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I. Getting Started
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I. Getting Started
by Bonnie Biafore
QuickBooks 2010: The Missing Manual
A Note Regarding Supplemental Files
Missing Credits
About the Author
About the Creative Team
Acknowledgments
The Missing Manual Series
Introduction
What’s New in QuickBooks 2010
When QuickBooks May Not Be the Answer
Choosing the Right QuickBooks Product
The QuickBooks Premier Choices
Accounting Basics—The Important Stuff
About This Book
About the Outline
The Very Basics
About → These → Arrows
About MissingManuals.com
Safari® Books Online
I. Getting Started
1. Creating a Company File
Opening QuickBooks
About the EasyStep Interview
Before You Create Your Company File
Start Date
Account Balances
Other Important Information
Starting the EasyStep Interview
Company Information
Creating Your Company File
Customizing Your Company File
Beginning to Use QuickBooks
Modifying Company Information
What’s Next?
Opening an Existing Company File
Opening a Recently Opened Company File
Opening Any Company File
Restoring a Backup File
Opening a Portable Company File
Converting from Another Program to QuickBooks
Converting from Quicken Home & Business
Converting from a Non-Intuit Program
2. Getting Around in QuickBooks
Getting Around the QuickBooks Home Page
Vendors
Customers
Employees
Company Features
Banking
The QuickBooks Coach
The Company Snapshot
Using Menus and the Icon Bar
Switching Between Open Windows
3. Setting Up a Chart of Accounts
Acquiring a Chart of Accounts
Using a QuickBooks Chart of Accounts
Importing a Chart of Accounts
Importing a Downloaded Chart of Accounts
Account Naming and Numbering
Setting Up Account Numbers
Standardizing Account Names
Creating Accounts and Subaccounts
Creating an Account
Viewing Account Names and Numbers
Modifying Accounts
Hiding and Deleting Accounts
Hiding Accounts
Deleting Accounts
Merging Accounts
4. Setting Up Customers and Jobs
Before You Create Customers and Jobs
Categorizing Customers and Jobs
Understanding customer types
Creating a customer type
Categorizing jobs
Creating Customers in QuickBooks
Creating a New Customer
Entering address information
Specifying additional customer information
Designating payment information
Customer Data Entry Shortcuts
Importing Customer Information
Exporting Customer Information
Exporting to Excel
Customized exports using the Contact List report
Exporting a text file
Adding and Editing Multiple Customer Records
Selecting the list to work with
Adding or editing list entries
Saving changes
Creating Jobs in QuickBooks
Creating a New Job
Modifying Customer and Job Information
Adding Notes About Customers
Merging Customer Records
Hiding and Deleting Customers
Deleting Customers
Hiding and Restoring Customers
5. Setting Up Invoice Items
What Items Do
When You Don’t Need Items
Should You Track Inventory with Items?
Planning Your Items
Generic or Specific?
Naming Items
Subitems
Creating Items
Service Items
Product Items
Inventory Part Fields
Non-Inventory Part Fields
Other Types of Items
Other Charge
Subtotal
Group
Discount
Payment
Setting Up Sales Tax
Sales Tax Codes
Assigning tax codes to customers
Assigning tax codes to items
Creating additional sales tax codes
Sales Tax Items
Modifying Items
Hiding and Deleting Items
Hiding Items
Deleting Items
6. Setting Up Other QuickBooks Lists
The Vendor List
Entering Address Information
Additional Info
Importing Vendor Information
Filling in Expense Accounts Automatically
Categorizing with Classes
Price Levels
Creating a Price Level
Applying a Price Level
Customer and Vendor Profile Lists
Sales Rep List
Customer Type List
Vendor Type List
Job Type List
Terms List
Setting up terms using elapsed time
Setting up date-driven terms
Customer Message
Payment Method List
Ship Via List
Vehicle List
Fixed Asset Items
Creating and Editing List Entries
Creating Entries
Editing Entries
Merging List Entries
