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QuickBooks 2009 on Demand

Book Description

Need answers quickly? QuickBooks® 2009 on Demand provides those answers in a visual step-by-step format. We will show you exactly what to do through lots of full color illustrations and easy-to-follow instructions.

  • Produce and customize reports that show exactly how your company is doing

  • Schedule transactions so you’ll never forget a due date again

  • Bill time and expenses directly to customers

  • Use the new QuickBooks features for 2009, including a redesigned Payroll Center and the new Accountant’s Copy that lets you keep working while your accountant reviews your books

  • Create and use a budget

  • Reconcile your bank account to the penny without waiting for the bank statement to come in the mail

  • Keep detailed records of fixed asset acquisitions

  • Protect financial information with the latest in security techniques

  • Send customized mailings to your customers and vendors

  • Learn tips and shortcuts to help make your QuickBooks experience more efficient and to customize your program to fit your style

  • Process transactions the right way by following the accounting rules interspersed throughout the book

  • Introduction     xv

    Chapter 1: Setting Up Your Company with the EasyStep Interview     1

    Chapter 2: Setting Up and Using Payroll Features     27

    Chapter 3: Adding or Changing Information After the Interview Is Completed     69

    Chapter 4: Invoicing and Collecting Income     107

    Chapter 5: Making Purchases and Recording Payments     141

    Chapter 6: Collecting and Paying Sales Tax     171

    Chapter 7: Using Time-Saving Features     185

    Chapter 8: Job Cost Estimating and Tracking     199

    Chapter 9: Tracking Time     219

    Chapter 10: QuickBooks Tips and Tricks     237

    Chapter 11: Using the QuickBooks Online Features     263

    Chapter 12: Preparing Income Tax Returns     295

    Chapter 13: Security     309

    Chapter 14: Using Inventory Features     328

    Chapter 15: Recording Your Assets     349

    Chapter 16: Recording Owners' Equity     363

    Chapter 17: Recording Liabilities     371

    Chapter 18: Preparing the Top Ten QuickBooks Reports     387

    Workshops     411

    Index     423

    Table of Contents

    1. Copyright
      1. Dedication
    2. Acknowledgements
      1. About The Authors
      2. We Want To Hear From You!
      3. Reader Services
    3. Introduction
      1. What You’ll Learn
      2. The Best Place to Start
      3. How This Book Works
      4. Step-by-Step Instructions
      5. Organization of the Book
    4. 1. Setting Up Your Company Accounts with the EasyStep Interview
      1. Installing QuickBooks
        1. Install QuickBooks
      2. Registering QuickBooks
        1. Register QuickBooks
      3. Setting Up QuickBooks in a Multiuser Office
        1. Set Up QuickBooks in a Multiuser Office
      4. Transferring Data from Older Versions of QuickBooks
        1. Transfer Data from an Older Version of QuickBooks
      5. Transferring Data from Quicken
        1. Prepare Your Quicken Data for the Transfer
        2. Perform the Conversion from Quicken to QuickBooks
      6. Practicing with the Sample Company Files
        1. Practice with the Sample Company Files
      7. Entering Data for a New Company
        1. Open a New Company File and Follow the Interview Questions
      8. Entering a Start Date
        1. Enter a Start Date
      9. Setting Up a Bank Account
        1. Set Up a Bank Account
      10. Setting Up Income and Expense Accounts
        1. Setting Up Income and Expense Accounts
      11. Stopping, Restarting, and Completing the Interview
        1. Stop the EasyStep Interview
        2. Restart the EasyStep Interview
        3. Complete the EasyStep Interview
    5. 2. Setting Up and Using Payroll Features
      1. Setting Payroll and Employee Preferences
        1. Set Up Payroll Preferences
        2. Set Up Employee Preferences
      2. Setting Up Employees
        1. Enter Employee Personal Information
        2. Enter Employee Address Information
      3. Setting Up Employee Payroll Information
      4. Setting Up Employee Payroll Taxes
        1. Set Up Federal Payroll Tax Information
