QuickBooks ® Elaine Marmel Teach Yourself VISUALLY™ QuickBooks® Published by John Wiley & Sons, Inc 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Published simultaneously in Canada Copyright © 2015 by John Wiley & Sons, Inc., Indianapolis, Indiana No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400, fax 978-646-8600 Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax 201-748-6008, or online at www.wiley.com/go/permissions LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ Library of Congress Control Number: 2014940488 FOR PURPOSES OF ILLUSTRATING THE CONCEPTS AND TECHNIQUES DESCRIBED IN THIS BOOK, THE AUTHOR HAS CREATED VARIOUS NAMES, COMPANY NAMES, MAILING, E-MAIL AND INTERNET ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION, ALL OF WHICH ARE FICTITIOUS ANY RESEMBLANCE OF THESE FICTITIOUS NAMES, ADDRESSES, PHONE AND FAX NUMBERS AND SIMILAR INFORMATION TO ANY ACTUAL PERSON, COMPANY AND/OR ORGANIZATION IS UNINTENTIONAL AND PURELY COINCIDENTAL ISBN: 978-1-118-91520-2 (pbk); ISBN: 978-1-118-91521-9 (ePDF); ISBN: 978-1-118-91522-6 (ePub) Contact Us Wiley publishes in a variety of print and electronic formats and by printon-demand Some material included with standard print versions of this book may not be included in e-books or in print-on-demand If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at http://booksupport.wiley com For more information about Wiley products, visit www.wiley.com Manufactured in the United States of America 10 For general information on our other products and services please contact our Customer Care Department within the U.S at 877-762-2974, outside the U.S at 317-572-3993 or fax 317-572-4002 For technical support please visit www.wiley.com/techsupport Trademark Acknowledgments Wiley, Visual, the Visual logo, Teach Yourself VISUALLY, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc and/or its affiliates QuickBooks is a registered trademark of Intuit All other trademarks are the property of their respective owners John Wiley & Sons, Inc is not associated with any product or vendor mentioned in this book Credits Acquisitions Editor Aaron Black Publisher Jim Minatel Project Editor Maureen S Tullis Editorial Assistant Jessie Phelps Technical Editor David Ringstrom Project Coordinator Patrick Redmon Copy Editor Scott D Tullis Proofreading Judith McMullen Manager, Content Development & Assembly Mary Beth Wakefield Indexing Riverside Indexes, Inc About the Author Elaine Marmel is President of Marmel Enterprises, LLC, an organization specializing in technical writing and software training Elaine has an MBA from Cornell Universtiy and previously worked on projects building financial management systems in both New York City and Washington, DC She has authored over seventy books predominantly on business productivity software Elaine left her native Chicago for the warmer climes of Arizona (by way of Cincinnati OH; Jerusalem, Israel; Ithaca, NY; Washington DC; and Tampa, FL) where she basks in the sun with her PC, her latest cross stitch project, and her dog, Jack Author’s Acknowledgments My sincere thanks go to Katie Mohr, who gave me the opportunity to write this book—and here’s to many more, Katie, because it has been a pleasure to work with you And Maureen and Scott Tullis are the best project team ever I can’t thank you enough for your dedication to this project And thanks go to David Ringstrom, who helped keep me technically accurate How to Use This Book Who This Book Is For Icons and Buttons Icons and buttons show you exactly what you need to click to perform a step This book is for the reader who has never used this particular technology or software application It is also for readers who want to expand their knowledge Tips offer additional information, including warnings and shortcuts The Conventions in This Book Steps Bold Bold type shows command names, options, and text or numbers you must type This book uses a step-by-step format to guide you easily through each task Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result