QuickBooks 2005: The Missing Manual

Name: QuickBooks 2005: The Missing Manual | The Missing Manual
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The Missing Manual

Bonnie Biafore(Autor*in)

O'Reilly (Verlag)

1. Auflage

Erschienen am 24. Februar 2005

608 Seiten

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978-0-596-55257-2 (ISBN)

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Inhalt

Intro
QuickBooks 2005: The Missing Manual
SPECIAL OFFER: Upgrade this ebook with O'Reilly
Copyright
The Missing Credits
About the Author
About the Creative Team
Acknowledgements
The Missing Manual Series
Introduction
What's New in QuickBooks 2005
Getting to Know QuickBooks
Choosing the Right QuickBooks Product
The QuickBooks Premier choices
Accounting Basics-The Important Stuff
About This Book
About the Outline
The Very Basics
AboutTheseArrows
About MissingManuals.com
I. Getting Started
1. Creating a Company in QuickBooks
1.1. Opening QuickBooks
1.2. Creating a New Company
1.3. Steps to Take Before You Create Your Company File
1.3.1. A start date
1.3.2. Finding account balances and open transactions
1.4. Starting the EasyStep Interview
1.4.1. The Welcome tab
1.4.2. The Company Info tab
1.4.3. The Preferences tab
1.4.4. The Start Date tab
1.5. Income & Expenses
1.6. Income Details
1.7. Opening Balances
1.8. Open an Existing Company File
1.9. Convert a Quicken File to QuickBooks
1.10. Restore a Backup File
1.11. Modifying Company Information
2. Setting Up a Chart of Accounts
2.1. Obtaining a Chart of Accounts
2.2. Account Naming and Numbering
2.2.1. Setting Up Account Numbers
2.2.2. Standardizing Account Names
2.3. Creating Accounts and Subaccounts
2.3.1. Creating an Account
2.3.2. Viewing Account Names and Numbers
2.4. Modifying Accounts
2.5. Merging Accounts
2.6. Hiding and Deleting Accounts
2.6.1. Hiding Accounts
2.6.2. Deleting Accounts
3. Setting Up Customers and Jobs
3.1. What to Do Before You Create Customers and Jobs
3.1.1. Categorizing Customers and Jobs
3.1.1.1. Creating types of customers
3.1.1.2. Categorizing jobs
3.2. Creating Customers in QuickBooks
3.2.1. Creating a New Customer
3.2.1.1. Entering address information
3.2.1.2. Specifying additional customer information
3.2.1.3. Designating Payment Information
3.3. Importing and Exporting Customer Information
3.3.1. Exporting Customer Information
3.3.1.1. Exporting the Customer List
3.3.1.2. Exporting addresses
3.3.1.3. Customized exports using the Contact List report
3.3.2. Importing Customer Information
3.4. Creating Jobs in QuickBooks
3.4.1. Creating a New Job
3.5. Modifying Customer and Job Information
3.6. Adding Notes About Customers
3.7. Merging Customer Records
3.8. Hiding and Deleting Customers
3.8.1. Deleting Customers
3.8.2. Hiding Customers
4. Setting Up Invoice Items
4.1. What Items Do
4.2. When You Don't Need Items
4.3. Should You Track Inventory with Items?
4.4. The QuickBooks Item Types
4.4.1. Items for Services
4.4.2. Items for Products
4.4.3. Other Items
4.5. Planning Your Items
4.5.1. Generic or Specific?
4.5.2. Item Naming
4.5.3. Subitems
4.5.4. Taxing Decisions
4.6. Creating Items
4.6.1. Service Fields
4.6.2. Inventory Part Fields
4.6.3. Non-inventory Part Fields
