QuickBooks 2009: The Missing Manual

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• QuickBooks 2009: The Missing Manual
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  • A Note Regarding Supplemental Files
  • The Missing Credits
    • About the Author
    • About the Creative Team
    • Acknowledgements
    • The Missing Manual Series
  • Introduction
    • Whats New in QuickBooks 2009
    • When QuickBooks May Not Be the Answer
    • Choosing the Right QuickBooks Product
      • The QuickBooks Premier Choices
    • Accounting BasicsThe Important Stuff
    • About This Book
    • About the Outline
    • The Very Basics
    • About These Arrows
    • About MissingManuals.com
      • Safari Books Online
  • I. Setting Up QuickBooks
    • 1. Creating a Company File
      • Opening QuickBooks
      • About the EasyStep Interview
      • Before You Create Your Company File
        • Start Date
        • Account Balances
        • Other Important Information
      • Starting the EasyStep Interview
        • Company Information
        • Creating Your Company File
        • Customizing Your Company File
        • Setting Up an Intuit Account
        • Beginning to Use QuickBooks
      • Modifying Company Information
      • What's Next?
      • Opening an Existing Company File
        • Opening a Recently Opened Company File
        • Opening Any Company File
        • Restoring a Backup File
        • Opening a Portable Company File
      • Converting from Another Program to QuickBooks
        • Converting from Quicken Home & Business
        • Converting from a Non-Intuit Program
    • 2. Getting Around in QuickBooks
      • Getting Around the QuickBooks Home Page
        • Vendors
          • The Vendor Center
          • The Home page Vendors panel
        • Customers
          • The Customer Center
          • The Home page Customers panel
        • Employees
        • Company Features
        • Banking
        • The QuickBooks Coach
      • The Company Snapshot
      • Using Menus and the Icon Bar
      • Switching Between Open Windows
    • 3. Setting Up a Chart of Accounts
      • Acquiring a Chart of Accounts
        • Using a QuickBooks Chart of Accounts
        • Importing a Chart of Accounts
          • Importing a Downloaded Chart of Accounts
      • Account Naming and Numbering
        • Setting Up Account Numbers
        • Standardizing Account Names
      • Creating Accounts and Subaccounts
        • Creating an Account
        • Viewing Account Names and Numbers
      • Modifying Accounts
      • Hiding and Deleting Accounts
        • Hiding Accounts
        • Deleting Accounts
      • Merging Accounts
    • 4. Setting Up Customers and Jobs
      • Before You Create Customers and Jobs
        • Categorizing Customers and Jobs
          • Understanding customer types
          • Creating a customer type
          • Categorizing jobs
      • Creating Customers in QuickBooks
        • Creating a New Customer
          • Entering address information
          • Specifying additional customer information
          • Designating payment information
      • Importing and Exporting Customer Information
        • Importing Customer Information
        • Exporting Customer Information
          • Exporting to Excel
          • Customized exports using the Contact List report
          • Exporting a text file
      • Creating Jobs in QuickBooks
        • Creating a New Job
      • Modifying Customer and Job Information
      • Adding Notes About Customers
      • Merging Customer Records
      • Hiding and Deleting Customers
        • Deleting Customers
        • Hiding and Restoring Customers
    • 5. Setting Up Invoice Items
      • What Items Do
      • When You Don't Need Items
      • Should You Track Inventory with Items?
      • The QuickBooks Item Types
        • Items for Services
        • Items for Products
        • Other Types of Items
      • Planning Your Items
        • Generic or Specific?
