Index
Please note that index links point to page beginnings from the print edition. Locations are approximate in e-readers, and you may need to page down one or more times after clicking a link to get to the indexed material.
• A
Account No. field
customers, 45
vendors, 56
account registers for deposits, 160
Accountant & Taxes reports, 243–244
accountants
external, 245
merging changes from, 375–376
accountant’s copy
canceling, 376
creating, 371–372
dividing dates, 373–375
merging accountant changes, 375–376
overview, 371
saving, 372
sending to online servers, 372–373
accounting
preferences, 286–287
sensitive activities, 26
accounts. See also charts of accounts
Audit Trail reports, 404
creating, 32–35
credit cards, 167–168
depreciation, 336–337
editing and deleting, 37–38
hiding, 38
inventory, 274
merging, 38–39
payroll, 204
subaccounts, 35–37
transferring funds between, 162, 189
type errors, 380
vendor settings, 56–57
year-end reconciliation, 358
accounts payable
bills, 140
issues, 393–396
reports, 403
tips, 397
unpaid transactions, 85
accounts receivable
aging problems, 392
applying credits to invoices, 117–118
bank deposits, 122–126
cash sales, 119–121
Customer Center, 126–128
discounts, 118–119
finance charges, 131–132
issues, 389–391
payments, calculations, 116
payments, deposits, 116–117
payments, receiving, 114–115
reports, 128–131
statements, 132–134
tips, 393
tracking, 126–128
underpayments, 117
unpaid transactions, 85
accrual basis payments, 393, 399
active jobs and customers, 52
Add/Edit Multiple List Entries window
sales tax items, 75
vendors, 58
Add Icon Bar dialog, 19
Add Loan window, 396
Add New dialog, 206
Add New Account dialog
account creation, 32–35
credit cards, 167
reimbursable expenses, 146
Add Rules Details dialog, 186
Add Shipping Address Information dialog, 44
Add To Do dialog, 60
Add To My Reminders List option, 99
Additional Customization window, 305–306, 308
Additional Info tab
customers, 45–46
employees, 209
Additional Profit And Loss Budget Criteria window, 262
Address & Contact field for employees, 209
Address Info tab, 51
Adjust Quantity/Value On Hand window, 86, 279–282
Adjust Row Amounts dialog, 260
adjustments, inventory, 279–282
Admin passwords, 21–23
administrators, setting up, 12
Advanced Options dialog, 248
Advanced Setup, 9–10
Advisors, 406
aging issues, 392
aging reports
A/R, 129–131
preferences, 297
Align Printer dialog, 109
alignment
check printing, 153
form printing, 109
All Non-Taxable Codes option, 156
All Open Transactions As Of Statement Date option, 134
All Sales Tax Codes option, 156
All Taxable Codes option, 156
Allow Background Downloading Of Service Messages option, 300
Almost Due tab, 128
Always Ask For A Password Before Connecting option, 300
Always Show Years As 4 Digits option, 292
Amount column in Audit Trail reports, 404
Annual Interest Rate setting, 131
A/P Account option for unpaid bills, 148
App Center, 17
applying
credit memos, 101–102
credits to invoices, 117–118
A/R. See accounts receivable
A/R aging reports, 129–131
Ask What To Do option, 106, 298
Assess Finance Charge On Overdue Finance Charges setting, 131
Assess Finance Charges window, 131–132
Asset Value field, 283
assets
balance sheets, 237
balances, 5
charts of accounts, 27–28
depreciation, 336–338
opening trial balances, 82
Assign Check Numbers dialog
check printing, 154
payment printing, 150
unpaid bills, 148
ATM withdrawals, 167
Attach File feature, 309
Attachments window, 309
Audit Trail reports
credit cards, 55
deleted invoices, 98
description, 243
working with, 403–404
Autofill Payee Account Number In Check Memo option, 288
Automate Transaction Entry option, 100
automatic backups, 321
automatic markups for reimbursable expenses, 145
Automatically Apply Payments option
accounts receivable, 114
payment preferences, 294
Automatically Calculate Payments option
accounts receivable, 114
payment preferences, 294
Automatically Connect Without Asking For A Password option, 300
Automatically Open Drop-Down Lists When Typing option, 291
Automatically Place Decimal Point option, 291
Automatically Remember Account Or Transaction Information option, 291
Available Credit dialog, 101–102
Avg Cost field, 282
• B
Backup Options dialog, 318–319
backups, 316–317
automatic, 321
to CDs, 320
location, 318
multiple currencies, 343
networks, 317–318
reminders, 319
restoring, 323–327
saving, 319
scheduling, 320–323
time stamps, 318–319
tips, 384
types, 384
verification, 319
year-end, 371
balance sheets
budgets, 262–264
issues, 395–397
opening trial balances, 83–84
year-end, 361
balances
beginning. See beginning balances
gathering, 4–5
issues, 392
bank accounts
accounts receivable deposits, 122–126
opening trial balances, 84
year-end reconciliation, 358
Bank Feed Setup window, 181
bank feeds, 180
Bank Feeds Center, 183–187
online bill payments, 188–189
setting up, 180–181
transactions, adding, 184–187
transactions, viewing, 183–184
transferring funds between accounts, 189
web connect, 182–183
Bank Feeds Center, 16, 183–187
Bank Feeds (Online Banking) option, 288
Bank Feeds window, 183
bank loan proceeds, 125
banking
issues, 386
reports, 242
tips, 387
Basic Customization window, 302–303
Basic Payroll service, 202
Batch Invoice window, 99
Batch Invoice Summary window, 99
batches
cash sales, 120–121
check printing, 153
form printing, 111
invoices, 99
payroll history, 212–214
Beep When Recording A Transaction option, 291
Begin Reconciliation window
settings, 169–170
tips, 386
undoing reconciliation, 177–178
Beginning Balance window, 268
beginning balances
cash flow, 268
entering, 81–82
in reconciliation, 170
reconciliation problems, 175–177
trial, 82–87
Bill Pay Service, 188–189
Bill To field in invoice headers, 92
Billable field in timesheets, 194