Tips Italics Italic type introduces and defines a new term Notes Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book Table of Contents Chapter Getting Started with QuickBooks Prepare to Use QuickBooks Create a New Company Understanding the QuickBooks Window Select an Icon Bar 10 Using the Customer Center 11 Using the Vendor Center 12 Using the Employee Center 13 Set Accounting Preferences 14 Set Checking Account Preferences 16 Set General Preferences 18 Open an Existing Company 20 Chapter Setting Up General Information Create a New Account 24 Enter Opening Account Balances 26 Set Up an Existing Bank Account 28 Create Classes 30 Create Other Names 32 Chapter Preparing to Invoice Create a New Item 36 Create a New Subtotal Item 37 Create a New Discount Item 38 Create a New Group Item 39 Create a New Payment Item 40 Set Up Sales Taxes 41 Create a New Sales Tax Group Item 44 Create a New Service Item 45 Create a New Inventory Part Item 46 Create a New Inventory Assembly Item 47 Create a New Non-Inventory Part Item 48 Create a New Other Charge Item 49 Chapter Setting Up Customers and Vendors Set Preferences 52 Create Profile Information 55 Create Sales Rep Records 56 Create Customer Types and Subtypes 57 Create Job Types 58 Create Payment Terms 59 Create Payment Methods 60 Create Customer Messages 61 Create a New Price Level 62 Table of Contents Create Shipping Methods 64 Create a New Customer Record 65 Create Vendor Types 68 Create a New Vendor Record 69 Chapter Set Up Payroll Background Information Set Up Payroll 74 Create a Payroll Schedule 75 Create a Payroll Item 76 Create a State or Local Tax Item 78 Set Payroll & Employee Preferences 82 Create an Employee Record 84 Set Up Workers’ Compensation 90 Chapter Handling Payroll and Tax Reporting Pay Employees 96 Print a Paycheck Stub 100 Edit or Void Paychecks 102 Print a Termination Check 104 Pay Payroll Liabilities 106 Adjust Payroll Liabilities 107 Create Federal Payroll Tax Returns 108 Process W-2s 112 Summarize Payroll Data in Excel 116 Chapter Tracking Time and Mileage Set Time Tracking Preferences 120 Record Time Single Activity 121 Record Time Weekly .122 Pay Employees for Recorded Time 124 Add Vehicles to the Vehicle List 126 Track Vehicle Mileage 128 Create Billing Rate Levels .130 Invoice for Time, Expense, and Mileage Charges 132 Reimburse Employees for Mileage Expense 134 Chapter Invoicing and Recording Payments Create an Invoice 138 Using Statement Charges to Invoice 140 Create a Sales Order 141 Create an Invoice from a Sales Order 142 Create Credit Memos and Refund Checks 144 Print Invoices in a Batch .146 Assess Finance Charges 148 Create Customer Statements 150 Manage Customer Leads 152 Import Leads 154 Create a To Do for a Lead .156 Convert a Lead to a Customer 157 Record a Cash Sale 158 Receive a Payment 159 Make Bank Deposits 160 Set Up Security Y ou can set up security in QuickBooks to protect a QuickBooks data file from unauthorized access by requiring each user to type a unique username and password to open the data file You also can limit each user’s access to only those areas of the company data file that you specify, and you can identify the types of functions the user can perform For example, you can permit a user to run reports but not view payroll information You should also set up the QuickBooks Administrator — the Admin user — who has unrestricted access to QuickBooks Set Up Security Create a User and Assign Privileges Click Company Click Set Up Users and Passwords Click Set Up Users The User List window appears Note: If you have not set up a password for the administrator, you can edit the Admin user and follow steps and to create the administrator’s password and provide a challenge question and answer Click Add User 294 CHAPTER Managing QuickBooks Data 15 The Set Up User Password and Access wizard begins Type the username here Type a password here Retype the password here Click here ( changes to to add the user to your QuickBooks license ) Click Next The Access for User screen appears 10 Click an option