4.6.4. Other Charge Fields
4.6.5. Subtotal
4.6.6. Group
4.6.7. Discount
4.6.8. Payment
4.6.9. Sales Tax Item
4.6.10. Sales Tax Group
4.7. Modifying Items
4.8. Hiding and Deleting Items
4.8.1. Hiding Items
4.8.2. Deleting Items
5. Setting Up Other QuickBooks Lists
5.1. The Vendor List
5.1.1. Entering Address Information
5.1.2. Additional Info
5.2. Classes
5.3. Price Levels
5.4. Customer & Vendor Profile Lists
5.4.1. Sales Rep List
5.4.2. Customer Type List
5.4.3. Vendor Type List
5.4.4. Job Type List
5.4.5. Terms List
5.4.6. Customer Message
5.4.7. Payment Method List
5.4.8. Ship Via List
5.4.9. Vehicle List
5.5. Memorized Transactions
5.6. Fixed Asset Items
5.7. Creating and Editing List Entries
5.7.1. Creating Entries
5.7.2. Editing Entries
5.8. Merging List Entries
5.9. Hiding and Deleting List Entries
5.9.1. Hiding Entries
5.9.2. Deleting Entries
5.10. Sorting Lists
5.11. Printing Lists
5.11.1. Blasting Out a Quick List
5.11.2. Customizing a Printed List
6. Configuring Preferences to Fit Your Company
6.1. An Introduction to Preferences
6.2. Accounting Preferences
6.3. Checking
6.3.1. Choosing the Bank Accounts You Use
6.3.2. Setting the Way Company Checks Work
6.3.3. Choosing Company-wide Payroll Accounts
6.4. Desktop View
6.4.1. Window Preferences
6.4.2. Preferences for Saving the Desktop
6.4.3. Choosing a Color Scheme
6.5. Finance Charge
6.6. General
6.6.1. Tuning QuickBooks to Your Liking
6.6.2. Company-wide General Preferences
6.7. Jobs & Estimates
6.8. Payroll & Employees
6.9. Purchases & Vendors
6.10. Reminders
6.10.1. Reminders for Everyone
6.10.2. Reminders on the My Preferences Tab
6.11. Reports & Graphs
6.11.1. Preferences for the Reports You Generate
6.11.2. Preferences that Apply to Every Company Report
6.12. Sales & Customers
6.13. Sales Tax
6.14. Send Forms
6.15. Spelling
6.16. Tax: 1099
6.17. Time Tracking
7. Managing QuickBooks Files
7.1. Where to Store Your Company Files
7.2. Backing Up Files
7.2.1. Manual Backups
7.2.2. Choosing Standard Settings for Your Backups
7.2.3. Automated QuickBooks Backups
7.2.4. Unattended Backups
7.3. Restoring Backups
7.4. Verifying Your QuickBooks Data
7.4.1. Running the Verify Data Utility
7.4.2. Reviewing Problems
7.4.3. Running the Rebuild Data Utility
7.5. Archiving and Condensing Files
7.5.1. Running the Archive & Condense Data Wizard
7.6. Deleting Files
II. Accounting with QuickBooks
8. Invoicing
8.1. Choosing the Right Type of Form
8.1.1. Sales Receipts
8.1.2. Statements
8.1.3. Invoices
8.2. Creating Invoices
8.3. Filling in Invoice Header Fields
8.3.1. Choosing an Invoice Template
8.3.2. Choosing the Customer or Job
8.4. The Rest of the Header Fields
8.5. Entering Invoice Line Items
8.5.1. Inserting and Deleting Line Items
8.5.2. Invoicing for Billable Time and Costs
8.5.2.1. Assigning time and expenses to customers or jobs
8.5.2.2. Adding billable time and expenses to invoices
8.5.3. Applying Subtotals, Discounts, and Percentage Charges
8.5.4. Adding a Message to the Customer
8.5.5. Choosing How to Send the Invoice
8.5.6. Adding a Memo to Yourself
8.6. Invoicing for Backordered Products
8.7. Memorizing Recurring Invoices
8.8. Estimating Jobs
8.8.1. Creating an Estimate
