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QuickBooks
Online Manual
General Topics
Keeping
an Audit Trail
The Audit Trail feature is designed to maintain a record
of all changes made to transactions. Each time a transaction
is created, modified, or deleted, QuickBooks keeps a
record of the change within the data file. A record
of the user who made a particular change is also maintained.
All of this information is accessible by running the
Audit Trail Report.
To activate the audit trail feature, the administrator
must take the following steps:
| 1. |
From the "Edit" menu, choose Preferences.
|
| 2. |
In the Preferences window, Select Accounting in
the scroll box. |
| 3. |
Select the Use Audit Trail checkbox. |
| 4. |
Click OK. |
Back to [ Top ] [ QuickBooks Index ]
Closing
Your Books
These steps will prevent you from changing any information
from previous years. You need to be logged in
as an Administrator to do this. The
Administrator will still have access and the ability
to change any information at all times. The only way
to make this useful to your company is to make sure
each user has their own login name - This will enable
you to limit that particular person from changing any
information. The administrator login should not be used
for entering data.
To activate the audit trail feature, the administrator
must take the following steps:
| 1. |
You must be in Single User Mode.. |
| 2. |
From the "Company" Menu, choose setup
users. |
| 3. |
Click on the closing date. |
| 4. |
Enter the closing date and click OK. |
| 5. |
To limit another user from having access to transactions
entered before the closing date, do the following: |
| |
| A. |
From
the User List, Select the name of the User. |
|
|
|
|
| C. |
Click
Next until the changing or deleting transactions
window appears. |
|
|
| D. |
Select
NO in response to the question: Should this
user also have the ability to change or
delete transactions that were recorded before
the closing date? This will not allow the
user to edit, delete, or void transactions
before the closing date. |
|
Back to [ Top ] [ QuickBooks Index ]
Creating
and Printing Statements
| 1. |
Display the Select Statements to print window
by choosing "Customer" and selecting "Create Statements".
 For
QuickBooks 1999:
Choose "Activities" and Select "Create Statements".
|
| 2. |
If your chart of accounts contains more than one
accounts receivable account, QuickBooks will display
the "A/R Account" field so you can choose the
A/R account for the statements that you want to
print. If you only have one accounts receivable
account, this field will not be available to you. |
| 3. |
From the "Format" drop-down list, choose the template
you want to use to print the statements.
For
Quickbooks 2001, 2000, 1999:
From the "Print Format" drop-down list, choose
the template you want to use to print the statements.
|
|
| • |
Tip:
If you have a lot of detail to put into
the note but you want the entry in the "To
Do" list to be short, enter a short title,
press the Enter key, and then enter the
rest of the note. Only the title will appear
on the "To Do" list. |
|
| 4. |
Enter the beginning and ending dates of your billing
period in the "Dates From" and "To" fields. |
| 5. |
Enter the statement date in the "Statement Date"
field. This date appears on the top of the printed
statements and in the "Billed Date" field of each
customer's register. |
| 6. |
Choose the customers you want to print statements
for in the "For Customers" buttons. |
|
| • |
Click
"All Customers" to select all your customers.
|
|
|
| • |
Click
"Selected Customers" to select only certain
customers. The "Choose" button will then
become usable, click on it to select the
customers. Select the customers by clicking
each Customer:Job name that you want to
print a statement for. To include all the
invoices you sent to a particular customer,
be sure to choose all the jobs you are performing
for that customer. |
|
|
| • |
Click
"One Customer" to select one customer. Use
the drop-down list to select the customer. |
|
|
| • |
Click
"Customers of Type" to select only those
customers who match a specific customer
type. Use the drop-down list to select the
customer type. |
|
| 7. |
Click "Don't Print Statements That Have a Zero
Balance" to omit statements for customers who
are paid up. |
| 8. |
If you performed more than one job for the customer(s)
you selected and if you want QuickBooks to print
a separate statement for each job, select "For
each Job" under "Print Statement For". Otherwise,
QuickBooks prints a consolidated statement for
each customer. |
| 9. |
Click "Preview" if you want to review the information
that will appear on the statements. |
| 10. |
Click "Finance Charges" to add finance charges
to the statements. |
| 11. |
Click "OK". |
| 12. |
In the "Print" window, check the printer settings
for printing job. Make any changes needed.
