algernonbarton
Joined: 22 Dec 2012
Posts: 10
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 Posted: Sat Dec 22, 2012 4:24 pm Post subject: 10 Tips for Using QuickBooks |
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The point of using business finance software is to make accounting easier and more reliable. And QuickBooks—in all versions—is an easy program to use. But you can make it easier.
I'll use QuickBooks Pro, the most popular version, as I give examples. Its home page consists of a graphical flow chart illustrating the most often used functions and how they flow together. Each main section of the program (Customers, Vendors, and Employees) has its own "center," a page that provides navigational tools for using its features. For example, the Customer Center displays a list of customers and jobs; click on one and you'll see that entity's information and a list of relevant transactions. A toolbar at the top takes you to related tasks, such as Excel and Word integration, new transactions, and new customers and jobs.
The Company Snapshot is another usability feature that provides a great deal of information at a glance. You can see your income and expenses graphed; tables displaying account balances, customers who owe money, and vendors to pay; and alerts. This page is a great way to start your business day, since you can see quickly what accounting tasks need to be tackled soon.
There are other ways, though, to speed up and simplify your interaction with QuickBooks.
1. Use keyboard shortcuts.
Just as in other Windows-based applications, there are numerous keyboard shortcuts you can use in QuickBooks. Here are a few:
Ctrl-I Create invoice
Ctrl-E Edit transaction selected in register
Ctrl-F Find transaction
Ctrl-J Open Customer Center
Ctrl-M Memorize transaction or report
Ctrl-N New invoice, bill, check, or list item in context
Ctrl-Q QuickReport on transaction or list item
Ctrl-T Open memorized transaction list
Ctrl-W Write new check
Ctrl (while opening) Start QuickBooks without a company file
2. Customize the icon bar.
QuickBooks comes with a default icon bar at the top of the screen. You can add, remove, or modify the icons to better suit your work needs.
To remove an icon: Go to the View menu and click Customize Icon Bar. Select the icon you want to remove and click Delete.
To add an icon: Go to View | Customize Icon Bar and click Add. Select the desired item from the list and change the label and description if you wish. Click OK.
To modify an icon: Go to View | Customize Icon Bar and select the item you want to modify. Click Edit, make your changes, and click OK.
The Customize Icon Bar window lets you make other changes to the icon bar. You can also add separators between icons, change the order in which icons appear, and opt to show both icons and text or icons only.
3. Use the QuickMath Calculator.
This is cool, especially if you miss the old calculator tape that used to come out of the machine. QuickBooks has its own calculator (click Edit | Use Calculator), but it's more fun to use the QuickMath Calculator.
Click inside the field where you want to calculate (say, the amount field on a check).
Press = and a mini-tape will appear.
Type the numbers you want to calculate, followed by the appropriate sign (+, -, /, *, or =).
Click C once to clear an entry, twice to clear the tape.
Press Esc to cancel.
4. Use program preferences.
QuickBooks has a setup wizard that helps you lay the groundwork for your company, but it's not comprehensive: There are many more decisions you need to make that aren't covered by the wizard.
Click Edit | Preferences to open the Preferences window. Among the options you can set here are:
What are the default accounts for activities like writing checks and paying bills?
Do you want a one-window or multi-window view?
What is the default annual interest rate?
Do you want to use inventory and purchase orders?
Do you create estimates?
Do you want to use multiple currencies?
Do you want to use payroll?
What reminders would you like?
Do you charge sales tax?
Do you track time?
5. Use right-click menus.
QuickBooks makes extensive use of right-click menus everywhere in the program. Try them out anywhere you want to do something instead of heading right for the toolbar icons and menus.
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