to establish security for the selected user ( changes to ) Note: This section sets up security to selected areas of QuickBooks 11 Click Next to display the Sales and Accounts Receivable screen TIP How many users can I set up in my QuickBooks data file? You can set up as many users as you want However, the number of users that can simultaneously access your company file depends on your QuickBooks licensing agreement If you use QuickBooks Pro or Premier, up to five users can work in a company file simultaneously, based on the number of user licenses you purchase To find out how many user licenses you own, press your keyboard’s key The number of licenses you own appears in the top left corner of the Product Information window 295 Set Up Security (continued) W hile logged into your company as the Admin user, set up all other usernames and passwords and assign their security privileges using a wizard You can give a user no access, full access, or selective access for the functional areas of Sales and Accounts Receivable, Purchases and Accounts Payable, Checking and Credit Cards, Inventory, Time Tracking, Payroll and Employees, Sensitive Accounting Activities, and Sensitive Financial Reporting This section shows the settings on the Sales and Accounts Receivable screen Once you set up users and assigns passwords, QuickBooks prompts you to log on each time you open your company data file Set Up Security (continued) 12 Click an option to control the user’s access to QuickBooks information ( changes to  A If you click Selective Access, click one of these options (  changes to ) B If you accept customer credit cards, you can click here (  changes to ) to permit the user to view credit card information ) 13 Click Next 14 Repeat steps 12 and 13 for all functional areas of QuickBooks until the Changing or Deleting Transactions screen appears 15 Click an option to control the user’s ability to change or delete transactions dated both before and after the closing date ( changes to ) 16 Click Next 296 CHAPTER Managing QuickBooks Data 15 A summary of permissions for the selected user appears 17 Click Finish The User List reappears with the user’s name in it; you can click Close to close the User List window Open QuickBooks Note: When you open the company, the QuickBooks Login dialog box appears Type your username here Type your password here Click OK QuickBooks opens TIP How does QuickBooks help me protect credit card information? If you enable QuickBooks Customer Credit Card Protection — a free service — compliance with the Payment Card Industry Data Security Standard becomes easier Click Company and then click Customer Credit Card Protection; in the Customer Credit Card Protection dialog box, click Enable Protection to display the Sensitive Data Protection Setup dialog box Supply a new password that is longer than seven characters and uses a combination of numbers and upper- and lowercase letters, and confirm it Every 90 days, QuickBooks prompts all users to change their passwords 297 Index 1096s, printing, 190, 194–195 1099-MISC IRS Thresholds dialog box, 193 1099 Summary Report, 192, 193 1099 Wizard, 54, 190–192 1099s creating a new vendor record, 70 designating payments excluded from, 195 IRS thresholds, 193 preferences, 52–54 printing, 190–195 vendor information, vendors, setting preferences for, 54 A accountant’s changes, importing, 286–288 accountant’s copy of company file, 284–285 Accounting preferences setting, 14–15 two tabs for, 15 accounts See also Bank accounts creating new, 24–25 editing or deleting, 25 entering opening balances, 26–27 numbering scheme, 25 Accounts Payable entering bills, 176, 177 opening balances for, 27 Accounts Receivable, opening balances for, 27 accrual-basis reports, 237, 239 Add Email Info dialog box, 256 Add Icon Bar Item dialog box, 261 Add New Payroll Item wizard, 77 Add To Do dialog box, 253 Add Window to Icon Bar dialog box, 261, 263 Additional Customization dialog box, 269 Advanced Options dialog box, reports and, 241 Agency for Company-Paid Liability screen, 