|
| 13. |
If you want to print more than one copy of the
statements, enter the number of copies in the
"Copies" field. |
| 14. |
Click "Print". |
Back to [ Top ] [ QuickBooks Index ]
Creating
Customer: Jobs
| 1. |
Display the Customer:Job list by clicking on the
Customer List icon or choosing "Lists" then Customer:Job. |
| 2. |
Choose "New" from the "Customer:Job" menu button
in the bottom left corner of the "Customer:Job
List" window. |
| 3. |
You will now be in the "New Customer" window.
In the "Customer" field, enter the name of the
customer as you'd like it to appear on your "Customer:Job
List". For example, if the customer is Joan Green
and you want the list to show last names first,
enter Green, Joan. |
| 4. |
Complete the "Address Info." Tab, which is the
tab that first appears in the "New Customer" window.
The "Address Info." Tab holds contact information
about the customer. |
|
| A. |
Enter
the customer's first and last names, along
with their middle initial and salutation
or title (Mr./Mrs./Dr.). |
|
|
| B. |
In
the "Bill to" section, complete the customer's
billing address (QuickBooks has partially
filled in the address based on what you've
entered so far). Enter the address as you
want it to appear on printed invoices, checks,
and other forms. |
|
|
| |
• |
Note:
The address information you enter can be
exported for mail merge. If you use mail
merge, be sure to include in the last line
of the address the two-letter state abbreviation
and the zip code. This ensures that the
address will print correctly in mail merge
documents. |
|
|
| C. |
In
the "Ship To" field, if the customer has
a separate shipping address, enter the address
as you'd like it to appear on printed invoices
and other forms. If the shipping address
is the same as the billing address, click
"Copy" to copy the billing address to the
"Ship To" field. |
|
|
| D. |
Enter
the fax number, phone number, alternate
phone number, and alternate contact person
in the "FAX", "Phone", "Alt. Ph.", "Alt.
Contact", and "E-mail" fields. |
|
| 5. |
Click on the "Additional Info." Tab and fill in
the information fields you see there. The "Additional
Info." Tab holds credit, sales tax, and other
information about the customer. |
|
| A. |
In
the "Account" field, enter the name or number
of the account you want to associate with
this customer. |
|
|
| |
• |
Note:
An account number is required if you want
to set up this customer as an online payee.
The payee uses this number to identify you. |
|
|
| B. |
Enter
a type in the "Type" field. This is a word
or phrase that categorizes this customer
for your reports. From this drop-down list,
you can choose a customer type you have
already set up, or you can enter a new customer
type and have QuickBooks add it to the list. |
|
|
| |
• |
For
example, a building contractor might use
customer types to record a client's market
segment: residential, commercial, industrial,
etc. |
|
|
| |
• |
Once
you have assigned a customer type to each
customer, you can create reports that provide
useful information about your customers
in terms of how you have categorized them. |
|
|
| C. |
In
the "Terms" field, fill in the specific
set of payment terms you would like to apply
to this customer. When you write an invoice
to the customer, QuickBooks uses the terms
to calculate when the invoice is due and,
if you specified a discount for early payment,
when the customer is entitled to the discount. |
|
|
| |
• |
For
example: 2% 10 Net 30 means "2% discount
if paid within 10 days, net due in 30 days"
if the terms are standard terms, or "2%
discount if paid by the 10th of the month,
net due by the 30th of the month" if the
terms are date-driven terms. |
|
|
| D. |
In
the "Rep" field, fill in the sales person,
or rep, that typically handles the services
provided to this customer. If this field
is not applicable, you can leave it blank.
In the "Credit Limit" field, enter the credit
limit that the customer has with your company.
