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5. Appendixes
by Bonnie Biafore
QuickBooks 2015: The Missing Manual
QuickBooks 2015: The Missing Manual
A Note Regarding Supplemental Files
The Missing Credits
About the Author
About the Creative Team
Acknowledgements
The Missing Manual Series
Introduction
What’s New in QuickBooks 2015
When QuickBooks May Not Be the Answer
Choosing the Right Edition
The QuickBooks Premier Choices
Accounting Basics: The Important Stuff
About This Book
About the Outline
The Very Basics
About→These→Arrows
About the Online Resources
Missing CD
Registration
Feedback
Errata
Safari® Books Online
1. Setting Up QuickBooks
1. Creating a Company File
Opening QuickBooks
Before You Create a Company File
Choosing a Start Date
Account Balances and Transactions
Creating a Company File
Options for Creating a Company File
Using Express Start
Company Information
Business Contact Information
Creating Your Company File
Using the EasyStep Interview
Creating Your Company File
Customizing Your Company File
Beginning to Use QuickBooks
Start Working
Reopening the QuickBooks Setup Dialog Box
Converting from Another Program to QuickBooks
Converting from Quicken Home & Business
Cleaning Up Your Quicken File
Converting Your Quicken File
Fine-Tuning Your Converted Quicken Data
Converting from QuickBooks for Mac
Converting from a Non-Intuit Program
Opening an Existing Company File
Opening a Recently Opened Company File
Opening Any Company File
Opening a Portable Company File
Modifying Company Info
2. Getting Around in QuickBooks
Menus and the Icon Bar
Resizing Drop-Down Lists and Columns
Switching among Open Windows
Supermax View
The Home Page
Vendors
Customers
Employees
Company Features
Banking
The Company Snapshot
The Insights Tab
3. Setting Up a Chart of Accounts
Acquiring a Chart of Accounts
Importing a Chart of Accounts
Planning the Chart of Accounts
Do You Need Another Account?
Naming and Numbering Accounts
Organizing Account Numbers
Viewing Account Numbers
Choosing Good Account Names
Creating Accounts and Subaccounts
Creating an Account
Working with Accounts
Modifying Accounts
Hiding Accounts
Deleting Accounts
Merging Accounts
4. Setting Up Customers, Jobs, and Vendors
Creating Customers in QuickBooks
Creating a New Customer
Entering Contact Information
Entering Payment Information
Specifying Sales Tax Information
Specifying Additional Customer Information
Adding More Customer Contacts
Creating Jobs in QuickBooks
Creating a New Job
Setting Up Vendors
Creating a Vendor
Address Info
Payment Settings
Tax Settings
Account Settings
Additional Info
Working with Customers, Jobs, and Vendors
Modifying Customer, Job, and Vendor Information
Categorizing Customers, Jobs, and Vendors
Understanding Customer, Job, and Vendor Types
Creating a Vendor, Customer, or Job Type
Hiding Records
Deleting Records
Merging Records
Managing Leads
5. Setting Up 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
Service Items Without Associated Costs
Service Items with Associated Costs
Product Items
Non-Inventory Part Fields
Other Types of Items
Other Charge
Subtotal
Group
Discount
Payment
Working with Items
Modifying Items
Hiding Items
Deleting Items
6. Data Entry Shortcuts for Lists
Adding and Editing Multiple Records
Selecting a List to Work With
Customizing the Table’s Columns
Displaying the Records You Want
Adding or Editing List Entries
Entering Data Directly in the Table
Copying and Pasting Values from Excel
Saving Changes
Correcting Errors
Importing Customer, Vendor, and Item Information
Importing with the Excel Import Wizard Templates
Importing Data from Your Own Excel File
7. Setting Up Other QuickBooks Lists
Categorizing with Classes
Turning on Class Tracking
Setting Up Classes
Price Levels
Creating a Price Level
Applying Price Levels
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 List
Payment Method List
Ship Via List
Vehicle List
Fixed Asset Items
Managing Lists
Creating Entries
Editing Entries
Hiding Entries
Deleting Entries
Finding List Entries in Transactions
Sorting Lists
Printing Lists
Blasting Out a Quick List
Customizing a Printed List
2. 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 QuickBooks
Filling Out 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
Entering Bills for Services and Non-Inventory Items
Entering Bills in Foreign Currencies
Recording a Deposit to a Vendor
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
Paying Selected Bills
Writing Checks Without Entering Bills
Using the Write Checks Window
Adding Checks to an Account Register
Producing Checks
Writing Checks by Hand
Setting Up QuickBooks to Print Checks
Printing Checks
Paying Using Other Payment Methods
Paying with Credit Cards
Paying with a Debit Card
Paying with PayPal
Paying with Cash
Recording ATM Withdrawals and Deposits to Petty Cash
Recording Purchases Made with Petty Cash
Recording Vendor Refunds and Credits
Running Expense-Related Reports
A/P Aging and Vendor Balance Reports
Reports about Purchases
The Insights Tab
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
Modifying Line Items
Applying Subtotals, Discounts, and Percentage Charges
Adding a Message to the Customer
Adding a Link to Pay Online
Choosing How to Send the Invoice
Adding a Memo to Yourself
Creating Batch Invoices
Before You Create Your First Batch Invoice
Setting Up a Batch Invoice