        2. Set Up State and Local Payroll Tax Information
      5. Setting Up Sick and Vacation Benefits
        1. Set Up Sick Benefits
        2. Set Up Vacation Benefits
      6. Setting Up Payroll Deductions
        1. Set Up Payroll Deductions
      7. Paying Employees
        1. Selecting Employees for Special Payroll Preparation
      8. Using Timer Information with QuickBooks Payroll
      9. Printing Paychecks
      10. Using Direct Deposit
      11. Creating Employer Payroll Reports
        1. View a Payroll Summary Report
        2. View Year-to-Date Payroll Liabilities
      12. Reporting Payroll Taxes with Form 941
        1. Select Employees, Payroll Tax Forms & W-2s, Process Payroll Forms
      13. Paying Federal Unemployment Compensation Taxes with Form 940
        1. Pay Federal Unemployment Compensation Taxes with Form 940
      14. Preparing W-2 Forms
      15. Issuing W-3 Forms
      16. Setting Up Independent Contractors for 1099 Forms
      17. Setting 1099 Preferences
      18. Issuing 1099 Forms
      19. Outsourcing Payroll
        1. Record Payroll Expense and Payroll Liabilities
    6. 3. Adding or Changing Information After the Interview Is Completed
      1. Setting General Preferences
        1. Set Personal General Preferences
        2. Set Company General Preferences
      2. Setting Desktop View Preferences
      3. Sorting Lists
      4. Displaying Lists on Forms
      5. Adding Accounts
      6. Using Account Numbers
      7. Adding Customers
        1. Add Customers
      8. Displaying Detailed Customer Information
      9. Adding Vendors
        1. Enter Vendor Address Information
        2. Enter Additional Vendor Information
      10. Adding Items
      11. Adding Information “On-the-Fly”
      12. Moving Items on a List
      13. Creating Subitems
      14. Editing Information on a List
      15. Hiding Entries on Lists
        1. Hide a List Entry
        2. Change the Hidden Status of List Entries
      16. Deleting Entries on a List
        1. Delete a List Entry
      17. Merging Entries on a List
      18. Printing Lists
        1. Print a List
      19. Searching for Transactions
      20. Generating a QuickReport
      21. Setting Accounting Preferences
    7. 4. Invoicing and Collecting Income
      1. Setting Sales and Customers Preferences
      2. Creating an Invoice
      3. Previewing Invoices
      4. Printing a Single Invoice
      5. Printing a Batch of Invoices
      6. Emailing an Invoice
        1. Indicate Email Status on an Invoice
        2. Send One Invoice by Email
        3. Send a Batch of Email Invoices
      7. Charging Expenses to a Customer
        1. Designate the Customer When Making a Purchase
        2. Place Expenses on a Customer Invoice
      8. Setting Finance Charge Preferences
      9. Creating a Monthly Statement
      10. Setting Send Forms Preferences
      11. Tracking Accounts Receivable
      12. Receiving Payments for Invoices
      13. Issuing a Credit or Refund
      14. Receiving Cash
      15. Making Bank Deposits
      16. Receiving Advances, Retainers, and Down Payments
      17. Issuing Discounts
        1. Enter a Sales Discount on an Invoice
        2. Enter a Discount for Early Payment
      18. Viewing the Open Invoices Report
      19. Creating a Collection Letter
      20. Recording Bad Debts
    8. 5. Making Purchases and Recording Payments
      1. Setting Purchases and Vendors Preferences
        1. Set Purchase Orders and Inventory Preferences
        2. Set Bills Preferences
      2. Using Purchase Orders
        1. Create Purchase Orders
        2. Order Items on a Purchase Order
      3. Viewing Items on Purchase Orders
      4. Viewing Vendor Information
      5. Receiving Goods
      6. Receiving a Partial Order
      7. Viewing Unpaid Bills Reports
      8. Paying Bills
      9. Taking Discounts
      10. Using the Check Register
        1. Use the Check Register
      11. Editing Bill Payments
      12. Deleting Bill Payments
      13. Setting Checking Preferences
      14. Writing Checks
      15. Printing Checks
      16. Voiding Checks
        1. Void a Check in the Current Year
        2. Void a Check from a Previous Year
      17. Creating Purchase Reports
    9. 6. Collecting and Paying Sales Tax
      1. Setting Sales Tax Preferences
