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QuickBooks 2009: The Missing Manual

Name: QuickBooks 2009: The Missing Manual
Author: Bonnie Biafore
ISBN: 9780596522902

by Bonnie Biafore

October 2008

Beginner

735 pages

23h 14m

English

O'Reilly Media, Inc.

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A Note Regarding Supplemental Files
The Missing Credits
About the AuthorAbout the Creative TeamAcknowledgementsThe Missing Manual Series
Introduction
What’s New in QuickBooks 2009When QuickBooks May Not Be the AnswerChoosing the Right QuickBooks ProductThe QuickBooks Premier ChoicesAccounting Basics—The Important StuffAbout This BookAbout the OutlineThe Very BasicsAbout → These → ArrowsAbout MissingManuals.comSafari® Books Online
I. Setting Up QuickBooks
1. Creating a Company File
Opening QuickBooksAbout the EasyStep InterviewBefore You Create Your Company FileStart DateAccount BalancesOther Important InformationStarting the EasyStep InterviewCompany InformationCreating Your Company FileCustomizing Your Company FileSetting Up an Intuit AccountBeginning to Use QuickBooksModifying Company InformationWhat’s Next?Opening an Existing Company FileOpening a Recently Opened Company FileOpening Any Company FileRestoring a Backup FileOpening a Portable Company FileConverting from Another Program to QuickBooksConverting from Quicken Home & BusinessConverting from a Non-Intuit Program
2. Getting Around in QuickBooks
Getting Around the QuickBooks Home PageVendorsThe Vendor CenterThe Home page Vendors panelCustomersThe Customer CenterThe Home page Customers panelEmployeesCompany FeaturesBankingThe QuickBooks CoachThe Company SnapshotUsing Menus and the Icon BarSwitching Between Open Windows
3. Setting Up a Chart of Accounts
Acquiring a Chart of AccountsUsing a QuickBooks Chart of AccountsImporting a Chart of AccountsImporting a Downloaded Chart of AccountsAccount Naming and NumberingSetting Up Account NumbersStandardizing Account NamesCreating Accounts and SubaccountsCreating an AccountViewing Account Names and NumbersModifying AccountsHiding and Deleting AccountsHiding AccountsDeleting AccountsMerging Accounts
4. Setting Up Customers and Jobs
Before You Create Customers and JobsCategorizing Customers and JobsUnderstanding customer typesCreating a customer typeCategorizing jobsCreating Customers in QuickBooksCreating a New CustomerEntering address informationSpecifying additional customer informationDesignating payment informationImporting and Exporting Customer InformationImporting Customer InformationExporting Customer InformationExporting to ExcelCustomized exports using the Contact List reportExporting a text fileCreating Jobs in QuickBooksCreating a New JobModifying Customer and Job InformationAdding Notes About CustomersMerging Customer RecordsHiding and Deleting CustomersDeleting CustomersHiding and Restoring Customers
5. Setting Up Invoice Items
What Items DoWhen You Don’t Need ItemsShould You Track Inventory with Items?The QuickBooks Item TypesItems for ServicesItems for ProductsOther Types of ItemsPlanning Your ItemsGeneric or Specific?Naming ItemsSubitemsTaxing DecisionsSetting Up Sales TaxSales Tax CodesAssigning tax codes to customersAssigning tax codes to itemsCreating additional sales tax codesSales Tax ItemsCreating ItemsService FieldsInventory Part FieldsNon-Inventory Part FieldsOther Charge FieldsSubtotalGroupDiscountPaymentSales Tax ItemModifying ItemsHiding and Deleting ItemsHiding ItemsDeleting Items
6. Setting Up Other QuickBooks Lists
The Vendor ListEntering Address InformationAdditional InfoFilling in Expense Accounts AutomaticallyCategorizing with ClassesPrice LevelsCreating a Price LevelApplying a Price LevelCustomer and Vendor Profile ListsSales Rep ListCustomer Type ListVendor Type ListJob Type ListTerms ListSetting up terms using elapsed timeSetting up date-driven termsCustomer MessagePayment Method ListShip Via ListVehicle ListFixed Asset ItemsCreating and Editing List EntriesCreating EntriesEditing EntriesMerging List EntriesHiding and Deleting List EntriesHiding EntriesDeleting EntriesSorting ListsPrinting ListsBlasting Out a Quick ListCustomizing a Printed List