        • Naming Items
        • Subitems
        • Taxing Decisions
      • Setting Up Sales Tax
        • Sales Tax Codes
          • Assigning tax codes to customers
          • Assigning tax codes to items
          • Creating additional sales tax codes
        • Sales Tax Items
      • Creating Items
        • Service Fields
        • Inventory Part Fields
        • Non-Inventory Part Fields
        • Other Charge Fields
        • Subtotal
        • Group
        • Discount
        • Payment
        • Sales Tax Item
      • Modifying Items
      • Hiding and Deleting Items
        • Hiding Items
        • Deleting Items
    • 6. Setting Up Other QuickBooks Lists
      • The Vendor List
        • Entering Address Information
        • Additional Info
        • Filling in Expense Accounts Automatically
      • Categorizing with Classes
      • Price Levels
        • Creating a Price Level
        • Applying a Price Level
      • Customer and Vendor Profile Lists
        • Sales Rep List
        • Customer Type List
        • Vendor Type List
        • Job Type List
        • Terms List
          • Setting up terms using elapsed time
          • Setting up date-driven terms
        • Customer Message
        • Payment Method List
        • Ship Via List
        • Vehicle List
      • Fixed Asset Items
      • Creating and Editing List Entries
        • Creating Entries
        • Editing Entries
      • Merging List Entries
      • Hiding and Deleting List Entries
        • Hiding Entries
        • Deleting Entries
      • Sorting Lists
      • Printing Lists
        • Blasting Out a Quick List
        • Customizing a Printed List
    • 7. Managing QuickBooks Files
      • Switching Between Multi-User and Single-User Mode
      • Backing Up Files
        • Choosing Standard Settings for Your Backups
        • Backing Up to Your Computer Right Away
        • Automated QuickBooks Backups
          • Setting up automatic backups
          • Scheduling backups for a single company file
      • Restoring Backups
      • Sending Company Files to Others
        • Creating a Portable Company File
        • Opening a Portable Company File
      • Verifying Your QuickBooks Data
        • Running the Verify Data Utility
        • Reviewing Problems
        • Running the Rebuild Data Utility
      • Cleaning Up Data
        • Running the Clean Up Company File Tool
      • Cleaning Up After Deleting Files
  • II. Bookkeeping
    • 8. Tracking Time and Mileage
      • Setting Up Time Tracking
        • Turning on Time Tracking
        • Setting Up the People Who Track Time
        • Setting Up Items and Customers for Time Tracking
      • Entering Time in Timesheets
        • Filling in Weekly Timesheets
        • Entering Time for One Activity
      • Setting Up the Standalone Timer
        • Exporting Lists for Timer Users
        • Distributing Timer
        • Importing Workers' Time into QuickBooks
      • Using Timer to Track Time
        • Installing the Timer
        • Setting Up the Timer Program
        • Setting Up an Activity
        • Entering Time
          • Stopwatch timing
          • Typing in time
        • Creating an Export File of Your Time
      • Running Time Reports
      • Tracking Mileage
        • Adding a Vehicle
        • Setting the Mileage Rate
        • Recording Mileage Driven
      • Generating Mileage Reports
    • 9. Paying for Expenses
      • When to Pay Expenses
      • Entering Bills
      • Automating Recurring Bills
        • Memorizing a Bill
        • Using a Memorized Bill
        • Creating Memorized Groups of Bills
      • Purchasing Inventory
        • Creating Purchase Orders
        • Receiving Inventory and Bills Simultaneously
        • Receiving Inventory Before the Bill
      • Handling Reimbursable Expenses
        • Setting Up Reimbursements As Income
        • Recording Reimbursable Expenses
      • Paying Your Bills
        • Selecting Bills to Pay
        • Modifying Payment Amounts
        • Applying Discounts and Credits to Payments
          • Applying discounts manually
          • Applying credits manually
        • Setting the Payment Method and Account
        • Pay Selected Bills
      • Producing Checks
        • Writing Checks by Hand
        • Setting Up QuickBooks to Print Checks
        • Printing Checks
      • Writing Checks Without Entering Bills
        • Using the Write Checks Window
        • Adding Checks to an Account Register
      • Paying with Cash
      • Paying with Credit Cards
      • Recording Vendor Credits
      • Paying Sales Tax
        • Sales Tax Payment Preferences
        • Producing Reports of the Sales Tax You Owe
        • Remitting Sales Taxes
    • 10. Invoicing
      • Choosing the Right Type of Form
        • Sales Receipts
        • Statements
        • Invoices
      • Sales Forms and Accounts
      • Creating Invoices
        • Creating an Invoice
