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Part Seven: Appendixes
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Part Seven: Appendixes
by Leslie Capachietti
QuickBooks 2014 The Guide, 2nd Edition
Cover
About the Author
About the Technical Reviewer
Title Page
Copyright Page
Contents at a Glance
Contents
Acknowledgments
Introduction
Use This Book to Get the Most from QuickBooks
“Extras” Provided in This Book to Help You
You and Your Accountant
Part One: Getting Started Using QuickBooks
Chapter 1: Using QuickBooks for the First Time
What to Do Ahead of Time
Decide on the Start Date
More About the Information You’ll Need
Cash Balances
Customer Balances
Vendor Balances
Asset Balances
Liability Balances
Payroll Information
Inventory Information
Install and Launch the Software
Create Your Company File
Using Express Start
Using Advanced Setup
The QuickBooks Setup Wizard
Navigate in QuickBooks
Home Page
QuickBooks Centers
Customize the Icon Bar
Changing the Order of Icons
Changing the Icon Bar Display
Removing an Icon
Adding an Icon
The Favorites Menu
Closing QuickBooks
Chapter 2: Using Accounts in QuickBooks
The Accounts that QuickBooks Uses
Assets
Liabilities
Equity
Income
Expenses
Use Account Numbers
Enabling Account Numbers
Creating a Numbering System
Creating Ranges of Numbers
Name Accounts
Create Accounts
Select From Examples
Optional Fields for Accounts
Use Subaccounts
Viewing Subaccounts
Showing Lowest Subaccounts Only
Edit Accounts
Delete Accounts
Make Accounts Inactive (Hiding Accounts)
Merge Accounts
Chapter 3: Your Customers
Build Your Customers List
Address Info
Payment Settings
Sales Tax Settings
Additional Info
Job Info Tab
Adding Multiple Customer Records
The Customer Center
Customizing the Customers & Jobs List
Working in the Customer Information Pane
Editing an Individual Customer Record
Use Jobs
Creating Jobs
Editing Jobs
Delete Customers & Jobs
Making Customers & Jobs Inactive (Hiding)
Merging Customers or Jobs
Use Custom Fields
Adding a Custom Field
Secure Customer Credit Card Information
More About QuickBooks Customer Credit Card Protection
About Complex Passwords
User Permissions for Viewing Credit Card Information
Viewing the Security Log
Chapter 4: Your Vendors
Create Your Vendors List
Address Info
Currency
Payment Settings
Tax Settings
Account Settings
Additional Info
Adding and Editing Multiple Vendor Records
The Vendor Center
Customizing the Vendor Center
Edit Vendor Information
Delete a Vendor
Make a Vendor Inactive
Merge Vendors
Use Custom Fields in Vendor Records
Adding a Custom Field for Vendors
Adding Data to Custom Fields
Create 1099 Vendors
Configuring 1099 Options
Marking Vendors as 1099 Recipients
Chapter 5: Creating Items for What You Sell
Understand How Items Are Used
Understand Item Types
Build Your Item List
How to Create a Service Item
Create Custom Fields for Items
Creating the Other Items in Your Item List
Changing Item Prices
Collect Sales Tax Using Sales Tax Items
Sales Tax Items
Sales Tax Codes
Sales Tax Payment Basis
Sales Tax Payment Dates
Create and Use Tax Groups
Assigning Sales Tax Codes and Items to Customers
Chapter 6: Creating Other Lists You May Need
Fixed Asset Item List
Price Level List
Creating a Price Level
Assigning Price Levels to Customers
Currency List
Class List
Create a Class
Creating a Subclass
Other Names List
Customer & Vendor Profile Lists
Sales Rep List
Customer Type List
Vendor Type List
Job Type List
Terms List
Customer Message List
Payment Method List
Ship Via List
Vehicle List
Templates List
Memorized Transaction List
Chapter 7: Entering Your Beginning Balances
What Is an Opening Trial Balance?
