Quickbooks Documentation

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QUICKBOOKS DOCUMENTATION

STEP BY STEP INSTRUCTION TO VARIOUS TASKS

PREPARED BY
EDNA WASHINGTON
PRESIDENT/CEO

This documentation is for use with QuickBooks Pro 2007, 2008 or 2009

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WE ARE YOUR QUICKBOOKS TRAINING COMPANY

THIS PAGE LEFT BLANK INTENTIONALLY

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TABLE OF CONTENTS

Adding a New Customer PAGE 4

Removing a Customer PAGE 5

Editing Customer and Job Information PAGE 5-6

Adding a Customer "On the Fly" PAGE 6-7

Print Chart of Accounts PAGE 7-8

Use the Chart of Accounts PAGE 8

Delete an Account PAGE 9

Edit an Account PAGE 9-10

Add an Account PAGE 10

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QuickBooks Documentation: Adding a New Customer

Step 1: Open the Customer Center
Click the Customer Center icon on the toolbar or press Control J. The Customers & Jobs
List appears. This list includes a column for Customer (and optional Job) names and a
Balance Total column which displays the total amount the customer owes you. Click any
customer or job name to see detailed information about that customer and job.

Step 2: Open the New Customer Window.
Click the New Customer & Job button at the top of the Customer Center. The New
Customer window will appear.

Step 3: Enter the Customer Information.
Enter the Customer name in the Customer Name field, then on the Address Info tab,
enter general information about this customer, including name, Bill To address, Ship To
address, Phone, FAX, and any other information that you find useful.

Step 4: Enter Additional Customer Information
Click the Additional Info tab in the New Customer window to enter optional information to
help you categorize this customer, such as the Type of customer, the Terms you normally
provide to this customer, and the Sales Rep who normally deals with this customer. You
can also enter Sales Tax Information for this customer..

Step 5: Enter Payment Information
Click the Payment Info tab to enter information such as the customer's Account Number,
the Credit Limit for this customer, and the customer's preferred Method of Payment.

Step 6: Enter Job Information
On the Job Info tab of the New Customer window, you can enter the status of the job, the
date on which the job started, the projected and actual ending date, and other descriptive
information about the job.

Step 7: Finishing the Customer Setup
Click OK when you have finished entering this customer information, click Cancel if you
changed your mind and don't want to enter this customer anymore, or click Next to go on
to enter another customer.

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QuickBooks Documentation: Removing a Customer

Intro: You can remove a customer or job that you no longer want to see lurking around
on your Customer:Job list. Once removed, the customer or job is permanently deleted
from your company records.

customer or job name to see detailed information about that customer and job..

Step 2: Select a Customer or Job to Remove
Click on a customer name or job name that you wish to remove. You cannot remove a
customer if there are jobs listed beneath the customer name – you will have to remove
the jobs first. You cannot remove a job or a customer if there have been any transactions
associated with this customer or job entered in any of your QuickBooks forms.

Step 3: Give the "Delete!" Command
Right-click on the Customer or Job name that you want to delete. A pop-up menu will
appear and from this menu you should choose Delete Customer:Job. If you like to do
things the keyboard way, you can press Ctrl+D instead of using the menu.

Step 4: Confirm this Deletion
QuickBooks wants to make sure you know what you're doing here, so you have to click
OK when the Delete Customer:Job box appears. If you go soft and decide you want to
keep this customer or job on the list after all, click the Cancel button and the customer or
job receives a reprieve (for now!).

Step 5: Oops! No Deleting Allowed!
QuickBooks has detected that at some time in your past you entered into a transaction
with this customer or relating to this particular job. Since you've entered the customer or
job name on a form somewhere in the past, you can't delete this customer. But see the
next tutorial for a trick that will let you do the next best thing: Hide the customer!
Meanwhile, click Cancel and this warning window will disappear

QuickBooks Documentation: Editing Customer and Job Information

Intro: Things change. Maybe your customer moved to a new address, or the name of
your contact changed, or the telephone area code has changed. You can edit the
information about your customers so that everything you need to know about your
customers is always up to date.