Billable Time And Costs window, 107
Billing Rate Level field, 56
bills
credits, 150
payments, 146–147
payments, full, 149
payments, online, 188–189
payments, printing, 150–154
preferences, 287
purchase orders, 138–142
recording, 136–138
recurring, 142–144
reimbursable expenses, 144–146
sales tax, 154–157
splitting, 138
unpaid, 147–149
Bills To Pay list, 394–395
blank paper, 108
bounced checks, 163–165
Bring Back All One Time Messages option, 291
Budget Overview report, 265–266
budget vs. actual reports, 264–265
Budget window, 257–258
budgets
Budget window, 257–258
deleting, 257
importing, 267
multiple, 257
outside data, 265–267
preparing for, 258
Profit & Loss, 258–263
reports, 263–265
saving, 256
Calculate Charges From Due Date/Invoice Date setting, 131
calculator
finance charges, 132
tips, 383
Calendar center, 17
calendar preferences, 287
canceling accountant’s copy, 376
Carousel view in Report Center, 234–235
cash
balances, 4
cash sales, 119–121
disbursement tracking, 166–167
over and short problems, 121–122
year-end reconciliation, 358
cash flow
projecting, 267–269
reports, 238–240
Cash Flow Forecast reports, 240
Cash Flow Projector tool, 267–269
Cash in Drawer account, 121
Cash Receipts window, 268
CDs, backups to, 320
Challenge Question section, 54
Change Check Date When Non-cleared Check Is Printed option, 288
Change Item Prices window, 71
Change QuickBooks Password dialog, 21–22, 27
changed accounts, journal entries for, 342–343
changed transactions in reconciliation, 176–177
Chart Of Accounts window
editing accounts, 37–38
new accounts, 32
subaccounts, 36
charts of accounts
account numbers, 29–32
simplifying, 383
subaccounts, 36
checks
missing check numbers, 173
outstanding, 85
preferences, 288
printing issues, 385–386
QuickBooks, 151–154
returned, 163–165
voiding, 165–166
Choose Billable Time And Costs dialog
customer invoices, 198
reimbursable expenses, 105–106
transaction expenses, 106–107
Choose Installation Type window, 356
Choose Template For Invoice Packing Slip option, 298
Choose Your Installation Type window, 352
classes
creating, 78
overview, 77
reporting by, 242–243
subclasses, 78
timesheets, 194
Classify Cash dialog, 239
cleared transactions in reconciliation, 177
clearing transactions, 171–172
client computers, installation on, 355
Client Data Review tool, 246
client-server networks, installation on, 356
closing
books, 369–371
QuickBooks, 20
windows, 383
collapsing transactions, 297
Collections Center, 127–128
collections report, 402
color
desktop view, 290
reports, 279
transaction templates, 304
columns
Display tab, 248
transaction templates, 304
Vendors list, 59
Comment On Report dialog box, 251
comments for reports, 251
company files
deleting, 314–316
loading, 314
portable, 324–327
verifying and rebuilding, 327–328
company information
entering, 10–11
preferences, 304
Company Information dialog, 304
Company Preferences tab. See Preferences dialog
Company Snapshot window, 244–245
comparing
Balance Sheet reports, 401
Profit & Loss reports, 400–401
complex passwords
accountant’s copy, 373
Credit Card Protection, 54
description, 20–21
Condense Data utility, 329–332
condensing data files, 328–331
Confirmation And Next Steps dialog, 219
consistency in account names, 32
Contacts tab
customers, 49
Vendor Information pane, 60
Copy Across option, 259–260
Copy Down option
customers, 46
vendors, 58
copying estimates, 103
Cost field for service items, 69
Cost Of Goods Sold account, 274
Cost Of Goods Sold (COGS) field, 275
costs in inventory items, 275
counting inventory, 277–284
Create A New Company option, 7
Create Backup wizard
creating backups, 316–317
scheduling backups, 320–321
Create Credit Memos/Refunds window, 101
Create Estimates window, 102
Create Invoices window
batching invoices, 99
customers, 198
Doc Center, 309
editing invoices, 97–98
estimates, 105
overview, 90–91
packing slips, 98
Create Items Receipts window, 139–140
Create Message window, 310–311
Create New Budget wizard, 256–259, 261–262
Create Purchase Orders window, 138–139
Create Statements dialog, 133–134
Credit Card Information field, 45
Credit Card Protection feature, 54
credit cards and credit card data
accounts, 167–168
as bills, 169
customers, 45
deposits, 123
permissions, 25–26
securing, 53–55
year-end reconciliation, 358
customers, 45
vendors, 56
credits
applying to invoices, 117–118
bill payments, 150
issuing, 100–102
vendors, 141–142
currency
multiple. See multiple currencies
preferences, 293–294
Custom And Network Options window
client-server networks, 356
peer-to-peer networks, 352, 355
custom fields
customers, 53
items, 70
Custom Fields dialog, 70
Custom Setup wizard, 207
customer balances
gathering, 4–5
issues, 392
Customer Center
accounts receivable, 126–128
currency data, 348–349
description, 16
jobs, 51
new customers, 42
overview, 47–48
Customer Credit Card Audit Trail log, 55
Customer Credit Card Security feature, 26
Customer Information pane, 49–50
Customer Message Not Found dialog, 95
Customer Snapshot reports, 129
Customer Type field, 45
customers
active and inactive, 52
Additional Info tab, 45–46
budgets, 261–264
creating, 42
credit card data, 25–26, 53–55
custom fields, 53
Customer Center, 47–48
Customer Information pane, 49–50
Customers & Jobs tab, 48
deleting, 51–52
description, 380
hiding, 51–52
information, 42–44
invoicing for time, 198–199
Job Info tab, 46
jobs, 50–53
merging, 52–53
message lists, 80
multiple, 46–47
multiple currencies, 346–348
payment settings, 44–45
price levels, 76
profile lists, 78–81
sales tax codes and items, 74–75
sales tax settings, 44
timesheets, 194
Customers & Jobs tab, 47–49
customization preferences, 286
1099s, 300
accounting, 286–287
bills, 287
calendar, 287
checks, 288
currency, 293–294
desktop view, 289–290