81 alerts, 251 All Open Transactions As of Statement Date option, 151 Apply Credits button, 145 assemblies, building, 198 Assign Check Numbers to Handwritten Checks option, 85 298 attaching documents to QuickBooks records, 243 documents to transactions, 242 files to invoices, 139 Automate Transaction Entry, 179 Automatic Update feature, 274–275 Automatically Place Decimal Point option, 19 Available Credit dialog box, 145 Available Sales Orders dialog box, 142 B back orders, tracking, using pending invoices, 220–221 background information, 4, 5, 65 backing up company records frequency of, 279 online backups, 281 procedure for, 276–279 restoring backups, 280–283 scheduling backups, 278–279 Backup Options dialog box, 277 bad checks, 202–203 balances, customizing balance Information, 263 bank accounts existing, setting up, 28–29 moving funds between, 208–209 opening balances, 26–27 reconciling bank statements, 204–207 resolving discrepancies, 206–207 setting up QuickBooks, bank deposits, making, 160–161 bank feeds, 17 bank statements, reconciling, 204–207 Basic Customization dialog box, 267 Beginning Balance item, 67 Billable Time/Costs dialog box, 167 billing rate levels, 130–131 bills entering, 176–177 paying, 182–183 recurring, 178–179 bounced checks, 203 Index building assemblies, 198 business owners, setting up, 89 C cash sales, recording, 158 cash transactions, 32 cash-basis reports, 237, 239 change orders, 165 Chart of Accounts, establishing a, Check Payments for Exclusions window, 192 Check Payments Included on Forms 1099-MISC window, 193 checking accounts, setting preferences, 16–17 checks See also Paychecks assigning check numbers, 98 bounced, 203 jamming in the printer, 99 nonsufficient funds (NSF), 202–203 payroll, 98–99 printing in a batch, 186–187 styles of checks, 187 vendor’s account number, 183 refund, 144–145 writing, 184–185 Choose Billable Time and Costs dialog box, 132 Circular E, IRS Publication 15, 89, 106 class tracking creating classes, 30–31 setting accounting preferences, 14 classes creating, 30–31 subaccounts versus, 31 closing date, defined, 15 Closing Date dialog box, 288 Clsd column, 175 Collections Center, overview, 53 Collections Report dialog box, 226 Columns to Display, in Reconcile window, 205 commissions, sales, calculating, 222–225 companies creating a new company, 6–8 opening an existing company, 20–21 opening previous company, 21 setting number of previous companies, 21 company file accountant’s copy of, 284–285 backing up frequency of, 279 online backups, 281 procedure for, 276–279 restoring backups, 280–283 scheduling backups, 278–279 condensing data, 289–291 importing accountant’s changes, 286–288 verifying or rebuilding data, 292–293 company records, backing up, 276–279 Company Tax Rate screen, 81 condensing data, 289–291 contributed reports, 231 cost of goods sold (COGS), 46, 47 Create Backup dialog box, 278 Create Backup wizard, 276 Create Invoice Based On Sales Order(s) dialog box, 142 Create Progress Invoice Based On Estimate dialog box, 171 Create Sales Orders window, 141, 143 credit cards bank feeds, 17 creating new customer records, 66 creating payment methods, 60 entering charges, 180–181 paying the bill, 181 protecting credit card information, 297 credit memos, 144–145 credits, 27 defined, 209 entering opening account balances, 26 journal entries, 208 paying bills, 182–183 Transaction Journal, 214 unapplied, 148 custom fields, 248–249 custom summary reports, 236–237 custom transaction detail reports, 238–241 Customer Center, using, 11 299 Index Customer Credit Card Protection dialog box, 297 customer leads converting to customers, 157 To Do’s for, 156 importing, 154–155 managing, 152–153 customer messages, creating, 61 customer statements, creating, 150–151 customers creating new records, 65–67 information on, types and subtypes, creating, 57 Customize Account Balances dialog box, 263 Customize Icon Bar dialog box, 260–262 Customize Your Menus dialog box, 255 D data condensing, 289–291 security, 294–297 verifying or rebuilding, 292–293 