QuickBooks

Mary Ann Wallner

Contact Information:

walln003@csusm.edu

Accounting Is…

IT SHOWS YOU…

Your business in terms of money

How much your business is worth

A way to measure profit and loss

A record of financial events

IT IS USED TO

Understand historical events

Plan for the future

Apply for a loan

Know how much to pay in taxed

2

Keeping Good Records

WHY

Information In = Information out

WHAT

Dates and monetary values

Who was involved

Why money was spent

Why money was received

HOW

Timely

Accurate

Reliable

3

What is QuickBooks?

A full-featured accounting program that’s very powerful and

easy to use

A double-entry accounting system

An estimating, invoicing, and accounts receivable system

A bill paying, check printing, and accounts payable system

A fixed asset management system

A purchase order and inventory management system

A job-costing system

A sales tax tracking system

A time tracking and billing system

A payroll system 9

4

About QuickBooks Files

QBs has two primary types of files:

Data files (extension “.QBW”)

These files are used to enter data or create reports

To use these files, select File Menu and then select Open Company

Backup files (extension “.QBB”) Backing up compresses data files

Backing up files means copying files to a second medium in case the first medium fails

Backing up can backed up to any of the following storage types:

Hard disks (internal or external)

Removable disks (flash drives)

Writeable DVDs/CDs

Network locations

Once Backed up they must be “restored” or decompressed so you can use it again

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5

Steps for Backing Up

Choose File > Back Up Company > Create Local Backup

Select Local Backup

Click the Options button. ...

Click Browse and select the location where you want to save your

backup copy. ...

Select the additional options as needed. ...

Click Next

Select Save It Now, and click Finish

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How to Restore a Backup File

Launch the QBs program

Select the File menu > Restore

Set the filename > Location > Backup File Name

Then browse to the Location where you want to

store your file

Click Restore on the Restore Company Backup

window

QBs will then restore your backup file to a “.QBW” file in

the directory you specified

Double-Entry Accounting

The rule of double-entry accounting is that total debits must always equal total credits

Every transaction creates a debit in one or more accounts and a credit in one or more accounts to handle double-entry accounting

Depending on the type of account, a debit might increase the account or decrease it, the same is true of credits

Therefore, debits are not always bad and credits are not always good

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Understanding Basic Accounting

Introducing Behind the Scenes

In “Behind the Scenes” you will see the accounting that

QuickBooks performs for you when you record a

transaction.

Debits are

on the left

side of the

T account,

whereas

credits are

on the right.

Cash Versus Accrual

Accrual Basis Method

Income is recorded when a sale is made

Expenses are recorded when they arise

This method is used by firms and businesses with large inventories

Cash Basis Method

Income is recorded when cash is received Expenses are recorded when cash is paid.

This method is used by small businesses and professionals

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Good News!!

With QBs, you can create reports for either method regardless of the method you use for taxes

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Special Note for Cash Based Businesses!!

Since cash has not exchanged hands you do not need to display Accounts Receivable or Payable on financial statements

Understanding Basic Accounting

Assets – What you have & what other people owe you Cash

Bank Accounts

Equipment

QBs uses Accounts Receivable to track all the money owed you

Liabilities – Everything your business owes

Credit cards

Sales tax

Loans

QBs uses Accounts Payable to track all the money you owe

Equity –What the business is worth to you

Equity equals that company’s total assets minus its total liabilities

Reflects the owner’s investment in the company

Assets = Liabilities + Equity

or

Equity = Assets – Liabilities

Positive number if revenue exceeds expenses and a negative number if it is the other way around 12