        • Filling in Invoice Header Fields
          • Choosing the customer or job
          • Choosing an invoice template
          • The other header fields
        • Entering Invoice Line Items
          • Inserting and deleting line items
        • Applying Subtotals, Discounts, and Percentage Charges
        • Adding a Message to the Customer
        • Choosing How to Send the Invoice
        • Adding a Memo to Yourself
      • Invoicing for Billable Time and Costs
        • Setting Up Invoicing for Time and Cost
        • Adding Billable Time and Costs to Invoices
        • Using the Invoice for Time and Expenses Command
        • Selecting Billable Time and Costs
      • Invoicing for Backordered Products
        • Using Pending Invoices for Backorders
        • Using Sales Orders for Backorders
      • Estimating Jobs
        • Creating an Estimate
        • Creating Multiple Estimates
        • Creating an Invoice from an Estimate
      • Creating Progress Invoices
        • Progress Invoicing Options
        • Fine-Tuning a Progress Invoice
      • Handling Refunds and Credits
        • Creating Credit Memos
        • Creating Refund Checks
        • Applying Credits to Invoices
      • Editing Invoices
      • Voiding and Deleting Invoices
    • 11. Producing Statements
      • Producing Statements
        • Creating Statement Charges
        • Generating Customer Statements
          • Choosing the date range
          • Selecting customers
          • Setting printing options
        • Previewing Statements
        • Generating Statements
    • 12. Transaction Timesavers
      • Printing Sales Forms
        • Setting Print Options
        • Aligning Forms and Paper
        • Choosing a Print Method
        • Printing One Form
        • Printing in Batches
        • Printing Mailing and Shipping Labels
        • Printing Packing Slips
      • Emailing Sales Forms
        • Choosing a Send Method
        • Emailing One Form
        • Emailing in Batches
      • Memorized Transactions
        • Using a Memorized Transaction
        • Editing a Memorized Transaction
      • Finding Transactions
        • Searching with Google Desktop
        • Searching with QuickBooks Centers
        • Finding Items
        • Using the Find Command
          • Finding made simple
          • Advanced find methods
          • Using search results
    • 13. Managing Accounts Receivable
      • The Aging of Receivables
        • Accounts Receivable Aging Reports
        • Customer & Job Reports
      • Receiving Payments for Invoiced Income
      • Applying Credits to Invoices
      • Discounting for Early Payment
      • Deposits, Down Payments, and Retainers
        • Setting Up QuickBooks for Prepayments
        • Recording Prepayments
        • Applying a Deposit, Down Payment, or Retainer to an Invoice
        • Refunding Prepayments
      • Applying Finance Charges
        • Finance Charge Preferences
        • Assessing Finance Charges on Overdue Balances
      • Cash Sales
        • Creating Sales Receipts
        • Editing Sales Receipts
        • Voiding and Deleting Sales Receipts
        • Memorizing a Batch Sales Transaction
        • Reconciling Excess and Short Cash
      • Making Deposits
        • Choosing Payments to Deposit
        • Recording Deposits
        • Depositing Money from Merchant Card Accounts
    • 14. Doing Payroll
      • Adding Payroll Transactions from an Outside Service
      • Choosing a Payroll Service
      • Applying for a Payroll Service
      • Setting Up Payroll
        • Setting Up Compensation and Benefits
        • Setting Up Employees
          • Setting employee defaults
          • Creating employee records
        • Setting Up Payroll Taxes
      • Entering Historical Payroll
      • Running Payroll
        • Printing Paychecks and Pay Stubs
      • Paying Payroll Taxes
      • Preparing Payroll Tax Forms
    • 15. Bank Accounts, Credit Cards, and Petty Cash
      • Entering Transactions in an Account Register
        • Opening a Register Window
        • Creating a Transaction in an Account Register
      • Handling Bounced Checks
        • Setting Up QuickBooks to Handle Bounced Checks
          • Bounced check reimbursement item
          • Service charges for bounced checks
        • Recording Bank Charges
        • Re-invoicing for Bounced Checks
      • Transferring Funds
      • Reconciling Accounts
        • Preparing for the First Reconciliation
        • Preparing for Every Reconciliation
        • Starting a Reconciliation
        • Reconciling Transactions
        • Reconciliation Reports
        • Modifying Transactions During Reconciliation
        • Stopping and Restarting a Reconciliation
        • Correcting Discrepancies
          • The Discrepancy Report
          • Other ways to find discrepancies
        • Undoing the Last Reconciliation
        • When Your Bank Makes a Mistake