data file See Company file debits, 208, 209 decimal point, automatically placing, 19 Delete Entire File dialog box, 283 deleting accounts, 25 To Do notes, 252, 253 memorized reports, 233 transactions, 215 deposit slips, printing, 161 deposits, bank, 160–161 Desktop View preferences, 254 disability tax, 79, 84 Discount and Credits window, 183 Discount Date, 182 Discount item, 38 discrepancies in bank statements, resolving, 206–207 Discrepancy report, 206, 207 dividing date, 284 Do Not Print Lines Around Each Field option, 147 Doc Center, 242–243 300 E Edit Employee dialog box, 104 Edit To Do dialog box, 253 Edit Vendor dialog box, 248 editing accounts, 25 paychecks, 102–103 paychecks already in an employee’s possession, 103 editions of QuickBooks, Electronic Federal Tax Payment System (EFTPS), 106 email preferences, 256 emailing invoices, 139 from Lead Center, 153 Employee Center active versus inactive employees in, 105 using, 13 Employee Preferences, 82 employees active versus inactive, 105 creating employee records, 84–89 Employment Info tab, 88, 89 information on, Mark New Employees as Sales Reps option, 83 paying See also Paychecks; Payrolls overview, 96–98 for recorded time, 124–125 salaried employees using time entries, 125 reimbursing for mileage expense, 134–135 setting up before payroll items, 77 vacation and sick leave options for, 88 workers’ compensation codes and rates, 91 in Employee Preferences, 82 experience factor, 91, 93 setting up, 90–93 Employees tab, Employee Center, 13 Employment Info tab, 88, 89 Enhanced Payroll Service, 74, 111, 112 Enter Vehicle Mileage window, 128, 129 Index estimates converting to invoices, 166–167 creating, 164–165 duplicating, 168–169 memorizing, 165, 169 overview, 164 Excel commission rates, 225 exporting reports to, 231 importing leads from, 155 summarizing payroll data in, 116–117 expenses bills and, 176–177 invoices for, 132–133 experience factor, 91, 93 Express Start, creating a new company, 6, F Favorites menu, 255 Federal Form 940, 109 Federal Form 941 Payroll Tax Return, 108–109 fields, custom, 248–249 File Form dialog box, 108, 112 finance charges assessing, 148–149 preferences for, 257 finding reports, 230–231 transactions, 212–213 Form 1099 creating a new vendor record, 70 designating payments excluded from, 195 IRS thresholds, 193 preferences, 52–54 printing, 190–195 vendor information, vendors, setting preferences for, 54 Form 1099-MISC, boxes on, 195 form templates customizing the data layout of, 268 downloading, 266–267 making changes to, 265 switching between, 264–265 G General Preferences, setting, 18–19 Get QuickBooks Data (Excel), 117 Go To buttons, in Reconcile window, 205 graphs, preferences for, 258 group items, 39 H hidden entries, 219 Home page, 9, 254 I icon bars, 10 Import Accountant’s Changes dialog box, 286 Import Leads window, 154, 155 Income Tracker, 11, 244–245 Insights tab, inventory counting and adjusting quantity or value, 199 setting up QuickBooks, inventory assembly items building assemblies, 198 creating new, 47 inventory items, defined, 46 inventory part items, creating, 46 invoices attaching files to, 139 beginning balance, 67 converting estimates to, 166–167 creating, 138–139, 142–143 deleting unwanted lines from, 171 emailing, 139 items for, 36 pending, 220–221 previewing, 139 printing in a batch, 146–147 progress creating, 170–171 opting not to do, 167 overview, 53 receiving payments, 159 statement charges for, 140 301 Index invoices (continued) for time, expense, and mileage charges, 132–133 unapplied credits, 148, 149 unpaid, tracking by salesman, 226 IRS Publication 15, Circular E, 89, 106 Item Price List, 63 item prices, changing, 196–197 items See also specific items creating new, 36 custom fields for, 249 defined, 36 Discount, 38 group, 39 Other Charge, 49 Payment, 40 sales tax, 42 Sales Tax Group, 44 service, creating new, 45 Subtotal, 37 J Job Costing and Item Tracking for Paycheck Expenses option, 83 job estimates converting to invoices, 166–167 creating, 164–165 duplicating, 168–169 