QuickBooks remembers the limit and warns
you when the customer is about to exceed
the limit. |
|
|
| E. |
The
"Opening balance… as of" field has already
been established for you, so you need to
enter no further information here. This
field is only used when you are setting
up the company. |
|
|
| F. |
Click
in the "Customer is taxable" checkbox to
make a check appear in the checkbox if you
charge sales tax to this customer. When
you select this checkbox, QuickBooks automatically
calculates sales tax for each taxable item
you sell to this customer. QuickBooks uses
the sales tax rate specified in the "Tax
Item" field. If you do not charge sales
tax to this customer, unclick the box so
a check does not appear in the box. |
|
|
| G. |
In
the "Tax Item" field, specify the sales
tax rate you want QuickBooks to use to calculate
sales tax when you sell taxable items to
this customer. If the rate shown is incorrect
for this customer, choose the correct rate
from the drop-down list. |
|
|
| H. |
(Optional)
If the customer has a resale number, enter
the number in the "Resale Number" field.
This field is for your information only
so what you enter here will not affect your
reports or how sales tax works in QuickBooks. |
|
|
| I. |
Fill
in the "Custom Fields" information. If you
have set up any custom fields for the customer,
they appear here on the "Additional Info"
tab. You can fill in any or all of these
fields that apply to the customer. These
are used to setup additional information
fields that you may want for your vendors.
If custom fields have been set up for vendors
then you will see the fields for each vendor.
These additional fields can be used to print
or filter on reports. An example of a custom
field might be a birthday. |
|
| 6. |
Fill in the "Job Info" tab. The "Job Info" tab
lets you enter job-related information when you
are performing a single job for a customer. Use
the "Job Info" tab when you don't want or need
to set up multiple jobs for a customer in your
Customer:Job list. If you are going to be doing
multiple jobs for a customer you want to set the
job up separately. |
|
| • |
To
do this, leave the "Job Info" tab blank.
Highlight the customer you want to set the
job up for. |
|
|
| • |
Click
the "Activities" button at the bottom of
you screen and select "Add Job". |
|
|
| • |
The
"Address Info" tab will fill in the information
from your customer that you have previously
filled in. You can adjust any information
that may have changed for this particular
job (for example, the contact name may be
different than that of the original Customer:Job.).
Follow the rest of the instructions to fill
in the "Job Info" tab. |
|
| 7. |
In the "Job status" field choose from the drop-down
list, the status (Pending, Awarded, etc.) that
best applies to this job. Job status information
is for your records only. It gives you a way to
keep track of each job. When you create a job
administration report, QuickBooks Pro includes
the status of each job on the report. You can
also see the status of each job on the Customer:Job
list. |
|
| • |
Note:
When a job's status changes, you must edit
the job record and change the status yourself.
QuickBooks Pro does not do this for you. |
|
| 8. |
In the "Start date" field, enter the date you
started the job. |
|
| • |
The
start date (along with the projected end
and end dates) helps you track how long
each job takes, and how well you estimated
the length of a job. When you create a job
administration report, you can add to the
report columns that show the start date,
your projected end date, and the actual
end date for each job. |
|
|
| • |
Note:
When the date changes. You must edit the
job record and change the date yourself.
QuickBooks Pro cannot change the date for
you. |
|
| 9. |
In the "Projected end" field, enter your projected
completion date for the job. |
|
| • |
Note:
When the date changes. You must edit the
job record and change the date yourself.
QuickBooks Pro cannot change the date for
you. |
|
| 10. |
In
the "End date" field, enter the date of completion
once the job is finished. |
| 11. |
In
the "Job description" field, enter a short description
of the job. The descriptions you enter will appear
on job administration reports. When you enter
a job description, enter information that will
be useful to you when you see the job listed among
other jobs in the report. (For example, if you
have performed several jobs for the same customer,
you could use the job descriptions to help you
distinguish the jobs from each other.) |
|
| • |
Note:
If you want to write a longer description
of the job, or if you want to jot down notes
while the job progresses, use the job's
Notepad. |
|
| 12. |
In the "Job type" field, enter a word or short
phrase to classify the job. This helps you to
classify your jobs so you can group and subtotal
similar jobs on your reports. By using them, you'll
be able to determine which kinds of jobs are the
most profitable for your business. (Customer types
can be used independently of job types to help
you classify your jobs and clientele.) |
| 13. |
You will now be moved to the "Amount" column.