Deposits, Down Payments, and Retainers
Setting Up QuickBooks for Prepayments
Recording Prepayments
Applying a Deposit, Down Payment, or Retainer
Refunding Prepayments
Invoicing for Billable Time and Costs
Setting Up Invoicing for Time and Costs
Adding Billable Time and Costs to Invoices
Using Invoice for Time & Expenses
Selecting Billable Time and Costs
Creating a Batch of Time and Expenses Invoices
Checking for Unbilled Costs
Invoicing for Backordered Products
Using Pending Invoices for Backorders
Using Sales Orders for Backorders
Selling Products on Consignment
Consigning Products to Someone Else to Sell
When You Deliver Products to Consignees
When Consignees Sell Your Stuff
Selling Consignment Goods Received from Someone Else
Adding Consignment Items to Your Inventory
Recording Consignment Sales
Paying Consignors
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 Customer Refunds and Credits
Creating a Credit Memo from an Invoice
Creating Credit Memos
Creating Refund Checks
Applying Credits to Existing Invoices
Applying Credits to New Invoices
Modifying Invoices
Editing Invoices
Voiding and Deleting Invoices
11. Producing Statements
Generating Statements
Creating Statement Charges
Generating Customer Statements
Choosing the Date Range
Selecting Customers
Setting Additional Options
Previewing Statements
Generating Statements
Emailing Statements
Printing Statements
12. Transaction Timesavers
Printing 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 Forms
Choosing a Send Method
Emailing One Form
Emailing in Batches
Memorizing Transactions
Creating a Memorized Transaction
Using a Memorized Transaction
Recording a Transaction When You’re Reminded
Recording an Occasional Transaction
Recording a Transaction Automatically
Editing a Memorized Transaction
Creating Memorized Groups of Transactions
Finding Transactions
Searching with QuickBooks’ Centers
Finding Items
Using QuickBooks Search
Using the Find Feature
Finding Made Simple
Advanced Find Methods
Using Search Results
13. Managing Accounts Receivable
Receivables Aging
Viewing Receivables with Income Tracker
Getting a High-Level View with the Company Snapshot
Viewing Receivables Detail in the Customer Center
Accounts Receivable Aging Reports
Seeing What Customers Owe with Reports
Receiving Payments for Invoiced Income
Applying Credits to Invoices When You Receive Payments
Discounting for Early Payment
Correcting Misapplied Customer Payments
Wrong Invoice, Right Customer or Job
Wrong Invoice, Wrong Customer
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. Bank Accounts and Credit Cards
Entering Transactions in an Account Register
Opening a Register Window
Creating a Transaction in an Account Register
Handling Bounced Checks
Managing Bounced Checks You Wrote
Using the Record Bounced Check Feature
Handling Customers’ Bounced Checks on Your Own
Item for Removing the Bounced-Check Amount from Your Bank Account
Items for Bounced-Check Service Charges
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
Modifying Transactions During Reconciliation
Stopping and Restarting a Reconciliation
Reconciliation Reports
Correcting Discrepancies
Using the Discrepancy Report to Find Problem Transactions
Re-reconciling Corrected Transactions
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
15. Doing Payroll
Getting Started with Payroll
What You Need from the Government
Employee-Related Forms You Need
Payroll Decisions You Need to Make
Intuit Payroll Services
Recording Transactions from a Payroll Service
Paying Yourself
Taking a Draw
Reclassifying Shareholders’ Distribution to Salary
Reclassifying Payroll Withholdings
16. Making Journal Entries
Balancing Debit and Credit Amounts
Some Reasons to Use Journal Entries
Creating Journal Entries
Checking Journal Entries
Reclassifications and Corrections
Reclassifying Accounts
Reassigning Jobs
Recording Depreciation with Journal Entries
Recording Owner’s Contributions
Recording Initial Noncash Contributions
Recording Home-Office Expenses
17. Performing Year-End Tasks
Checking for Problems
Getting Rid of Uncleared Transactions from Closed Periods
Viewing Your Trial Balance
Generating Financial Reports
The Profit & Loss Report
Generating a Profit & Loss Report
Other Profit & Loss Reports
The Balance Sheet
Generating a Balance Sheet Report
The Statement of Cash Flows
Generating a Statement of Cash Flows
Other Helpful Financial Reports
Generating Tax Reports
Sharing a Company File with Your Accountant
Creating an Accountant’s Review Copy
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
3. Managing Your Business
18. Keeping Track of Financial Tasks
Tracking To-Dos
Creating a To-Do
Editing a To-Do
Viewing To-Dos
Adding Notes
Reminders
Your Financial Calendar
19. Managing QuickBooks Files
Switching Between Multi- and Single-User Mode
Backing Up Files
Choosing Standard Backup Settings
Backing Up Manually
Automated 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
Condensing Data
Running the Condense Data Utility
Cleaning Up After Deleting Files
20. Managing Inventory
Following the Inventory Money Trail
Setting Up Inventory Items
Turning on Inventory
Creating Inventory Items
Purchasing Inventory
Creating Purchase Orders
Receiving Inventory and Bills Simultaneously
Receiving Inventory Before the Bill
Selling Inventory
Running Inventory Reports
Purchases Reports
How Much Is Inventory Worth?