      • Managing Loans
        • Setting Up a Loan
        • Adding a Loan to Loan Manager
          • Basic setup
          • Payment information
          • Interest rate information
        • Modifying Loan Terms
        • Setting Up Payments
        • What-If Scenarios
      • Tracking Petty Cash
        • Recording ATM Withdrawals and Deposits to Petty Cash
        • Recording Purchases Made with Petty Cash
    • 16. Making Journal Entries
      • Balancing Debit and Credit Amounts
      • Some Reasons to Use Journal Entries
      • Creating General Journal Entries
        • Filling in General Journal Entry Fields
      • Checking General Journal Entries
      • Reclassifications and Corrections
      • Recording Depreciation with Journal Entries
      • Recording Owners' Contributions
    • 17. Generating Financial Statements
      • The Profit & Loss Report
        • Understanding the Profit & Loss Report
        • Generating a Profit & Loss Report
        • Other Profit & Loss Reports
      • The Balance Sheet
        • Understanding the Balance Sheet
        • Generating a Balance Sheet Report
      • The Statement of Cash Flows
        • Understanding the Statement of Cash Flows
        • Generating a Statement of Cash Flows
    • 18. Performing End-of-Year Tasks
      • Viewing the Trial Balance
      • Generating Year-End Financial Reports
        • The Year-End Profit & Loss Report
        • The Year-End Balance Sheet
      • Generating Tax Reports
      • Sharing the Company File with Your Accountant
        • Creating an Accountant's Review Copy
        • Sending a Copy Directly to Your Accountant
        • Merging Accountant Changes into Your Company File
        • Canceling an Accountant's Review Copy
        • Setting Up an External Accountant User
      • 1099s
        • Generating 1099 Reports
        • Printing 1099-MISC Forms
      • Closing the Books for the Year
  • III. Managing Your Business
    • 19. Managing Inventory
      • The QuickBooks Inventory Process
        • Setting Up Inventory Items
        • Purchasing and Selling Inventory
      • Running Inventory Reports
        • Inventory Valuation: How Much Is Inventory Worth?
          • Inventory Valuation Summary report
          • Inventory Valuation Detail report
        • Inventory Stock Status
        • Viewing One Inventory Item
      • Performing a Physical Inventory
      • Adjusting Inventory in QuickBooks
        • Adjusting Quantities
        • Adjusting Quantities and Values
    • 20. Budgeting and Planning
      • Types of Budgets
      • Ways to Build Budgets
      • Creating Budgets in QuickBooks
      • Filling in Budget Values
        • Copy Across Columns
        • Adjust Row Amounts
      • Creating Additional Customer:Job or Class Budgets
      • Copying Budgets and Creating What-if Budgets
      • Running Budget Reports
        • The Budget Overview Report
          • Report layouts
        • Budget vs. Actual Report
        • Profit & Loss Budget Performance Report
        • Budget vs. Actual Graph
    • 21. Tracking Your Business with Reports
      • Finding the Right Reports
      • A Quick Guide to QuickBooks Reports
        • Company & Financial Reports: The Big Picture
          • Profit & Loss reports
          • Reviewing income by customer
          • Reviewing expenses by vendor
          • Balance sheet
          • Realized gains and losses
          • Watching your cash flow
        • Customers & Receivables Reports
          • Accounts Receivable Aging reports: What's due when
          • Collections: Going after your money
          • Reviewing customer balances
          • Customer lists
        • What You've Sold
        • Jobs, Time & Mileage
          • Job and item profitability reports
          • Comparing estimates to actuals
          • Time reports
          • Mileage reports
        • Vendors & Payables Reports
          • A/P Aging and Vendor Balance reports
          • 1099 forms
          • Sales tax reports
        • Purchases
        • Inventory
        • Employees and Payroll
        • Banking
        • Accountant and Taxes
        • Budgets and Forecasts
        • List Reports
        • Custom Reports
      • Running Reports
      • Printing and Saving Reports
        • Saving Reports to Files
      • Customizing Reports
        • Date Ranges
        • Subtotals
        • Customizing the Columns in Reports
          • Adding and removing columns in summary reports
          • Adding or removing columns in detail reports
          • Resizing and moving columns
        • Sorting Reports
        • Filtering Reports
        • Report Headers and Footers
        • Fonts and Numbers
      • Memorizing Reports
      • Swapping Reports Between Company Files
        • Exporting a Report
        • Importing Report Templates
  • IV. QuickBooks Power
    • 22. Online Banking Services
      • Setting Up Your Internet Connection