QuickBooks has already entered the amount you
have written the check for. |
Back to [ Top ] [ QuickBooks Index ]
Emailing
a QuickBooks File
Open your email account
to compose a message to the person you would like to
send the file.
| 1. |
In most programs there are two ways to attach
the file: |
|
| • |
You
can click the paperclip symbol at the top
of your E-mail window. |
|
|
| • |
You
can choose "Insert" from the menu bar and
then choose "File Attachment". |
|
| 2. |
In this case, the file that you will want to attach
usually will be your QuickBooks working data file,
which will consist of your company's name followed
by the extension .qbw. (If you are asked for a
backup the extension will be .qbb or an Accountant's
review file the extension will be .qba) |
| 3. |
QuickBooks 99 should be saved under the directory
C:\program files\intuit\ QuickBooks Pro\[your
company name].qbw (or whichever extension you
are using). You use the drop-down list in the
"Look In" field of the "Insert Attachment" window
to select the file name. If you are having difficulty
finding your file you can always select the "Find"
feature on your "Start" menu bar, and choose "Files
or Folders". Then type in your company name (or
" *. " if you do not know the exact way the company
name was saved for this file) and the extension
of the file that you are sending. |
| 4. |
After you have found the file, click "Attach"
to attach the file to your E-mail and send it. |
|
| • |
Some
E-mail systems will not let you send large
files. If this is the case, you will see
a message that tells you the file is too
large to send. If you know how to zip a
file, you can zip the file and then try
to email it. |
|
Back to [ Top ] [ QuickBooks Index ]
Making
a Journal Entry
The general journal entry is a double bookkeeping entry.
You need to know the debit account and the credit account
that should be adjusted in the entry.
The General Journal Entry window is typically for accountants
who prefer to enter certain transactions in a general
journal. Usually, accountants will make general journal
entries when working with an accountant's review copy.
If you are not an accountant, you might use this window
to transfer amounts from one income or expense account
to another or from one class to another.
| 1. |
From the "Banking" or "Customer" menu, choose
"Make Journal Entry".
For
QuickBooks 1999:
From The "Activities" Menu, Choose "Make Journal
Entry".
|
| 2. |
You can change the date in the "Date" field if
you need to. |
| 3. |
Fill in the entry number in the "Entry No." field.
This number will appear on reports that include
this general journal entry. |
| 4. |
4.
In the detail area that includes "Account", "Debit",
"Credit", "Memo", and "Name", enter the distribution
lines. You need to select the accounts that need
to be debited and credited. |
|
| A. |
In
the "Account" column, enter the first account
in your transaction. |
|
|
| B. |
Enter
the debit or credit amount for the account
you entered. |
|
|
| C. |
Enter
a memo about the amount in the "Memo" column.
The memo appears on reports that include
this general journal entry. |
|
|
| D. |
Enter
the customer, vendor, or employee name associated
with the amount in the "Name" column. If
the account is an A/R or A/P account, you
must enter a name. |
|
|
| E. |
Assign
a class to the amount if the class option
was set up for your company. |
|
|
| F. |
Continue
to enter distribution lines (Steps A-E)
until the transaction reaches a zero balance
(the total in the "Debit" column equals
the total in the "Credit" column) |
|
| 5. |
To record the journal entry: |
|
| A. |
To
record and then enter another journal entry,
click "Next" or "Save & New". |
|
|
| B. |
To
record and close the window, click "Save
& Close" or "OK". |
|
| 6. |
You how can print right from the Journal Entry
screen. Click the "Print" button. |
Back to [ Top ] [ QuickBooks Index ]
Reconciling
your Bank Account
Make
sure your QuickBooks records agree with the checking,
savings, and money market account.
| 1. |
Display
the Reconcile window from the "Banking" menu.
For
QuickBooks 1999:
Display the Reconcile Window From
The "Activities" Menu.
|
| 2. |
In the Account to Reconcile field, enter or select
the account you want to reconcile. |
| 3. |
Compare the beginning balance amount shown on
your statement with the amount shown in the Beginning
Balance field in the Reconcile window.
