QuickBooks 2011: The Missing Manual

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• QuickBooks 2011: The Missing Manual
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  • A Note Regarding Supplemental Files
  • Missing Credits
    • About the Author
    • About the Creative Team
    • Acknowledgments
  • Introduction
    • Whats New in QuickBooks 2011
    • When QuickBooks May Not Be the Answer
    • Choosing the Right Edition of QuickBooks
      • The QuickBooks Premier Choices
    • Accounting BasicsThe Important Stuff
    • About This Book
    • About the Outline
    • The Very Basics
    • AboutTheseArrows
    • About MissingManuals.com
      • Safari Books Online
  • I. Getting Started
    • 1. Creating a Company File
      • Opening QuickBooks
      • Before You Create Your Company File
        • Start Date
        • Account Balances and Transactions
      • About the EasyStep Interview
      • Starting the EasyStep Interview
        • Company Information
        • Creating Your Company File
        • Customizing Your Company File
        • Beginning to Use QuickBooks
      • Modifying Company Info
      • Whats Next?
      • Opening an Existing Company File
        • Opening a Recently Opened Company File
        • Opening Any Company File
        • Restoring a Backup File
        • Opening a Portable Company File
      • Converting from Another Program to QuickBooks
        • Converting from Quicken Home & Business
        • Converting from a Non-Intuit Program
    • 2. Getting Around in QuickBooks
      • The QuickBooks Home Page
        • Vendors
        • Customers
        • Employees
        • Company
        • Banking
      • The Company Snapshot
      • Using Menus and the Icon Bar
      • Switching Between Open Windows
    • 3. Setting Up a Chart of Accounts
      • Acquiring a Chart of Accounts
        • Importing a Chart of Accounts
          • Importing a downloaded chart of accounts
      • Naming and Numbering Accounts
        • Setting Up Account Numbers
        • Standardizing Account Names
      • Creating Accounts and Subaccounts
        • Viewing Account Names and Numbers
        • Creating an Account
      • Modifying Accounts
      • Hiding and Deleting Accounts
        • Hiding Accounts
        • Deleting Accounts
      • Merging Accounts
    • 4. Setting Up Customers and Jobs
      • Creating Customers in QuickBooks
        • Creating a New Customer
          • Entering contact information
          • Specifying additional customer information
          • Entering payment information
      • Customer Data Entry Shortcuts
        • Adding and Editing Multiple Customer Records
          • Selecting a list to work with
          • Adding or editing list entries
          • Saving changes
        • Importing Customer Information
        • Exporting Customer Information
          • Exporting to Excel
          • Customized exports using the Contact List report
          • Exporting a text file
      • Creating Jobs in QuickBooks
        • Creating a New Job
      • Modifying Customer and Job Information
      • Categorizing Customers and Jobs
        • Understanding Customer Types
        • Creating a Customer Type
        • Categorizing Jobs
      • Adding Notes About Customers
      • Merging Customer Records
      • Hiding and Deleting Customers
        • Deleting Customers
        • Hiding and Restoring Customers
    • 5. Setting Up Invoice Items
      • What Items Do
      • When You Dont Need Items
      • Should You Track Inventory with Items?
      • Planning Your Items
        • Generic or Specific?
        • Naming Items
        • Subitems
      • Creating Items
        • Creating Multiple Items
        • Creating Individual Items
      • Service Items
        • Service Items Without Associated Costs
        • Service Items with Associated Costs
      • Product Items
        • Inventory Part Fields
        • Non-Inventory Part Fields
      • Other Types of Items
        • Other Charge
        • Subtotal
        • Group
        • Discount
        • Payment
      • Setting Up Sales Tax
        • Sales Tax Codes
          • Assigning tax codes to customers
          • Assigning tax codes to items
          • Creating additional sales tax codes
        • Sales Tax Items
      • Modifying Items
      • Hiding and Deleting Items
        • Hiding Items
        • Deleting Items
    • 6. Setting Up Other QuickBooks Lists
      • The Vendor List
        • Creating a Vendor
        • Entering Address Information
        • Additional Info
        • Importing Vendor Information
        • Filling in Expense Accounts Automatically
      • Categorizing with 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
      • Creating and Editing List Entries
        • Creating Entries
        • Editing Entries
      • Merging List Entries
      • Hiding and Deleting List Entries
        • Hiding Entries
        • Deleting Entries
        • Finding List Entries in Transactions
      • Sorting Lists
      • Printing Lists
        • Blasting Out a Quick List
        • Customizing a Printed List
    • 7. Managing QuickBooks Files
      • Switching Between Multi- and Single-User Mode
      • Backing Up Files
        • Choosing Standard Settings for Your Backups
        • 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
      • Cleaning Up Data
        • Running the Clean Up Company File Utility
      • Cleaning Up After Deleting Files
  • II. 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 in 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
      • Automating Recurring Bills
        • Memorizing a Bill
        • Using a Memorized Bill
        • Creating Memorized Groups of Bills
      • Purchasing Inventory
        • Creating Purchase Orders
        • Receiving Inventory and Bills Simultaneously
        • Receiving Inventory Before the Bill
      • 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
      • Producing Checks
        • Writing Checks by Hand