8.8.2. Creating Multiple Estimates
8.9. Creating Progress Invoices
8.9.1. Progress Invoicing Options
8.9.2. Fine-tuning a Progress Invoice
8.10. Producing Statements
8.10.1. Creating Statement Charges
8.10.2. Generating Customer Statements
8.10.2.1. Choosing the date range
8.10.2.2. Selecting customers
8.10.2.3. Setting printing options
8.10.3. Previewing Statements
8.10.4. Generating Statements
8.11. Finding Invoices (and other Sales Forms)
8.12. Editing Invoices and Sales Receipts
8.13. Voiding and Deleting Invoices and Sales Receipts
8.14. Handling Refunds and Credits
8.14.1. Creating Credit Memos
8.14.2. Creating Refund Checks
8.14.3. Applying Credits to Invoices
8.15. Sending Sales Forms
8.15.1. Setting Print Options
8.15.2. Aligning Forms and Paper
8.15.3. Choosing a Send Method
8.15.4. Print One Form
8.15.5. Printing in Batches
8.15.6. Printing Mailing and Shipping Labels
8.15.7. Printing Packing Slips
8.15.8. Emailing Sales Forms
8.15.9. Emailing One Form
8.15.10. Emailing in Batches
9. Managing Accounts Receivable
9.1. The Aging of Receivables
9.1.1. Accounts Receivable Aging Reports
9.1.2. Customer and Job Reports
9.2. Receiving Payments for Invoiced Income
9.3. Applying Credits to Invoices
9.4. Discounting for Early Payment
9.5. Working with Deposits, Down Payments, and Retainers
9.5.1. Setting Up QuickBooks for Prepayments
9.5.2. Recording Prepayments
9.5.3. Applying a Deposit, Down Payment, or Retainer to an Invoice
9.5.4. Refunding Prepayments
9.6. Applying Finance Charges
9.6.1. Finance Charge Preferences
9.6.2. Assessing Finance Charges on Overdue Balances
9.7. Cash Sales
9.7.1. Creating Sales Receipts
9.7.2. Creating a Batch Sales Template
9.7.3. Reconciling Excess and Short Cash
9.8. Making Deposits
9.8.1. Choosing Payments to Deposit
9.8.2. Recording Deposits
9.8.3. Depositing Money from Merchant Card Accounts
10. Paying for Expenses
10.1. When to Pay Expenses
10.2. Entering Bills in QuickBooks
10.3. Automating Recurring Bills
10.3.1. Memorizing a Bill
10.3.2. Creating Memorized Groups of Bills
10.3.3. Using a Memorized Bill
10.4. Purchasing Inventory
10.4.1. Creating Purchase Orders
10.4.2. Receiving Inventory and Bills Simultaneously
10.4.3. Receiving Inventory Before the Bill
10.5. Handling Reimbursable Expenses
10.5.1. Setting Up Reimbursements as Income
10.5.2. Recording Reimbursable Expenses
10.6. Paying Your Bills
10.6.1. Selecting Bills to Pay
10.6.2. Modifying Payment Amounts
10.6.3. Applying Discounts and Credits
10.6.3.1. Applying Discounts Manually
10.6.3.2. Applying Credits Manually
10.6.4. Setting the Payment Method and Account
10.6.5. Saving Paid Bills
10.7. Producing Checks
10.7.1. Writing Checks by Hand
10.7.2. Setting Up QuickBooks for Printing Checks
10.7.3. Printing Checks
10.8. Writing Checks without Entering Bills
10.8.1. Using the Write Checks Dialog Box
10.8.2. Adding Checks to an Account Register
10.9. Paying with Cash
10.10. Paying with Credit Cards
10.11. Recording Vendor Credits
10.12. Paying Sales Tax
10.12.1. Sales Tax Payment Preferences
10.12.2. Producing Reports of the Sales Tax You Owe
10.12.3. Remitting Sales Taxes
11. Payroll
11.1. Choosing a Payroll Service
11.2. Getting Started
11.3. Setting Up Payroll Items
