QuickBooks 2010

Oreilly - Quickbooks 2010 the Missing Manual (11-2009) (ATTiCA)......Page 5
About the Creative Team......Page 19
The Missing Manual Series......Page 20
What’s New in QuickBooks 2010......Page 23
When QuickBooks May Not Be the Answer......Page 25
Choosing the Right QuickBooks Product......Page 26
The QuickBooks Premier Choices......Page 27
Accounting Basics—The Important Stuff......Page 29
About This Book......Page 31
About the Outline......Page 32
The Very Basics......Page 33
About MissingManuals.com......Page 34
Safari® Books Online......Page 35
Opening QuickBooks......Page 37
About the EasyStep Interview......Page 38
Start Date......Page 40
Account Balances......Page 41
Other Important Information......Page 42
Company Information......Page 43
Creating Your Company File......Page 45
Customizing Your Company File......Page 46
Beginning to Use QuickBooks......Page 48
What’s Next?......Page 50
Opening Any Company File......Page 52
Restoring a Backup File......Page 53
Opening a Portable Company File......Page 54
Converting from Quicken Home & Business......Page 55
Converting from a Non-Intuit Program......Page 56
Getting Around the QuickBooks Home Page......Page 57
Vendors......Page 58
Customers......Page 60
Banking......Page 62
Using Menus and the Icon Bar......Page 63
Switching Between Open Windows......Page 65
Setting Up a Chart of Accounts......Page 67
Importing a Chart of Accounts......Page 68
Importing a Downloaded Chart of Accounts......Page 69
Account Naming and Numbering......Page 70
Setting Up Account Numbers......Page 71
Standardizing Account Names......Page 72
Creating Accounts and Subaccounts......Page 73
Creating an Account......Page 75
Modifying Accounts......Page 80
Hiding and Deleting Accounts......Page 81
Hiding Accounts......Page 82
Deleting Accounts......Page 83
Merging Accounts......Page 84
Setting Up Customers and Jobs......Page 87
Before You Create Customers and Jobs......Page 88
Understanding customer types......Page 89
Creating a customer type......Page 91
Categorizing jobs......Page 92
Creating Customers in QuickBooks......Page 93
Creating a New Customer......Page 94
Entering address information......Page 96
Specifying additional customer information......Page 97
Designating payment information......Page 99
Customer Data Entry Shortcuts......Page 101
Importing Customer Information......Page 102
Exporting Customer Information......Page 105
Customized exports using the Contact List report......Page 106
Exporting a text file......Page 107
Selecting the list to work with......Page 108
Adding or editing list entries......Page 110
Creating Jobs in QuickBooks......Page 111
Creating a New Job......Page 112
Adding Notes About Customers......Page 114
Merging Customer Records......Page 116
Hiding and Deleting Customers......Page 117
Deleting Customers......Page 118
Hiding and Restoring Customers......Page 119
What Items Do......Page 121
When You Don’t Need Items......Page 122
Should You Track Inventory with Items?......Page 123
Generic or Specific?......Page 125
Naming Items......Page 126
Subitems......Page 127
Creating Items......Page 128
Service Items......Page 131
Product Items......Page 134
Inventory Part Fields......Page 137
Other Types of Items......Page 140
Subtotal......Page 141
Group......Page 142
Discount......Page 143
Payment......Page 145
Sales Tax Codes......Page 146
Creating additional sales tax codes......Page 147
Sales Tax Items......Page 148
Modifying Items......Page 149
Hiding and Deleting Items......Page 151
Deleting Items......Page 152
Setting Up Other QuickBooks Lists......Page 155
The Vendor List......Page 156
Additional Info......Page 157
Importing Vendor Information......Page 158
Categorizing with Classes......Page 160
Creating a Price Level......Page 163
Applying a Price Level......Page 165
Sales Rep List......Page 166
Customer Type List......Page 167
Terms List......Page 169
Setting up date-driven terms......Page 170
Ship Via List......Page 171
Fixed Asset Items......Page 172
Creating Entries......Page 174
Editing Entries......Page 175
Merging List Entries......Page 176
Hiding Entries......Page 177
Finding List Entries in Transactions......Page 178
Printing Lists......Page 179
Customizing a Printed List......Page 180
Switching Between Multi-User and Single-User Mode......Page 183
Backing Up Files......Page 185
Choosing Standard Settings for Your Backups......Page 186
Backing Up to Your Computer Right Away......Page 189
Automated QuickBooks Backups......Page 190
Setting up automatic backups......Page 191
Scheduling backups for a single company file......Page 192
Restoring Backups......Page 194
