QuickBooks

SMALL BUSINESS ACCOUNTING

We’re going to help you get paid, pay others, and see how your business is doing. Use this guide to learn key tasks and get up and running as fast as possible.
All kinds of help Help from Intuit and the QuickBooks Community of users is built into QuickBooks. From the main menu, choose Help > QuickBooks Help. Visit the QuickBooks Support Website at www.quickbooks.com/helpme to browse support topics, FAQs or contact an agent (fees may apply). You can find a local QuickBooks expert by typing in your ZIP code here: www.findaproadvisor.com. As your business grows, you may want to add additional users. You can easily do this from the Help menu by choosing Help > Manage My License.
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Table of Contents
What’s in this guide
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Getting started
Getting around
Everyday tasks
• Using the Home page • Using centers • Using forms
Get paid: • Create sales receipts • Create invoices • Receive payments • Make deposits
Pay others: • Bill Tracker • Write checks • Enter bills • Pay bills
See how your business is doing: • Home Page Insights • Using the Reports Center • Company Snapshot • Profit and Loss • Balance Sheet
19Keyboard shortcuts
Getting started Begin by creating your company file A QuickBooks company file contains all the financial records for your business. It’s easy to create using the Setup window, which appears automatically after you install QuickBooks. You can also reach this window from the menu by choosing File > New Company.
Next, add your business info To save time later, add/import information you’ll use often. This includes the people you do business with, the products and services you sell, and your bank accounts. No data to enter or import right now? No problem! You can add it as you work in QuickBooks.
Getting started
Choose Company > Bulk Enter Business Details.
Click here to get started.
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Using the Home page to move around in QuickBooks
The Home page gives you a big picture of how your business tasks fit together. It opens automatically whenever you open a company file.
The Icon Bar includes shortcuts to many parts of QuickBooks. To create your own shortcuts, click Customize Shortcuts.
You can do all your tasks just using the menus. The menus contain the same tasks as the Home page, and more.
To customize the Home page, choose Edit > Preferences > Desktop View from the menu, and then click the Company Preferences tab.
Go directly to the centers by clicking on these icons.
Getting around
Using centers QuickBooks tracks the people and companies you do business with in Centers. There is a separate QuickBooks Center for customers, vendors, and employees. Use the centers to manage and view all information and transactions associated with customers, vendors, and employees. All of the centers work the same way. We’ll use the Customer Center to show you how they work.
QuickBooks lists the names in the center here.
Click here to see all transactions associated with these names.
When you click on a name to the left, their details show up here.
Click here to edit the name’s information.
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Using forms All of your everyday QuickBooks tasks, like invoicing, paying bills, and writing checks, are done on forms. You can reach every form in QuickBooks from the Home page or the menus. We’ll use an invoice to show you how forms work.
If you see an arrow, click it to select from a list. If you don’t see what you need, select Add New.
Click here to save your work on a form.
Use these arrows or the Find button to look for invoices you’ve already entered.
Click the tabs on this ribbon to find everything you need to do on a form.
Get paid: There are 2 main ways to record sales in QuickBooks. If your customer pays in full, use a sales receipt. However, if they still owe you money for the sale, use an invoice instead. Create sales receipts Use a sales receipt if customers pay you in full at the time of sale. To start, go here: Customers > Sales Receipts.
❶ Select a customer.
❺ Enter the customer’s payment information.
Everyday tasks
❻ Print or email the sales receipt.
❸ Enter the quantity. ❹ QuickBooks fills in the price you entered when you set up the item. You can change it here.
❷ Tell QuickBooks what you’re selling.
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Create invoices Use an invoice if customers still owe money for the sale. To start, go here: Customers > Create Invoices.
❶ Select a customer.
❸ Enter the quantity. ❺ Print or email the invoice. ❹ QuickBooks fills in the price you entered when you set up the item. You can change it here.
❷ Tell QuickBooks what you’re selling.
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Everyday tasks
Receive payments When a customer pays you, use the Receive Payments form to apply it to the right invoice. You don’t need to do this if you entered a sales receipt. To start, go here: Customers > Receive Payments.
❸ Enter your customer’s payment information.
❶ Select a customer. ❷ Enter the amount the customer paid you.
❹ Select the unpaid invoices to apply the payment to.
❺ Save the payment.
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Make deposits After you record a sales receipt or receive a payment for an invoice, tell QuickBooks where to deposit the money. The deposit you record in QuickBooks should match the actual deposit you make at the bank. It may include multiple payments or sales receipts for the day. To start, go here: Banking > Make Deposits.
❸ Enter any additional money to deposit.
❶ Select the payments to deposit and click OK.
QuickBooks first lists any undeposited payments and sales receipts. If this window doesn’t open, you don’t have any undeposited funds. Continue with step 2.
❷ Select the bank account you want the money to go into.
❹ Print a deposit slip or summary for your records.
❺ Save the deposit.
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Everyday tasks
Pay others: In QuickBooks, you track purchases in the Write Checks, Enter Bills, or Enter Credit Card Charges windows. • If you use a debit card, ATM, or electronic fund transfer (EFT), use the Write Checks window to record the purchase. • To track how much you owe, use Enter Bills. When you’re ready to pay the bill, use the Pay Bills window (not the Write Checks window). Bill Tracker Keep on top of all your vendor-related expenses. To start, go here: Vendors > Bill Tracker.
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Click any colored bar to see only the expenses you want.
Click here to save time by processing multiple expenses at once.
Click here to take immediate action on the selected expense.
Click here to group by vendor and quickly see how much you owe a particular vendor.
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❶ Select the bank account where the money is coming from.
❻ Save the check.❺ Enter the amount of the check.
❹ Select an account to tell QuickBooks what you bought. If you bought inventory, use the Items tab instead.
❸ If you don’t want to print this check later, uncheck Print Later and then enter the number of a handwritten check.
❷ Select the payee.
Write checks Use the Write Checks window to record checks you print or write, ATM withdrawals, debit card purchases or electronic fund transfers (EFT). Don’t use the Write Checks window to pay bills you entered or create paychecks. To start, go here: Banking > Write Checks.
Enter bills To track how much you owe, use the Enter Bills window. Entering and paying a bill is a two-step process: ❶ Enter the bill using Vendors > Enter Bills ❷ Pay the bill using Vendors > Pay Bills
Start by entering a bill.
❹ Select an account to tell QuickBooks what you bought. If you bought inventory, use the Items tab instead.
❺ Save the bill.
❶ Select the vendor you need to pay.
❷ Enter the amount of the bill.
❸ Enter the terms or due date, and QuickBooks will remind you when the bill is due.
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Everyday tasks
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Pay bills When you’re ready to pay a bill, use the Pay Bills window. To start, go here: Vendors > Pay Bills.
❷ Change the date if needed.
❶ Select the bills you want to pay.
❸ Select the payment method and account.
❺ Click here to pay the bills.
❹ QuickBooks shows you how much you have left in your account if you pay the selected bills.
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Click the gear icon to choose what shows up on this page
Instantly see your open and overdue receivables. Click any colored bar to open the Income Tracker for more detail.
Track where your money is going and where you might need to trim expenses. Click a colored section to see more.
Click the arrows to move between panes.
Click here to add your company logo.
See how your business is doing Home Page Insights Use Home page Insights to see exactly how your business is doing. To start, click the Insights tab at the top of the Home page. Everyday tasks
Place your cursor over any colored area for a quick look at the numbers, or click to see a detailed report.
Using the Reports Center All of your QuickBooks information can be found, organized, and presented as a report. QuickBooks has more than 100 reports, and the Report Center makes it easy to find the right one. To start, go here: Report > Reports Center.
Click these icons to change how QuickBooks displays the list of reports.View your memorized and favorite reports, along with reports contributed by other QuickBooks users. Choose a type of report.
Mark the report as a favorite.
Get more information about the report.
Run the report. Read the question this report answers about your business.
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Everyday tasks
Company Snapshot Use the Company Snapshot to get real-time company information and perform tasks from a single place. To start, go here: Company > Company Snapshot.
This is a snapshot of the money going in and out of your business over time. Use this section to compare monthly income and expenses.
See what your customers owe you.
This section shows your top five customers based on sales for a given period of time.
Compare how much you spent this year to the same period last year.
Click here to learn how to customize the Company Snapshot.
Account balances include: all bank, accounts receivable, accounts payable, credit card, asset, liability, and equity accounts.
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Profit and Loss This report is also known as an income statement. It summarizes your income and expenses for a particular period, so you can tell whether you’re operating at a profit or a loss.
To start, go here: Reports > Company & Financial > Profit & Loss Standard.
If you’ve customized the report and want to use it again, click here to memorize the report.
See your net income (or loss) for the report period.
Click here to customize your report.
This report shows totals for each income or expense account in your chart of accounts. Double-click the subtotal to see the transactions that make up that amount.
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Balance Sheet This report provides a financial snapshot of your company as of a specific date.
To start, go here: Reports > Company & Financial > Balance Sheet Standard.
Liabilities are everything your business owes.
Assets are everything your business owns, including money owed to you.
Equity is similar to an individual’s net worth. It’s what your company owns minus what it owes.
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Keyboard shortcuts
To start QuickBooks without a company file To suppress the desktop windows (at Open Company window) Display product information about your QuickBooks version Close active window Record (when button is blue or a border surrounds OK, Save and Close, Save and New, or Record) Record (always)
Ctrl (while opening)
Alt (while opening)
F2
Esc or Ctrl+F4