For
Quickbooks 2001, 2000, 1999:
Compare the opening balance amount shown on your
statement with the amount shown in the Opening
Balance field in the Reconcile window.
|
| 4. |
Find the ending balance on your statement and
enter it in the Ending Balance field. |
| 5. |
Enter any service charge or interest earned:
For
Quickbooks 2001, 2000, 1999:
Complete the "Transactions to be added" section
of the Reconcile window.
|
|
| A. |
If
the financial statement shows a service
charge or interest that you have not yet
entered into your QuickBooks records, enter
those amounts into the Service Charge and
Interest Earned fields. |
|
|
| B. |
In
the Account field for service charges, enter
the expense account you use to track service
charges. In the Account field for interest,
enter the income account you use to track
interest income. |
|
| 6. |
When you find a transaction in the Reconcile window
that matches a transaction on the statement, click
the transaction to mark it as cleared. |
| 7. |
For each transaction you mark, verify that its
amount matches the amount listed on the statement. |
| 8. |
If some amounts don't match, or if you find transactions
that contain other errors, correct the transactions. |
| 9. |
If you find a transaction on your statement that
is not shown in the QuickBooks list of uncleared
transactions, enter the transaction now. |
| 10. |
When you've finished marking the transactions,
look at the difference amount in the bottom right
corner of the Reconcile window. |
|
| A. |
If
the amount is 0.00 click "Done". You've
reconciled the account with the statement.
At this point, you can have QuickBooks print
a reconciliation report. |
|
|
| B. |
If
the amount is not zero, your account does
not balance for the period of time covered
by the statement, and you need to correct
the difference before you can click "Done".
If you cannot find you difference click
cancel and notify your accountant.
Note: If you click "Done" when the
account is not in balance the adjustment
that QuickBooks will make will be applied
to the opening balance equity account. |
|
| 11. |
Click the Matched button to enter the bank statement
date. |
| 12. |
After clicking "Done" you should print the Reconciliation
Report in full. When printing this report, make
sure to change the date of the report to the bank
statement ending date or the Reconciliation Report
will not print the correct balances. |
Back to [ Top ] [ QuickBooks Index ]
Setting
up a Vendor
You can add new vendors to your vendor
list at any time. The Vendor list holds information
about the people and companies you do business with.
| 1. |
From the "Vendor" menu, choose "Vendor List",
or you can click on the icon "vendor List".
For
QuickBooks 1999:
From The "Lists" menu, Choose "Vendor",
then "Vendor List".
|
| 2. |
Then, from the "Vendor" menu button in the bottom
left corner of the "Vendor List" window, choose
"New". |
| 3. |
In the "Vendor" field, enter the name of the vendor,
as you'd like it to appear on your vendor list.
(If the vendor is an individual and you list individuals
last name first, you should enter the name with
the last name first.) |
| 4. |
You will see two tabs in the "New Vendor" window:
"Address Info" and "Additional Info". "Address
Info", by default, is the tab that appears on
top for you to begin entering in the information. |
| 5. |
The "Address Info" tab holds contact information
about the vendor. You should enter the appropriate
information in the following fields: "Company
name", "Mr./Ms.", "First name, M.I., Last name",
"Address", "Phone", "FAX", "Alt. Ph.", "Alt. Contact",
"E-Mail", "Print on check as". As you enter information
in the beginning fields, QuickBooks automatically
begins to fill in the rest of the fields. You
should fill in as much information as you have
available. "Print on check as" field will be filled
in with the information you entered in the vendor's
"Company Name" field, but you can edit it to read
exactly as you would like it entered on the check.
If there are any other fields that you need to
have listed for each vendor, there is an option
to set those up on the "Additional Info" tab. |
|
| • |
"Company
name" - Fill in the vendor's company name.
(If you send a 1099-MISC form to this vendor,
enter the company's legal name.) |
|
|
| • |
"Mr./Ms."