Hiding and Deleting List Entries
Hiding Entries
Deleting Entries
Finding List Entries in Transactions
Sorting Lists
Printing Lists
Blasting Out a Quick List
Customizing a Printed List
7. Managing QuickBooks Files
Switching Between Multi-User and Single-User Mode
Backing Up Files
Choosing Standard Settings for Your Backups
Backing Up to Your Computer Right Away
Automated QuickBooks Backups
Setting up automatic backups
Scheduling backups for a single company file
Restoring Backups
Sending Company Files to Others
Creating a Portable Company File
Opening a Portable Company File
Verifying Your QuickBooks Data
Running the Verify Data Utility
Reviewing Problems
Running the Rebuild Data Utility
Cleaning Up Data
Running the Clean Up Company File Tool
Cleaning Up After Deleting Files
II. Bookkeeping
8. Tracking Time and Mileage
Setting Up Time Tracking
Turning on Time Tracking
Setting Up the People Who Track Time
Setting Up Items and Customers for Time Tracking
Entering Time in Timesheets
Filling in Weekly Timesheets
Entering Time for One Activity
Running Time Reports
Tracking Mileage
Adding a Vehicle
Setting the Mileage Rate
Recording Mileage Driven
Generating Mileage Reports
9. Paying for Expenses
When to Pay Expenses
Entering Bills
Automating Recurring Bills
Memorizing a Bill
Using a Memorized Bill
Creating Memorized Groups of Bills
Purchasing Inventory
Creating Purchase Orders
Receiving Inventory and Bills Simultaneously
Receiving Inventory Before the Bill
Handling Reimbursable Expenses
Setting Up Reimbursements As Income
Recording Reimbursable Expenses
Paying Your Bills
Selecting Bills to Pay
Modifying Payment Amounts
Applying Discounts and Credits to Payments
Applying discounts manually
Applying credits manually
Setting the Payment Method and Account
Pay Selected Bills
Producing Checks
Writing Checks by Hand
Setting Up QuickBooks to Print Checks
Printing Checks
Writing Checks Without Entering Bills
Using the Write Checks Window
Adding Checks to an Account Register
Paying with Cash
Paying with Credit Cards
Recording Vendor Credits
Running Expense-Related Reports
A/P Aging and Vendor Balance Reports
Purchases Reports
Paying Sales Tax
Sales Tax Payment Preferences
Producing Reports of the Sales Tax You Owe
Remitting Sales Taxes
10. Invoicing
Choosing the Right Type of Form
Sales Receipts
Statements
Invoices
Sales Forms and Accounts
Creating Invoices
Creating an Invoice
Filling in Invoice Header Fields
Choosing the customer or job
Choosing an invoice template
The other header fields
Entering Invoice Line Items
Inserting and deleting line items
Applying Subtotals, Discounts, and Percentage Charges
Adding a Message to the Customer
Choosing How to Send the Invoice
Adding a Memo to Yourself
Invoicing for Billable Time and Costs
Setting Up Invoicing for Time and Cost
Adding Billable Time and Costs to Invoices
Using the Invoice for Time and Expenses Command
Selecting Billable Time and Costs
Checking for Unbilled Costs
Invoicing for Backordered Products
Using Pending Invoices for Backorders
Using Sales Orders for Backorders
Estimating Jobs
Creating an Estimate
Creating Multiple Estimates
Creating an Invoice from an Estimate
Comparing Estimates to Actuals
Creating Progress Invoices
Progress Invoicing Options
Fine-Tuning a Progress Invoice
Handling Refunds and Credits
Creating Credit Memos
Creating Refund Checks
Applying Credits to Existing Invoices
Applying Credits to New Invoices
Editing Invoices
Voiding and Deleting Invoices
11. Producing Statements
Producing Statements
Creating Statement Charges
Generating Customer Statements
Choosing the date range
Selecting customers
Setting printing options
Previewing Statements
Generating Statements
12. Transaction Timesavers
Printing Sales Forms
Setting Print Options
Aligning Forms and Paper
Choosing a Print Method
Printing One Form
Printing in Batches
Printing Mailing and Shipping Labels
Printing Packing Slips
Emailing Sales Forms
Choosing a Send Method
Emailing One Form
