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QuickBooks 2012: The Missing Manual

Name: QuickBooks 2012: The Missing Manual
Author: Bonnie Biafore
ISBN: 9781449398514

by Bonnie Biafore

October 2011

Beginner to intermediate

756 pages

24h 42m

English

O'Reilly Media, Inc.

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QuickBooks 2012: The Missing Manual
A Note Regarding Supplemental Files
The Missing Credits
About the AuthorAbout the Creative TeamAcknowledgments
Introduction
What’s New in QuickBooks 2012When QuickBooks May Not Be the AnswerChoosing the Right EditionThe QuickBooks Premier ChoicesAccounting Basics: The Important StuffAbout This BookAbout the OutlineThe Very BasicsAbout→These→ArrowsAbout MissingManuals.comSafari® Books Online
One. Getting Started
1. Creating a Company File
Opening QuickBooksBefore You Create a Company FileChoosing a Start DateAccount Balances and TransactionsCreating a Company FileOptions for Creating a Company FileUsing Express StartCompany informationBusiness contact informationCreating your company fileUsing the EasyStep InterviewCreating your company fileCustomizing your company fileBeginning to Use QuickBooksReopening the QuickBooks Setup dialog boxCreating a New Company File from an Existing OneModifying Company InfoWhat’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
The QuickBooks Home PageVendorsCustomersEmployeesCompanyBankingThe Company SnapshotUsing Menus and the Icon BarSwitching Among Open Windows
3. Setting Up a Chart of Accounts
Using QuickBooks’ Built-in AccountsAcquiring a Chart of AccountsImporting a Chart of AccountsImporting accounts from ExcelImporting a downloaded chart of accountsNaming and Numbering AccountsSetting Up Account NumbersStandardizing Account NamesCreating Accounts and SubaccountsViewing Account Names and NumbersCreating an AccountModifying AccountsHiding and Deleting AccountsHiding AccountsDeleting AccountsMerging Accounts
4. Setting Up Customers, Jobs, and Vendors
Creating Customers in QuickBooksCreating a New CustomerEntering contact informationSpecifying additional customer informationEntering payment informationCreating Jobs in QuickBooksCreating a New JobModifying Customer and Job InformationCategorizing Customers and JobsUnderstanding Customer TypesCreating a Customer TypeCategorizing JobsAdding Notes about CustomersWorking with LeadsMerging Customer RecordsHiding and Deleting CustomersHiding and Restoring CustomersDeleting CustomersSetting Up VendorsCreating a VendorEntering Address InformationAdditional InfoFilling in Expense Accounts AutomaticallyData Entry ShortcutsAdding and Editing Multiple RecordsSelecting a list to work withAdding or editing list entriesSaving changesImporting Customer or Vendor InformationExporting Customer or Vendor InformationExporting to ExcelCustomized exports using Contact List reportsExporting a text fileTracking To-DosCreating a To-DoEditing a To-DoViewing To-Dos
5. Setting Up Items
What Items DoWhen You Don’t Need ItemsShould You Track Inventory with Items?Planning Your ItemsGeneric or Specific?Naming ItemsSubitemsCreating ItemsCreating Multiple ItemsCreating Individual ItemsService ItemsService Items Without Associated CostsService Items with Associated CostsProduct ItemsInventory Part FieldsNon-Inventory Part FieldsOther Types of ItemsOther ChargeSubtotalGroupDiscountPaymentSetting Up Sales TaxSales Tax CodesAssigning tax codes to customersAssigning tax codes to itemsCreating additional sales tax codesSales Tax ItemsModifying ItemsHiding and Deleting ItemsHiding ItemsDeleting Items