7. Managing QuickBooks Files
Switching Between Multi-User and Single-User ModeBacking Up FilesChoosing Standard Settings for Your BackupsBacking Up to Your Computer Right AwayAutomated QuickBooks BackupsSetting up automatic backupsScheduling backups for a single company fileRestoring BackupsSending Company Files to OthersCreating a Portable Company FileOpening a Portable Company FileVerifying Your QuickBooks DataRunning the Verify Data UtilityReviewing ProblemsRunning the Rebuild Data UtilityCleaning Up DataRunning the Clean Up Company File ToolCleaning Up After Deleting Files
II. Bookkeeping
8. Tracking Time and Mileage
Setting Up Time TrackingTurning on Time TrackingSetting Up the People Who Track TimeSetting Up Items and Customers for Time TrackingEntering Time in TimesheetsFilling in Weekly TimesheetsEntering Time for One ActivitySetting Up the Standalone TimerExporting Lists for Timer UsersDistributing TimerImporting Workers’ Time into QuickBooksUsing Timer to Track TimeInstalling the TimerSetting Up the Timer ProgramSetting Up an ActivityEntering TimeStopwatch timingTyping in timeCreating an Export File of Your TimeRunning Time ReportsTracking MileageAdding a VehicleSetting the Mileage RateRecording Mileage DrivenGenerating Mileage Reports
9. Paying for Expenses
When to Pay ExpensesEntering BillsAutomating Recurring BillsMemorizing a BillUsing a Memorized BillCreating Memorized Groups of BillsPurchasing InventoryCreating Purchase OrdersReceiving Inventory and Bills SimultaneouslyReceiving Inventory Before the BillHandling Reimbursable ExpensesSetting Up Reimbursements As IncomeRecording Reimbursable ExpensesPaying Your BillsSelecting Bills to PayModifying Payment AmountsApplying Discounts and Credits to PaymentsApplying discounts manuallyApplying credits manuallySetting the Payment Method and AccountPay Selected BillsProducing ChecksWriting Checks by HandSetting Up QuickBooks to Print ChecksPrinting ChecksWriting Checks Without Entering BillsUsing the Write Checks WindowAdding Checks to an Account RegisterPaying with CashPaying with Credit CardsRecording Vendor CreditsPaying Sales TaxSales Tax Payment PreferencesProducing Reports of the Sales Tax You OweRemitting Sales Taxes
10. Invoicing
Choosing the Right Type of FormSales ReceiptsStatementsInvoicesSales Forms and AccountsCreating InvoicesCreating an InvoiceFilling in Invoice Header FieldsChoosing the customer or jobChoosing an invoice templateThe other header fieldsEntering Invoice Line ItemsInserting and deleting line itemsApplying Subtotals, Discounts, and Percentage ChargesAdding a Message to the CustomerChoosing How to Send the InvoiceAdding a Memo to YourselfInvoicing for Billable Time and CostsSetting Up Invoicing for Time and CostAdding Billable Time and Costs to InvoicesUsing the Invoice for Time and Expenses CommandSelecting Billable Time and CostsInvoicing for Backordered ProductsUsing Pending Invoices for BackordersUsing Sales Orders for BackordersEstimating JobsCreating an EstimateCreating Multiple EstimatesCreating an Invoice from an EstimateCreating Progress InvoicesProgress Invoicing OptionsFine-Tuning a Progress InvoiceHandling Refunds and CreditsCreating Credit MemosCreating Refund ChecksApplying Credits to InvoicesEditing InvoicesVoiding and Deleting Invoices
11. Producing Statements
Producing StatementsCreating Statement ChargesGenerating Customer StatementsChoosing the date rangeSelecting customersSetting printing optionsPreviewing StatementsGenerating Statements
12. Transaction Timesavers
Printing Sales FormsSetting Print OptionsAligning Forms and PaperChoosing a Print MethodPrinting One FormPrinting in BatchesPrinting Mailing and Shipping LabelsPrinting Packing SlipsEmailing Sales FormsChoosing a Send MethodEmailing One FormEmailing in BatchesMemorized TransactionsUsing a Memorized TransactionEditing a Memorized TransactionFinding TransactionsSearching with Google DesktopSearching with QuickBooks CentersFinding ItemsUsing the Find CommandFinding made simpleAdvanced find methodsUsing search results
13. Managing Accounts Receivable
The Aging of ReceivablesAccounts Receivable Aging ReportsCustomer & Job ReportsReceiving Payments for Invoiced IncomeApplying Credits to InvoicesDiscounting for Early PaymentDeposits, Down Payments, and RetainersSetting Up QuickBooks for PrepaymentsRecording PrepaymentsApplying a Deposit, Down Payment, or Retainer to an InvoiceRefunding PrepaymentsApplying Finance ChargesFinance Charge PreferencesAssessing Finance Charges on Overdue BalancesCash SalesCreating Sales ReceiptsEditing Sales ReceiptsVoiding and Deleting Sales ReceiptsMemorizing a Batch Sales TransactionReconciling Excess and Short CashMaking DepositsChoosing Payments to DepositRecording DepositsDepositing Money from Merchant Card Accounts