Inventory Valuation Summary Report
Inventory Valuation Detail Report
Inventory Stock Status
Viewing One Inventory Item
Working with the Inventory Center
Performing a Physical Inventory
Adjusting Inventory in QuickBooks
Adjusting Quantities
Adjusting Quantities and Values
21. Working with Sales Tax
Setting Up Sales Tax
Turning on QuickBooks Sales Tax
Other Sales Tax Preferences
Setting Up Sales Tax Features
Sales Tax Codes
Assigning Tax Codes to Customers
Assigning Tax Codes to Items
Creating Additional Sales Tax Codes
Sales Tax Items
Producing Reports of the Sales Tax You Owe
Paying Sales Tax
22. Budgeting and Planning
Types of Budgets
Ways to Build Budgets
Creating Budgets in QuickBooks
Creating Customer:Job or Class Budgets
Filling in Budget Values
Copying Across Columns
Adjust Row Amounts
Creating and Copying Budgets with Excel
Setting Up a Budget in Excel
Importing a Budget into QuickBooks
Running Budget Reports
The Budget Overview Report
Report Layouts
The Budget vs. Actual Report
The Profit & Loss Budget Performance Report
The Budget vs. Actual Graph
23. Tracking Finances with Reports and Graphs
Finding the Right Reports
Reviewing Reports in the Report Center
Working with Reports in the Report Center
Finding Frequently Used Reports
Running Reports
Adding Comments to Reports
Printing and Saving Reports
Saving Reports as Files
Customizing Reports
Choosing Date Ranges
Selecting Subtotals
Customizing Columns
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 Template
Importing Report Templates
4. QuickBooks Power
24. Banking Online with QuickBooks
Setting Up Your Accounts for Online Services
Applying for Online Services
Activating Online Services for Your QuickBooks Account
Exchanging Data with Your Bank
QuickBooks’ Online Banking Modes
Downloading Statements with Web Connect
Creating Online Items for Direct Connections
Paying Bills Online
Sending a Message to Your Bank
Transferring Funds Between Accounts
Banking Online Using Express Mode
Sending and Receiving Transactions
Matching Transactions
Matching Unmatched Transactions
Matching Deposits
Matching Checks and Expenses
Adding Multiple Transactions
Deleting Downloaded Transactions
Banking Online Using Classic Mode
Sending and Receiving Items
Working with Online Items
Matching Transactions
Adding Multiple Transactions
Deleting Downloaded Transactions
25. Configuring Preferences to Fit Your Company
Preferences: The Basics
Accounting
Bills
Calendar
Checking
Choosing the Bank Accounts You Use
Settings for Company Checks
Choosing Company-Wide Payroll Accounts
Selecting a Bank Feeds Mode
Desktop View
Window Preferences
Preferences for Saving the Desktop
Customizing the 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
Reports and Graphs
Preferences for the Reports You Generate
Company-Wide Report Preferences
Sales & Customers
Sales Tax
Search
Send Forms
Setting Your Send Preferences
Customizing Messages
Service Connection
Spelling
Tax: 1099
Time & Expenses
26. 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
Working with Other Apps
Finding Add-On Apps
Setting Up an Integrated App
Exporting QuickBooks Data
Exporting Lists and Addresses
Exporting Lists to a Text File
Exporting Addresses
Exporting Reports
Customized Exports Using Contact List Reports
Importing Data from Other Programs
Importing a Delimited File
27. Customizing QuickBooks
Customizing the Home Page
Turning Customer and Vendor Icons On and Off
Turning Related Preferences On and Off
Account Balances
Fast Access to Favorite Features
Building Your Favorites Menu
Customizing the Icon Bar
Adding and Removing Icons
Adding Windows or Reports to the Icon Bar
Changing an Icon’s Appearance
Changing the Order of Icons
Customizing the Company Snapshot
Customizing Forms
Starting with an Existing Template in QuickBooks
Basic Customization
Adding a Logo
Applying a Color Scheme
Changing Fonts
Including Basic Company and Transaction Info
Additional Customization
Managing Templates
Copying a Template
Deleting or Hiding a Template
Exchanging Templates Between Company Files
28. 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
5. Appendixes
A. Installing QuickBooks
Before You Install
Installing QuickBooks
Installing QuickBooks for the First Time
Installing or Upgrading to a New Version of QuickBooks
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
Intuit Community
Accessing the Community Within QuickBooks
Other Kinds of Help
Other Help Resources
QuickBooks Training
Index
About the Author
Copyright
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Part 5. Appendixes
Appendix A
Appendix B
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