6. Setting Up Other QuickBooks Lists
Categorizing with ClassesPrice LevelsCreating a Price LevelApplying Price LevelsCustomer and Vendor Profile ListsSales Rep ListCustomer Type ListVendor Type ListJob Type ListTerms ListSetting up terms using elapsed timeSetting up date-driven termsCustomer Message ListPayment Method ListShip Via ListVehicle ListFixed Asset ItemsCreating and Editing List EntriesCreating EntriesEditing EntriesHiding and Deleting List EntriesHiding EntriesDeleting EntriesFinding List Entries in TransactionsSorting ListsPrinting ListsBlasting Out a Quick ListCustomizing a Printed List
7. Managing QuickBooks Files
Switching Between Multi- and Single-User ModeBacking Up FilesChoosing Standard Backup SettingsBacking Up ManuallyAutomated 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 UtilityCondensing DataRunning the Condense Data UtilityCleaning Up after Deleting Files
Two. 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 QuickBooksFilling in Weekly TimesheetsEntering Time for One ActivityRunning 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 ExpensesRecording Vendor Refunds and CreditsPaying Your BillsSelecting Bills to PayModifying Payment AmountsApplying Discounts and Credits to PaymentsApplying discounts manuallyApplying credits manuallySetting the Payment Method and AccountPaying 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 CardsRunning Expense-Related ReportsA/P Aging and Vendor Balance ReportsPurchases ReportsPaying 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 YourselfCreating Batch InvoicesInvoicing for Billable Time and CostsSetting Up Invoicing for Time and CostsAdding Billable Time and Costs to InvoicesUsing the Invoice for Time & Expenses CommandInvoicing time and expenses for one customer or jobCreating a batch of time and expenses invoicesSelecting Billable Time and CostsChecking for Unbilled CostsInvoicing for Backordered ProductsUsing Pending Invoices for BackordersUsing Sales Orders for BackordersEstimating JobsCreating an EstimateCreating Multiple EstimatesCreating an Invoice from an EstimateComparing Estimates to ActualsCreating Progress InvoicesProgress Invoicing OptionsFine-Tuning a Progress InvoiceHandling Refunds and CreditsCreating a Credit Memo from an InvoiceCreating Credit MemosCreating Refund ChecksApplying Credits to Existing InvoicesApplying Credits to New InvoicesEditing InvoicesVoiding and Deleting Invoices
11. Producing Statements
Generating StatementsCreating Statement ChargesGenerating Customer StatementsChoosing the date rangeSelecting customersSetting additional optionsPreviewing StatementsGenerating StatementsEmailing statementsPrinting 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 QuickBooks’ CentersFinding ItemsUsing the Search CommandUsing the Find CommandFinding made simpleAdvanced find methodsUsing search results
13. Managing Accounts Receivable
Receivables AgingAccounts Receivable Aging ReportsCustomer and 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
Paying YourselfTaking a DrawReclassifying Shareholder’s Distribution to SalaryReclassifying payroll withholdingsRecording Transactions from a Payroll ServiceUsing an Intuit Payroll Service
15. Bank Accounts 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 CorrectionsReclassifying AccountsReassigning JobsRecording Depreciation with Journal EntriesRecording Owners’ ContributionsRecording Initial Noncash ContributionsRecording Home-Office Expenses
17. Generating Financial Statements
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 FlowsOther Helpful Financial Reports
18. Performing End-of-Year Tasks
Checking for ProblemsViewing Your Trial BalanceGenerating Year-End Financial ReportsGenerating Tax ReportsSharing a 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
Three. Managing Your Business
19. Managing Inventory
QuickBooks’ Inventory ProcessSetting Up Inventory ItemsBuying and Selling InventoryWorking with the Inventory CenterRunning Inventory ReportsHow 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. Working with Reports
Finding the Right ReportsReviewing Reports in the Report CenterWorking with Reports in the Report CenterFinding Frequently Used ReportsRunning ReportsPrinting and Saving ReportsSaving Reports as 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 Report TemplateImporting Report Templates
Four. 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 AccountAn Intro to Exchanging Data with Your BankQuickBooks’ Online Banking ModesDownloading Statements with WebConnectCreating Online Items for Direct ConnectionsPaying bills onlineSending a message to your bankTransferring funds between accountsOnline Banking Using Side-by-Side ModeSending and Receiving TransactionsMatching TransactionsMatching Unmatched TransactionsMatching depositsMatching checks and expensesAdding Multiple TransactionsDeleting Downloaded TransactionsOnline Banking Using Register ModeSending and Receiving ItemsWorking with Online ItemsMatching TransactionsAdding Multiple TransactionsDeleting Downloaded Transactions
23. Configuring Preferences to Fit Your Company
Preferences: The BasicsAccountingBillsCheckingChoosing the Bank Accounts You UseSettings for Company ChecksChoosing Company-Wide Payroll AccountsSelecting an Online Banking ModeDesktop ViewWindow PreferencesPreferences for Saving the DesktopChoosing a Color SchemeCustomizing the Home PageFinance ChargeGeneralTuning QuickBooks to Your LikingCompany-Wide General PreferencesIntegrated ApplicationsItems & InventoryJobs & EstimatesMultiple CurrenciesPaymentsPayroll & EmployeesRemindersReminders on the My Preferences TabReminders for EveryoneReports and GraphsPreferences for the Reports You GenerateCompany-Wide Report PreferencesSales & CustomersSales TaxSearchSend 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 OutlookSetting 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 File
25. Customizing QuickBooks
Customizing the DesktopCustomizing the Home PageFast Access to Favorite CommandsBuilding Your Favorites MenuCustomizing the Icon BarAdding and removing iconsAdding windows to the icon barChanging an icon’s appearanceChanging the order of iconsCustomizing the Company SnapshotCustomizing FormsWorking with Form DesignsCreating a form designManaging form designsEditing an Existing Form in QuickBooksBasic CustomizationAdding a logoApplying a color schemeChanging fontsIncluding basic company and transaction informationAdditional CustomizationManaging TemplatesCopying a TemplateDeleting or Hiding a TemplateExchanging 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
Five. Appendixes
A. Installing QuickBooks
Before You InstallInstalling QuickBooksRegistering QuickBooksSetting Up QuickBooks on a NetworkWhere to Store Your Company FilesStoring Company Files on a Network
B. Help, Support, and Other Resources
QuickBooks HelpIntuit CommunityAccessing the Community Within QuickBooksOther Kinds of HelpOther Help ResourcesQuickBooks Training
Index
About the Author
Colophon
Copyright

Content preview from QuickBooks 2012: The Missing Manual

QuickBooks 2012: The Missing Manual

Bonnie Biafore

Published by Pogue Press

Beijing • Cambridge • Farnham • Köln • Sebastopol • Tokyo

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QuickBooks 2012: The Missing Manual

by Bonnie Biafore