Ten Steps to Creating an Accurate Opening Trial Balance
1. Gather All the Information You Need
2. Enter Beginning Balances for Simple Balance Sheet Accounts
3. Enter Bank Account Balances
4. Enter Outstanding Checks and Deposits
5. Enter Unpaid Accounts Receivable and Accounts Payable Transactions
6. Enter Nonposting Transactions
7. Enter Mid-year Income and Expenses (if Applicable)
8. Adjust Sales Tax Payable
9. Establish Inventory Balances
10. Zero-Out the Opening Balance Equity Account
Run Your QuickBooks Trial Balance Report as of Your Start Date
Chapter 8: Setting Up Users and Permissions
Why User Logins Are Important
A Word About Passwords
Creating Complex Passwords
The QuickBooks Admin
Adding or Changing the Administrator Password
Creating a Challenge Question for the Admin Account
Resetting the Admin Password When You Forget It
Add Users
Deleting a User
Editing User Information
Setting User Permissions
Special Permissions Needed for Customer Credit Card Data
Configuring Special Areas of QuickBooks
Configuring Rights for Existing Transactions
Users Can Change Their Own Passwords
QuickBooks Login Dialog
Part Two: Daily Operations Using QuickBooks
Chapter 9: Invoicing Your Customers
Create Invoices
Entering Basic Information in the Invoice Header
Entering Line Items
Applying Price Levels
Using Discounts
Using Subtotals
Checking the Footer Section
Saving an Invoice
Edit an Invoice
Mark an Invoice as Pending
Void and Delete Invoices
Print Packing Slips
Printing the Default Packing Slip
Batch Invoicing
Use Memorized Invoices
Creating Memorized Invoice Groups
Adding Memorized Invoices to Groups
Issue Credits and Refunds
Creating a Credit Memo Against an Invoice
Creating a Credit Memo Without a Previous Invoice
Applying Credit Memos
Creating Multiple Estimates for a Job
Copying Estimates
Memorizing Estimates
Create Progress Billing Invoices
Choosing the Estimated Job
Entering Progress Invoice Line Items
Changing Line Items
Invoice Customers for Reimbursable Expenses
Configuring Reimbursement Settings
Creating a Transaction for Reimbursable Expenses
Adding Expenses to the Sales Transaction
Adding Taxes to Reimbursable Expenses
Chapter 10: Managing Your Accounts Receivable
Your Options for Receiving Customer Payments
Recording the Payment
Calculating the Payment
Applying Payments to Invoices
Depositing Payments into Your Bank Account
Handling Underpayments
Applying Credits to Invoices
Applying Discounts for On-Time Payments
Applying Discounts for Untimely Payments
Posting Discounts to a Sales Discount Account
Printing a Receipt for an Invoice Payment
Handling Cash Sales
Entering Cash Sale Data
Handling Batches of Cash Sales
Tracking Your Cash Drawer in QuickBooks
Handling the Over and Short Problem
Recording Bank Deposits from the Undeposited Funds Account
Choosing the Payments to Deposit
Working in the Make Deposits Window
Printing Deposit Slips
Keeping Track of Accounts Receivable
Getting the Most from the Customer Center
The Income Tracker
The Collections Center
Reports You Can Run from the Customer Center
Running A/R Aging Reports
A/R Aging Summary Reports
A/R Aging Detail Reports
Customizing Aging Reports
Memorizing Aging Reports
Printing Reports
Running Customer and Job Reports