What Makes Up the Chart of Accounts

Profit & Loss accounts

Income

Sales Delivery Fees

Interest

Expense

Supplies Rent

Utilities

Balance Sheet Accounts

Assets

Bank account Accounts receivable

Equipment

Liability

Accounts payable Credit Cards

Sales tax payable Loans

Equity

Capital Investment Retained Earnings

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Profit & Loss Statement

Tracks Income and Expenses: Income

Labor 6,685.00

Job Materials 1,862.27

Total Income $8,547.27

Expenses

Supplies 247.54

Utilities 327.43

Rent 1,725.50

Payroll 4,425.56

Total Expenses $6,726.03

Net Profit $1,821.24 14

Balance Sheet Tracks Accumulated Net Wealth:

Assets

Current Assets

Checking 12,483.27

Accounts Receivable 1,380

Total Current Assets 13,863.27

Equipment 12,462.83

Total Assets 26,326.10

Liabilities & Equity

Liabilities

Current Liabilities

Credit Cards 2,178.34

Sales Tax Payable 819.60

Total Current Liabilities 2,997.94

Bank Loans 10,817.24

Total Liabilities 13,815.18

Equity 12,510.92

Total Liabilities & Equity 26,326.10 15

Equity Account

After you create the 1st Balance sheet account,

usually the checking account QB will automatically

create an Opening Balance Equity Account

The Asset Accounts you created are “credit” the Opening

Balance Equity Account

The Liability Accounts you created are “debit” the Opening

Balance Equity Account

The Opening Balance Equity Account is created so

the company can have a balance sheet that is

accurate

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Choosing Your Start Date

Enter all transactions for your company from the start

date forward

If you choose a date too far in the past, the process can be

very time consuming

Keep in mind you have to enter ALL the transactions for your

company

Ask your accountant to help you determine the best

start date for your business

Ideal dates are:

Beginning of the month, quarter, fiscal year

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Choosing a Setup Path

EasyStep Interview

Company creation occurs as you progress through a

series of questions

Skip Interview

Provide basic information and set up other aspects later

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Setup Checklist

Gather information before setting up a new

company file

Legal name

Contact information

Fiscal Year

Tax year

Tax Form

Start Date

Accrual or Cash Basis

Federal EIN

State ID #

Customers

Vendors Items

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The Starter Chart of Accounts

Choose the business type that most closely

resembles your company

Modify the starter Chart of Accounts as needed

QBs creates profile lists based on business type

Choose carefully! You cannot

change the business type later!!

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Account Beginning Balances

If you have an existing company you

should enter the account balances for

all: Asset

Liability

These account balances are termed

“opening balances”

CHECK with your accountant

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Entering in Historical Transactions

Five methods to enter opening balances:

1. EasyStep Interview (bank accounts only)

2. Journal entries

3. Forms (individuals transactions)

4. Registers

5. Lists

Two ways to enter historical transactions:

1. Individually

2. Summary journal entry

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5 Steps for Entering Transactions

Enter these Transactions 1st Accounts Receivable

•Invoices

•Statement Charges

•Cash Sales

•Returns

•Customer Payments

•Deposit of Customer Payment

Enter these Transactions 2nd Accounts Payable

•Bills

•Credits from Vendors

•Bill Payments

Enter these Transactions 3nd •Payroll Information

Enter these Transactions 4th Bank and Other Transactions:

• Checks (make sure to not duplicate

bill payments)

• Deposits (make sure to not duplicate

customer deposits

• Bank fees and transfers

• Credit card transaction

Enter these Transactions 5th •Reconcile each bank account and

credit card each month

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How QBs terminology applies to your

business

QBs is based on four key concepts: Customers,

Vendors, Items, and Accounts.

Customer: A customer is anyone who pays you.

Vendor: A vendor is anyone you pay, except for

employees.

Item: An item is anything you want to put on an

invoice. This includes parts, services, labor,

discounts, and taxes.

