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Tables of Contents for Using Quickbooks & Quickbooks Pro Version 6.0
Chapter/Section Title
Page #
Page Count
Introduction
xv
I Getting Started in QuickBooks
3
182
1 QuickBook Overview
3
12
QuickBooks and QuickBooks Pro
5
1
Changes in Version 6
6
1
Turning On Your QuickBooks Program
7
1
Running QuickBooks from the CD-ROM
7
1
Running QuickBooks from Your Hard Drive
7
1
Backing Up Your Data
8
3
How to Back Up
9
1
How to Restore
10
1
QuickBooks Reminders
11
4
2 Getting Help
15
12
Using This Book for Help
16
1
Using QuickBooks Help Index
17
2
Using the Help Find Feature
19
1
Using Find
19
1
Using Qcards
20
1
Using the How Do I? Button
21
1
Getting Help on the CD-ROM
22
1
Using Online Help
23
1
Intuit Technical Support
24
1
Using the Automated Expert
24
1
Telephone Technical Support
24
1
QuickFax System
25
1
QuickBooks and Your Industry
25
2
3 Periodic QuickBooks Activities
27
10
Performing Daily Activities
28
3
Understanding Types of Activities
29
1
Creating a Checklist
30
1
Performing Weekly Activities
31
1
Working with Payroll
31
1
Performing Monthly Activities
32
1
Performing Quarterly Activities
33
1
Completing Annual Activities
34
3
4 Setting Up a Company in QuickBooks
37
28
The Start Date
38
1
Checklist for Setting Up New Business
39
1
The EasyStep Interview
40
2
Stopping and Restarting the Interview
42
1
Moving Around in the Interview
42
1
The General Section
43
1
Upgrading from Earlier Versions of QuickBooks and Quicken
43
1
New Users of QuickBooks
44
1
Entering Company Information
45
2
Setting Up Your Company Address
47
1
Federal Identification Number
47
1
First Month of the Year
48
1
Choose a Tax Return
49
1
Type of Business
50
1
Save Your Work
51
1
QuickBooks' Standard (Customized) Chart of Accounts
52
1
Who Has Access to the Company File?
53
1
Do You Have Inventory?
54
1
Do You Want to Keep Track of Inventory in QuickBooks?
55
1
Do You Collect Sales Tax from Customers?
55
2
Selecting a Stylish Invoice
57
1
Using QuickBooks for Your Payroll
58
2
Making Estimates on Jobs
60
5
Tracking Time in QuickBooks Pro
61
1
Using Classes to Separate Your Business
61
1
Bill Paying: Now or Later
62
1
Displaying the Reminders List
63
2
5 Setting Up Accounts, Inventory, Fixed Assets, and Payroll
65
28
Setting Up Income Accounts
66
2
Setting Up Expense Accounts
68
1
General Information About Your Company's Income
69
1
Setting Up Items
70
7
Creating a Service Item
70
3
Creating a Non-Inventory Part Item
73
1
Creating an Other Charge Item
74
2
Creating Inventory Items
76
1
Entering Opening Balances
77
9
Entering Customers
78
2
Entering Vendors
80
1
Credit Card Accounts
80
1
Lines of Credit
81
1
Setting Up Loans and Other Liabilities
82
1
Set Up Your Bank Account
83
1
Setting Up Asset Accounts
83
2
Your Equity Accounts
85
1
Setting Up Payroll
86
7
Setting Up Payroll Items
87
3
Entering Starting Balances for Payroll
90
3
6 Entering Historical Information
93
20
Checklist of Items Before You Begin
94
2
Checklist for Entering Historical Transactions
94
2
Entering Historical Bills Received
96
2
Entering Historical Invoices
98
2
Entering Money Received
100
6
Entering Payments Against Invoices
100
1
Reflecting Credits and Discounts
101
3
Entering Cash Payments
104
2
Entering Bills Paid
106
1
Entering Deposits Made
107
1
Entering Payroll Transactions
108
2
Entering All Other Payments Made
110
3
7 Chart of Accounts
113
20
Understanding the Importance of Accounting
114
1
What Is an Account?