11.4. Setting Up Employee Records
11.4.1. Setting Employee Defaults
11.4.2. Creating Employee Records
11.5. Entering Historical Payroll
11.5.1. Setting the Dates for Your Year-to-Date Entries
11.5.2. Entering Payroll Summaries
11.6. Steps to Take Before Running a Payroll
11.6.1. Payroll Checkup
11.6.2. Update Tax Data
11.7. Running Payroll
11.7.1. Selecting Employees
11.7.2. Fill In Paycheck Data
11.7.3. Printing Paychecks and Pay Stubs
11.8. Paying Payroll Taxes
11.9. Preparing Payroll Tax Forms
12. Managing Bank Accounts, Credit Cards, and Petty Cash
12.1. Entering Transactions in an Account Register
12.1.1. Opening a Register Window
12.1.2. Creating a Transaction in an Account Register
12.2. Handling Bounced Checks
12.2.1. Setting Up QuickBooks to Handle Bounced Checks
12.2.1.1. Bounced check item
12.2.1.2. Service charges for Bounced checks
12.2.2. Recording Bank Charges
12.2.3. Bounced Checks
12.3. Transferring Funds
12.4. Reconciling Accounts
12.4.1. Preparing for the First Reconciliation
12.4.2. Preparing for Every Reconciliation
12.4.3. Starting a Reconciliation
12.4.4. Reconciling Transactions
12.4.5. Reconciliation Reports
12.4.6. Modifying Transactions During Reconciliation
12.4.7. Stopping and Restarting a Reconciliation
12.4.8. Correcting Discrepancies
12.4.8.1. The Discrepancy report
12.4.8.2. Other ways to find discrepancies
12.4.9. Undoing the Last Reconciliation
12.4.10. When Your Bank Makes a Mistake
12.5. Managing Loans
12.5.1. Setting Up a Loan
12.5.2. Adding a Loan to Loan Manager
12.5.2.1. Basic setup
12.5.2.2. Payment information
12.5.2.3. Interest rate information
12.5.3. Modifying Loan Terms
12.5.4. Setting Up Payments
12.5.5. What If Scenarios
12.6. Tracking Petty Cash
12.6.1. Recording ATM Withdrawals and Deposits to Petty Cash
12.6.2. Recording Purchases Made With Petty Cash
13. Making Journal Entries
13.1. Balancing Debits and Credits
13.2. Some Reasons to Use Journal Entries
13.3. Creating General Journal Entries
13.4. Filling in General Journal Entry Fields
13.5. Checking General Journal Entries
13.6. Reclassifications and Corrections
13.7. Depreciation
14. Working with Financial Statements
14.1. The Profit and Loss Report
14.1.1. Understanding the Profit and Loss Report
14.1.2. Generating a Profit & Loss Report
14.1.3. Other Profit and Loss Reports
14.1.4. Understanding the Balance Sheet
14.1.5. Generating a Balance Sheet Report
14.2. The Statement of Cash Flow
14.2.1. Understanding the Statement of Cash Flow
14.2.2. Generating a Statement of Cash Flow
III. Managing Your Business
15. End-of-Year Tasks
15.1. Viewing the Trial Balance
15.2. Generating Year-End Financial Reports
15.2.1. The Year-End Profit & Loss Report
15.2.2. The Year-End Balance Sheet
15.3. Generating Tax Reports
15.3.1. Sharing the Company File with Your Accountant
15.3.2. Creating an Accountant's Review Copy
15.3.3. Merging Accountant Changes into Your Company File
15.3.4. Canceling an Accountant's Review Copy
15.4. 1099s
15.4.1. Generating 1099 Reports
15.4.2. Printing 1099-MISC Forms
15.4.3. Closing the Books for the Year
16. Managing Inventory
16.1. The QuickBooks Inventory Process
16.1.1. Setting Up Inventory Items