Account: There are two types of accounts

Real world accounts, such as checking accounts

Income and expense accounts that you use to group

transactions for reporting purposes. 24

QBs User Interface Features

QBs provides a number of shortcuts and aids that

assist the user in entering information and data

There are five methods of accessing the data entry

windows: Centers

Menus

Icon Bar

Shortcut List

Shortcut Keys

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Centers

QBs has several Centers that help you work through the program

These Centers guide you through functions

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•Vendors

•Customers

•Employees

•Company

•Banking

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Menus

Menus run along the

top of the screen

To open a Menu

button select the menu

name and then choose

the option desired

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Icon Bar

The QBs Icon Bar allows you to select

activities and lists by clicking icons on the

bar

The contents or position of the icons on

the Icon Bar can be modified by select the

View menu, and then choosing

Customize Icon Bar 19

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Customizing the Icon Bar

When you create a new

company, the Icon bar has

only 6 standard Icons

In the Customize Icon Bar

window, you can add, edit,

delete, or reorder the icons

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Shortcut List - Viewing What is Open

Through the Open Window List you can see all the windows you have left open

To access this list click on View > then Open Window List This list will then be visible on the

left side of the Home window

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To close this

window just

click on the

black “X”

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Shortcut Keys

You may use your mouse

or the keyboard shortcut

keys

To use the keyboard,

press the ALT key then

press the underlined letter

Some of the menu items

have control-key shortcuts

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To open a register, you can

press CTRL+R as indicated

on the Edit menu

Entering Data In Forms

Transactions are created by filling out familiar-looking forms invoices, bills, and checks

When you fill out forms, you choose names from lists Customer list

Item list

Account list

When you finish a form REMEMBER to click the save button 32

Making Global Changes

Customize how you interact with QBs

Editing Your QBs Preferences

You can change the

preferences for the

19 categories

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Company vs. Personal Preferences

Company Preferences

Administrator makes changes

Personal Preferences

Individual users make changes

e.g., using account

numbers for your

company file

e.g., how to use

windows

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Using QuickBooks

Training Purposes

Throughout this course we will be entering and

changing a sample company in the same flow you

would need to follow if you were starting a company:

Personalize the Chart of Accounts

Setting up the Service/Product Lists (items)

Creating Invoice/Sales Receipts

Receiving Payments

Enter - Paying Bills – Writing Checks

Checking Account Reconciliation

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Chart of Accounts

Is the complete list of a business's accounts

Used to track how much money your company has, how much

money it owes, how much money is coming in, and how much is

going out

Account Types are:

Bank Other Current Liability

Accounts Receivable Long Term Liability

Other Current Asset Equity

Fixed Asset Income

Other Asset Other Income

Accounts Payable Expense

Credit Card Other Expense

Cost of Goods Sold

37

Chart of Accounts Window

Provides account balance for Balance

Sheets accounts:

Assets

Liabilities

Equity

Does not provide account balance for

Profit & Loss:

Income

Expense

Accounts are listed alphabetically by type

The highlighted account is the selected

account

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Customizing the Chart of Accounts

You can create

new accounts…

…or edit the

provided accounts to

suit your needs…

Fine tune the starter Chart of Accounts

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Creating a New Account

Open the Chart of Accounts

Click the Account menu button

Choose New from the menu

Make sure you choose the correct account type, and

then click Continue

Enter all necessary information

Click Save & Close to accept the new account

Or Click Save & New if you have additional accounts to create

We use the same area for

deleting and editing accounts 40

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Using Subaccounts

Offer increased flexibility

More detail is good but….you should only have the

level of detail that is useful for your business

Subaccounts of

Telephone Expense

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Understanding & Creating Service Items

Before you can create an invoice, you must 1st

create Items

When creating a new Item, you need enter the

following information:

Type of item (Service, Inventory, Non-inventory part, Other

Charge, Subtotal, Group, Discount, Payment)

