QB 2011 Chapter 1 Lecture with Notes

publishing as Prentice Hall1-14 QuickBooks Menus • Company Menu: Access the Home Page, change company information, and other company related tasks... publishing as Prentice Hall1-16 Q

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All rights reserved No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher Printed in the

United States of America.

publishing as Prentice Hall

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Chapter Focus

• Overview of QuickBooks Program

Features

• Begin using QuickBooks

• Open, backup, and restore company files

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• Prepare business documents by hand

—Invoice, Check, Sales Receipts

• Record transactions in Debit/Credit

format

• Post transactions to General Ledger

and Subsidiary Ledgers

• Prepare Reports by hand

• Record Closing Entries manually

Computerized Accounting with

• QuickBooks automatically posts transactions

• Prepare reports by clicking a button

• Close period by entering a closing date

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Open a Sample File

• On the No Company Open screen:

 Click the Open a Sample File button

 Click Sample service-based business

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Open a Sample File

• Click OK on the QuickBooks Information

screen

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QuickBooks Desktop Features

• Desktop Features include:

 Title Bar

 Menu Bar

 Icon Bar

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QuickBooks Menus

• File Menu: Access company

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• View Menu: S elect an

open window list, icon bar, and

one or multiple windows

• Lists Menu: Show lists used by QuickBooks

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• Favorites Menu place

and access your favorite or

most frequently used

commands

• Accountant Menu

perform client data review, make General Journal Entries, and other accounting functions

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• Company Menu: Access

the Home Page, change

company information, and other

company related tasks

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• Employees Menu: Access the Employee Center, the Payroll Center, and other tasks related to employees and payroll

• Vendors Menu: Access

the Vendor Center and other

tasks related to vendors and

purchases

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• Banking Menu: Perform

tasks related to banking and

checking

• Reports Menu: Access Report Center ,prepare reports

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• Window Menu: Switch

between windows and arrange

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QuickBooks Desktop Features: Icon

Bar

• Icon Bar and Command Centers

 Icons are pictures that may be clicked to give

instructions or perform tasks

 Centers contain information about the company,

customers, employees, vendors, and reports

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QuickBooks Centers: Company

Snapshot

• Company Snapshot provides three tabs used to display

information about the company, payments, and

customers You may customize the Company Snapshot and select from among different options to determine

what you want displayed

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QuickBooks Centers: Customer

• Customer Center shows a Customers tab and a

Transactions tab

• The Customers Tab displays a list of customers and their balances, customer information and transactions for a

selected customer This is the default tab

• Clicking the Transactions tab displays transaction

categories and allows you to get information about

transaction groups

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QuickBooks Centers: Vendor

• Vendor Center has a Vendors tab and a Transactions

tab

• The Vendors tab allows you to display information about the vendors and is the default tab

• Clicking the Transactions tab displays transaction

categories and allows you to get information about

transaction groups

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QuickBooks Centers: Employee

• Employee Center has an Employees tab, a Transactions tab, and a

Payroll tab.

• The Employees tab allows you to display a list of employees,

employee information and payroll transactions for a selected

employee and is the default tab

• Clicking the Transactions tab displays transaction categories and allows you to get information about transaction groups

• The Payroll tab provides information regarding payroll dates, payroll taxes, and payroll forms

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QuickBooks Centers: Doc

• The Online Document Center is a subscription service that lets you access and manage your online documents without using QuickBooks

• User access to your online documents can be managed

• All uploaded documents are listed

• New documents may be uploaded

• A single online document can be shared without having to make the recipient an attached

documents user

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QuickBooks Centers: Report

• Report Center accesses

the Reports available in

QuickBooks and allows

all of them to be

prepared

• Reports are arranged by

category.

• The available reports in

each category may be

displayed in a carousel

(view shown), a list view,

or a grid view.

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QuickBooks Centers: App

• App Center is a link

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QuickBooks Home Page

• The QuickBooks Home Page allows you to give commands to QuickBooks

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QuickBooks Home Page

• The Home Page tasks are organized into logical groups:

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QuickBooks Home Page:

Customers Section

• Used for transactions associated with sales

• Graphic icons used to prepare invoices, sales receipts, receive payments, statement charges, finance charges, statements, and refunds and credits are available

• Clicking the Customers button on the left side of the

Customers section will access the Customer Center

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Employees Section

• Used for payroll transactions

• Allows paychecks to be created, payroll tax

liabilities to be paid, payroll forms to be processed, and access optional subscription employee

benefits

• Clicking the Employees button on the left side of the Employee section will access the Employee Center

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Company Section

• Displays information about your company

• Graphic icons can be clicked to show Chart of Accounts, Items & Services, QuickBooks

Connect and Inventory Activities

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• Allows you to make bank

deposits, write checks,

print checks, reconcile

accounts, access the

check register, and enter

credit card charges

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QuickBooks Forms

• Used to record business transactions

• Transactions are automatically recorded in the Journal in Debit/Credit format when entered on a form

• Two categories of forms:

 Forms you want to send or give to people—invoices, sales receipts, credit memos, checks, deposit slips, and purchase orders

 Forms you have received—payments from

customers, bills, credits for a bill, and credit card

receipts

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QuickBooks Forms: Invoice

• An invoice is prepared to record a sale on account

to a customer.