document management, 308–309
e-mail, 309–311
general, 290–292
in installation, 12–13
Integrated Applications, 292–293
Items & Inventory, 293
payments, 294
reminders, 294–295
reports and graphs, 295–297
Sales & Customers, 297–298
sales tax, 299
search, 299
send forms, 299
service connections, 299–300
spelling, 300
time and expenses, 300–302
transaction templates, 302–308
Customize Columns dialog
vendors, 58–59
Customize Icon Bar dialog, 17–19
Customize Your Menus window, 19
• D
data entry
issues, 379–381
tips, 383
data files
condensing, 328–331
overwriting, 325–327
Data Review settings, 216
Database Server Manager program
client-server networks, 356
peer-to-peer networks, 353–354
databases, fragmented, 383
dates
Audit Trail reports, 404
bounced checks, 164
condensing data files, 329
deposits, 122
dividing, 373–375
invoice headers, 92
memorized transactions, 100
payroll schedules, 217
Profit & Loss reports, 236
statements, 133
timesheets, 194
unpaid bills, 148
year-closing, 370–371
year-to-date payroll data, 213–214
Days In Advance To Enter field, 100
debit card withdrawals, 167
Default Date To Use For New Transactions option, 292
Default Markup Percentage option, 302
Defragmentation tool, 383
deleting
accounts, 37–38
budgets, 257
company files, 314–316
customers, 51–52
icons, 18
invoices, 97–98
jobs, 51–52
transactions, 172
unmatched transactions, 187
users, 23
vendors, 61–62
delimited text files for budget reports, 266
deposit slips, 126
deposits
account registers, 160
accounts receivable, 116–117, 122–126, 389–390
bank feeds, 187
Make Deposits window, 161–162
outstanding, 85
accounts, 336–337
journal entries, 336–338
Description On Purchase Transactions field, 275
descriptions
icons, 18
vehicles, 81
desktop view preferences, 289–290
details
Balance Sheet reports, 401
bills, 137–138
inventory reports, 283
invoices, 107
reconciliation reports, 174
differential backups, 384
direct connect bank feeds, 180–181
direct deposits for accounts receivables, 116–117
Discount And Credits dialog
accounts payable, 395
bill payments, 149–150
credits, 118
discounts, 119
discounts and discount items
accounts receivable, 118–119
bill payments, 149
creating, 70
description, 67
invoices, 94–95
sales tax, 399
Display tab for reports, 247–248
displaying
icons, 18
subaccounts, 36–37
time, 194
dividing dates for accountant’s copy, 373–375
Doc Center
description, 16
overview, 308–309
document management preferences, 308–309
Don’t Add Any option, 106, 298
Don’t Refresh option, 295
Don’t Save The Desktop option, 290
Draw Graphs In 2D (Faster) option, 296
Due On Or Before filter, 148
duplicate entries, 379–380
Duplicate Row option
customers, 46
vendors, 58
• E
forms and reports, 309–310
invoices, 96
sending, 310–311
setting up, 310
E-mail service, 311
Easy Step Interview wizard, 9–10
Edit Account dialog
Charts Of Accounts, 37
merging accounts, 39
tax-line assignments, 369
type errors, 380
Edit Company List window, 315
Edit Item window, 404–405
editing
941/943 tax payments, 225
accounts, 37–38
invoices, 97–98
paycheck data, 218
timesheet reports, 197
transactions, 173
user information, 23–24
vendor information, 60–62
vendor records, 58
EFTPS (Electronic Federal Tax Payment System), 204, 224
EIN (employer identification number)
entering, 10
vendors, 63
Electronic Federal Tax Payment System (EFTPS), 204, 224
Employee Center
940 tax payments, 227
customizing, 221–222
employee setup, 207–208
payroll, 218
tabs, 221
W–2 forms, 229
Employee Defaults window, 208
employees
creating, 209–210
description, 380
Payroll Setup wizard, 215–216
setting up, 207–208
taxes, 209
types, 210
Employees & Payroll reports, 242
employer identification number (EIN)
entering, 10
vendors, 63
Employment Info field for employees, 210
Enable Collections Center option, 298
Enable Price Levels option, 298
Enhanced Payroll service, 202
Enter Bills window
memorized bills, 142
simultaneous items and bills, 141
vendor bills, 136–137
Enter Bills or Write Check window, 106
Enter Credit Card Charges window
credit card data, 167–168
tips, 397
Enter Payroll Information dialog, 217–218
Enter Sales Receipts window, 120
Enter Vehicle Mileage dialog, 200–201
Enter Windows Password dialog, 323
Entered/Last Modified column, 403
Enterprise version, 378
equity in charts of accounts, 27–28
errors in 941/943 tax payments, 225
estimates, 102–103
Excel
exporting budgets to, 266
exporting reports to, 254
tax form worksheets, 230–231
exchange rates, tracking, 345–346
exclusions
1099 forms, 365–366
reimbursable expenses, 107
existing transactions, permissions for, 26
Expense Account field, 69
expenses
charts of accounts, 27–28
preferences, 300–302
reimbursable, 105–107, 144–146
sales transactions, 106–107
splitting, 138
Export dialog, 266
exporting
budgets, 266
reports, 254
Express Start, 8–9
External Accountants, 245
EZ Setup option, 206–207
• F
FAM (Fixed Asset Manager) program, 76
Favorites menu, 19
Federal Tax Liabilities, 223–227
Federal Unemployment Tax Act (FUTA), 226–227
feeds. See bank feeds
bounced checks, 164
merchant card, 124–125
fields
customers, 53
items, 70
File Download dialog, 183
File Form dialog
940 forms, 227
W–2 forms, 229
file hosting for peer-to-peer networks, 353–354
file verification for backups, 319
Filename For New Company dialog, 12
files
backing up, 316–323
condensing, 328–331
deleting, 314–316
portable, 324–327
size, 381–383
verifying and rebuilding, 327–328
Filter By option, 148
filtering
customers, 46
reports, 249
statements, 134
unpaid bills, 148
vendors, 58
Filters tab, 249
Finance Charge Account setting, 131
Finance Charge template, 91
finance charges, 131–132
Financial Institutions Directory web page
bank feeds, 180–181
online bill payments, 188
financial reports. See standard financial reports