- Enter the vendor's salutation or title
(Mr., Ms., Dr., etc.) here. For a married
couple, you can enter "Mr. and Mrs." |
|
|
| • |
"First
name", "M.I.", "Last name" - Enter the first
name, middle initial (M.I.), and last name
of the person who is your main contact when
you do business with this vendor. If the
vendor is a large corporation (for example,
your utility company), you can leave these
fields blank. (If you send a 1099-MISC form
to this vendor, you must enter the vendor's
legal name in these fields.) |
|
|
| • |
"Address"
- Complete the vendor's address (QuickBooks
has partially filled in the "Address" field
based on what you've entered so far). Enter
the address as you want it to appear on
printed checks to the vendor. (If you send
a 1099-MISC form to this vendor, you must
include the city, the two-letter state abbreviation,
and the zip code. Do not change the part
of the address that QuickBooks filled in.) |
|
|
| • |
"Phone",
"FAX", "Alt. PH.", "Alt. Contact" and "E-Mail"
- Enter, as needed, the vendor's phone number,
fax number, and alternate phone number;
and the name of an alternate contact person
and the company main e-mail address. |
|
|
| • |
"Print
on check as" - This is the vendor's name
as it will appear on printed checks you
send to the vendor. QuickBooks pre-fills
this field with the vendor's company name,
but you can edit the name if you want it
to print differently on your checks. |
|
| 6. |
Click on the "Additional Info" tab. The "Additional
Info" contains credit, tax-related, and other
pertinent information about the vendor. You should
enter the appropriate information in the following
fields: "Account", "Type", "Terms", "Credit Limit",
"Tax ID", "Vendor is eligible for 1099", "Opening
balance… as of", "Custom fields". |
| 7. |
In the "Account" field, enter any information
that you want QuickBooks to print in the "Memo"
field of checks when you create them. For example,
if you enter your company's account number with
the vendor, QuickBooks automatically adds the
account number to the "Memo" field on each bill
payment check that goes to that vendor. (You can
also enter a short note or message instead of
an account number.) An account number is required
if you want to set up this vendor as an online
payee. The payee uses this number to identify
you. |
| 8. |
In the "Type" field, enter the type of vendor
this is. This is a word or phrase that categorizes
this vendor for your reports. From this drop-down
list, you can choose a vendor type you have already
set up, or you can enter a new vendor type and
have QuickBooks add it to the list. (A building
contractor might use vendor types to categorize
subcontractors by location, for example, by county.)
Once you have assigned a vendor type to each vendor,
you can create reports that provide useful information
about your vendors. For example, if you have categorized
your vendors by location, you can create reports
that show your expenses for each geographic area. |
|
| • |
Note:
To add a new type, click "Add New" from
the drop down list in the "Type" field.
You will get a "New Type" window that will
allow you to type in a new category. Click
"Ok" when you have written the new category. |
|
| 9. |
Enter a specific set of terms in the "Terms" field.
"Terms" lets you associate a specific set of payment
terms with the vendor. When you enter a bill from
the vendor, QuickBooks uses the terms to calculate
when the bill is due. |
| 10. |
In the "Credit limit" field, enter the credit
limit that your company has with this vendor.
QuickBooks warns you when you are about to exceed
the limit. |
| 11. |
The "Tax ID" field can be left blank if you do
not send 1099-MISC forms to the vendor. If you
do send 1099-MISC forms to the vendor, then in
the "Tax ID" field enter the vendor's social security
number, if the vendor is a sole proprietor; or
if the vendor is not a sole proprietor, enter
the vendor's nine-digit tax identification number. |
| 12. |
In the "Vendor is eligible for 1099" field you
should click in the box to make a checkmark appear
if you send 1099-MISC forms to this vendor. If
you do not send 1099-MISC forms and have not entered
a Tax ID as instructed in number 11 above, then
you should unclick the box, so a checkmark does
NOT appear in the checkbox. |
| 13. |
The "Opening balance…as of" field has already
been established for you so you need to enter
no further information here. This field is only
used when you are setting up the company. |
| 14. |
The final field is "Custom Fields". These are
used to setup additional information fields that
you may want for your vendors. If custom fields
have been set up for vendors then you will see
the fields for each vendor. These additional fields
can be used to print or filter on reports. An
example of a custom field might be birthdays or
information that you might want to keep track
of and there isn't a field for. |
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