• Access by clicking the Create Invoices icon in the Customer Section of the Home Page

• Invoice:

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Areas used in an invoice

• Field: area on a form requiring

information—Customer:Job is a

field

• Text box: area within a field where

information may be typed or

inserted—area to be filled in to

identify the Customer:Job is a text

box

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Drop-down List arrow: used to

access a drop-down list

Drop-down list: contains

information that may be

used to complete a field

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• Title bar: Indicates what you are completing and has buttons to minimize, maximize, and close an invoice

Minimize button: click to clear the invoice from the

screen, yet keep it open for further use

Maximize button: click to make the invoice the full size

of the screen

Close button: click to close the invoice

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Invoice Toolbar

Click the Toolbar icons to give commands to QuickBooks

or to get information regarding linked or related

transactions

• Previous: click to go back to the previous invoice

Continue clicking Previous to go back one invoice at a time

• Next: click to go to the next invoice

• Save: click to save the invoice and keep it on the screen

• Print icon: click to print the invoice on paper, view a

preview of the invoice, print a batch of invoices, print labels, and order business forms

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Invoice Toolbar

• Send: click to e-mail invoices

• Ship: click to ship merchandise

• Find: click to find invoices that have been previously prepared

• Spelling: click to check spelling in the invoice

• History: click to view information regarding any payments that have been made on the invoice

• Journal: display the Transaction Journal report after you select an existing transaction

• Letters: click to prepare letters for invoices

• Customize: click to customize the invoice form

• Attach: click to attach a scanned copy of supporting documents to

the invoice (available with a subscription)

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Invoice Buttons

• Save & Close button: click to save the invoice

and exit the Create Invoices screen

• Save & New button: click to save the invoice and

go to a new invoice for completion

• Clear button: click to clear the information

entered on the current invoice

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QuickBooks Lists:

Customer:Job

• Click the Customers

button to access the

Customer Center and

view the Customer:

Job List

• The Customer:Job list

is also the Accounts

Receivable

Subsidiary Ledger

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Chart of Accounts

• Click the Lists

menu and Chart

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Vendor

• Click the Vendors

button to access the

Vendor Center and

view the list of

vendors

• The Vendor list is

also the Accounts

Payable Subsidiary

Ledger

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QuickBooks Reports

• QuickBooks’ Report

Center contains lists for

all the reports available

in QuickBooks

• Access the Report

Center by clicking the

Reports menu and then

click Report Center

• Reports are organized

by category

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QuickBooks Reports

• To view Company and Financial Reports, click Company & Financial in the report list

• To display the reports in Grid view, click the

Grid View button

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QuickBooks Reports: Balance Sheet

• View the report (Notice the cursor )

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QuickZoom

• When looking at the Balance Sheet, you may view transaction details for individual accounts

• Position the cursor over the amount for Total Truck

• When the cursor turns into double-click the amount and

view the transaction details for the account

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• Graphs are both

bar charts and

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QuickBooks Graphs

To view a Net Worth Graph, click Company & Financial in the Report Center and Net Worth Graph

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• Click in an Amount column,

enter the numbers, press +,

enter the next numbers, press

+, etc

• When finished press Enter to

insert the total

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Close the Sample Company

• To close Larry’s

Landscaping, click the

File menu, and Close

Company

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Install Trial Version of QuickBooks

2011

• If the textbook containing the trial version of

QuickBooks 2011 was ordered, you may install the software on your home computer

• The school should have a site license for

QuickBooks for classroom use

• If you already have any version of QuickBooks

2011 on your computer, you may not install the Trial Version for 2011

 For example, if you currently have QuickBooks Pro

2011, you may not install QuickBooks Premier

Accountant 2011 on the same computer.

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2011

• Note: The steps shown to install the program

were current at the time of writing

• If your installation procedures do not match and you are unable to install the program or if you run into difficulties with the installation, go to the Intuit Install Center at

http://support.quickbooks.intuit.com/Support/InstallCenter/default.aspx

or www.quickbooks.com/support to find help

on how to install QuickBooks

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2011

• To install the software, insert the CD into your

CD/DVD drive, wait for a period of approximately one minute until you see

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2011

• OR: If it the QuickBooks screen does not appear

after several seconds, click the Start button, click

Run, and enter E:\Setup.exe (E:\ represents the

location of your CD/DVD drive) and then, click

OK

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