Emailing in Batches
Memorized Transactions
Using a Memorized Transaction
Editing a Memorized Transaction
Finding Transactions
Searching with Google Desktop
Searching with QuickBooks Centers
Finding Items
Using the Find Command
Finding made simple
Advanced find methods
Using search results
13. Managing Accounts Receivable
The Aging of Receivables
Accounts Receivable Aging Reports
Customer & Job Reports
Receiving Payments for Invoiced Income
Applying Credits to Invoices
Discounting for Early Payment
Deposits, Down Payments, and Retainers
Setting Up QuickBooks for Prepayments
Recording Prepayments
Applying a Deposit, Down Payment, or Retainer to an Invoice
Refunding Prepayments
Applying Finance Charges
Finance Charge Preferences
Assessing Finance Charges on Overdue Balances
Cash Sales
Creating Sales Receipts
Editing Sales Receipts
Voiding and Deleting Sales Receipts
Memorizing a Batch Sales Transaction
Reconciling Excess and Short Cash
Making Deposits
Choosing Payments to Deposit
Recording Deposits
Depositing Money from Merchant Card Accounts
14. Doing Payroll
Adding Payroll Transactions from an Outside Service
Choosing a Payroll Service
Applying for a Payroll Service
Setting Up Payroll
Setting Up Compensation and Benefits
Setting Up Employees
Setting employee defaults
Creating employee records
Setting Up Payroll Taxes
Entering Historical Payroll
Running Payroll
Printing Paychecks and Pay Stubs
Paying Payroll Taxes
Preparing Payroll Tax Forms
15. Bank Accounts, Credit Cards, and Petty Cash
Entering Transactions in an Account Register
Opening a Register Window
Creating a Transaction in an Account Register
Handling Bounced Checks
Setting Up QuickBooks to Handle Bounced Checks
Bounced check reimbursement item
Service charges for bounced checks
Recording Bank Charges
Re-invoicing for Bounced Checks
Transferring Funds
Reconciling Accounts
Preparing for the First Reconciliation
Preparing for Every Reconciliation
Starting a Reconciliation
Reconciling Transactions
Reconciliation Reports
Modifying Transactions During Reconciliation
Stopping and Restarting a Reconciliation
Correcting Discrepancies
The Discrepancy Report
Other ways to find discrepancies
Undoing the Last Reconciliation
When Your Bank Makes a Mistake
Managing Loans
Setting Up a Loan
Adding a Loan to Loan Manager
Basic setup
Payment information
Interest rate information
Modifying Loan Terms
Setting Up Payments
What-If Scenarios
Tracking Petty Cash
Recording ATM Withdrawals and Deposits to Petty Cash
Recording Purchases Made with Petty Cash
16. Making Journal Entries
Balancing Debit and Credit Amounts
Some Reasons to Use Journal Entries
Creating General Journal Entries
Filling in General Journal Entry Fields
Checking General Journal Entries
Reclassifications and Corrections
Reclassifying Accounts
Reassigning Jobs
Recording Depreciation with Journal Entries
Recording Owners’ Contributions
17. Generating Financial Statements
The Profit & Loss Report
Understanding the Profit & Loss Report
Generating a Profit & Loss Report
Other Profit & Loss Reports
The Balance Sheet
Understanding the Balance Sheet
Generating a Balance Sheet Report
The Statement of Cash Flows
Understanding the Statement of Cash Flows
Generating a Statement of Cash Flows
Other Helpful Financial Reports
18. Performing End-of-Year Tasks
Checking for Problems
Viewing the Trial Balance
Generating Year-End Financial Reports
Generating Tax Reports
Sharing the Company File with Your Accountant
Creating an Accountant’s Review Copy
Sending a Copy Directly to Your Accountant
Merging Accountant Changes into Your Company File
Canceling an Accountant’s Review Copy
Setting Up an External Accountant User
1099s
Generating 1099 Reports
Printing 1099-MISC Forms
Closing the Books for the Year
III. Managing Your Business
19. Managing Inventory
The QuickBooks Inventory Process
Setting Up Inventory Items
Purchasing and Selling Inventory
Running Inventory Reports
Inventory Valuation: How Much Is Inventory Worth?