115
1
Types of Accounts
115
3
Debits and Credits
116
1
Assets and Why We Care About Them
117
1
Your Company's Liabilities
118
1
Equity Is What Your Company Is Worth
119
3
Understanding Equity Accounts
120
1
Understanding the Type of Business
121
1
Income: Your Company's Bread and Better
122
1
Expenses Reduce Business Income
123
1
QuickBooks Gives You a Standard List of Accounts
124
5
Adding Accounts
124
1
Deleting Accounts
125
1
Deactivating an Account That Has Seen Some Action
126
2
Deleting (Merging) an Account That Has Seen Some Action
128
1
Numbering Your Chart of Accounts
129
2
Assigning Account Numbers with QuickBooks
129
1
Assigning Account Numbers Yourself
130
1
Printing a Chart of Accounts List
131
2
8 Setting Up Services, Customers, and Suppliers
133
42
Understanding Items
134
7
Working with Items
134
3
Types of Items
137
2
Creating Subitems
139
2
Locating Items with Lists
141
3
Updating Lists
142
1
Merging Two List Items
143
1
Viewing an Entire List Entry
143
1
Working With Lists
144
2
Features Common to All Lists
144
1
Moving an Item in a List
144
1
Listing Subitems
145
1
Finding a List Entry
145
1
Quick Access to Editing
146
10
Creating a New Item
147
1
Using the Item List
148
1
Generating Sales, Invoices, and Price Changes
149
1
Calculating New Prices
150
1
Receiving Items, Bills, and Credit from a Vendor
151
1
Acknowledging Merchandise Received
152
1
Changing the Receipt into a Bill
153
1
Entering Receipts and Credit from a Vendor
153
1
Adjusting Quantity/Value on Hand
154
1
Adjusting Value Rather than Quantity
155
1
Making Reports Based on Items
156
1
Creating Reports from the Item List
156
8
Generating a QuickReport
157
1
Using Available Item List Reports
158
3
Project
161
1
Graphs
162
2
Customers, Vendor, and Employee Lists
164
4
Customer: Job List
164
2
Vendor List
166
1
Employee List
167
1
Customer, Job, and Vendor Type Lists
168
1
Terms, Customer Messages, and Payment Method Lists
169
6
Editing and Creating Terms
170
1
Printing, Deactivating, and Locating Terms in Use
171
4
9 Separating Your Company into Logical Divisions
175
10
What's a Class?
176
1
Setting Up Classes
176
5
Creating a List of Classes
177
1
Other Features of the Class List Window
178
2
Creating Classes On-the-Fly
180
1
Reporting on Classes
181
4
II Taking Care of Business
185
118
10 Job-Cost Estimating and Tracking
185
16
Setting Up Jobs
186
2
Optional Job Information
188
3
Job Status
188
2
Job Dates
190
1
Job Description
190
1
Job Type
191
1
Creating an Estimate
191
3
Invoicing Against an Estimate
194
4
Revising Estimates
198
1
Reporting on Work in Progress
198
3
11 Invoicing, Monthly Statements, and Accounts Receivable
201
14
Creating an Invoice
202
5
Creating a Monthly Statement
207
3
Tracking Accounts Receivable
210
5
Viewing the Accounts Receivable Register
210
1
Accounts Receivable Reports
211
4
12 Recording Income
215
10
Receiving Payments for Your Invoices
216
2
Receiving Cash
218
2
Making Deposits
220
2
Receiving Advances and Down Payments
222
3
13 Reporting Sales Tax
225
12
Understanding How Sales Tax Works
226
1
Getting Ready To Collect Sales Tax
226
2
Creating a Sales Tax Item
228
4
Setting Up A Sales Tax Item
228
1
Telling QuickBooks to Charge Sales Tax
229
3
Charging Sales Tax to Customers
232
1
Taxable Versus Non-Taxable Sales
233
1
Tax-Exempt Sales
233
1
Monthly Sales Tax Reports
234
2
Paying Sales Tax
236
1
14 Keeping Track of Your Inventory
237
20
What Is Inventory?