memorizing, 165, 169 overview, 164 Job Info tab, creating a customer, 66, 67 job types, creating, 58 jobs, multiple, 67 journal entries, 26, 209 L late fees, assessing, 148–149 Lead Center, 152–154 leads, customer converting to customers, 157 To Do’s for, 156 importing, 154–155 managing, 152–153 Left Icon Bar, 9, 10, 262–263 302 Left Icon Bar Collapse, Liability Payment window, 106 list entries, deleting, 219 list windows, 218–219 Local Backup, 276, 277, 287 local payroll tax items, 78–81 M Make Employees Inactive dialog box, 105 Make General Journal Entries window, 26, 208, 209 Make Inactive option, 25 Map Vendor Payment Accounts window, 192 Mark New Employees as Sales Reps option, 83 Memorize Report dialog box, 233 Memorize Transaction dialog box, 178, 179, 216 Memorized Report List, 233, 235 memorized reports changing name of, 233 deleting, 233 moving from one group to another, 235 new groups, 235 printing, 234–235 memorized transactions entering, 217 recurring bills, 178, 179 updating, 197 memorizing bills, 178–179 estimates, 165, 169 reports, 232–233 transactions, 216 Menu Bar, QuickBooks window, mileage, tracking adding vehicles to the Vehicle List, 126–127 adjusting mileage rates, 128–129 employees using their own cars, 127 entering vehicle mileage, 128, 129 invoices for mileage charges, 132–133 reimbursing employees for mileage expense, 134–135 Mileage Rates window, 129 Modify Report dialog box, 222, 226, 227, 236, 238, 258 Index N New Class dialog box, 31 New Customer dialog box, 65 New Employee dialog box, 84, 87, 88 New Group dialog box, 235 New Name dialog box, 33 New Price Level dialog box, 63 New Sales Tax Code dialog box, 42 New Vehicle dialog box, 127 New Vendor dialog box, 43, 69 non-inventory parts, creating new, 48 nonsufficient funds (NSF) checks, 202–203 Not Enough Quantity dialog box, 220, 221 Notepad dialog box, 33 notes To Do, 156, 252–253 Other Names List, 33 NSF (nonsufficient funds) checks, 202–203 O online backups, 281 Open Backup Copy dialog box, 281 Open or Restore Company dialog box, 20, 21 Open Previous Company, 21 Open Purchase Orders dialog box, 177 opening account balances, entering, 26–27 Opening Bal Equity, 27, 29 opening balances entering, 26 for existing bank accounts, 28 Other Charge items, creating, 49 Other Names List, overview, 32–33 Other Tax screen, 81 overhead vendors, 69 overtime, workers’ compensation and, 92 owners, paying, 89 P partners, paying, 89 Pay Bills window, 182, 183, 186, 261, 263 pay stubs, 98–101 paycheck stubs, 98–101 paychecks editing or voiding, 102–103 paying employees, 96 Preview Paycheck window, 97 Review and Create Paychecks window, 97 Select Paychecks to Print window, 98 termination, 104–105 payees, setting up an existing bank account, 29 paying employees, 96–98 See also payrolls owners and partners, 89 Payment Card Industry Data Security Standard, 297 Payment items, 40 payment methods creating, 60 in general, 40 payment terms, creating, 59 payments, receiving, 159 Payroll Info tab, 85, 86 Payroll Item List, 76 payroll items, 76–77 Payroll Printing Preferences dialog box, 83, 101 payroll schedules, 75 Payroll Setup wizard, 74 Payroll tab, Employee Center, 13 Payroll Tax Form window, 109, 111, 113, 115 payroll taxes adjusting payroll liabilities, 107 Electronic Federal Tax Payment System (EFTPS), 106 Enhanced Payroll Service, 74, 111, 112 Federal Form 941 Payroll Tax Return, 108–109 federal payroll tax returns, 108–111 paying payroll liabilities, 106 State form option, 111 state or local payroll tax items, 78–81, 87 W-2s and W-3 transmittal form, 112–115 payrolls Assign Check Numbers to Handwritten Checks option, 85 creating a payroll item, 76–77 historical, 4, 85, 96, 97 opening balances, 27 paying employees, 96–98 303 Index payrolls (continued) preferences, 82–83 Preview Paycheck window, 97, 135 reports, 96 schedules, 75 setting up, 74 setting up employees before payroll items, 77 summarizing payroll data in Excel, 116–117 taxes See Payroll taxes Use Time Data to Create Paychecks option, 85 pending invoices, 220–221 