      2. Creating a Sales Tax Item
      3. Creating a Sales Tax Group
      4. Charging Sales Tax to Customers
      5. Entering Tax Status of Inventory Items
      6. Selling Tax-Exempt Items
      7. Selling Items to Tax-Exempt Customers
      8. Producing Monthly Sales Tax Reports
      9. Paying Sales Tax
      10. Taking a Discount for Early Payment
    10. 7. Using Time-Saving Features
      1. Memorizing Transactions
      2. Memorizing a Group of Transactions
        1. Memorize a Group
        2. Add a Transaction to the Group
      3. Using Memorized Transactions
      4. Scheduling Recurring Transactions
        1. Create a Recurring Transaction
        2. Choose the Frequency of Recurrence
      5. Changing Memorized and Scheduled Transactions
        1. Change a Memorized Transaction
        2. Change a Recurring Transaction
      6. Removing Memorized Transactions
      7. Setting Reminders Preferences
        1. Set Personal Reminders Preferences
        2. Set Company Reminders Preferences
      8. Using Reminders
    11. 8. Job Cost Estimating and Tracking
      1. Setting Jobs and Estimate Preferences
      2. Setting Up a Job
        1. Enter New Job Information
        2. Enter Additional Information for a New Job
        3. Enter Payment Information for a New Job
        4. Enter Specific Job Information
      3. Using the Job Status Feature
        1. Set Up the Job Status Feature
        2. Use the Job Status Feature
      4. Using the Job Type Feature
      5. Using the Job Dates Feature
      6. Using the Job Description Feature
      7. Creating an Estimate
      8. Invoicing Against an Estimate
        1. Prepare an Invoice for 100% of the Estimate
        2. Prepare an Invoice for a Percentage of the Estimate
        3. Prepare an Invoice for Selected Items
      9. Revising Estimates
      10. Creating a Work in Progress Report
        1. Display a Work in Progress Report
        2. Filter a Report to Include Only Certain Criteria
    12. 9. Tracking Time
      1. Setting Time Tracking Preferences
      2. Installing the Timer
      3. Exporting Information to the Timer
      4. Creating a New Timer File
      5. Creating a Timed Activity
      6. Using the Timer
      7. Sending Timer Data to QuickBooks
      8. Opening Timer Data in QuickBooks
      9. Viewing Timer Transactions
      10. Editing Timer Transactions
      11. Billing Time from the Timer to the Customer
      12. Backing Up and Condensing Timer Data
        1. Back Up Timer Data Without Condensing
        2. Back Up and Condense Timer Data
      13. Restoring Backed-Up and Condensed Timer Data
    13. 10. QuickBooks Tips and Tricks
      1. Setting Spelling Preferences
      2. Creating a Budget
      3. Producing Budget Reports
      4. Setting Up Classes
      5. Displaying a Class List
      6. Using Multiple Classes on One Form
      7. Reporting on Classes
      8. Creating Payment Terms
      9. Customizing Forms—Editing Existing Forms
      10. Customizing Forms—Creating a New Form
      11. Making Journal Entries
        1. Make a Journal Entry
      12. Using the Audit Trail
      13. Using the QuickBooks Remote Access Feature
      14. Creating Mailing Labels
    14. 11. Using the QuickBooks Online Features
      1. Setting Service Connection Preferences
      2. Setting Up Your QuickBooks Internet Connection
      3. Activating Online Services With Your Financial Institution
      4. Retrieving Online Transactions
      5. Adding Transactions to QuickBooks
      6. Renaming Rules—Automatically Assign List Name
      7. Setting Preference to Prefill Accounts
      8. Assigning Transactions to Open Vendor Bills
      9. Assigning Deposits to Open Customer Invoices
      10. Deleting Multiple Transactions
      11. Adding Multiple Transactions
      12. Making Online Payments
      13. Canceling Online Payments
      14. Sending Online Messages
      15. Transferring Money Between Accounts
        1. Request the Funds Transfer
        2. Dispatch the Funds Transfer
      16. Getting Reports of Online Transactions
      17. Using the QuickBooks Website
      18. Using the QuickBooks Online Edition
      19. QuickBooks Billing Solutions
    15. 12. Preparing Income Tax Returns
      1. Choosing the Correct Income Tax Form
      2. Assigning Tax Lines