Assessing Finance Charges
Sending Statements
Entering Statement Charges
Creating Statements
Previewing the Statements
Printing the Statements
Customizing Statements
Chapter 11: Tracking and Paying Your Bills
Record Vendor Bills
Filling in the Details
Splitting Expenses Among Multiple Accounts
Use Purchase Orders
Create a Purchase Order
Purchase Inventory Items
Receiving Inventory Items Without a Bill
Recording Bills for Items Already Received
Receiving Items and Bills Simultaneously
Recording Vendor Credits
Enter Recurring Bills
Creating a Memorized Bill
Using a Memorized Bill
Creating Memorized Bill Groups
Adding Memorized Bills to Groups
Reimbursable Expenses
Options for Managing Reimbursable Expenses
Configuring Reimbursement Tracking
Recording Reimbursable Expenses
Pay Your Bills
Viewing Your Unpaid Bills
Selecting the Bills to Pay
Paying Bills in Full
Making Partial Payments
Using Discounts and Credits
Applying Credits
Printing and Sending Bill Payments
Check Writing Without Entering a Bill
Manual Checks
Printing Checks in a Batch
Track and Pay Sales Tax
Managing Sales Tax
Running Sales Tax Reports
Pay the Sales Tax
Adjusting Sales Tax Amounts
Chapter 12: Working with Bank and Credit Card Accounts
Deposit Money That Isn’t from Customers
Using the Account Register for Deposits
Using the Make Deposits Window
Assigning a Payee to a Noncustomer Deposit
Assigning Accounts to Noncustomer Deposits
Transfer Funds Between Accounts
Using the Transfer Funds Transaction Window
Handle a Returned Check
Recording a Returned Customer Invoice Payment
Recording a Returned Cash Receipt Payment
Recording Your Bank’s NSF Charge to You
Void a Check
Track Cash Disbursements
Keeping a Petty Cash Box
Tracking Other Cash Withdrawals
Manage Credit Card Transactions
Create a Credit Card Account
Treat the Credit Card as a Bill
Chapter 13: Balancing Your Bank Accounts
Reconcile in QuickBooks
The Begin Reconciliation Window
Entering Interest Income and Service Charges
Working in the Reconcile Window
Clearing Transactions
Adding Transactions During Reconciliation
Adding Undeposited Funds During Reconciliation
Voiding or Deleting Transactions During Reconciliation
Editing Transactions During Reconciliation
Resolving Missing Check Numbers
Finishing the Reconciliation
Printing the Reconciliation Report
Viewing the Last Reconciliation Report
If You Don’t Balance
Finding and Correcting Problems
Making an Adjusting Entry
Troubleshooting Differences in the Beginning Balance
Correcting Opening Balance Differences
Undoing the Last Reconciliation
Chapter 14: Printing, E-mailing, and Managing Documents in QuickBooks
QuickBooks Printer Setup
Choosing Form Printing Settings
Using QuickBooks to Print Checks
Printer Settings vs. Printer Options
Print Checks
Printing Each Check As You Create It
Printing Checks in Batches
Reprinting Checks After a Problem
Ways to Print Transaction Forms
Printing Transactions As You Create Them
Previewing Form Printouts
Printing Transaction Forms in Batches
E-mail Forms and Reports
Setting Up E-mail
Sending E-mail
Document Management: Using the Attach File Feature
Part Three: Other Tasks You May Need to Complete in QuickBooks
Chapter 15: Using QuickBooks to Manage Your Inventory
What Is an Inventory Item?