Inventory Valuation Summary report
Inventory Valuation Detail report
Inventory Stock Status
Viewing One Inventory Item
Performing a Physical Inventory
Adjusting Inventory in QuickBooks
Adjusting Quantities
Adjusting Quantities and Values
20. Budgeting and Planning
Types of Budgets
Ways to Build Budgets
Creating Budgets in QuickBooks
Filling in Budget Values
Copy Across Columns
Adjust Row Amounts
Creating Additional Customer:Job or Class Budgets
Copying Budgets and Creating What-if Budgets
Running Budget Reports
The Budget Overview Report
Report layouts
Budget vs. Actual Report
Profit & Loss Budget Performance Report
Budget vs. Actual Graph
21. Working with QuickBooks Reports
Finding the Right Reports
Reviewing Reports in the Report Center
Working with Reports in the Report Center
Finding Frequently-used Reports
Running Reports
Printing and Saving Reports
Saving Reports to Files
Customizing Reports
Date Ranges
Subtotals
Customizing the Columns in Reports
Adding and removing columns in summary reports
Adding or removing columns in detail reports
Resizing and moving columns
Sorting Reports
Filtering Reports
Report Headers and Footers
Fonts and Numbers
Memorizing Reports
Swapping Reports Between Company Files
Exporting a Report
Importing Report Templates
IV. QuickBooks Power
22. Online Banking Services
Setting Up Your Internet Connection
Setting Up Your Accounts for Online Services
Applying for Online Services
Activating Online Services for Your QuickBooks Account
An Introduction to Exchanging Data with Your Bank
QuickBooks Online Banking Modes
Downloading Statements with WebConnect
Creating Online Items for Direct Connections
Paying bills online
Sending a message to your bank
Transferring funds between accounts
Online Banking Using Side-by-side Mode
Sending and Receiving
Matching Transactions
Matching Unmatched Transactions
Matching deposits
Matching checks and expenses
Adding Multiple Transactions
Deleting Downloaded Transactions
Online Banking Using Register Mode
Sending and Receiving
Working with Online Items
Matching Transactions
Unmatched checks
Unmatched deposits
Bank charges
Adding Multiple Transactions
Deleting Downloaded Transactions
23. Configuring Preferences to Fit Your Company
An Introduction to Preferences
Accounting
Bills
Checking
Choosing the Bank Accounts You Use
Setting the Way Company Checks Work
Choosing Company-Wide Payroll Accounts
Choosing the Online Banking Mode
Desktop View
Window Preferences
Preferences for Saving the Desktop
Choosing a Color Scheme
Setting Up the QuickBooks Home Page
Finance Charge
General
Tuning QuickBooks to Your Liking
Company-Wide General Preferences
Integrated Applications
Items & Inventory
Jobs & Estimates
Multiple Currencies
Payments
Payroll & Employees
Reminders
Reminders on the My Preferences Tab
Reminders for Everyone
Reports and Graphs
Preferences for the Reports You Generate
Preferences That Apply to Every Company Report
Sales & Customers
Sales Tax
Send Forms
Spelling
Tax: 1099
Time & Expenses
24. Integrating QuickBooks with Other Programs
Mail Merge to a Word Document
Creating Letters and Envelopes in QuickBooks
Synchronizing Contacts
Using QuickBooks Contact Sync for Outlook
Setting Up an Integrated Application
Exporting QuickBooks Data
Exporting Lists and Addresses
Exporting lists to a text file
Exporting addresses
Exporting Reports
Importing Data from Other Programs
Importing an Excel Spreadsheet
Importing a Delimited File
25. Customizing QuickBooks
Customizing the Desktop
Customizing the Home Page
Fast Access to Favorite Commands
Building Your Favorites Menu
Customizing the Icon Bar
Adding and removing icons
Adding windows to the icon bar
Changing icon appearance
Changing the order of icons
Customizing the Company Snapshot
Customizing Forms
Working with Form Designs
Creating a form design
Managing form designs
Editing an Existing Form in QuickBooks
Basic Customization
Adding a logo
Applying a color scheme
Changing fonts
Including basic company and transaction information
Additional Customization
Managing Templates
Copying a Template
Deleting a Template
Hiding a Template (Making It Inactive)
Exchanging Templates Between Company Files
26. Keeping Your QuickBooks Data Secure
Setting Up the Administrator
Assigning the Administrator User Name and Password
Resetting the Administrator Password
Complying with Credit Card Security Regulations
Creating QuickBooks Users
Adding New Users
Resetting a User Password
Restricting Access to Features and Data
What the Access Areas Represent
Setting Access Rights
Audit Trails
V. Appendixes
A. Installing QuickBooks
Before You Install
Installing QuickBooks
Running QuickBooks for the First Time
Registering QuickBooks
Setting Up QuickBooks on a Network
Where to Store Your Company Files
Storing company files on a network
B. Help, Support, and Other Resources
QuickBooks Help
Live Community
Other Kinds of Help
The QuickBooks Community
Other Help Resources
QuickBooks Training
Index
About the Author
Colophon
Copyright
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Introduction
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1. Creating a Company File
Part I. Getting Started
Chapter 1
Chapter 2
Chapter 3
Chapter 4
Chapter 5
Chapter 6
Chapter 7
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