Creating a Portable Company File......Page 198
Opening a Portable Company File......Page 199
Verifying Your QuickBooks Data......Page 200
Reviewing Problems......Page 201
Running the Rebuild Data Utility......Page 202
Cleaning Up Data......Page 203
Running the Clean Up Company File Tool......Page 204
Cleaning Up After Deleting Files......Page 207
Tracking Time and Mileage......Page 209
Turning on Time Tracking......Page 210
Setting Up the People Who Track Time......Page 211
Setting Up Items and Customers for Time Tracking......Page 212
Filling in Weekly Timesheets......Page 213
Entering Time for One Activity......Page 216
Running Time Reports......Page 219
Tracking Mileage......Page 220
Adding a Vehicle......Page 221
Recording Mileage Driven......Page 222
Generating Mileage Reports......Page 225
Paying for Expenses......Page 227
Entering Bills......Page 228
Memorizing a Bill......Page 233
Using a Memorized Bill......Page 234
Creating Memorized Groups of Bills......Page 235
Purchasing Inventory......Page 236
Creating Purchase Orders......Page 237
Receiving Inventory and Bills Simultaneously......Page 240
Receiving Inventory Before the Bill......Page 242
Handling Reimbursable Expenses......Page 245
Setting Up Reimbursements As Income......Page 246
Recording Reimbursable Expenses......Page 247
Selecting Bills to Pay......Page 248
Modifying Payment Amounts......Page 249
Applying Discounts and Credits to Payments......Page 250
Applying discounts manually......Page 251
Applying credits manually......Page 252
Setting the Payment Method and Account......Page 253
Writing Checks by Hand......Page 254
Setting Up QuickBooks to Print Checks......Page 255
Printing Checks......Page 258
Writing Checks Without Entering Bills......Page 259
Using the Write Checks Window......Page 260
Adding Checks to an Account Register......Page 262
Paying with Credit Cards......Page 263
Recording Vendor Credits......Page 264
A/P Aging and Vendor Balance Reports......Page 265
Paying Sales Tax......Page 266
Sales Tax Payment Preferences......Page 267
Remitting Sales Taxes......Page 268
Invoicing......Page 271
Sales Receipts......Page 272
Statements......Page 273
Sales Forms and Accounts......Page 274
Creating Invoices......Page 275
Creating an Invoice......Page 277
Choosing the customer or job......Page 278
Choosing an invoice template......Page 279
The other header fields......Page 280
Entering Invoice Line Items......Page 283
Inserting and deleting line items......Page 285
Applying Subtotals, Discounts, and Percentage Charges......Page 287
Adding a Message to the Customer......Page 288
Choosing How to Send the Invoice......Page 289
Adding a Memo to Yourself......Page 290
Invoicing for Billable Time and Costs......Page 291
Adding Billable Time and Costs to Invoices......Page 292
Using the Invoice for Time and Expenses Command......Page 293
Selecting Billable Time and Costs......Page 295
Invoicing for Backordered Products......Page 296
Using Sales Orders for Backorders......Page 298
Estimating Jobs......Page 301
Creating an Estimate......Page 302
Creating Multiple Estimates......Page 303
Comparing Estimates to Actuals......Page 306
Progress Invoicing Options......Page 307
Fine-Tuning a Progress Invoice......Page 308
Creating Credit Memos......Page 310
Creating Refund Checks......Page 311
Applying Credits to Existing Invoices......Page 312
Editing Invoices......Page 314
Voiding and Deleting Invoices......Page 315
Producing Statements......Page 317
Creating Statement Charges......Page 318
Choosing the date range......Page 321
Selecting customers......Page 322
Setting printing options......Page 323
Generating Statements......Page 324
Transaction Timesavers......Page 327
Setting Print Options......Page 328
Aligning Forms and Paper......Page 331
Choosing a Print Method......Page 332
Printing in Batches......Page 333
Printing Mailing and Shipping Labels......Page 334
Printing Packing Slips......Page 336
Choosing a Send Method......Page 337
Emailing in Batches......Page 338
Memorized Transactions......Page 339
Using a Memorized Transaction......Page 341
Searching with Google Desktop......Page 342
Searching with QuickBooks Centers......Page 344
Finding Items......Page 345
Finding made simple......Page 346
Advanced find methods......Page 347
Using search results......Page 348
Managing Accounts Receivable......Page 349
Accounts Receivable Aging Reports......Page 350
Customer & Job Reports......Page 353
Receiving Payments for Invoiced Income......Page 354
Applying Credits to Invoices......Page 357
Discounting for Early Payment......Page 359
Deposits, Down Payments, and Retainers......Page 362
