online customization tool guides you through 4 simple steps to create and save your designs And it saves you time because you can apply changes to all of your forms at once instead of needing to customize one form at atime It s easy to customize forms because all your changes to the background logo fonts colors and grid style borders shading are updated in the preview so you can see exactly how your forms will look after you apply the finished design For more information about customizing business forms refer to the in product Help Setting Up Your Business Adding an Account The Chart of Accounts list shows the balance of each balance sheet account for your business Rearrange your accounts by clicking and dragging the diamond located to the left of an account to a new position Click the Account button to create new accounts or perform tasks with existing accounts 5 QuickBooks supports 16 different types of accounts
109. x Setting up sales tax is a multi step process divided into three main parts e Part 1 Sales tax payment schedule e Part 2 Sales tax codes to track taxable status of items and customers e Part 3 Sales tax items rates and tax agencies Part 1 Sales tax payment schedule In this procedure you ll turn on sales tax and then set up information about when you need to pay your tax agency To set up your sales tax payment schedule Choose the Edit menu and choose Preferences Click Sales Tax in the list on the left Click the Company Preferences tab O For the question Do You Charge Sales Tax click Yes Select when you owe sales tax to the tax agency as specified by your tax agency e Select As of invoice date if your tax agency stipulates that you owe sales tax from the moment you write an invoice or make a sale e Select Upon receipt of payment if your tax agency stipulates that you owe sales tax when you receive the payment from a customer Note This preference overrides the accounting basis you ve set for your company and for your report preferences if your report preference is set to cash but you select accrual here your sales tax reports will be accrual based Select how often you pay sales tax as specified by your tax agency If you don t know which time period to choose check your sales tax license It should indicate the payment schedule that you need to use Tip If yo
110. ywhere and let you securely access your business data These affordable scalable web based applications give you the ability to streamline business operations increase productivity and save time And on top of that you eliminate double data entry since these applications can sync with your QuickBooks Conveniently use and manage your Workplace Apps Sign in once in one location to access view and manage all of your Workplace Apps Your Data is Protected and Accessible Have confidence that your data transmissions are secure and you can access your data anytime The Workplace infrastructure is the same data center that processed 18 7 million tax returns through TurboTax for tax year 2008 As you use a Workplace App know that your QuickBooks financial data is on your desktop and on Intuit servers protected and accessible Find applications that are right for you In the Workplace App Center you can view online demos get in depth product information including key features and customer reviews and use free trials to determine which solutions are right for you before you purchase Visit the Intuit Workplace App Center today by clicking the App Center button in QuickBooks or go directly to http workplace intuit com 1 The Workplace Apps described above may not be available at all times Visit the Workplace App Center for the most up to date list of applications available Keyboard Shortcuts

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