QuickBooks tips
Clicking one of the links below will scroll the page to the relevant section of this page.
- Navigating QuickBooks from the keyboard
- Calculations on the Fly
- Working with Dates
- Saving Transactions from the Keyboard
- QuickBooks back ups
- Copy & Paste
- Associating an account with a vendor
- Memorized Transactions
- Customizing the Icon Bar
Navigating QuickBooks from the keyboard
Ctrl+A = Opens the Chart of AccountsCtrl+T = Memorized Transaction List
Ctrl+M = Memorize the current transaction
Ctrl+W = Opens the Write Checks window
Ctrl+R = Opens the Register of the selected account, vendor or customer
Ctrl+I = Opens the Create Invoice window
Ctrl+J = Opens the Customer: Job List
Ctrl+P = Prints the selected report
Ctrl+F = Opens the Find Window
Ctrl+Q = Quick Report of selected account, vendor or customer
Ctrl+Del = Delete a line item
Ctrl+Ins = Insert a line item
Ctrl+D = Delete the selected transaction (cannot be undone!)
Calculations on the Fly
Enter "+,-,*,/,=" in any amount field to activate the built–in calculatorBack to Top
Working with Dates
In any date field (with the date highlighted) enter the following:+ = advances the date by one day
– = decreases the date by one day
m = changes the date to the first day of the month, keep entering m and it will decrease by month
y = changes the date to the first day of the year, keeping entering y and it will decrease by year
w = decreases the date by one week
Saving Transactions from the Keyboard
If you do not wish to take your hands off the keyboard to move the mouse to the Save & New Button, try holding down the CTRL key while pressing the Enter key. This combination will execute whatever is highlighted, almost always the Save & New Button.
QuickBooks back ups
Remember to back up your QuickBooks file at least once a week.
Keeping backups offsite with USB flash units:
An easy answer to moving data and keeping data offsite. 128MB USB Flash unit (holds 70 times more data than a standard floppy disk). USB flash units are about the size of a lipstick and are designed to be added to your keychain. There is no need to burn CDs or use slow floppy disks to move data. They plug into your USB port and the the backup works the same as backing up to your A or CD drive. Windows Vista and XP come with USB drivers that automatically "see" the removable disk (the flash drive). Windows 98 usually requires a driver off a CD that comes with some models.
There should always be at least 2 sets of backups in the event one backup unit fails. Consider purchasing 2 units.
You can easily restore your files with Windows Explorer. There is no need to compress the files. USB drives are built to last and are designed to be carried around!
Back to TopCopy & Paste
Throughout windows and PC based software there is a fundamental tool, copy and paste, that speeds your data entry and allows you to copy important text from one program to another, or one field to another.
a. Use your mouse to highlight (select) the text you want to copy. Highlight the text by left clicking at the "end point" of the text you want to copy, holding the clicker down and swiping the mouse to the left – stopping at the beginning of the text you want to copy, then release the clicker.b. Press Ctrl+C (at the same time) to copy the section into a temporary storage space called the Clipboard. You do not see this storage area, it operates behind the scenes.
c. Now left click in the new field or document where you want to paste what you have just highlighted.
d. Press Ctrl+V and the contents of the Clipboard are pasted into place.
If you find yourself repeating data entry when setting up a new customer / vendor or you are changing a group of transactions to a new account, simply copy and paste the repeated text using the above method. It will take you a few tries to before you get the hang of it, but use it regularly and you will find new opportunities to use this trick throughout QuickBooks and also coping text from the internet browsers or from one word document to another, or one Excel cell or document to another.
Back to TopAssociating an account with a vendor
Would you like QuickBooks to recall what account/item you used the last time you booked a transaction from that vendor or customer? To turn on this feature, from the Edit menu select Preferences, from the left scroll bar click on the "general" icon. Put a checkmark next to "automatically recall the last transaction for this name". Then click OK. Next time you enter a transaction from a customer or vendor you use regularly, the screen with auto fill for you. Modify what is necessary including the dollar amount of the transaction. You may delete any lines that are not applicable using Ctrl + Delete key.
Back to TopIncrease efficiency & accuracy – QuickBooks Memorized Transactions
Set–up recurring transactions to record at regular intervals over a period of time. Choose to record automatically or have QuickBooks remind you or just add the transaction to a list and it's ready for entry with one mouse click at any time. A recurring transaction that has been set–up in QuickBooks is called a memorized transaction. Memorized transactions reduce mistakes, keep better tabs on cash in bank and increase accuracy:
Why Use Memorized Transactions in QuickBooks?
Here are examples of recurring transactions that will save you time to set up as memorized transactions in QuickBooks:
Recurring outgoing cash flows:
- Loan or lease payments
- Recurring bills in QuickBooks
- Recurring checks in QuickBooks
- Monthly health insurance bills
- Monthly electronic withdrawals from checking such as internet access payments or business insurance installment payments
- Rent
Recurring sales in QuickBooks:
- Recurring sales transactions
- Rent collections
- Monthly installments payments due from customers
- Repeating tuition invoices
Recurring purchases orders in QuickBooks
- Purchase Orders that are repeated with many of the same items
Recurring journal entries in QuickBooks
- Recurring Monthly depreciation journal entries
- Allocation of overhead to other departments
Recurring Estimates
Use, if you frequently choose the same line items when creating a quoteHow to work with memorized transactions in QuickBooks
Memorizing must be done while the transaction activity window is open.
- Enter the transaction as you would like it memorized
- Control + M or from the edit menu select "memorize"
- Enter a name that will help you recognize the transaction
- Complete the options: How often, Next Date to enter, Number of remaining payments
- Retrieve and use the memorized transactions from the list menu. or use shortcut Control key+ T
- The transaction template you used to create the memorized transaction can be saved as a valid transaction, or cleared
From this list window (control + T) you can:
- Permanently discontinue a memorized transaction – highlight and delete the transaction (control + D)
- To keep the transaction on the list but not active, highlight and edit the transaction (control + E)
- Change the date or the frequency by highlighting and edit the transaction (control + E)
- Occasionally there is a need to change a the amounts within a memorized transaction (see below). Whenever a change to the amount is made, be sure to confirm that the date of the next transaction is correct. The date of the next entry appears on the memorized transaction list (control + T).
To modify a dollar amount or account of a memorized transaction, from the list window (control + T)
- Highlight and enter the transaction
- Change the information that needs modifying
- Control + M to memorize, and from the pop–up window, click on replace transaction
- Clear the transaction window
- Return to the memorized list (control + T) and review the settings of the memorized transaction (highlight and edit –control + E)
Transactions which cannot be memorized include payroll checks, time records, bill payments, sales tax payments or receipts or deposits of payments.
Customizing the Icon Bar
This is by far my favorite tip – something I normally start with when working with a new client. Make your most often used functions into icons on your icon bar – for one–click access. And it's so easy to do! Just right–click on the icon bar and click on Customize.
Back to TopReturn from QuickBooks Tips to Small Business Accounting Services