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customer or job name to see detailed information about that customer and job..

Step 2: Select a Customer or Job to Edit
Click on a customer name, and, if applicable, the job name that you wish to edit.

Step 3: Open the Edit Customer Window
On the right side of the Customer Center, click the Edit Customer button. If you have
selected a job, this button appears as the Edit Job button. The Edit Customer or Edit Job
window will appear, with information about your customer and, if applicable, the job,
displayed.

Step 4: Change Customer and Job Information
With the Edit window open, you can update any information relating to this customer or
the job you selected.

Step 5: Close the Edit Window
When you have finished making all the required changes for this customer or job, click
OK to close the editing window and save your changes. Clicking Cancel closes the
window without saving your changes.

QuickBooks Documentation: Adding a Customer "On the Fly"

Step 1: Open a Sales Form
Open any sales form, such as an Invoice (Ctrl +i), or an Estimate (from the Customers
menu, choose Create an Estimate).

Step 2: Enter a Customer Name
Enter the name of a new customer in the Customer: Job field. Just enter the customer
name, not a job name. Click in another field of the form, or press the Tab key to move to
the next field. The Customer: Job Not Found window will appear.

Step 3: Add Customer Name to Your Customer List
Click the Quick Add button and your Customer Name will be added to the Customer List.
You will be advanced to the next field on the sales form.

Step 4: Add a Job for this Customer
Now that you've set up this customer, you can add a job too. Return to the Customer: Job
field by clicking in the field. Right after your new customer name, enter a colon (:), and a
space, followed by the name of your job. Click in another field on the form or press Tab to
advance to another field.

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Step 5: Quick-Add the Job
When the Customer: Job Not Found window appears, click Quick Add again. This will
add the job to the master customer list. No information other than the name of the
customer and job are entered in your QuickBooks records at this time. To enter
information such as the customer address, phone number, credit limit, and so on, take a
look at the tutorial on Adding a New Customer.

QuickBooks Documentation: Print Chart of Accounts

Intro: A printed copy of the Chart of Accounts is handy to have around. You never know
when you need to look up an account name. "Say, what account should I use for keeping
track of my guard dog expenses?" "Just a second – I'll look at the Chart of Accounts.
Here we go – how about 'Security Expense?'"

Step 1: Open the Chart of Accounts.
Open up the Lists menu and choose Chart of Accounts to open the Chart of Accounts
window. This window lists all of your accounts, sorted by type, and shows you the current
balance in each account.

Step 2: Print the Account List.
You can print this list, as is, by clicking the Account button in the Chart of Accounts
window. Choose Print List to open the Print Lists Window.

Step 3: The List Reports Window
Before you can see the Print Lists window, you may see a message reminding you that
you can view reports by opening the Reports menu and choosing a report. Reports
chosen from the Reports menu provide more flexibility in terms of your being able to
customize the contents of the reports. You can Click OK to close this reminder window
and the Print Lists window will appear.

Step 4: Preview the Account List.
Take a quick look at your Chart of Accounts list by clicking the Preview button in the Print
Lists window. Click Close to close the Preview, then click Print to dispatch this Chart of
Accounts to your printer, pronto.

Step 5: Examine the Chart of Accounts Report
If you want a little more control over how the final product looks, open the Reports menu
from the main QuickBooks screen and choose List. Click on Account Listing and your
Chart of Accounts will be displayed on your screen in all its splendor.

Step 6: Remove a Column from the Report
If you decide you don't need all of these columns, remove a column by using your mouse
to slide the little diamond at the right side of the name of the unwanted column to the

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diamond on the left side of the column name. When you release your mouse button, the
column is gone!

Step 7: Examine Print Options
Print this list by clicking the Print button at the top of the Report screen. The Print Reports
window will appear, giving you the option of printing Portrait (8 ½ by 11) or Landscape
(11 by 8 ½), and enabling you to change fonts or margins before you print.

Step 8: Print Your Report
Click the Print button in the Print Reports window and your Chart of Accounts will be in
your hands in no time.