14. Doing Payroll
Adding Payroll Transactions from an Outside ServiceChoosing a Payroll ServiceApplying for a Payroll ServiceSetting Up PayrollSetting Up Compensation and BenefitsSetting Up EmployeesSetting employee defaultsCreating employee recordsSetting Up Payroll TaxesEntering Historical PayrollRunning PayrollPrinting Paychecks and Pay StubsPaying Payroll TaxesPreparing Payroll Tax Forms
15. Bank Accounts, Credit Cards, and Petty Cash
Entering Transactions in an Account RegisterOpening a Register WindowCreating a Transaction in an Account RegisterHandling Bounced ChecksSetting Up QuickBooks to Handle Bounced ChecksBounced check reimbursement itemService charges for bounced checksRecording Bank ChargesRe-invoicing for Bounced ChecksTransferring FundsReconciling AccountsPreparing for the First ReconciliationPreparing for Every ReconciliationStarting a ReconciliationReconciling TransactionsReconciliation ReportsModifying Transactions During ReconciliationStopping and Restarting a ReconciliationCorrecting DiscrepanciesThe Discrepancy ReportOther ways to find discrepanciesUndoing the Last ReconciliationWhen Your Bank Makes a MistakeManaging LoansSetting Up a LoanAdding a Loan to Loan ManagerBasic setupPayment informationInterest rate informationModifying Loan TermsSetting Up PaymentsWhat-If ScenariosTracking Petty CashRecording ATM Withdrawals and Deposits to Petty CashRecording Purchases Made with Petty Cash
16. Making Journal Entries
Balancing Debit and Credit AmountsSome Reasons to Use Journal EntriesCreating General Journal EntriesFilling in General Journal Entry FieldsChecking General Journal EntriesReclassifications and CorrectionsRecording Depreciation with Journal EntriesRecording Owners’ Contributions
17. Generating Financial Statements
The Profit & Loss ReportUnderstanding the Profit & Loss ReportGenerating a Profit & Loss ReportOther Profit & Loss ReportsThe Balance SheetUnderstanding the Balance SheetGenerating a Balance Sheet ReportThe Statement of Cash FlowsUnderstanding the Statement of Cash FlowsGenerating a Statement of Cash Flows
18. Performing End-of-Year Tasks
Viewing the Trial BalanceGenerating Year-End Financial ReportsThe Year-End Profit & Loss ReportThe Year-End Balance SheetGenerating Tax ReportsSharing the Company File with Your AccountantCreating an Accountant’s Review CopySending a Copy Directly to Your AccountantMerging Accountant Changes into Your Company FileCanceling an Accountant’s Review CopySetting Up an External Accountant User1099sGenerating 1099 ReportsPrinting 1099-MISC FormsClosing the Books for the Year
III. Managing Your Business
19. Managing Inventory
The QuickBooks Inventory ProcessSetting Up Inventory ItemsPurchasing and Selling InventoryRunning Inventory ReportsInventory Valuation: How Much Is Inventory Worth?Inventory Valuation Summary reportInventory Valuation Detail reportInventory Stock StatusViewing One Inventory ItemPerforming a Physical InventoryAdjusting Inventory in QuickBooksAdjusting QuantitiesAdjusting Quantities and Values
20. Budgeting and Planning
Types of BudgetsWays to Build BudgetsCreating Budgets in QuickBooksFilling in Budget ValuesCopy Across ColumnsAdjust Row AmountsCreating Additional Customer:Job or Class BudgetsCopying Budgets and Creating What-if BudgetsRunning Budget ReportsThe Budget Overview ReportReport layoutsBudget vs. Actual ReportProfit & Loss Budget Performance ReportBudget vs. Actual Graph
21. Tracking Your Business with Reports
Finding the Right ReportsA Quick Guide to QuickBooks ReportsCompany & Financial Reports: The Big PictureProfit & Loss reportsReviewing income by customerReviewing expenses by vendorBalance sheetRealized gains and lossesWatching your cash flowCustomers & Receivables ReportsAccounts Receivable Aging reports: What’s due whenCollections: Going after your moneyReviewing customer balancesCustomer listsWhat You’ve SoldJobs, Time & MileageJob and item profitability reportsComparing estimates to actualsTime reportsMileage reportsVendors & Payables ReportsA/P Aging and Vendor Balance reports1099 formsSales tax reportsPurchasesInventoryEmployees and PayrollBankingAccountant and TaxesBudgets and ForecastsList ReportsCustom ReportsRunning ReportsPrinting and Saving ReportsSaving Reports to FilesCustomizing ReportsDate RangesSubtotalsCustomizing the Columns in ReportsAdding and removing columns in summary reportsAdding or removing columns in detail reportsResizing and moving columnsSorting ReportsFiltering ReportsReport Headers and FootersFonts and NumbersMemorizing ReportsSwapping Reports Between Company FilesExporting a ReportImporting Report Templates
IV. QuickBooks Power
22. Online Banking Services