Recording Prepayments......Page 364
Applying a Deposit, Down Payment, or Retainer to an Invoice......Page 365
Refunding Prepayments......Page 366
Finance Charge Preferences......Page 368
Assessing Finance Charges on Overdue Balances......Page 369
Cash Sales......Page 370
Editing Sales Receipts......Page 371
Voiding and Deleting Sales Receipts......Page 372
Memorizing a Batch Sales Transaction......Page 373
Reconciling Excess and Short Cash......Page 374
Making Deposits......Page 375
Recording Deposits......Page 376
Depositing Money from Merchant Card Accounts......Page 378
Doing Payroll......Page 381
Adding Payroll Transactions from an Outside Service......Page 382
Choosing a Payroll Service......Page 383
Applying for a Payroll Service......Page 384
Setting Up Payroll......Page 385
Setting Up Compensation and Benefits......Page 386
Setting Up Employees......Page 388
Setting employee defaults......Page 389
Creating employee records......Page 390
Setting Up Payroll Taxes......Page 393
Entering Historical Payroll......Page 394
Running Payroll......Page 395
Printing Paychecks and Pay Stubs......Page 398
Paying Payroll Taxes......Page 400
Preparing Payroll Tax Forms......Page 403
Bank Accounts, Credit Cards, and Petty Cash......Page 405
Creating a Transaction in an Account Register......Page 406
Handling Bounced Checks......Page 410
Service charges for bounced checks......Page 411
Recording Bank Charges......Page 412
Re-invoicing for Bounced Checks......Page 413
Transferring Funds......Page 415
Preparing for the First Reconciliation......Page 417
Starting a Reconciliation......Page 418
Reconciling Transactions......Page 421
Modifying Transactions During Reconciliation......Page 422
The Discrepancy Report......Page 424
Other ways to find discrepancies......Page 425
Undoing the Last Reconciliation......Page 426
Managing Loans......Page 427
Setting Up a Loan......Page 428
Basic setup......Page 429
Payment information......Page 431
Interest rate information......Page 432
Setting Up Payments......Page 433
What-If Scenarios......Page 435
Recording ATM Withdrawals and Deposits to Petty Cash......Page 436
Recording Purchases Made with Petty Cash......Page 437
Making Journal Entries......Page 439
Balancing Debit and Credit Amounts......Page 440
Some Reasons to Use Journal Entries......Page 441
Creating General Journal Entries......Page 443
Filling in General Journal Entry Fields......Page 445
Checking General Journal Entries......Page 446
Reassigning Jobs......Page 447
Recording Depreciation with Journal Entries......Page 449
Recording Owners’ Contributions......Page 450
Generating Financial Statements......Page 451
Understanding the Profit & Loss Report......Page 452
Other Profit & Loss Reports......Page 455
The Balance Sheet......Page 457
Understanding the Balance Sheet......Page 458
Generating a Balance Sheet Report......Page 460
Understanding the Statement of Cash Flows......Page 461
Generating a Statement of Cash Flows......Page 462
Other Helpful Financial Reports......Page 464
Checking for Problems......Page 467
Generating Year-End Financial Reports......Page 468
Generating Tax Reports......Page 472
Creating an Accountant’s Review Copy......Page 473
Sending a Copy Directly to Your Accountant......Page 476
Merging Accountant Changes into Your Company File......Page 477
Setting Up an External Accountant User......Page 479
Generating 1099 Reports......Page 480
Printing 1099-MISC Forms......Page 481
Closing the Books for the Year......Page 484
Managing Inventory......Page 487
Setting Up Inventory Items......Page 488
Purchasing and Selling Inventory......Page 489
Inventory Valuation Summary report......Page 490
Inventory Valuation Detail report......Page 492
Viewing One Inventory Item......Page 493
Performing a Physical Inventory......Page 494
Adjusting Quantities......Page 496
Adjusting Quantities and Values......Page 498
Budgeting and Planning......Page 501
Types of Budgets......Page 502
Ways to Build Budgets......Page 503
Creating Budgets in QuickBooks......Page 504
Copy Across Columns......Page 506
Adjust Row Amounts......Page 508
Creating Additional Customer:Job or Class Budgets......Page 509
Copying Budgets and Creating What-if Budgets......Page 510
Running Budget Reports......Page 513
Report layouts......Page 514
Budget vs. Actual Report......Page 515
Profit & Loss Budget Performance Report......Page 516
Budget vs. Actual Graph......Page 517
Working with QuickBooks Reports......Page 519
Reviewing Reports in the Report Center......Page 520
Finding Frequently-used Reports......Page 522
Running Reports......Page 523
Printing and Saving Reports......Page 526