PivotTables, 116 preferences 1099 vendors, 52–54 accounting, 14–15 checking account, 16–17 Desktop View, 254 email, 256 Employee, 82 for finance charges, 257 General Preferences, 18–19 payroll, 82–83 for reports and graphs, 258–259 for sales and customers, 52–53 sales tax, 41–43 time tracking, 120 Preferences dialog box Accounting preferences, 15 checking accounts, 16 Desktop View, 254 email, 256 Finance Charges, 257 General Preferences, 18 Jobs & Estimates, 171 Pay Stub & Voucher Printing, 83 Payroll Printing, 83 Reminders, 250 Report Format, 259 Reports and Graphs, 258 Sales & Customers, 52 sales tax, 41, 43 setting accounting preferences, 14, 15 Time & Expenses, 120 304 Pre-Tax Deductions screen, 79 Preview Paycheck window, 97, 135 Price Level List window, reports available on, 63 price levels, creating new, 62–63 prices of items, changing, 196–197 Print Check dialog box, 106 Print Checks - Confirmation dialog box, 187 Print Invoices dialog box, 147 Printer Setup dialog box, 270 printing checks in a batch, 186 styles of, 187 vendor’s account number, 183 invoices in a batch, 146–147 memorized reports, 234–235 payroll checks and stubs, 98–99 reports, 230–231 Printing 1099-MISC and 1096 Forms dialog box, 194 Process Multiple Reports window, 235 Product Information dialog box, 293 products, setting up QuickBooks, profile information, creating, 55 profile lists, 55 program window controls, progress invoices creating, 170–171 opting not to do, 167 overview, 53 purchase orders Clsd column, 175 converting estimates to, 167 creating, 174–175 entering bills, 175, 177 reports, 175 Q qbwin.log file, 293 Quick Start Center, QuickBooks, updating, 274–275 QuickBooks Contractor’s Edition, 165 QuickBooks Customer Credit Card Protection, 297 QuickBooks Email service, 256 Index QuickBooks QuickBooks QuickBooks QuickBooks QuickBooks QuickBooks Enterprise Solutions, Login dialog box, 297 Premier, Pro, Support window, buttons at the top of, 267 window, R rebuilding data, 292–293 reconciliation reports, 205 reconciling bank statements, 204–207 recurring bills, 178–179 refresh options, 259 refund checks, 144–145 reimbursing, employees for mileage expense, 134–135 reminders, 250–251 Report Center window, 230, 231 Report Format Preferences dialog box, 259 reports accrual-basis, 237, 239 Advanced Options dialog box, 241 cash-basis, 237, 239 contributed, 231 custom fields for, 249 custom summary, 236–237 custom transaction detail, 238–241 finding and printing, 230–231 memorized changing name of, 233 deleting, 233 moving from one group to another, 235 new groups, 235 printing, 234–235 memorizing, 232–233 preferences for, 258 unpaid invoices, 226–227 Reports menu, 231 restoring backups, 280–283 Review and Create Paychecks dialog box, 85, 97, 105 S Sales by Rep Summary report, 222–224 sales commissions, calculating, 222–225 sales orders converting estimates to, 167 creating, 141–143 creating invoices from, 142–143 sales receipts, 158, 202, 203 sales rep records, creating, 56 sales representatives, tracking unpaid invoices by, 226–227 Sales Tax Adjustment dialog box, 189 sales tax authority, creating, 43 sales tax code, 42–43 Sales Tax Group, 44 sales tax item, 42 sales tax liability adjusting, 189 paying, 188–189 reports, 43, 189 Sales Tax Liability report, 189 Sales Tax Revenue Summary, 43 sales taxes, setting up, 41–43 Save Accountant’s Copy dialog box, 285 Save Backup Copy dialog box, 277, 287, 293 Save Company File as dialog box, 282, 283 Schedule Backup dialog box, 278 searching, transactions, 212–213 security, 294–297 Select Checks to Print dialog box, 186 Select Form Type dialog box, 111 Select Image dialog box, 269 Select Invoices to Print dialog box, 146 Select Pay Stubs window, 99, 101 Select Paychecks to Print window, 98 Select Paystubs dialog box, 101 Select 1009s to Print dialog box, 195 Send Report to Excel dialog box, 223 Sensitive Data Protection Setup dialog box, 297 service items, creating new, 45 Set Date dialog box, 123 Set Number of Previous Companies dialog box, 21 Set up Custom Fields for Names