Find & Select Items window, 280
Fine Alignment dialog, 109
fiscal year, 12
Fixed Asset Item list, 75–76
Fixed Asset Manager (FAM) program, 76
fixed assets
depreciation, 336–337
list, 75–76
year-end, 359
F.O.B field, 93
FOB (Free On Board) preferences, 298
folders, 383
fonts
QuickBooks checks, 153
reports, 250–251
transaction templates, 304
Fonts & Numbers tab, 250–251
footers
reports, 250
transaction templates, 306
Form 1099-MISC, 366–367
format defaults for reports, 297
forms
1099. See 1099 forms
e-mail, 309–310
printing settings, 108–111
tax, 223–227
W–2, 229–230
fragmented databases, 383
Full Access permission, 25
full backups, 384
Full Payroll service, 202–203
Fund Transfers To Be Sent window, 189
FUTA (Federal Unemployment Tax Act), 226–227
general expenses, 144
general preferences, 290–292
Give Me The Option Of Saving A File Whenever I Download Web Connect Data option, 299–300
Grace Period setting, 131
graphics for icons, 18
graphs
preferences, 295–297
reports, 243
Grid And Snap Settings dialog, 308
Grid view in Report Center, 234–235
gross payroll amounts, 220
groups and group items
description, 67
memorized bills, 142–144
memorized invoices, 100
memorized reports, 252–254
• H
Have A Question? window, 203
head taxes, 227
headers
invoices, 92–93
reports, 250
transaction templates, 305–306
help, payroll, 203
Hide Transactions After The Statement’s End Date option, 170
hiding
accounts, 38
customers, 51–52
jobs, 51–52
Home page, 15–16
How Often field for memorize transactions, 100
• I
I Understand That My Company File Will Be Updated To This New Version Of QuickBooks option, 7
icons
adding, 19
deleting, 18
displaying, 18
icon bar, 15
order, 18
If QuickBooks Is Run By My Browser, Don’t Close It After Web Connect Is Done option, 300
ignoring unmatched transactions, 187
importing budgets, 267
inactivating vendors, 61–62
inactive accounts, 38
inactive jobs and customers, 52
income accounts
charts of accounts, 27–28
items, 66
reimbursable expenses, 145–146
income statements, 235–237
income taxes, withholding, 204–205
Income Tracker, 126–127
Incorporate Accountant’s Changes window, 375–376
incremental backups, 384
information gathering
opening trial balances, 83
in setup, 2–3
inkjet printers, 153
Insights Dashboard tab, 245
installation
administrator setup, 12
charts of accounts, 13–14
company information, 10–11
customization, 12–13
Express Start, 8–9
fiscal year, 12
legal entity type, 11–12
on networks, 351–356
QuickBooks Setup window, 6–7
start date, 13–14
type of business information, 11
Integrated Applications preferences, 292–293
interest income in reconciliation, 170
Intuit Packing Slip template, 91
Intuit Product template, 91
Intuit Professional and Service template, 91
inventory
accounts, 274
adjustments, 279–282
condensing transactions, 330
counting, 277–284
gathering information on, 5
item mistakes, 404–405
negative, 404
opening trial balances, 86
Physical Inventory Worksheet, 277–279
purchasing items, 139–142
tracking setup, 272–274
year-end, 358–359
Inventory Adjustment account, 281
Inventory And Purchase Orders Are Active option, 293
Inventory Stock Status By Item reports, 283
Inventory Stock Status By Vendor reports, 283
Inventory Valuation Detail reports, 241
invoices
applying credits to, 117–118
batching, 99
creating, 90–92
credit memos, 101
customers for time, 198–199
discounts, 94–95
editing, 97–98
footer information, 95–97
header information, 92–93
issues, 392
line items, 94–95
memorized, 99–100
packing slips, 97
pending, 97
price levels, 94
progress billing, 104–105
reimbursable expenses, 105–107
saving, 96
sending, 96
subtotals, 95
voiding and deleting, 97–98
Issue A Refund window, 102
Item Description field, 282
Item Name/Number field
inventory items, 275
service items, 68
items
Currency list, 77
custom fields, 70
customers, 74–75
Fixed Asset Item list, 75–76
lists, 67–71
mileage, 200–201
payroll, 205–207
Price Level list, 76–77
prices, 71
sales tax, 71–72
sales tax payments, 73
types, 67
uses, 66–67
Items & Inventory Preferences dialog, 273, 293
Job Type lists, 79
jobs
active and inactive, 52
budgets, 261–264
creating, 51
customers, 46
deleting, 51–52
hiding, 51–52
merging, 52–53
multiple estimates for, 103
preferences, 293
reports, 131
timesheets, 194
working with, 50
journal entries
changed accounts, 342–343
depreciation, 336–338
Make General Journal Entries window, 334–335
multiple currencies, 343–351
outside payroll services, 338–343
year-end, 368–369
• K
Keep Custom Item Information When Changing Item In Transactions option, 292
Keep Previously Saved Desktop option, 290
Keep QuickBooks Running For Quick Startups option, 291
keyboard shortcuts, 381
• L
laser printers, 153
Last Modified By column, 403
Layout Designer window, 307–308
Lead Center, 17
legal company name, 10
legal entity type, 11–12
letterheads in forms, 109
Letters and Envelopes window, 398
liabilities
balances, 5
charts of accounts, 27–28
payroll, 222–228, 340, 388–389
Liability Payment window, 223, 388
license requirements for multi-user installations, 351
List view in Report Center, 234–235
lists
Currency, 77
customer and vendor profile, 78–81
Fixed Asset Item, 75–76
items, 67–71
Other Names, 78
Price Level, 76–77
loading company files, 314
Loan Manager, 395–397
local taxes, 227–228
Locate Discrepancies dialog, 176, 386
location for backups, 318
Login page
last files worked on, 6
passwords, 22
Logo dialog, 153
logos
QuickBooks checks, 153
transaction templates, 304
logs for credit card data, 55
• M
mail, 398
Make Account Inactive option, 38
Make Deposits window
accounts receivable, 393
bank deposits, 391
settings, 161–162
working in, 123–125
Make General Journal Entries window
depreciation, 337
overview, 334–335
payroll entries, 341
trial balances, 83–84