Ctrl + ↵
Next day Previous day Today First day of the Week Last day of the weeK First day of the Month Last day of the montH First day of the Year Last day of the yeaR Date calendar
+ (plus key) – (minus key) T W K M H Y R Alt + ↓ (down arrow)
Next field Previous field Beginning of current field End of current field Line below in detail area or on report Line above in detail area or on report Down one screen Up one screen Next word in field Previous word in field First item on list or previous month in register Last item on list or next month in register Close active window
Tab Shift + Tab Home End Down arrow (↓)
Up arrow (↑) Page Down Page Up Ctrl + → Ctrl + ← Ctrl + Page Up
Ctrl + Page Down
Esc or Ctrl + F4
Edit transaction selected in the list or register Delete character to right of insertion point Delete character to left of insertion point Delete line from detail area Insert line in detail area Cut selected characters Copy selected characters Paste cut or copied characters Increase check or other form number by one Decrease check or other form number by one
Ctrl + E
Del
Backspace
Ctrl + Del Ctrl + Ins Ctrl + X Ctrl + C
Ctrl + V
+ (plus key)
– (minus key)
Dates Key
Create invoice Delete check, invoice, transaction, or item from list Find transaction History of A/R or A/P transaction Memorize transaction or report New invoice, bill, check or list item in context Open account list Open Customer Center (Customers & Job list) Open Help for active window Open list (for current drop-down menu) Open memorized transaction list Open split transaction window in register Open transaction journal Print QuickReport on transaction or list item QuickZoom on report Show list Write new check
Ctrl + I
Ctrl + D
Ctrl + F
Ctrl + H
Ctrl + M
Ctrl + N
Ctrl + A
Ctrl + J
F1
Ctrl + L
Ctrl + T
Ctrl + R
Ctrl + Y Ctrl + P
Ctrl + Q
↵ Ctrl + S Ctrl + W Editing Key
General Key Activity Key
Moving around a window
Key
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