SHORTCUTS
WORKING
WITH DATES
T
= today's date
M = First day of the month you are working in
H = Last
day of the month you are working in
Y = First day of the year
R = Last
day of the year
+ = Move the date forward by one day
- = Move the date
backward by one day
CHART
OF ACCOUNTS
CTRL+A brings
up the Chart of Accounts
CLOSING
QUICKBOOKS
ALT+F4 closes QuickBooks
CALCULATOR
When working in a register, you can use the = to bring up the calculator
MEMORIZED
TRANSACTION
CTRL+T will bring up your Memorized Transaction list immediately
·
Turn on a reminder by Going to the Edit Menu
·
Click on Preferences and then select a Reminder from the list that
appears
·
Make sure a check mark is in the box marked "Show Reminders
list when opening a company file"
·
Click the OK button
CUSTOMIZE
YOUR QUICKBOOKS DESKTOP
·
Go to the Edit Menu and Select Preferences
·
You can customize the look and feel under Desktop View
MEMORIZED
REPORTS
MEMORIZED
REPORTS
·
From the Reports menu, choose Memorized Reports, and then choose
Memorized Report List.
·
Double-click the report you want to modify. Make your changes.
·
Click Memorize.
·
To replace the original memorized report and use the same name,
click Replace. You can also create a new memorized report with a new name. Be
sure to change the name so that you can identify the new report in the list.
EXPORT
TO EXCEL
Occasionally,
you may need to change a report's appearance or contents in ways that are not
available within QuickBooks. Since the changes you make in Excel do not affect
your QuickBooks data, you are free to customize a report as needed or even change
report data to run "what if" scenarios.
·
From the Reports menu, choose a category and then choose the report
then Click Export (on the button bar above the report title).
·
Select whether you want to create a new spreadsheet or add the report
as a new sheet in an existing spreadsheet. QuickBooks will open Excel when you
export the report.
Memorized
TRANSACTIONS
CREATING
MEMORIZED TRANSACTIONS
If
you have a transaction that you frequently enter, you can save time by memorizing
it for future use. If the amounts or other details sometimes change, you can enter
the memorized transaction and leave some of the fields blank. When you want to
use your memorized transaction, just choose it from your Memorized Transaction
list. You can then edit it as needed.
·
Enter the transaction as you’d like it memorized.
If the content of certain fields will change each time you recall
the transaction, leave those fields blank. For example, you might want to leave
the Amount field blank on your monthly utility bill. That way, you can fill in
the amount each time you recall the bill.
·
From the Edit menu, choose Memorize.
·
In the Memorize Transaction window, enter a name that will
help you recognize the transaction on the Memorized Transaction list. ·
Choose whether you want to be reminded to enter the transaction,
have QuickBooks enter the transaction for you, or neither. Click OK to memorize
the transaction.
If you are only entering the transaction information for future
use, close the transaction window by clicking the Clear button and then clicking
the close box at the top of the window.
·
When you specify a schedule for a memorized transaction, you can
choose whether QuickBooks should remind you of the transaction or automatically
record it for you.
CHANGE
THE SCHEDULE FOR A TRANSACTION
·
From the Lists menu, choose Memorized Transaction List Select the
memorized transaction whose schedule you want to change.
·
From the Memorized Transaction menu button, choose Edit.
·
Select a different scheduling option for the transaction.
MAINTENANCE
There
are various situations that indicate damage in your data file. If any of the errors
occur, run Verify to check for damage. It is recommended to run verify as a data
check up regularly to avoid problems.
TO
RUN THE VERIFY UTILITY
From
the QuickBooks File menu, choose Utilities, and then choose Verify Data.
·
If the Verify completes with the message QuickBooks detected
no problems with your data, your data is clear. ·
If the Verify completes with the message "Your data has lost
integrity...", then there is damage in the file.
You will be prompted
to make a backup as part of the Rebuild process. The Rebuild utility will run
as soon as the backup completes, close your company file and then reopen it in
order to refresh the lists in your data file.
It
is a good idea to run Verify again after the Rebuild to check for remaining damage.
TRACKING
INCOME AND EXPENSES
CLASSES
& JOBS IN QUICKBOOKS
Associate
each program with a class: State Circuit Rider, State Source Water, and Waste
Water
Associate each project within each program as a subclass if desired: WW1/WW2,
CR1/CR2
Designate each Grant as a customer: job, if desired
UTILIZE
THE REGISTER FOR BOOKING GRANT RECIVEABLES
You
can enter all your statement charges directly into your accounts receivable register. You
can memorize a transaction to automatically record a new receivable on a timely
basis.
Payments can then be received manually or automatically.
DEPOSITING
FUNDS
MAKING
DEPOSITS
When
you receive payments, whether for invoices, statement charges, or sales receipts,
you can either show them as deposited into a bank account, or you can wait until
the end of the day or end of the week to deposit the money you've collected. QuickBooks
allows you to choose the method you prefer for depositing payments.
Deposits
are entered using either method:
·
actual
deposits
sent to the bank and
·
individual
transactions deposited directly to the account
When
you are deciding on the method to use to deposit payments, think about how your
bank statements show deposits. Select the deposit method that imitates your bank
statements.
Individual
deposits (such as ACH transactions) are deposited directly to the checking account
and require no further action. You can select whether to create a deposit ticket
or group items on the Receive Payment Screen. For Grouped deposits you must enter
them into a bank deposit statement. In the Payments to Deposit window, select
the payments you want to deposit; then click OK.
Choose a deposit method in the Receive Payments window,
the Enter Sales Receipts window, or the New/Edit Item window for a payment item.
If you intend to print deposit slips, choose a payment method in the Receive Payments
window.
If
you choose Deposit To and select a bank account from the drop-down list, QuickBooks
automatically records a deposit for the amount of the payment in the account you
selected on the date you received the payment. If you "Group with other undeposited
funds," QuickBooks holds your undeposited funds in another current asset
account called Undeposited Funds until you record a deposit.
Quickbooks
Tips Archive