        • Setting Up QuickBooks to Print Checks
        • Printing Checks
      • Writing Checks Without Entering Bills
        • Using the Write Checks Window
        • Adding Checks to an Account Register
      • Paying with Cash
      • Paying with Credit Cards
      • Recording Vendor Refunds and Credits
      • Running Expense-Related Reports
        • A/P Aging and Vendor Balance Reports
        • Purchases Reports
      • Paying Sales Tax
        • Sales Tax Payment Preferences
        • Producing Reports of the Sales Tax You Owe
        • Remitting Sales Taxes
    • 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
          • Inserting and deleting line items
        • Applying Subtotals, Discounts, and Percentage Charges
        • Adding a Message to the Customer
        • Choosing How to Send the Invoice
        • Adding a Memo to Yourself
      • Creating Batch Invoices
      • Invoicing for Billable Time and Costs
        • Setting Up Invoicing for Time and Costs
        • Adding Billable Time and Costs to Invoices
        • Using the Invoice for Time & Expenses Command
        • Selecting Billable Time and Costs
        • Checking for Unbilled Costs
      • Invoicing for Backordered Products
        • Using Pending Invoices for Backorders
        • Using Sales Orders for Backorders
      • 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 Refunds and Credits
        • Creating Credit Memos
        • Creating Refund Checks
        • Applying Credits to Existing Invoices
        • Applying Credits to New 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
    • 12. Transaction Timesavers
      • Printing Sales 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 Sales Forms
        • Choosing a Send Method
        • Emailing One Form
        • Emailing in Batches
      • Memorized Transactions
        • Using a Memorized Transaction
        • Editing a Memorized Transaction
      • Finding Transactions
        • Searching with QuickBooks Centers
        • Finding Items
        • Using the Search Command
        • Using the Find Command
          • Finding made simple
          • Advanced find methods
          • Using search results
    • 13. Managing Accounts Receivable
      • Receivables Aging
        • Accounts Receivable Aging Reports
        • Customer & Job Reports
      • Receiving Payments for Invoiced Income
      • Applying Credits to Invoices
      • Discounting for Early Payment
      • Deposits, Down Payments, and Retainers
        • Setting Up QuickBooks for Prepayments
        • Recording Prepayments
        • Applying a Deposit, Down Payment, or Retainer to an Invoice
        • Refunding Prepayments
      • 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. Doing Payroll
      • Paying Yourself
      • Doing Payroll Yourself
      • Adding Payroll Transactions from an Outside Service
      • Choosing a Payroll Service
      • Applying for a Payroll Service
      • Setting Up Payroll
        • Setting Up Compensation and Benefits
        • Setting Up Employees
          • Setting employee defaults
          • Creating employee records
        • Setting Up Payroll Taxes
      • Entering Historical Payroll
      • Running Payroll
        • Printing Paychecks and Pay Stubs
      • Paying Payroll Taxes
      • Preparing Payroll Tax Forms
    • 15. Bank Accounts, Credit Cards, and Petty Cash
      • Entering Transactions in an Account Register
        • Opening a Register Window
        • Creating a Transaction in an Account Register
      • Handling Bounced Checks
        • Setting Up QuickBooks to Handle Bounced Checks
          • Bounced check reimbursement item
          • Service charges for bounced checks
        • 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
        • Reconciliation Reports
        • Modifying Transactions During Reconciliation
        • Stopping and Restarting a Reconciliation
        • Correcting Discrepancies
          • The Discrepancy Report
          • 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
        • What-If Scenarios
      • Tracking Petty Cash
        • Recording ATM Withdrawals and Deposits to Petty Cash
        • Recording Purchases Made with Petty Cash
    • 16. Making Journal Entries
      • Balancing Debit and Credit Amounts
      • Some Reasons to Use Journal Entries
      • Creating General Journal Entries
        • Filling in General Journal Entry Fields
      • Checking General Journal Entries
      • Reclassifications and Corrections
        • Reclassifying Accounts
        • Reassigning Jobs
      • Recording Depreciation with Journal Entries
      • Recording Owners Contributions
    • 17. Generating Financial Statements
      • The Profit & Loss Report
        • Generating a Profit & Loss Report
        • Other Profit & Loss Reports
      • The Balance Sheet
        • Understanding the Balance Sheet
        • Generating a Balance Sheet Report
      • The Statement of Cash Flows
        • Understanding the Statement of Cash Flows
        • Generating a Statement of Cash Flows
      • Other Helpful Financial Reports
    • 18. Performing End-of-Year Tasks
      • Checking for Problems
      • Viewing Your Trial Balance
      • Generating Year-End Financial Reports
      • Generating Tax Reports
      • Sharing a Company File with Your Accountant
        • Creating an Accountants Review Copy
        • Sending a Copy Directly to Your Accountant
        • Merging Accountant Changes into Your Company File
        • Canceling an Accountants Review Copy
        • Setting Up an External Accountant User
      • 1099s
        • Generating 1099 Reports
        • Printing 1099-MISC Forms
      • Closing the Books for the Year
  • III. Managing Your Business
    • 19. Managing Inventory
      • The QuickBooks Inventory Process
        • Setting Up Inventory Items
        • Buying and Selling Inventory
      • Running Inventory Reports
        • How Much Is Inventory Worth?