dialog box, 249 Setup wizard, creating a new company, 6–7 shipping methods, creating, 64 shortcuts, customizing, 262 Show Tool Tips for Clipped Text option, 19 305 Index Sick and Vacation options dialog box, 88 sick leave and vacation options, 88 Specify Invoice Amounts for Items on Estimate dialog box, 171 Specify Invoice Quantities for Items on Sales Order(s) dialog box, 143 Splits button, 29 Start Unscheduled Payroll, 97 starting date, starting to use QuickBooks customer information, employee information, establishing a chart of accounts, inventory and product lists, starting date for, vendor information, state payroll tax items, 78–81 statement charges, for invoicing, 140 statements, customer, 150–151 Stock Status by Item report, 143, 175 Store Windows Password dialog box, 279 stubs, paycheck, 98–101 subaccounts classes versus, 31 setting up, 24 Submit Form dialog box, 111 Subtotal item, 37 Sum of the Digits rule, 207 summarizing payroll data in Excel, 116–117 transactions, 291 T Taxable Compensation screen, 80 taxes disability, 79, 84 knowing which state taxes to set up, 79 payroll See Payroll taxes sales adjusting, 189 paying, 188–189 reports, 43, 189 306 Taxes dialog box, Federal tab of, 86 templates, form customizing the data layout of, 268 downloading, 266–267 making changes to, 265 switching between, 264–265 termination check, 104–105 terms, payment, 59 time tracking invoices for time spent, 132 paying employees for recorded time, 124–125 preferences, 120 single activity, 121 weekly, 122–123 Time Tracking feature, 120 Time/Enter Single Activity window, 121, 122, 130 timesheets blank, 122, 123 weekly, 122–123, 130 Title Bar, QuickBooks window, To Do notes, 156, 252–253 Top Icon Bar, 10, 260–261 Transaction Journal, 214 transactions See also specific types of transactions adding a sales representative, 223 All Open Transactions As of Statement Date option, 151 cash, 32–33 closing date, 15 custom fields for, 249 deleting or voiding, 215 downloading from bank feeds, 17 finding, 212–213 memorized entering, 217 recurring bills, 178, 179 updating, 197 memorizing, 216 summarizing, 291 viewing details, 214 viewing the results of classifying, 31 Index Transactions tab Customer Center, 11 Employee Center, 13 Vendor Center, 12 Transfer Funds window, 208, 209 transferring funds between bank accounts, 208–209 Trial Balance report, 26, 27 overhead, 69 reviewing 1099 information before printing, 191 verifying data, 292 voiding paychecks, 102–103 transactions, 215 voucher check pages, 187 U W Undeposited Funds account, 158–161 unemployment insurance, 80 Update QuickBooks dialog box, 274 updating QuickBooks, 274–275 Use Time Data to Create Paychecks option, 85 W-2 wizard, 113, 114 W-2s changing fields in, 113 options for printing, 115 processing, 112–114 Warn About Duplicate Check Numbers box, 17 Weekly Timesheet window, 122–123, 130 window controls, Windows File Download dialog box, 267 Windows username password, 279 Workers’ compensation codes and rates, 91 in Employee Preferences, 82 experience factor, 91, 93 setting up, 90–93 Workers’ Compensation feature, 92, 93 Workers’ Compensation Setup wizard, 90–93 Write Checks window, 184–186 V vacation and sick leave options, 88 Vehicle List, adding vehicles to, 126–127 Vehicle Tracking feature, 126 See also Mileage, tracking Vendor Center, using, 12 vendors creating a new vendor record, 69–71 creating vendor types, 68 editing vendor information in 1099 Wizard, 191 information on, occasional, 185 outstanding balance with, 71 307 .. .QuickBooks ® Elaine Marmel Teach Yourself VISUALLY QuickBooks Published by John Wiley & Sons, Inc 10475 Crosspoint Boulevard... a QuickBooks company Desktop editions of QuickBooks for the Windows operating system include QuickBooks Pro and QuickBooks Premier, both aimed at businesses with 20 employees or less, and QuickBooks. .. than 20 employees Features of QuickBooks Editions The following table shows the features for each QuickBooks edition: Edition QuickBooks Pro QuickBooks Premier QuickBooks Enterprise Solutions