Set Up QuickBooks for Inventory Tracking
Accounts Required for Inventory Are Automatically Created
Create Inventory Items
Use Subitems
Creating the Parent Item for a Subitem
Creating Subitems
Count Inventory
Printing the Physical Inventory Worksheet
Planning the Physical Count
Making Inventory Adjustments
Understanding the Effects of an Adjustment
About the Inventory Adjustment Account
Making Other Adjustments to Inventory
Running Inventory Reports
Chapter 16: Using Bank Feeds
Set Up Bank Feeds
Finding Your Bank Online
Enabling Bank Feeds Using Direct Connect
Enabling Bank Feeds Using Web Connect (Manual Import)
Work with Transactions in the Bank Feeds Center
Viewing the Downloaded Transactions
Adding Transactions to the Account Register in QuickBooks
Adding a Downloaded Payment to the Register
Adding a Downloaded Deposit to the Register
Ignoring (Deleting) Unmatched Transactions
Using QuickBooks to Pay Your Bills Online
Using the QuickBooks Bill Pay Service
Transfer Money Between Accounts Online
Using the Transfer Funds Function
Chapter 17: Entering Special Transactions Using General Journal Entries
The QuickBooks Journal Entries Window
Create Journal Entries for Depreciation
Creating Accounts for Tracking Depreciation
Use Journal Entries to Post to Outside Payroll Services
Transferring Money to the Payroll Account
Recording the Payroll
Recording Liabilities
Creating Your Own Payroll Entry Template
Reconciling the Payroll Account
Chapter 18: Year-End Procedures
The Year-End To Do List
Reconciling All Bank, Cash, and Credit Card Accounts
Inventory Stock Status
Fixed Assets
Payroll
Run Year-End Financial Reports
Profit & Loss Reports
Year-End Balance Sheet
Issue 1099 Forms
Checking the 1099 Setup
Using the 1099 Wizard
Printing 1099s
Make Year-End Journal Entries
Getting Ready for Taxes
Checking Tax Line Information
Calculating Other Important Tax Information
Using TurboTax
Close Your Books
Closing the Year by Setting a Closing Date
Create a Year-End Backup
Part Four: Tracking Time and Paying Your Employees
Chapter 19: Tracking Employee Hours with QuickBooks
Setting Up Time Tracking
Adding Timekeepers
Adding the Tasks
Working with Timesheets
Setting the Format for Displaying Time
Tracking a Single Activity
Using Weekly Timesheets
Copying Previous Timesheets
Reporting Timesheet Information
Running Timesheet Reports
Editing Entries in a Report
Editing the Original Timesheets
Printing Weekly Timesheets
Invoicing Customers for Time
Tracking Mileage
Entering Mileage Rates
Creating a Mileage Item
Entering Mileage
Creating Mileage Reports
Chapter 20: Paying Your Employees with QuickBooks Payroll
QuickBooks Payroll Services
Enabling a QuickBooks Payroll Service
Processing Your Payroll Manually in QuickBooks
Setting Up Your Payroll
Adding Payroll Accounts to the Chart of Accounts
Adding Vendors
Adding Payroll Items
Set Up Employees
Creating an Employee Template
Creating Employees
Handling Year-To-Date Payroll Data
Entering Year-To-Date Totals
Manually Entering Payroll History in Batches
Use the QuickBooks Payroll Setup Wizard
Company Setup Section
Setting Up Employees in the Wizard
Setting Up Payroll Taxes in the Wizard
Entering Payroll History in the Wizard
Running Data Review
Finishing Up
Payroll Schedules
Creating a Payroll Schedule
Assigning Payroll Schedules to Employees
Run Payroll
Changing Paycheck Data
Reviewing the Payroll Run
The Employee Center
Employees Tab
Transactions Tab
Payroll Tab
Customizing the Employee Center
Chapter 21: Tracking and Remitting Payroll Liabilities
Confirm Payroll Payment Schedules
Report and Remit Payroll Liabilities
Federal Tax Liabilities
941/943 Payments
940 Payments
State and Local Income Taxes
Other State Liabilities
Other Non-Tax Payroll Liabilities
Workers Comp
Prepare W-2 Forms
Tax Form Worksheets in Excel
Part Five: Sharing, Securing, and Customizing Your Data
Chapter 22: Using the Accountant’s Copy
Understanding the Accountant’s Copy
Creating an Accountant’s Copy
Saving the Accountant’s Copy
Sending an Accountant’s Copy to the QuickBooks Server
Choosing the Dividing Date
Merge the Accountant’s Changes into Your File
Cancel the Accountant’s Copy