        1. Assign a Tax Line When Setting Up a New Account
        2. Assign a Tax Line to an Existing Account
      3. Using the Income Tax Summary Report
      4. Using the Income Tax Detail Report
      5. Making Estimated Tax Payments
      6. Creating a Tax Return
        1. Download Federal Tax Forms
        2. Download State Tax Forms
    16. 13. Security
      1. Backing Up Your QuickBooks Company File
      2. Restoring Backed-Up Information
        1. Restore Backed-Up Information
      3. Using the QuickBooks Online Backup Service
      4. Setting Up the Administrator
      5. Adding Users
        1. Add a User
        2. Assign All Rights
        3. Assign Selected Rights
      6. Editing User Access
      7. Removing Users
      8. Closing Financial Records at Year-End
        1. Set the Closing Date
        2. Restrict User Access to Pre-Closing Date Transactions
      9. Creating a Closing Date Exception Report
    17. 14. Using Inventory Features
      1. Activating Inventory
      2. Setting Up Inventory Items
      3. Adding to Your Inventory
      4. Editing Inventory Items
      5. Creating an Inventory Group
        1. Set Up the Inventory Group
        2. Use the Inventory Group
      6. Managing Sales Orders
        1. Manage Sales Orders
      7. Setting Up Reminders to Replenish Your Inventory
        1. Create a Reminder to Replenish Inventory
        2. View Reminders
      8. Preparing Inventory Reports
      9. Counting Your Inventory
      10. Adjusting Inventory Quantities
      11. Adjusting the Price of Inventory
    18. 15. Recording Your Assets
      1. Reconciling Your Bank Statement
      2. Recording Automatic Teller Withdrawals
      3. Tracking Petty Cash
      4. Receiving Credit Card Payments
      5. Recording Deposits As Assets
      6. Purchasing Fixed Assets
        1. Enter a Fixed Asset in the Chart of Accounts
        2. Enter a Fixed Asset in the Fixed Asset Item List
      7. Entering Depreciation
      8. Selling Fixed Assets
        1. Enter a Fixed Asset Sale on an Invoice
        2. Enter a Fixed Asset Sale in a Journal Entry
    19. 16. Recording Owners’ Equity
      1. Understanding the Opening Balance Equity Account
        1. Examine the Opening Balance Equity Account
        2. Zero-Out the Opening Balance Equity Account
      2. Recording Owners’ Draws
        1. Set Up a Draw Account
        2. Record an Owner’s Withdrawal
      3. Entering Prior Period Adjustments
      4. Viewing Contents of Retained Earnings Account
    20. 17. Recording Liabilities
      1. Managing Accounts Payable
      2. Recording Payroll Tax Accruals
      3. Setting Up Credit Card Accounts
        1. Set Up a Credit Card Account
        2. Record Credit Card Charges
        3. Pay/Reconcile a Credit Card Account
      4. Accounting for Deposits or Retainers
      5. Recording Loans
      6. Using the QuickBooks Loan Manager
      7. Recording Loan Payments
    21. 18. Preparing the Top Ten QuickBooks Reports
      1. Setting Reports and Graphs Preferences
        1. Set Personal Reports and Graphs Preferences
        2. Set Company-Wide Reports and Graphs Preferences
      2. Preparing an Income Statement
      3. Preparing a Balance Sheet
      4. Preparing a Trial Balance
      5. Preparing a General Ledger Report
      6. Preparing a Budget Report
      7. Preparing a Sales Tax Liability Report
      8. Preparing a Payroll Liability Report
      9. Preparing an Accounts Receivable Aging Summary Report
      10. Preparing a Job Progress Report
      11. Preparing an Accounts Payable Aging Detail Report
      12. Customizing Reports
        1. Change the Dates and Columns on a Report
        2. Change the Report Filters
        3. Customize the Report Header and Footer
      13. Memorizing a Customized Report
    22. Workshops
      1. Project 1: Customize the Icon Bar
        1. The Project
        2. The Process
      2. Project 2: Using the Company Snapshot
        1. The Project
        2. The Process
      3. Project 3: Using To Do Notes
        1. The Project
        2. The Process
      4. Project 4: Color Code Your Accounts
        1. The Project
        2. The Process
    23. Inside Front Cover
      1. on Demand Online Workshop
      2. Here are Some of the Workshops you’ll Find: QuickBooks 2009 Projects