          • Inventory Valuation Summary report
          • Inventory Valuation Detail report
        • Inventory Stock Status
        • Viewing One Inventory Item
      • Performing a Physical Inventory
      • Adjusting Inventory in QuickBooks
        • Adjusting Quantities
        • Adjusting Quantities and Values
    • 20. Budgeting and Planning
      • Types of Budgets
      • Ways to Build Budgets
      • Creating Budgets in QuickBooks
      • Filling in Budget Values
        • Copy Across Columns
        • Adjust Row Amounts
      • Creating Additional Customer:Job or Class Budgets
      • Copying Budgets and Creating What-if Budgets
      • Running Budget Reports
        • The Budget Overview Report
          • Report layouts
        • Budget vs. Actual Report
        • Profit & Loss Budget Performance Report
        • Budget vs. Actual Graph
    • 21. Working with QuickBooks Reports
      • Finding the Right Reports
        • Reviewing Reports in the Report Center
        • Working with Reports in the Report Center
        • Finding Frequently Used Reports
      • Running Reports
      • Printing and Saving Reports
        • Saving Reports As Files
      • Customizing Reports
        • Date Ranges
        • Subtotals
        • Customizing the Columns in Reports
          • 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
  • IV. Quickbooks Power
    • 22. Online Banking Services
      • Setting Up Your Internet Connection
      • Setting Up Your Accounts for Online Services
        • Applying for Online Services
        • Activating Online Services for Your QuickBooks Account
      • An Intro to Exchanging Data with Your Bank
        • QuickBooks Online Banking Modes
        • Downloading Statements with WebConnect
        • Creating Online Items for Direct Connections
          • Paying bills online
          • Sending a message to your bank
          • Transferring funds between accounts
      • Online Banking Using Side-by-side Mode
        • Sending and Receiving Transactions
        • Matching Transactions
        • Matching Unmatched Transactions
          • Matching deposits
          • Matching checks and expenses
        • Adding Multiple Transactions
        • Deleting Downloaded Transactions
      • Online Banking Using Register Mode
        • Sending and Receiving Items
        • Working with Online Items
        • Matching Transactions
          • Unmatched checks
          • Unmatched deposits
          • Bank charges
        • Adding Multiple Transactions
        • Deleting Downloaded Transactions
    • 23. Configuring Preferences to Fit Your Company
      • An Introduction to Preferences
      • Accounting
      • Bills
      • Checking
        • Choosing the Bank Accounts You Use
        • Setting the Way Company Checks Work
        • Choosing Company-Wide Payroll Accounts
        • Choosing an Online Banking Mode
      • Desktop View
        • Window Preferences
        • Preferences for Saving the Desktop
        • Choosing a Color Scheme
        • Setting Up the QuickBooks 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
        • Reminders on the My Preferences Tab
        • Reminders for Everyone
      • Reports and Graphs
        • Preferences for the Reports You Generate
        • Preferences That Apply to Every Company Report
      • Sales & Customers
      • Sales Tax
      • Search
      • Send Forms
      • Spelling
      • Tax: 1099
      • Time & Expenses
    • 24. 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
      • Setting Up an Integrated Application
      • Exporting QuickBooks Data
        • Exporting Lists and Addresses
          • Exporting lists to a text file
          • Exporting addresses
        • Exporting Reports
      • Importing Data from Other Programs
        • Importing an Excel Spreadsheet
        • Importing a Delimited File
    • 25. Customizing QuickBooks
      • Customizing the Desktop
      • Customizing the Home Page
      • Fast Access to Favorite Commands
        • Building Your Favorites Menu
        • Customizing the Icon Bar
          • Adding and removing icons
          • Adding windows to the icon bar
          • Changing icon appearance
          • Changing the order of icons
      • Customizing the Company Snapshot
      • Customizing Forms
        • Working with Form Designs
          • Creating a form design
          • Managing form designs
        • Editing an Existing Form in QuickBooks
        • Basic Customization
          • Adding a logo
          • Applying a color scheme
          • Changing fonts
          • Including basic company and transaction information
        • Additional Customization
      • Managing Templates
        • Copying a Template
        • Deleting or Hiding a Template
        • Exchanging Templates Between Company Files
    • 26. 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
      • Audit Trails
  • V. Appendixes
    • A. Installing QuickBooks
      • Before You Install
      • Installing 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
      • Live Community
      • Other Kinds of Help
        • The QuickBooks Community
      • Other Help Resources
      • QuickBooks Training
  • Index
  • About the Author
  • Colophon
  • SPECIAL OFFER: Upgrade this ebook with OReilly

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