Manage Bounced Check dialog, 163–164
Manage Sales Tax window, 155
Manage Templates window, 302–303
manual processes
payroll, 203–204
payroll history entries, 212–213
Manually Import Transactions window, 182
Manufacturer’s Part Number field, 275, 277
Map Vendor Payment Accounts window, 362–365
Mark All Expenses As Billable option, 302
Mark All Time Entries As Billable option, 301
Mark Finance Charge Invoices “To Be Printed” setting, 131
marking pending invoices, 97
markup percentage for reimbursable expenses, 145
matched transactions for bank feeds, 184–185
maximum size of files, 381–383
Memo column in Audit Trail reports, 404
Memorize Report dialog
aging reports, 130
customized reports, 252
groups, 253
Memorize Transaction dialog
bills, 143
estimates, 103
invoices, 99–100
payroll entries, 341
memorized bills, 142–144
memorized invoices, 99–100
Memorized Report List window, 252
memorized reports, 130–131, 252–254
Memorized Transaction List window
bills, 143
description, 81
invoice groups, 100
memos
credit, 100–102
invoice footers, 95–96
menu bar, 15
merchant card fees, 124–125
merging
accountant changes, 375–376
accounts, 38–39
customers and jobs, 52–53
vendors, 62
messages in invoice footers, 95
Method option for unpaid bills, 148
mileage, tracking, 199–202
Mileage Rates dialog, 200–201
Minimum Finance Charge setting, 131
Missing Checks reports, 173
Modify Report dialog
aging reports, 129–130
budgets, 265
inventory, 278–279
preferences, 296
standard financial reports, 246–249
moving memorized reports into groups, 253
multi-user installations
license requirements, 351
options, 351–352
multiple budgets, 257
multiple currencies, 343
customers and vendors, 346–348
enabling, 344
exchange rates, 345–346
open transactions, 348
preferences, 293–294
reports, 351
selecting, 344–345
special backups, 343
transactions in, 349–350
viewing data, 348–349
multiple customers
adding, 46–47
statements, 134
Multiple Customers option, 134
multiple job estimates, 103
Multiple Sales Tax Codes option, 156
multiple vendor records, 58
Multiple Windows option, 289
My Preferences tab. See Preferences dialog
• N
names
accounts, 32
Audit Trail reports, 404
backups, 322
company, 10
customers, 42
maximum number of, 383
memorized transactions, 99–100
timesheets, 194
types, 380–381
users, 20–23
navigating
Favorites menu, 19
Home page, 15–16
icons, 18–19
QuickBooks centers, 15–17
negative inventories, 404
net payroll amounts, 220
networks
backups, 317–318
installation on, 351–356
Never Update Name Information When Saving Transactions option, 292
New Class dialog, 78
New Customer window
customer information, 42–43
jobs, 46
multiple currencies, 346–347
New Customer Message window, 95
New Employee form, 209
New Item dialog
service items, 68
tax groups, 74
time tracking tasks, 193
New Job window, 51
New Memorized Report Group dialog, 252
New Memorized Transaction Group window, 100, 143
New Payment Method window, 80
New Payroll Schedule dialog, 217
New Price Level dialog, 76
new printer issues, 385
New Sales Rep dialog, 79
New Sales Tax Code window, 72
New Terms dialog, 79–80
New Vehicle dialog, 81
New Vendor dialog
multiple currencies, 346
vendors, 55
Next Date field for memorize transactions, 100
940 tax payments, 226–227
941/943 tax payments, 223–225
No Access permission, 25
deleted files in, 315–316
options, 6–7
peer-to-peer networks, 355
No Custom Pricing option, 298
non-inventory part items
creating, 70
description, 67
nonposting transactions, 85
Notes field in timesheets, 194
Notes tab
Customer Information pane, 50
Vendor Information pane, 60
Num column in Audit Trail reports, 403
Number Of Backup Copies To Keep option, 323
Number Remaining field, 100
numbers
for accounts, 29–32
in reports, 250–251
• O
Officer Employee type, 210
One Window view option, 289
online bill payments, 188–189
online servers, sending accountant’s copy to, 372–373
Open A Sample File option, 7
Open Backup Copy dialog, 324
Open Balance reports, 128
open invoices, 392
Open Or Restore An Existing Company option, 7
Open Or Restore Company window
description, 7
peer-to-peer networks, 355
portable files, 326
Open Portable Company File dialog, 326
Open Purchase Order reports, 241
open transactions with multiple currencies, 348
Opening Balance Equity account, 86–87
opening trial balances
description, 82
steps, 83–87
order of icons, 18
other charge items
creating, 70
description, 67
Other Current Asset account, 274
Other Names list
description, 381
overview, 78
time tracking, 193
outside payroll services, journal entries for, 338–343
outstanding checks and deposits, 85
over problem in cash sales, 121–122
Overdue tab, 128
Overview reports, 263
overwriting data files, 325–327
Owner Employee type, 210
• P
packing slips
preferences, 298
printing, 97
template, 91
paper settings, 108
parent accounts, 36–37
partial check pages, 153
passwords
accountant’s copy, 373
backups, 323
Credit Card Protection, 54
year closing date, 370
Pay Bills window
accounts payable, 393–395
check printing, 154
memorized bills, 142–143
payment printing, 150
Pay Liabilities window, 388
Pay Sales Tax dialog
options, 156–157
Sales Tax Liability report differences, 399–400
Payment Card Industry Data Security Standard (PCI DSS), 12, 53
payment items
description, 67
Payment Method lists, 80
Payment Summary dialog, 150, 154
Payment Terms field
customers, 45
vendors, 56
payments
accounts receivable, 116
bank feeds, 187
bills, 146–150
customer settings, 44–45
online bills, 188–189
preferences, 294
price level settings, 76
sales tax, 156–157
vendor settings, 56
Payments To Deposit window
bank deposits, 391
bank feeds, 187
columns, 122–123
credit cards, 125
options, 161
reconciliation, 172
payroll
Employee Center, 220–222
employee setup, 207–210