16.1.2. Ordering and Purchasing Inventory
16.1.3. Selling Inventory
16.2. Running Inventory Reports
16.2.1. Inventory Valuation: How Much Is Inventory Worth?
16.2.1.1. The Inventory Valuation Summary report
16.2.1.2. The Inventory Valuation Detail report
16.2.2. Inventory Stock Status
16.2.3. Viewing One Inventory Item
16.3. Performing a Physical Inventory
16.4. Adjusting Inventory in QuickBooks
16.4.1. Adjusting Quantities
1.3.1. Adjusting Quantities and Values
17. Tracking Time and Mileage
17.1. Setting Up Time Tracking
17.1.1. Turning on Time Tracking
17.1.2. Setting Up the People Who Track Time
17.1.3. Setting Up Items and Customers for Time Tracking
17.2. Entering Time in Timesheets
17.2.1. Filling in Weekly Timesheets
17.2.2. Entering Time for One Activity
17.3. Setting Up the Standalone Timer
17.3.1. Exporting Lists for Timer Users
17.3.2. Distributing Timer
17.3.3. Importing Workers' Time into QuickBooks
17.4. Using Timer to Track Time
17.4.1. Installing the Timer on a Computer
17.4.2. Setting Up the Timer Program
17.4.3. Setting Up Activities
17.4.4. Entering Time
17.4.4.1. Stopwatch Timing
17.4.4.2. Typing in Time
17.4.5. Creating an Export File of Your Time
17.5. Running Time Reports
17.6. Tracking Mileage
17.6.1. Adding a Vehicle
17.6.2. Setting the Mileage Rate
17.6.3. Recording Mileage Driven
17.7. Generating Mileage Reports
18. Budgeting and Planning
Types of Budgets
18.2. Ways to Build Budgets
18.3. Creating Budgets in QuickBooks
18.4. Filling in Budget Values
18.4.1. Copy Across the Columns
18.4.2. Adjust Row Amounts
18.5. Creating Additional Customer: Job or Class Budgets
18.6. Copying Budgets and Creating What-If Budgets
18.7. Running Budget Reports
18.7.1. The Budget Overview Report
18.7.1.1. Report layouts
18.7.2. Budgetvs. Actual Report
18.7.3. Profit & Loss Budget Performance Report
18.7.4. Budget vs. Actual Graph
18.8. Planning with QuickBooks Decision Tools
19. Tracking Your Business with Reports
19.1. Finding the Right Reports
19.2. A Quick Guide to QuickBooks Reports
19.2.1. Company & Financial Reports
19.2.1.1. Profit and Loss Reports
19.2.1.2. Income & Expenses
19.2.1.3. Balance Sheet
19.2.1.4. Statement of Cash Flow
19.2.2. Customers & Receivables Reports
19.2.2.1. Accounts Receivable Aging Reports
19.2.2.2. Customer Balance Reports
19.2.2.3. Customer Lists
19.2.3. Sales Reports
19.2.4. Jobs, Time & Mileage
19.2.4.1. Job reports
19.2.4.2. Time reports
19.2.4.3. Mileage reports
19.2.5. Vendors & Payables
19.2.5.1. A/P Aging and Vendor Balance reports
19.2.5.2. 1099 forms
19.2.5.3. Sales tax reports
19.2.6. Purchases
19.2.7. Inventory
19.2.8. Employees & Payroll
19.2.9. Banking
19.2.10. Accountant and Taxes
19.2.11. Budgets & Forecasts
19.2.12. List Reports
19.2.13. Custom Reports
19.3. A Review of Report Preferences
19.3.1. Company-Wide Report Preferences
19.3.2. Individual Preferences
19.4. Running Reports
19.5. Printing and Saving Reports
19.5.1. Printing Reports
19.5.2. Saving Reports to Files
19.6. Customizing Reports
19.7. Date Ranges
19.8. Subtotals
19.9. Customizing the Columns in Reports
19.9.1. Adding and removing columns
19.9.2. Resizing and moving columns
19.10. Sorting Reports
19.11. Filtering Reports
