QuickBooks 2011: The Missing Manual

Chapter 1. Creating a Company File

A company file is where you store your company’s records in QuickBooks, and it’s the first thing you need to work on in the program. You can create a company file from scratch or convert records previously kept in a small business accounting program or Quicken. The easiest approach is to use a file that someone else created. For example, if you’ve worked with an accountant to set up your company, she might provide you with a QuickBooks company file configured precisely for your business so you can hit the ground running.

If you have to create your own company file, this chapter tells you how to use the QuickBooks EasyStep Interview to get started, and points you to the other chapters that explain how to finish the job. If you already have a company file, you’ll learn how to open it, update it to a new version of QuickBooks, and modify basic company information.

Opening QuickBooks

Here are the easiest ways to open QuickBooks:

• Desktop icon. If you told QuickBooks to create a desktop shortcut during installation (Registering QuickBooks), double-click the shortcut to launch QuickBooks.

• Quick Launch toolbar. The fastest way to open QuickBooks is to click its icon on the Windows taskbar—but first you have to put it there. In Windows 7, right-drag (that’s dragging while holding down the right mouse button) the program’s desktop shortcut onto the taskbar, as shown in Figure 1-1. In Windows XP, right-drag it onto the Quick Launch toolbar (to display the toolbar, right-click the taskbar, and then choose Toolbars→Quick Launch) and then choose Copy Here to create a second shortcut on the toolbar (if you’re trying to clean up your desktop, choose Move Here instead). You can also use the right-drag technique to copy or move a shortcut in Windows Explorer or from the Start menu.

  

  Figure 1-1. Windows’ taskbar keeps your desktop tidy. It’s easy to reach, because program windows don’t hide the taskbar the way they do desktop shortcuts.

• Programs menu. Without a desktop icon, you can launch QuickBooks from the Start menu. Click Start→QuickBooks Pro 2011 (or QuickBooks Premier Edition 2011). If QuickBooks isn’t already listed on the menu, choose All Programs→QuickBooks→QuickBooks Pro 2011 (or QuickBooks Premier Edition 2011).

The first time you launch QuickBooks, you’re greeted by the “Welcome to QuickBooks” screen. You have to create or open a company file, and then you’re ready to dive into bookkeeping. The rest of this chapter explains how to create a company file and then how to open company files you create.