      • Setting Up Your Accounts for Online Services
        • Applying for Online Services
        • Activating Online Services for Your QuickBooks Account
      • Exchanging Data with Your Bank
        • Downloading Statements with WebConnect
        • Exchanging Data via a Direct Connection
        • Working with Online Items
      • Creating Online Items for Direct Connections
        • Sending a Message to Your Bank
        • Transferring Funds Between Accounts
      • Matching Downloaded Transactions
        • Matching Transactions QuickBooks Couldn't Match
          • Unmatched checks
          • Unmatched deposits
          • Bank charges
      • Paying Bills Online
    • 23. Configuring Preferences to Fit Your Company
      • An Introduction to Preferences
      • Accounting
      • Bills
      • Checking
        • Choosing the Bank Accounts You Use
        • Setting the Way Company Checks Work
        • Choosing Company-Wide Payroll Accounts
      • Desktop View
        • Window Preferences
        • Preferences for Saving the Desktop
        • Choosing a Color Scheme
        • Setting Up the QuickBooks Home Page
      • Finance Charge
      • General
        • Tuning QuickBooks to Your Liking
        • Company-Wide General Preferences
      • Integrated Applications
      • Items & Inventory
      • Jobs & Estimates
      • Multiple Currencies
      • Payroll & Employees
      • Reminders
        • Reminders on the My Preferences Tab
        • Reminders for Everyone
      • Reports and Graphs
        • Preferences for the Reports You Generate
        • Preferences That Apply to Every Company Report
      • Sales & Customers
      • Sales Tax
      • Send Forms
      • Spelling
      • Tax: 1099
      • Time & Expenses
    • 24. Integrating QuickBooks with Other Programs
      • Mail Merge to a Word Document
        • Creating Letters and Envelopes in QuickBooks
      • Synchronizing Contacts
        • Using QuickBooks Contact Sync for Outlook
      • Finding Third-Party Integrated Applications
        • The QuickBooks Solutions Marketplace
        • Other Ways to Find Third-Party Programs
      • Setting Up an Integrated Application
      • Exporting QuickBooks Data
        • Exporting Lists and Addresses
          • Exporting lists to a text file
          • Exporting addresses
        • Exporting Reports
      • Importing Data from Other Programs
        • Importing an Excel Spreadsheet
        • Importing a Delimited File
      • QuickBooks Add-on Services
        • Merchant Services
        • Intuit Payroll Services
        • QuickBooks Billing Solutions
    • 25. Customizing QuickBooks
      • Customizing the Desktop
      • Customizing the Home Page
      • Customizing the Icon Bar
        • Adding and Removing Icons
        • Adding Windows to the Icon Bar
        • Changing Icon Appearance
        • Changing the Order of Icons
      • Customizing Forms
        • Editing an Existing Form
        • Basic Customization
          • Adding a logo
          • Applying a color scheme
          • Changing fonts
          • Including basic company and transaction information
        • Additional Customization
        • Laying out Forms
        • Selecting Form Objects
        • Moving and Resizing Objects
          • Moving objects
          • Resizing objects
        • Adding, Removing, and Copying Objects
        • Formatting Forms
        • Other Handy Layout Tools
      • Managing Templates
        • Creating a New Template
        • Making a Template Inactive
        • Exchanging Templates Between Company Files
    • 26. Keeping Your QuickBooks Data Secure
      • Setting Up the Administrator
        • Assigning the Administrator User Name and Password
        • Resetting the Administrator Password
        • Complying with Credit Card Security Regulations
      • Creating QuickBooks Users
        • Adding New Users
        • Resetting a User Password
      • Restricting Access to Features and Data
        • What the Access Areas Represent
        • Setting Access Rights
      • Audit Trails
  • V. Appendixes
    • A. Installing QuickBooks
      • Before You Install
        • Installing QuickBooks
        • Running QuickBooks for the First Time
        • Registering QuickBooks
        • Setting Up QuickBooks on a Network
        • Where to Store Your Company Files
          • Storing Company Files on a Network
    • B. Help, Support, and Other Resources
      • QuickBooks Help
      • Live Community
      • Other Kinds of Help
        • The QuickBooks Community
      • Other Help Resources
      • QuickBooks Training
    • C. Keyboard Shortcuts
      • Task Shortcuts
      • Transaction Shortcuts
      • Date Shortcuts
      • Window Shortcuts
      • Miscellaneous Shortcuts
  • Index
  • About the Author
  • Colophon
  • SPECIAL OFFER: Upgrade this ebook with OReilly

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