QuickBooks Documentation: Use the Chart of Accounts

Step 1: Open Your Chart of Accounts
Choose Lists | Chart of Accounts, or press Ctrl + a to open your account list. Move the
Chart of Accounts list to any location on your screen by placing your mouse pointer in the
title bar of the Chart of Accounts window and dragging.

Step 2: Resize Chart of Accounts Window
You can resize the list if you want to see more accounts, by placing your mouse pointer
on the edge of the list (your mouse pointer will look like a double-sided arrow) and
dragging.

Step 3: Reorder Accounts on Chart of Accounts List
Change the order of accounts by placing your mouse pointer at the left side of the
account you want to move. Your mouse pointer will look like a black cross with arrows on
the points. Drag the account to a new location.

Step 4: Change Hierarchy of Accounts
Make an account a sub-account by dragging an account to it is indented beneath another
account. This will enable you to produce financial statements in which the information
from the second level, or sub-account, is summarized in the first level, or master account.

Step 5: Close Chart of Accounts
Close the Chart of Accounts window by clicking the "x" in the upper right corner of the
window, or by pressing the ESC key on your keyboard.

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QuickBooks Documentation: Delete an Account

Step 1: Choose the Account to Delete
You can only delete accounts that have a zero balance and that have never been used in
any transactions, and accounts that have not been set up to receive information from
payroll transactions. Click the Account button in the Chart of Accounts window and
choose Delete.

Step 2: Verify Your Choice to Delete
Verify that you want to delete this account by clicking OK. If you decide you don't want to
delete this account, click Cancel.

Step 3: Oops! You Can't Delete This Account
Some accounts cannot be deleted. If you see this message you will not be permitted to
remove the account. Click OK to return to your Chart of Accounts window.

Step 4: Make Another Choice
If QuickBooks won't let you delete an account, consider the alternatives of making an
account inactive or merging an account. These options are covered in other tutorials in
this section.

QuickBooks Documentation: Edit an Account

Step 1: Select an Account to Edit
Click once on the name of the account you wish to edit. Click the Account button in the
Chart of Accounts window and choose Edit. The Edit Account window will appear
displaying information about the account you selected.

Step 2: Change Account Type
Change the account type by making a selection from the available types in the Type field.
Note that you cannot change an account type to or from Accounts Payable or Accounts
Receivable.

Step 3: Adjust Account Name
Change the spelling or the name of an account in the Account Name field. Check the
Sub-Account of box if this account is to be a sub-account of another account. Indicate the
account of which this account is to be the sub-account. Alternatively, uncheck the box if
you want to remove sub-account status.

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Step 4: Enter Optional Changes
Make any other changes that you want to enter for this account. Click OK to save your
changes, or click Cancel if you change your mind and don't want to edit this account.

QuickBooks Documentation: Add an Account

Step 1: Open the New Account Window
Click the Account button in the Chart of Accounts window, then select New. Alternatively,
press Ctrl+n on your keyboard. The New Account window will appear.

Step 2: Choose an Account Type
Click the down-arrow in the Type field to choose an account type. You must pick one of
the types from this list; you can't create types of your own.

Step 3: Enter an Account Name
Enter a name for your new account in the Name field. The name you enter is the name
that will appear on your financial statements, so you may want to avoid using an
abbreviation.

Step 4: Enter a Tax Line
Choose a tax line for this account if you plan to use QuickBooks to produce tax reports
that will help you prepare your income tax return, or if you plan to prepare a tax return by
incorporating your QuickBooks data into TurboTax.

Step 5: Fill in Optional Fields
The rest of the fields in this screen are optional, and the fields you see depend on the
Account Type you chose. Fill out any information that you want to save about this
account.

Step 6: Close and Save Your New Account
Click OK to add your new account to the Chart of Accounts list, or click Next if you want
to add another new account.

For more QuickBooks Tips Contact Washington Consultants, LLC

Email your requests to washingtonconsult@att.net

Phone Us 313-874-4533

Quickbooks Documentation

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