Saving Reports to Files......Page 527
Customizing Reports......Page 528
Date Ranges......Page 530
Subtotals......Page 531
Customizing the Columns in Reports......Page 532
Adding and removing columns in summary reports......Page 533
Sorting Reports......Page 534
Filtering Reports......Page 536
Report Headers and Footers......Page 537
Fonts and Numbers......Page 538
Memorizing Reports......Page 540
Swapping Reports Between Company Files......Page 541
Exporting a Report......Page 542
Importing Report Templates......Page 543
Online Banking Services......Page 545
Setting Up Your Internet Connection......Page 546
Applying for Online Services......Page 547
Activating Online Services for Your QuickBooks Account......Page 549
QuickBooks Online Banking Modes......Page 551
Downloading Statements with WebConnect......Page 552
Paying bills online......Page 553
Transferring funds between accounts......Page 554
Sending and Receiving......Page 555
Matching Transactions......Page 557
Matching deposits......Page 558
Matching checks and expenses......Page 560
Adding Multiple Transactions......Page 561
Deleting Downloaded Transactions......Page 562
Online Banking Using Register Mode......Page 563
Working with Online Items......Page 564
Matching Transactions......Page 565
Adding Multiple Transactions......Page 567
Deleting Downloaded Transactions......Page 568
Configuring Preferences to Fit Your Company......Page 569
An Introduction to Preferences......Page 570
Accounting......Page 571
Bills......Page 575
Choosing the Bank Accounts You Use......Page 576
Setting the Way Company Checks Work......Page 577
Choosing Company-Wide Payroll Accounts......Page 578
Window Preferences......Page 579
Preferences for Saving the Desktop......Page 580
Setting Up the QuickBooks Home Page......Page 581
Finance Charge......Page 582
Tuning QuickBooks to Your Liking......Page 584
Company-Wide General Preferences......Page 587
Integrated Applications......Page 588
Items & Inventory......Page 589
Jobs & Estimates......Page 590
Multiple Currencies......Page 592
Payroll & Employees......Page 593
Reminders on the My Preferences Tab......Page 595
Reminders for Everyone......Page 596
Preferences for the Reports You Generate......Page 598
Preferences That Apply to Every Company Report......Page 599
Sales & Customers......Page 600
Send Forms......Page 602
Spelling......Page 604
Time & Expenses......Page 605
Integrating QuickBooks with Other Programs......Page 607
Creating Letters and Envelopes in QuickBooks......Page 608
Synchronizing Contacts......Page 612
Using QuickBooks Contact Sync for Outlook......Page 613
Setting Up an Integrated Application......Page 616
Exporting QuickBooks Data......Page 618
Exporting lists to a text file......Page 619
Exporting Reports......Page 620
Importing Data from Other Programs......Page 622
Importing an Excel Spreadsheet......Page 623
Importing a Delimited File......Page 625
Customizing QuickBooks......Page 629
Fast Access to Favorite Commands......Page 630
Customizing the Icon Bar......Page 631
Adding and removing icons......Page 632
Adding windows to the icon bar......Page 634
Customizing the Company Snapshot......Page 635
Customizing Forms......Page 638
Working with Form Designs......Page 639
Creating a form design......Page 640
Editing an Existing Form in QuickBooks......Page 642
Basic Customization......Page 643
Adding a logo......Page 644
Applying a color scheme......Page 645
Including basic company and transaction information......Page 646
Additional Customization......Page 647
Managing Templates......Page 648
Copying a Template......Page 649
Exchanging Templates Between Company Files......Page 650
Keeping Your QuickBooks Data Secure......Page 651
Assigning the Administrator User Name and Password......Page 652
Resetting the Administrator Password......Page 654
Complying with Credit Card Security Regulations......Page 655
Creating QuickBooks Users......Page 656
Adding New Users......Page 658
What the Access Areas Represent......Page 659
Setting Access Rights......Page 662
Audit Trails......Page 663
Installing QuickBooks......Page 665
Before You Install......Page 666
Installing QuickBooks......Page 667
Running QuickBooks for the First Time......Page 670
Registering QuickBooks......Page 671
Where to Store Your Company Files......Page 672
Storing company files on a network......Page 673
Help, Support, and Other Resources......Page 675
QuickBooks Help......Page 676
Live Community......Page 678
Other Kinds of Help......Page 680
The QuickBooks Community......Page 681
Other Help Resources......Page 682
QuickBooks Training......Page 683
Index......Page 685