gathering information on, 5
invoicing customers for time, 198–199
issues, 387
items, 205–207
liabilities, non-tax, 228
liabilities, payroll payment schedules, 222
liabilities, taxes, 222–228
manual processing, 203
mileage tracking, 199–202
payment schedules, 222
Payroll Setup wizard, 214–216
reconciliation, 341–342
running, 218–220
schedules, 216–218
services, available, 202–203
services, journal entries for, 338–343
setting up, 204–205
tax form worksheets, 230–231
taxes, 388
time tracking, 192–193
timesheets, 193–194
timesheets, printing, 197–198
timesheets, reports, 196–197
timesheets, Single Activity, 194–195
timesheets, Weekly, 195–196
tips, 389
W–2 forms, 229–230
year-end, 359–360
year-to-date data, 212–214
Payroll Checkup feature, 216
Payroll Info field for employees, 209–210
Payroll Item List, 205–206
Payroll Schedule List window, 217
EZ Setup, 206
payroll history, 212
payroll setup, 214–216
Payroll Summary window, 216
Payroll tab in Employee Center, 221
Payroll Tax Form window
940 tax payments, 227
941/943 tax payments, 225
W–2 forms, 230
PCI DSS (Payment Card Industry Data Security Standard), 12, 53
PDF files for forms, 109
peer-to-peer networks, installation on, 352–354
pending builds reports, 283–284
pending invoices, 97
% Of Tot Asset field, 283
% Of Tot Retail field, 283
performance, Profit & Loss budgets, 265
permissions
credit card data, 55
overview, 20
users, 24–26
Personal field for employees, 209
petty cash, 166–167
Physical Inventory Worksheet, 277–279
P.O. Number field, 93
portable company files, 324–327
Preferences dialog
1099 forms, 362–363
1099 vendors, 63
account numbers, 29
bill payments, 149
Currency list, 77
customization. See customization preferences
estimates, 102
general preferences, 290–292
inventory tracking setup, 272–273 jobs, 51
journal entries, 334
multiple currencies, 344
packing slips, 98
Price Level list, 76
printing, 110
reimbursable expenses, 144
sales tax, 156
sales tax items, 71–72
Ship Via lists, 80
time display, 194
time tracking, 192
workers comp, 228
year closing date, 370
Preferred Delivery Method field, 45
Preferred Payment Method field, 45
Premier version, 378
prepayments for accounts receivable, 389
preprinted forms, 108
Pressing Enter Moves Between Fields option, 291
Preview Paycheck dialog, 218, 220
Preview window and previewing
form printouts, 111
timesheets, 198
transaction template headers, 305–306
transaction templates, 303
Previous Reconciliation reports, 173
Price Level field, 45
Price Level list, 76–77
prices
invoices, 94
items, 71
preferences, 298
Print Account Names On Voucher option, 288
Print Checks window, 154
Print dialog, 109–111
Print/E-file Form dialog, 230
Print Letters And Envelopes window, 398
Print Name On Check As field, 56
Print Packing Slip dialog, 98
Print Preview window, 367
Print Reports dialog
aging reports, 131
inventory, 278
reconciliation reports, 174
Print Selected Time And Costs As One Invoice Item option, 107
Print Timesheets window, 198
Print W–2 And W–3 Forms window, 230
Printer Setup dialog
form printing settings, 108
new printers, 385
QuickBooks checks, 152–153
printers and printing, 108
941/943 forms, 226
1099 forms, 367
bill payments, 150–154
deposit slips, 126
form settings, 108–111
invoices, 96
issues, 385–386
packing slips, 97
Physical Inventory Worksheet, 277–279
reconciliation reports, 173–174
settings vs. options, 109–110
statements, 134
status stamps, 304
timesheets, 197–198
transaction templates, 307
Pro version, 378
Process Multiple Reports dialog, 253–254
product template, 91
profile lists, 78–81
Profit & Loss budgets
Balance Sheet, 262–264
based on last year, 261
creating, 258–259
customers and jobs, 261–262
entering amounts, 259–260
increasing and decreasing monthly figures, 260
performance, 265
Profit & Loss reports, 235–237
comparing, 400–401
year-end, 360–361
Profit & Loss By Class reports, 243
Profit & Loss Unclassified reports, 243
progress billing invoices, 104–105
Progress template, 91
projecting cash flow, 267–269
Prompt For Time/Costs To Add option, 105, 297
Prompt Me To Modify Report Options Before Opening A Report option, 295
Prompt Me To Refresh option, 295
purchase orders, 138–142
purchasing
inventory item mistakes, 404–405
reports, 241
• Q
Quick Start centers, 14–17
QuickBooks Accountant version, 2
QuickBooks Bill Pay Service, 188–189
QuickBooks centers, 15–17
QuickBooks Login page
last files worked on, 6
passwords, 22
QuickBooks Setup window
Advanced Setup, 9–10
company files, 7–8
initial login, 6–7
QuickMath calculator, 383
QuickReports
accounts receivable, 128
inventory, 284
• R
ranges of account numbers, 31
rates
exchange, 345–346
mileage, 200
rebates, 125
rebuilding company files, 327–328
Receive Payments window
accounts receivable, 114–115, 393
bank account deposits, 116–117, 390
credits, 118
discounts, 119
returned checks, 163–164
underpayments, 117
Reconcile window
problems, 175
settings, 170–173
reconciled balances, 4
reconciliation, 169
adjusting entries, 175
Begin Reconciliation window, 169–170
beginning balance problems, 175–177
interest income and service charges, 170
issues and tips, 386–387
missing check numbers, 173
payroll accounts, 341–342
problems, 175
Reconcile window, 170–171
reports, 173–174
transactions, adding, 172
transactions, clearing, 171–172
transactions, editing, 173
transactions, voiding and deleting, 172
undoing, 177–178
year-end, 358
Reconciliation Discrepancies account, 175
recording
accounts receivable payments, 114–115
bank deposits, 122–123
bills, 136–140
liabilities, 340
payroll, 339–340
petty cash expenses, 166
reimbursable expenses, 146
returned payments, 163–165
vendors credits, 141–142
recurring bills, 142–144
Refresh Automatically option, 295
refunds
deposit accounts, 125
issuing, 100–102