Description and Rate

Account

Which is connected to the Chart of Accounts

42

Creating a New Service Item

Click on Items & Services button in the Company

Center

Choose Service as the type of item

Enter an Item Name

Your name for the item

Enter in Item Description

This description appears on invoices

Enter the Standard Rate for the item

Select the Income Account to which you want the

sales directed

Click OK

This is repeated

again..and again until

all items are entered

including Sales Tax

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Creating Inventory Items

Click the Item & Services link in the

Company center

Click the Item menu button and

choose New

In the Type drop-down box choose

Inventory Part

Then complete all fields correctly

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Inventory Part window

Purchase Orders

It is VERY important to use the Purchase Orders System

This systems helps you: Tracks what you sale

Creates reports that show what is on order and when it is due to arrive

Helps you pay the bills associated with the inventory

274 P.O.s do not post to the Chart of Accounts, however, QBs tracks PO in a non-posting account called Purchase Orders

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Creating a Purchase Order

Click the Purchase Orders icon on

the Home Page in the Vendor

Center

Follow these steps to create a

purchase order

Choose Vendor

Tap TAB 4X and type correct date

Click in the Item Column and fill in Inventory’s name

Tap TAB, 2X, type quantity ordered, and then tap TAB, then click Save and Close

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Receiving Inventory Items

When you receive the items on a P.O., you need to

enter them into inventory

There are 2 ways to record the inventory items you

receive depending on the vendor you pay for the

items:

1. Receive items without a bill

2. Receive items with the bill included

If you are going to pay a bill with a credit card, use the

ENTER CREDIT CARD CHARGES window, so that QBs

will prompt you to receive against open POs.

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Receiving the Items

On the Home page > Vendor Center – Click on

“RECEIVE INVENTORY’ button. Then choose:

• Receive Inventory with Bill or

• Receive Inventory without Bill 48

From the Vendor Center

Enter

Vendor’s

Name &

tap TAB

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If there are open

P.O. for this vendor,

QB gives you a

chance to receive

against them

Receiving Items Against Purchase

Orders

Prompt to

receive items

against order

50

Everything

Else Will Be

Filled In!

Entering a Bill for Inventory Items

Enter purchased Inventory Items on the Items tab

Enter Bills window

Write Checks window

Inventory is placed on the Items tab in the Pay Bills window

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Including Expenses on a Bill for Items

When you receive the items, QBs will use the Items

tab rather than the Expenses tab

Since Inventory is considered an Asset Account

For all additional shipping and handling charges

you incur – you must use the Expense tab

52

Activating Sales Tax and Setting

Preferences

You must set up your

Sales Tax Preferences

before using the Sales

Tax feature

Select the Edit menu and

then select Preferences

Scroll to and select Sales

Tax and then click the

Company Preferences tab

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Setting Preferences

Choose

the Yes

Option

You will then need to make sure you chose when

you owe sales tax and how often you pay it

You will add

additional Sales Tax

Items from the Items

& Services icon on

the Home Page

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Sales Tax Item

Choose Sales

Tax Item as

Type

Type San

Diego as the

Tax Name

Type CA sales

tax, San

Diego County

as the

Description

If you do business in different cities/counties be sure

you collect the correct tax amount

Type correct

rate for each

Location

Type Board of

Equalization &

Quick Add

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Using Sales Tax Items on Sales

Forms

The Sales

Tax Item

calculates the

tax for this

sale

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The Manage Sales Tax Window

As of 2007 QBs has a new feature that helps you

manage all your sales tax activities

The Manage Sales Tax window provides links to all

the tasks you will be performing

From setting it up to paying the taxes

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The Sales Tax Liability Report

To view the

report click

the Sales

Tax

Liability

Link

Report helps you determine

how much you owe

It is imperative to use the

Pay Sales Tax window

when remitting tax so the

current liability account

it properly debited

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Paying Sales Tax

Collected sales tax is held by QBs

It is held in the Current Liability

Account until time to paid

These taxes are never actually the

property of your business

Payments made to the BofE will never

show up on the Profit & Loss Report

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Paying Sales Tax

Click the Pay Sales Tax button in the Manage

Sales Tax window

Once you click the OK button, the liability check has

been entered into the queue of checks to be printed

QBs and Your Sales Tax Return

The Sales Tax Liability report provides you with the information you need to prepare your sales tax return Breakdown of sales