Chapter 23: Keeping Your QuickBooks Data Secure and Healthy
Delete Company Files
How QuickBooks Loads Company Files
Deleting the File
Eliminating Deleted Files from the Company File List in QuickBooks
Back Up and Restore Files
Backing Up
Scheduling Backups
Restoring a Backup
The Portable Company File
Creating a Portable Company File
Verify and Rebuild a Company File
Condense Your Data
Understanding the Condense Data Process
Choosing a Date
Run the Condense Data Utility
Removing All Transactions
Update QuickBooks
Configuring QuickBooks Update Service
Chapter 24: Customizing QuickBooks for Your Business
Customize Settings and Options
Accounting Preferences
Bills Preferences
Calendar Preferences
Checking Preferences
Desktop View Preferences
Finance Charge Preferences
General Preferences
Integrated Applications Preferences
Items & Inventory Preferences
Jobs & Estimates Preferences
Multiple Currencies Preferences
Payments Preferences
Payroll & Employees Preferences
Reminders Preferences
Reports & Graphs Preferences
Sales & Customers Preferences
Sales Tax Preferences
Search Preferences
Send Forms Preferences
Service Connection Preferences
Spelling Preferences
Tax:1099 Preferences
Time & Expenses Preferences
Customize Transaction Templates
Basic Customization of Templates
Additional Customization of Templates
Part Six: Using QuickBooks Reports, Budgets, and Planning Tools
Chapter 25: Useful QuickBooks Reports and Analysis Tools
Start with the Report Center
Drill Down for Details
Standard Financial Reports
Profit & Loss Report
Balance Sheet
Trial Balance
Cash Flow Reports
Other Useful Reports
Sales Reports
Vendor Reports
Inventory and Purchasing Reports
Employees & Payroll Reports
Banking Reports
Reporting by Class
Accountant & Taxes Reports
Company Snapshot
External Accountant
Creating an External Accountant
Converting an Existing User to an External Accountant
Client Data Review
Chapter 26: Modifying and Creating Reports
Customization Starts with a Standard Report
The Display Tab
Selecting the Report Basis
Selecting Columns
Advanced Options
The Filters Tab
Customize Report Headers and Footers
Customize Report Fonts and Numbers
Memorize Customized Reports
Using a Memorized Report
Using Memorized Report Groups
Adding Standard Reports to Memorized Reports Groups
Sharing Reports You’ve Customized
Chapter 27: Using the QuickBooks Budget and Planning Tools
How QuickBooks Handles Budgets
Types of Budgets
Budget Data Is Saved Automatically
Creating Multiple Budgets
Deleting a Budget
Understanding the Budget Window
Tasks to Perform Before You Start Your Budget
Profit & Loss Budgets
Enter Budget Amounts
Using Budget Entry Shortcuts
Creating a Budget from Last Year’s Data
Customer:Job Budgets
Class Budgets
Budget Reports
Budget Overview
Budget vs. Actual
Profit & Loss Budget Performance
Budget vs. Actual Graph
Work with Budget Data Outside of QuickBooks
Exporting a Budget Report to Excel
Exporting Budgets to Delimited Text Files
Importing Budgets Back into QuickBooks
Project Cash Flow
Part Seven: Appendixes
Appendix A: Installing QuickBooks on a Network
License Requirements for a Multi-user Installation
Multi-user Installation Options
Installing QuickBooks on a Peer-to-Peer Network
Installing QuickBooks on a Client-Server Network
Appendix B: Multiple Currencies
Set Up and Configure Multiple Currencies
Creating a Special Backup
Enabling Multiple Currencies
Selecting Currencies
Tracking Exchange Rates
Manage Customers and Vendors with Foreign Currencies
Creating Customers and Vendors with Currency Assignments
Changing Currency for Existing Customers and Vendors
Creating New Customers and Vendors for Multiple Currencies
Managing Existing Open Transactions
Viewing Currency Data in Customer and Vendor Centers
Create Transactions in Other Currencies
Create Reports on Multiple Currency Transactions
Index
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Chapter 27: Using the QuickBooks Budget and Planning Tools
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Appendix A: Installing QuickBooks on a Network
Part Seven
Appendixes
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