Setting Up Your Internet ConnectionSetting Up Your Accounts for Online ServicesApplying for Online ServicesActivating Online Services for Your QuickBooks AccountExchanging Data with Your BankDownloading Statements with WebConnectExchanging Data via a Direct ConnectionWorking with Online ItemsCreating Online Items for Direct ConnectionsSending a Message to Your BankTransferring Funds Between AccountsMatching Downloaded TransactionsMatching Transactions QuickBooks Couldn’t MatchUnmatched checksUnmatched depositsBank chargesPaying Bills Online
23. Configuring Preferences to Fit Your Company
An Introduction to PreferencesAccountingBillsCheckingChoosing the Bank Accounts You UseSetting the Way Company Checks WorkChoosing Company-Wide Payroll AccountsDesktop ViewWindow PreferencesPreferences for Saving the DesktopChoosing a Color SchemeSetting Up the QuickBooks Home PageFinance ChargeGeneralTuning QuickBooks to Your LikingCompany-Wide General PreferencesIntegrated ApplicationsItems & InventoryJobs & EstimatesMultiple CurrenciesPayroll & EmployeesRemindersReminders on the My Preferences TabReminders for EveryoneReports and GraphsPreferences for the Reports You GeneratePreferences That Apply to Every Company ReportSales & CustomersSales TaxSend FormsSpellingTax: 1099Time & Expenses
24. Integrating QuickBooks with Other Programs
Mail Merge to a Word DocumentCreating Letters and Envelopes in QuickBooksSynchronizing ContactsUsing QuickBooks Contact Sync for OutlookFinding Third-Party Integrated ApplicationsThe QuickBooks Solutions MarketplaceOther Ways to Find Third-Party ProgramsSetting Up an Integrated ApplicationExporting QuickBooks DataExporting Lists and AddressesExporting lists to a text fileExporting addressesExporting ReportsImporting Data from Other ProgramsImporting an Excel SpreadsheetImporting a Delimited FileQuickBooks Add-on ServicesMerchant ServicesIntuit Payroll ServicesQuickBooks Billing Solutions
25. Customizing QuickBooks
Customizing the DesktopCustomizing the Home PageCustomizing the Icon BarAdding and Removing IconsAdding Windows to the Icon BarChanging Icon AppearanceChanging the Order of IconsCustomizing FormsEditing an Existing FormBasic CustomizationAdding a logoApplying a color schemeChanging fontsIncluding basic company and transaction informationAdditional CustomizationLaying out FormsSelecting Form ObjectsMoving and Resizing ObjectsMoving objectsResizing objectsAdding, Removing, and Copying ObjectsFormatting FormsOther Handy Layout ToolsManaging TemplatesCreating a New TemplateMaking a Template InactiveExchanging Templates Between Company Files
26. Keeping Your QuickBooks Data Secure
Setting Up the AdministratorAssigning the Administrator User Name and PasswordResetting the Administrator PasswordComplying with Credit Card Security RegulationsCreating QuickBooks UsersAdding New UsersResetting a User PasswordRestricting Access to Features and DataWhat the Access Areas RepresentSetting Access RightsAudit Trails
V. Appendixes
A. Installing QuickBooks
Before You InstallInstalling QuickBooksRunning QuickBooks for the First TimeRegistering QuickBooksSetting Up QuickBooks on a NetworkWhere to Store Your Company FilesStoring Company Files on a Network
B. Help, Support, and Other Resources
QuickBooks HelpLive CommunityOther Kinds of HelpThe QuickBooks CommunityOther Help ResourcesQuickBooks Training
C. Keyboard Shortcuts
Task ShortcutsTransaction ShortcutsDate ShortcutsWindow ShortcutsMiscellaneous Shortcuts
Index
About the Author
Colophon
Copyright

Overview

QuickBooks 2009 has impressive features, like financial and tax reporting, invoicing, payroll, time and mileage tracking, and online banking. So how do you avoid spending more time learning the software than using it? This Missing Manual takes you beyond QuickBooks' help resources: you not only learn how the program works, but why and when to use specific features. You also get basic accounting advice so that everything makes sense.

QuickBooks can handle many of the financial tasks small companies face. QuickBooks 2009: The Missing Manual helps you handle QuickBooks with easy step-by-step instructions. With this book, you will:

Get more out of QuickBooks whether you're a beginner or an old pro.
Learn how QuickBooks can help you boost sales, control spending, and save on taxes.
Set up and manage your files to fit your company's specific needs.
Use QuickBooks reports to evaluate every aspect of your enterprise.
Follow the money all the way from customer invoices to year-end tasks.
Discover new timesaving features like like better multi-user performance, a homepage dashboard, revamped online banking.
Build budgets and plan for the future to make your business more successful.

QuickBooks 2009: The Missing Manual covers only QuickBooks 2009 for Windows.

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