19.12. Report Headers and Footers
19.13. Fonts and Numbers
19.14. Memorizing Reports
19.15. Swapping Reports Between Company Files
19.15.1. Exporting a Report
19.16. Importing Report Templates
IV. QuickBooks Power
20. Online Banking Services
20.1. Setting Up Your Internet Connection
20.2. Setting Up Your Accounts for Online Services
20.2.1. Applying for Online Services
20.2.2. Activating Online Services for Your QuickBooks Account
20.3. Exchanging Data with Your Financial Institution
20.3.1. Downloading Statements with WebConnect
20.3.2. Exchanging Data via a Direct Connection
20.3.3. Working With Online Items
20.4. Creating Online Items for Direct Connections
20.4.1. Sending a Message to Your Bank
20.4.2. Transferring Funds Between Accounts
20.5. Viewing and Matching Downloaded Transactions
20.5.1. Matching the Transactions QuickBooks Couldn't Match
20.5.1.1. Unmatched checks
20.5.1.2. Unmatched deposits
20.5.1.3. Bank charges
20.6. Paying Bills Online
21. Sharing QuickBooks Data with Other Programs
21.1. Mail Merge to a Word Document
21.1.1. Creating Letters and Envelopes in QuickBooks
21.2. Synchronizing Contacts
21.2.1. Setting Up Contacts in Outlook or Act!
21.2.2. Synchronizing Data
21.3. Finding Third-Party Integrated Applications
21.3.1. The QuickBooks Solutions Marketplace
21.3.2. Other Ways to Find Third-Party Programs
21.4. Setting Up an Integrated Application
21.5. Exporting QuickBooks Data
21.5.1. Exporting Lists and Addresses
21.5.1.1. Exporting lists
21.5.1.2. Exporting addresses
21.5.2. Exporting Reports
21.6. Importing Data from Other Programs
21.7. QuickBooks Add-on Services
21.7.1. Merchant Services
21.7.2. Intuit Payroll Services
21.7.3. QuickBooks Billing Solutions
22. Customizing QuickBooks
22.1. Customizing the Icon Bar
22.1.1. Adding and Removing Icons
22.1.2. Changing Icon Appearance
22.1.3. Changing the Order of Icons
22.2. Customizing the Shortcut List
22.3. Customizing Forms
22.3.1. Editing an Existing Form
22.3.2. Creating a New Template
22.3.3. Customizing Form Content
22.3.4. Laying Out Forms
22.3.5. Selecting Form Objects
22.3.6. Moving and Resizing Objects
22.3.6.1. Moving objects
22.3.6.2. Resizing objects
22.3.7. Adding, Removing, and Copying Objects
22.3.8. Formatting Forms
22.3.9. Other Handy Layout Tools
22.3.10. Managing Templates
23. Keeping Your QuickBooks Data Secure
23.1. Setting Up the Administrator
23.1.1. Assigning the Administrator User Name and Password
23.1.2. Changing the QuickBooks Administrator
23.2. Creating QuickBooks Users
23.2.1. Adding New Users
23.3. Restricting People's Access to Features and Data
23.3.1. What the Access Areas Represent
23.3.2. Setting Access Rights
23.4. Audit Trails
V. Appendices
A. Installing QuickBooks
A.1. Before You Install
A.2. Installing QuickBooks
A.3. Registering QuickBooks
A.4. Setting Up QuickBooks on a Network
A.4.1. Storing Company Files
B. Finding Help
B.1. QuickBooks Help
B.2. Help As You Work
B.3. Other Help Resources
C. Keyboard Shortcuts
C.1. Task Shortcuts
C.2. Working with Transactions
C.3. Dates
C.4. Moving Around in QuickBooks Windows
C.5. Miscellaneous QuickBooks Shortcuts
Index
About the Author
Colophon
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