Sales tax collected by county/agency

The amount of sales tax you owe on the sales tax return will often not match the amount accrued in QBs for several reasons: Some sales tax agencies

Round sales tax to the nearest dollar

Offer discounts for timely filing

Charge interest and penalties for filing late 321

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The Customer Center

The Customers & Jobs List in the Customer Center

displays all customers with their jobs indented beneath

The right side of

the Customer

Center displays

information

about the

customer

currently

selected in the

Customers &

Jobs List

Setting Up Customers

For each of your

customers, create a

record in the Customer

List

From the Home window

select the Customer

Center then select New

Customer & Job Button

Then select the New

Customer

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New customer window 63

To View a Particular Customer

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Tracking Company Sales

Invoice

Used for Credit Customers (pay on a date after the sale date)

Tracks detailed information about each sale

Sales Receipt

Used when a customer pays in full

Tracks detailed information about each sale

Statements

Used if you need to track how much your customers owe you

Tracks customer histories of their account activity

Charges

Payments

balance

65

Creating Invoices

From the Customers

Center select Invoices Icon

In the Invoice form start

typing the customer’s name System will display all “like” names

Select name and tap “Tab”

key All needed information will be added

50 Select the

customer

name from the

drop-down list 66

Invoicing a Customer

Next, you

need to

choose the

type of Item

or billable

service

Let’s talk about how you will be given this

invoice to your clients…

Make

sure the

date and

Invoice #

is correct

67

Where Does the Invoice Go?

Once you have create and save the invoice:

1. The Accounts Receivable is automatically

increased by the amount of the invoice

2. The new Invoice appears in the Open Invoices

Report

3. The Income account on the Chart of Accounts is

increase from the items

4. Finally, it is reflected in your Profit and Loss

Report

68

Recording Sales Receipts

Sales Receipts are use when customers pay at the time of the sale

From the Customers Center, select Enter Sales Receipts icon

You create a sales receipt just like an invoice

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Enter the name of the customer

here, or choose an existing

customer from the list by clicking

the down-arrow

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Where to Sales Receipts Go?

When you enter a Sales Receipt

1. QBs tracks your sales & income from the sales

receipt in the customers account

2. The sales by Item Summary Report will reflect the

items that you sold

3. The Income account on the Chart of Accounts is

increase from the items

4. Finally, it is reflected in your Profit and Loss

Report

Important difference!! You do not need to choose a

particular customer to enter a Sales Receipt 70

Sales by Item Report

Select the Reports menu, then select Sales, and then

select Sales by Item Summary

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Creating Customer Statements

Customer Statements provide a summary of the activity for an invoiced customer

You can show either all of the customer’s activity or just the transactions that are currently open

Useful tool for letting your customer know exactly what is recorded

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Creating Customer Statements

From the Customer Center select Statements icon button

Enter the date, statement period, select customers and other relevant options

Click Preview button to review the statements in Print Preview window

Print the statements and then close

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Sales by Customer Summary Report

Select the Reports menu, then select Sales, and then

select Sales by Customer Summary report

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Receiving Payments

To record payments from

invoiced customers for

invoices, use Receive

Payments option

From the Customers Center,

select the Receive Payments

icon

As in the other forms, start to

enter the clients name

All open invoices will appear 57

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Where to Payments Go? Receiving payments

Reduces the balance in Accounts Receivable

Increases the Income balance

Increases the balance in Undeposited Funds

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Recording Deposits Order

To help with reconciling your bank

ALWAYS choose which payments

were deposited together

Depositing Checks and Cash

Depositing Credit Card Payments

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Depositing Checks and Cash

From the Home window select the Record Deposits icon

Any payments waiting to be Deposited will be viewed

Choose the type of payment from the View Payment Method Type drop-down list

Select the transactions you have just deposited in the bank

In the Make Deposits window, select the bank account where payments will be deposited

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Depositing Credit Card Payments

From the Home window select the Undeposited Funds icon

Click in the left column on the line to select the Credit

Card receipt, then click OK

The Make Deposits window opens

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Be sure to record your credit card processing company fee on

each credit card deposit

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Where to Deposits Go?