register, writing checks from, 151
Regular Employee type, 210
reimbursable expenses
invoices, 105–107
managing, 144–146
reminders
backups, 319
inventory items, 275
preferences, 294–295
removing transactions, 330–332
renamed transactions in bank feeds, 185–186
reopening 941/943 tax payment forms, 226
Reorder Point field, 275
Rep field
customers, 46
invoice headers, 93
reports
accounts receivable, 128–131
budgets, 263–265
comments, 251
Company Snapshots, 244–245
Display tab, 247–248
e-mail, 309–310
exporting, 254
Filters tab, 249
finding problems with, 400–404
Fonts & Numbers tab, 250–251
format defaults, 297
headers and footers, 250
inventory, 282–284
memorized, 252–254
mileage, 201–202
multiple currencies, 351
preferences, 295–297
printing, 110
reconciliation, 173–174
Report Center, 234–235
sales tax, 155–156
sensitive, 26
sharing, 254
standard financial. See standard financial reports
timesheets, 196–197
reprinting checks, 154
Reset QuickBooks Administrator Password dialog, 22–23
restoring backups, 323–327
Retail Value field, 283
returned checks, 163–165
Review And Create Paychecks window, 218–219
reviewing payroll runs, 218–220
rights. See permissions
Rules List window, 186
• S
sale tax group items
creating, 73–74
description, 67
sales
discount accounts, 119
inventory item mistakes, 404–405
reports, 240–241
Sales & Customers category, 297–298
Sales Price field
inventory items, 275
inventory reports, 283
service items, 69
sales rep lists, 79
sales tax
adjusting, 157
codes, adding, 72–73
codes, assigning, 74–75
customer settings, 44
discounted items, 399
issues, 399–400
managing, 155
in opening trial balances, 86
preferences, 299
reports, 155–156
tracking, 154
Sales Tax Adjustment dialog, 157
Sales Tax Company Preferences dialog, 72
sales tax items
creating, 71–72
description, 67
Sales Tax Liability reports
Pay Sales Tax differences, 399–400
working with, 155–156
Sales Tax Preferences dialog, 73, 156
Sales Tax Settings tab
customers, 51
vendors, 63
Save Accountant’s Copy dialog, 372
Save Backup Copy dialog, 319
Save Company File As dialog, 324, 326
Save Current Desktop option, 290
Save Portable Company File dialog, 325
Save Transactions Before Printing option, 292
Save When Closing Company option, 289
saving
941/943 forms, 226
accountant’s copy, 372
backups, 319
budgets, 256
invoices, 96
memorized reports, 253
Schedule Backup dialog, 322–323
Schedule Memorized Transaction dialog, 100, 143
schedules
backups, 320–323
payroll, 216–218
payroll payment, 222
SDI (state disability insurance), 228
search preferences, 299
security for credit card data, 53–55
security logs, 55
Select 1099s To Print dialog, 367
Select Bills To Mark As Paid dialog, 187
Select Checks To Print dialog, 153–154
Select Default Accounts To Use option, 288
Select Employees For Form W–2/W–3 window, 229
Select Item Receipt dialog, 140
Select Previous Reconciliation Report dialog, 174
Select Sales Tax Code window, 156
Select Timesheets To Print window, 197–198
Selective Access permission, 25
Send Accountant’s Copy dialog, 372–373
Send Center window, 219
send forms preferences, 299
sending
accountant’s copy to online servers, 372–373
bill payments, 150
e-mail, 310–311
invoices, 96
paycheck data, 219
statements, 132–134
sensitive accounting activities, 26
sensitive accounting reports, 26
Sent Email tab
Customer Information pane, 50
Vendor Information pane, 60
separators for icons, 18
service charges in reconciliation, 170
service connection preferences, 299–300
service items, 67
creating, 68–69
timesheets, 194
Set Closing Date And Password dialog, 370
Set The Dividing Date window, 373–374
Set Up Budgets window, 258, 261–262
Set Up Custom Fields For Items dialog, 70
Set Up Custom Fields For Names dialog
customers, 53
vendors, 62
Set Up User Password And Access wizard, 23
Set Up YTD Amounts wizard, 212–213
sharing reports, 254
Ship field, 93
Ship To field, 92
Ship Via list, 80
shipping
customer addresses, 44
invoice information for, 80, 92–93
preferences, 298
short problem in cash sales, 121–122
shortcuts, keyboard, 381
Show Accounts By reports, 297
Show All Bills option, 148
Show Estimates reports, 129
Show Home Page When Opening A Company File option, 290
Show Items By reports, 297
Show Lowest Subaccount Only, 30
Show ToolTips For Clipped Text option, 291
shrinkage, inventory, 279
signatures for QuickBooks checks, 153
Single Activity timesheets, 193–195
size of files, 381–383
Sort By option for unpaid bills, 148
special backups for multiple currencies, 343
spelling preferences, 300
Split column in Audit Trail reports, 404
splitting expenses, 138
standard checks, 152
standard financial reports, 235
Accountant & Taxes, 243–244
balance sheets, 237–238
banking, 242
cash flow, 238–240
by class, 242–243
Employees & Payroll, 242
inventory and purchasing, 241
Profit & Loss, 235–237
sales, 240–241
trial balances, 237
vendors, 240
year-end, 360–361
start date, selecting, 4, 13–14
Start With Payee Field On Check option, 288
State column in Audit Trail reports, 404
state disability insurance (SDI), 228
state taxes, 227–228
state unemployment insurance (SUI), 228
Statement Of Cash Flows reports, 238–239, 297
statements, sending, 132–134
status stamps, 304
Statutory Employee type, 210
Stock Status reports, 283
strong passwords
accountant’s copy, 373
Credit Card Protection, 54
description, 20–21
subaccounts
benefits, 397
creating, 35–36
displaying, 36–37
viewing, 36
subclasses, 78
subitems for inventory, 275–277
subtotal items
creating, 70
description, 67
subtotals in invoices, 95
SUI (state unemployment insurance), 228
Summary reports for reconciliation, 174
summary transactions, condensing, 329
• T
tasks, time tracking, 193
Tax Code field in inventory items, 275
Tax Code reports, 156
tax form worksheets, 230–231
