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Tips for QuickBooks

 Password Protecting QuickBooks

To password protect your QuickBooks data file click on Company in the menu bar, then Set Up Users. From here, you can assign a password for the main (Administrator) account in QuickBooks. You can also set up user accounts, passwords, and different levels of access if you have multiple people using your QuickBooks file. Make sure you keep your newly created password in a safe place (just in case you forget it!)


 Deleting invoices off the "Select Invoices to Print" window.

Here's how you delete some of those old invoices that have been hanging around since 2002. This is a common problem in QuickBooks. Here's the fix - for each entry that is showing up in your Reminders list under "Invoices to Print", double- click on it. This action should take you to the invoice itself. Once here, remove the check mark in the box in the lower left hand corner that says "to be printed", then click "Save and Close". This invoice should no longer show up in the "Invoices to Print" list.


 Recording of Barter Exchanges

If you have customers who are also vendors you may decide to trade some or all of your services / products in exchange for payment.

To record such a barter transaction, invoice the customer for the goods provided or services performed as you normally would. To record the "payment" use the "Receive Payment" function to apply the barter amount against the invoice the same as you would when receiving cash or a check as follows:

Go to Customers: Receive Payment. Payment Amount will be the barter amount (the amount of the invoice you received from your vendor). Pmt. Method will be Barter. Check the radio button for "Group with other undeposited funds". Save this transaction.

Go to Banking: Make Deposits. The payment you just received will come up in the Payments to Deposit screen. If there are also other payments to deposit, make sure you select only the payment(s) being recorded for the barter exchange. When you hit OK the Make Deposits screen will come up with the barter deposit(s) showing. Before recording the deposit make a negative deposit entry on the next blank line below the barter deposit for the amount of the barter as follows:

Deposit To is your normal operating checking account. Date is the date you would have normally paid your vendors invoice. Memo should be changed from Deposit to Barter.

If you have entered the vendors invoice as a bill for payment, Received From is the vendor name and From Account is Accounts Payable.

If you have not entered the vendors invoice as a bill for payment, leave Received From blank. In the From Account column select the expense account you would charge the vendors invoice to, the same as if you were entering it for payment. In the Memo column note the vendors invoice number.

In the Amount column enter the vendors invoice amount with a negative sign first. This negative amount should exactly offset the deposit amount above, resulting in a "Zero" deposit transaction. Save the "deposit" and the transaction is complete.


 Keys that help you save lots of time when working with dates

(Just type the key shown in the date field.)
  • T = today's date
  • M = First day of the month you are working in
  • H = Last day of the month you are working in
  • Y = First day of the year
  • R = Last day of the year
  • + = Move the date forward by one day
  • - = Move the date backward by one day

 Chart of Accounts Shortcut

CTRL+A brings up the Chart of Accounts right away


 Calculator Shortcut

When working in a register, you can use the = to bring up the calculator when adding or subtracting from an account


 How to turn on the Reminders feature when opening a company file

  1. Click on Edit
  2. Click on Preferences
  3. Click the picture of Reminders from the list that appears
  4. Make sure a check mark is in the box marked "Show Reminders list when opening a company file"
  5. Click the OK button

 How to back up your important QuickBooks data

  1. Click on File
  2. Click Back Up
  3. Complete the location where the file will be backed up (i.e. floppy disk in A: or other disk)
  4. Click the Back Up button

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