Making Deposits

The Accounts Receivable account decreases by

the amount of the payment

The balance for the customer who paid decreases

by the amount of the payment

The paid invoices are removed from the Open

Invoices Report

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Setting up Vendors

Vendors include everyone from whom you purchase products or services

111

Notice how the Vendor forms look a like customer forms

Much vendor

information can

be tracked on the

Address Info tab

Let’s check out the

additional tabs

81

What Happens When a Vendor is also

a Customer

Vendors and Customers have to be named differently

When your vendor is also your customer: Setup a vendor record in the Vendor list

Setup a customer record in the Customer: Job list

The customer name must be slightly different from the vendor name Usually the middle initial is included

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Entering Bills

Transactions entered into the Enter Bills window

credit Accounts Payable

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For a bill to

be paid, you

must pay it

using the

Pay Bills

window

The Items tab is used for inventory you will resell to

customers or for non-inventory items you purchase

Paying Vendors

Vendors can be paid in the

following ways:

Check

Credit card or electronic funds

transfer

Or in cash (although cash is not

recommended) 120

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Paying Vendors

The three most common situations are:

1. Manually write a check or initiate an electronic

funds transfer and then record the transaction in

the Checking register

2. Use the Write Checks window to write and print

checks

3. Use the Enter Bills window to record Accounts

Payable and then use the Pay Bills window to pay

the bill

Paying Bills

QBs keeps track of all your bills in the Accounts Payable account

When you pay your bills using Pay Bills function, the balance in Accounts Payable is reduced

To use Pay Bills function: Select the Vendors menu and then select Pay Bills

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Writing Checks

The top portion of

the Write Checks

window looks similar

to a handwritten

check

The bottom portion of the Write Checks window

resembles the bottom portion of the Enter Bills

window

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Printing Checks

Print checks

via the

File menu, or

the Home page

After printing

checks, you

must confirm

they printed

correctly 88

Where Does This Payment Go?

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The Unpaid Bills Detail Report

Select the Reports menu, select Vendors & Payables,

and then select Unpaid Bills Detail

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Vendor-Related Reports

Preset reports will aid you in working with vendors

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The Vendor Balance Detail report shows all transactions

related to each vendor; the totals in the Balance column are

your company's unpaid balances

Passing on Expenses to Customers

The Customer:Job field allows

you to choose a customer to

whom you want to pass along

an expense

A checkmark means an

expense can be passed

on to a customer or job

92

Invoicing for Billable Costs

This window appears when you choose to create an

invoice for a customer with outstanding billable time

or costs.

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Using Registers

From the Company Center select Chart of Accounts

To display the Checking account register, double-click the Checking account QBs displays an area below the check where you can add several

lines, memos, and amounts for splitting the expenses among multiple accounts

Enter the transaction and press Record 121

94

To apply your purchase to

more than one account

click the Splits button

Reconciling Bank Accounts

It is important to reconcile your bank accounts with the bank statements

It is through reconciliation you Identify

Correct discrepancies between your records and bank accounts

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How to Reconcile

To reconcile a bank account From the Banking Center Reconciliation icon

Select the correct account to be reconciled

Check Beginning Balance with the bank statement

Then enter the following information: Statement date

Ending balance

Service charge

Interest earned

Then select the Continue button

96

Reconciling Bank Accounts (contd.)