Tax Forms Workbook Options/Settings dialog, 231
Tax Identification Number (TIN), 63
tax-line assignments, 368
Tax-Line Mapping field, 34
Tax Payments window, 222
Tax Worksheets dialog, 231
employees, 209
Payroll Setup wizard, 216
reimbursable expenses, 107
vendor settings, 56
withholding, 204–205
year-end processes, 368–369
Taxes Defaults dialog, 209
Tech Help window, 328
templates
invoices, 90–92
payroll entries, 341
transactions, 302–308
templates lists, 81
1099 forms
confirming entries, 366
filing method, 367
issuing, 361
preferences, 300–301
printing, 367
setup, 362–363
vendors, 364–365
wizard, 363–367
1099 Print dialog, 367
1099 vendors, 63
term lists, 79–80
Termination Check option, 217–218
Terms field in invoice headers, 93
Terms List window, 79
text files for budget reports, 266
time
displaying, 194
formatting, 292
tracking, 192–193
Time & Expenses Preferences window, 145, 300–302
Time By Item reports, 197
Time By Job Detail reports, 197
Time By Job Summary reports, 196
Time By Name reports, 197
Time/Enter Single Activity window, 195
Time Format option, 292
time stamps for backups, 318–319
timesheets, 193–194
printing, 197–198
reports, 196–197
Single Activity, 194–195
time display, 194
Weekly, 195–196
TIN (Tax Identification Number), 63
title bar, 15
title text for icons, 18
To Do’s tab
customers, 49
vendors, 60
Total Value field, 275
Track Reimbursed Expenses As Income option, 301
tracking
accounts receivable, 126–128
cash disbursements, 166–167
cash receipts, 121–122
depreciation, 336–337
exchange rates, 345–346
inventory, 272–274
mileage, 199–202
reimbursable expenses, 144
sales tax, 154–157
time, 192–193
transaction templates, 302–303
color, 304
columns, 306
company information, 304
fonts, 304
footers, 306
headers, 305–306
layout, 307–308
list, 305
logos, 304
managing, 303–304
printing, 307
status stamps, 304
transactions
adding, 172
clearing, 171–172
collapsing, 297
editing, 173
in multiple currencies, 349–350
nonposting, 85
permissions, 26
reimbursable expenses, 106
removing, 330–332
voiding and deleting, 172
Transactions List window, 183–184, 186
Transactions tab
Employee Center, 221
Vendor Center, 59
Vendor Information pane, 60
Transfer Funds Between Accounts window, 162, 189
transferring funds
payroll accounts, 338–339
trial balances
opening, 82–87
reports, 237
TurboTax program, 369
Turn Off Pop-Up Messages For Products And Services option, 291
type of business, selecting, 11
types
account errors, 380
customer and vendor, 79
items, 67
• U
unbilled costs, 402
Undeposited Funds account
bank deposits, 389–390
cash receipts, 116–117
issues, 392
underpayments, 117
undoing reconciliation, 177–178
Unit of Measure feature, 273–274
unmatched transactions in bank feeds, 186–187
unpaid bills
reports, 240
viewing, 147–149
Unpaid Bills Detail report, 240
Unscheduled Liabilities window, 228
Unscheduled Payroll runs, 217
update service, 332
Use Account Numbers option, 29
Use Class Tracking feature, 77
Use Patterns option, 296
Use Undeposited Funds As A Default Deposit To Account option
accounts receivable, 114
payment preferences, 294
User List dialog
External Accountants, 245
permissions, 24
removing users, 23
deleting, 23
information editing, 23–24
names, 20–23
overview, 20
passwords, 27
permissions, 24–26
• V
Vehicle lists
adding vehicles to, 81
mileage tracking, 199–200
Vendor Center, 58
currency data, 348–349
custom fields, 62–63
description, 16
editing vendor information, 60–62
new vendors, 55
Vendor Information pane, 60
Vendors list, 59
Vendor Information pane, 60
Vendor Type setting, 57
vendors
account settings, 56–57
Additional Info tab, 57
balances, 4–5
bills. See bills
creating, 55
credits, 141–142
custom fields, 62–63
deleting and inactivating, 61–62
description, 381
editing information, 60–62
information, 55
merging, 62
multiple currencies, 346–348
multiple records, 58
payment settings, 56
payroll, 204–205
profile lists, 78–81
reports, 240
tax settings, 56
time tracking, 193
Vendor Center, 58–63
Vendors list, 59
Vendors tab, 59
Verify Your 1099 Vendors’ Information window, 364
verifying
backups, 319
company files, 327–328
vendor information, 364
versions
choosing, 2–3
comparing, 378
Via field, 93
viewing
bank feed downloaded transactions, 183–184
reconciliation reports, 174
subaccounts, 36
unpaid bills, 147–149
Voided/Deleted Transactions Detail reports, 243
Voided/Deleted Transactions Summary reports, 243
voided transactions
reconciliation, 177
reports, 243
voiding
checks, 165–166
invoices, 97–98
transactions, 172
voucher checks, 152
W–2 forms, 229–230
wallet checks, 152
Warn About Duplicate Check Numbers option, 288
Warn About Duplicate Invoice Numbers option, 298
Warn About Duplicate Purchase Order Numbers option, 273, 293
Warn If Not Enough Inventory Quantity On Hand (QOH) To Sell option, 273, 293
Warn When Deleting A Transaction Or Unused List Item option, 291
Warn When Editing A Transaction option, 291
web connect for bank feeds, 180, 182–183
Weekly Timesheets, 195–196
windows, closing, 383
Windows CD Writing wizard, 320
Windows Defragmentation tool, 383
withholding taxes, 204–205
Workers Comp field, 210
Workers Comp Preferences dialog, 228
Write Checks window
accounts payable, 394
check batches, 153
credit cards, 168
manually prepared checks, 151
payroll account reconciliation, 342
payroll taxes, 388
petty cash, 166
Write Off Amount dialog, 117
• Y
year-end to-do list
1099 forms, 361–367
accountant’s copy, 371–376
backups, 371
closing books, 369–371
description, 358
financial reports, 360–361
fixed assets, 359
inventory, 358–359
journal entries, 368–369
payroll, 359–360
reconciliation, 358
year-to-date payroll data, 212–214
You’ve Got a Company File window, 9
• Z
zeroing-out Opening Balance Equity account, 86–87