In the Reconcile window Match ALL checks and deposits by clicking on each line to

mark it as a cleared transaction

After you’ve clicked next to each check and deposit, look at the Difference field which should be 0.00

This indicates that your bank account is reconciled Click Reconcile Now button

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Bank Reconciliation Reports

Upon completion, Select

Reconciliation Report

window is displayed

Select Summary or Detail

option

Click Display to view the

report

Click Print button to print

the report 184

98

Locating Previous Bank Reports

To create bank reconciliation reports at any time:

Select the Reports menu

Select Banking

Then select Previous Reconciliation

Voiding Checks

QBs allows you to keep the information about voided checks

To retain a record of these checks

It’s important to enter each check into your register even if the check is voided

Preventing gaps in your check sequence

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How to Void a Check

Steps to Voiding Open the Checking account register

Select check to be voided

Select the Edit menu

Then select Void check option

When you void a check the amount is changed to zero and it marks the check cleared Click Record to save your change

Transferring Funds Between Accounts

Transfer Funds window

Choose the account to transfer from

Choose the account to transfer to

The Transfer

Funds window

displays the

balance in each

account

102

Types of Reports

There are two major types of reports in QBs

Accounting Reports

These reports contain information about transactions and

accounts

Example: the Profit & Loss Report

Is a summary report of all transactions coded to income and

expense accounts for a specified period of time

Business Management Reports

These reports are used to monitor different activities of a

business to help plan workflow and review transactions that have

already occurred and provide critical information

Example: the Customer Contact List Report

Shows addresses, phone numbers, fax numbers, and other

information about Customers

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QBs Preset Reports

Profit and loss reports give you a global view of your company’s income, expenses, and net profit or loss over a specific period of time.

Balance Sheet reports show the financial position of your business by listing assets, liabilities, and equity.

A/R (accounts receivable) reports give you information about the “receivables” side of your business; which invoices are due, how much each customer owes your company, and so on.

Sales reports give you information about what you have sold and to whom.

Inventory reports give you information about the status (such as the quantities you have on hand or on order) and the value to your inventory.

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continued

A/P (accounts payable) reports give you information about the “payables’ side of your business, including

which bills are due, your sales tax liability, and your current balance with each vendor.

Budget reports show how your income and expenses compare to the budgets you have

set up.

Payroll reports give you detailed information on each employee’s payroll amounts and

how much you owe for payroll liabilities.

List reports allow you to report on any information stored in any of the QBs lists.

Other reports include the following: cash flow forecast, income tax summary, income tax detail, check detail, missing checks, deposit detail, general ledger, trial balance, journal, transaction journal, transaction history, and audit trail.

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Inventory-Related Reports

QBs provides pre-set reports to help you work with

your inventory

The Inventory Stock

Status by Item report

indicates items that need to

be reordered with a

checkmark

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Creating Open Purchase Orders

Reports

Select the Reports menu, select Purchases, and

then select Open Purchase Orders

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QuickReports

A QuickReport can quickly give you information about a

customer, vendor, or Item

You can generate QuickReports from account registers,

forms, or lists

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Memorizing Reports

Memorizing Reports doesn’t memorize the data

on the report only:

Format

Dates

Filtering

After you’ve Modified a report it can be Saved In QBs the term is Memorizing

With your report displayed, click Memorize at the

top of the Report Menu 241

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Printing Reports

Every report in QBs is

Printable

Emailable

Created as a PDF

To print the report, click Print at the top of the

window

When you print reports you can specify:

Orientation (landscape or portrait)

Page-count characteristics for the reports

All reports can be Fit report to 1 pages wide option 244

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Finding Transactions

Finding Transactions in Registers

If you know that the transaction you’re looking for is in the

Checking account register, display the register and scroll up or

down until you find it

Using the Find Command you can search by several criteria

in order to find the transactions you want

There are 2 tabs on the Find window: Simple and Advanced

Simple

Use this tab if you want to search for the transaction type,

Customer: Job name, approximate date of the transaction,

number of the transaction or Amount

Advanced

If you need to search based on any other criteria (e.g., account

name, Item name, or memo), use the Advanced tab

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Finding Help in QBs

QBs Help offers two ways by which you can find

answers to your questions:

Index tab

Search tab

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