238
1
Raw Materials, Work in Progress, and Finished Goods
239
1
Determining the Average Cost of Inventory Items
239
2
Using the QuickBooks Inventory Features
241
1
Setting Up Inventory Items On-the-Fly
241
4
Setting Up Inventory Items in General
245
1
Editing Items
245
1
Adding to Your Inventory
245
3
Receiving Items Without a Bill
246
2
Receiving Items with a Bill
248
1
Reports About Inventory
248
1
Taking a Physical Inventory Count
249
2
Adjusting Quantity and Value of Inventory Account
251
1
Alternatives to the QuickBooks Inventory Feature
252
5
The Spreadsheet Alternative
253
1
The Database Alternative
254
1
Other Software Alternatives
255
2
15 Purchase Orders, Accounts Payable, and Paying Bills
257
24
Using Purchase Orders
258
5
What's On Order?
263
1
Tax-Exempt Purchases
264
1
Receiving Goods
265
3
Paying Bills
268
2
Writing Checks in QuickBooks
270
3
Printing Checks
273
2
The QuickBooks Check Register
275
1
Voiding Checks
276
1
The Monthly Ritual of Bank Account Reconciliation
277
4
16 Managing Fixed Assets
281
12
Why Do We Have to Use Depreciation?
282
1
Accounting for Fixed Assets
282
1
Calculating Depreciation
283
4
Straight-Line Depreciation
284
1
MACRS Depreciation
285
1
MACRS Depreciation Tables
285
2
Recording Depreciation
287
2
Following the Audit Trail
289
1
Selling Depreciable Assets
290
1
Alternatives to QuickBooks for Fixed Asset Tracking
291
2
17 Entering Cash Transactions
293
10
Forms of Cash
294
1
Quick Cash Entry
294
1
Daily Cash Summaries
295
2
Cash Over or Short
297
3
Depositing Cash
300
1
Credit Card Payments from Customers
300
3
III Paying Employees and Contractors
303
70
18 Paying Employees and Contractors
303
38
Determining Employees and Independent Contractors
304
1
Gathering Payroll Information
305
4
Your Personal Experience with Payroll
306
1
Planning Payroll
307
2
Paying Employees Versus Paying Independent Contractors
309
1
QuickBooks Payroll and Employee Setup
309
2
Payroll Expense and Liability Accounts
309
1
Understanding Payroll Expenses and Payroll Liabilities
310
1
Setting Up Employees
311
6
Specifying Earnings
312
1
Applying New Payroll Items
313
3
Additions, Deductions, and Company Contributions
316
1
Setting Up Payroll Taxes
316
1
Establishing Sick and Vacation Time
317
1
Updating Year-to-Date Amounts
317
4
Entering Year-to-Date Paycheck Amounts
317
3
Entering Prior Payments of Taxes and Liabilities
320
1
Updating Payroll Tax Tables
321
2
Payday
323
18
Preparing Paychecks
323
2
Previewing Your Checks
325
4
Special Payroll Reports
329
3
Working with W-2s
332
3
Paying Independent Contractors
335
6
19 QuickBooks and Taxes
341
32
Creating Checks to Pay Your Taxes
343
18
Writing Two Liability Checks to the Same Vendor
345
1
Setting Up Employee Tax Status, Withholding, and Allowances
346
4
Supplying Wage Base Information for State Taxes
350
1
Setting Up Payroll Items to Collect State Taxes
351
1
Creating a New Tax Payroll Item
352
2
Creating a Report of State Payroll Taxes
354
3
Preparing, Reviewing, and Printing Form 941
357
1
Making Adjustments
358
1
Creating Form 940
359
2
Reports That Help With Tax Corrections
361
4
Summary by Employee
361
1
Summary by Item
362
1
Searching For More Specific Information
363
2
Common Problems with Tax Figures
365
4
Federal Unemployment Tax Seems High
365
1
Liability Amounts Seem Incorrect
366
1
Correcting Liability Amount Errors
367
2
Setting Up Advanced Earned Income Credit
369
4
IV Making QuickBooks Work for You
373
78
20 Customizing QuickBook Forms
373
24
Customizing a Form
374
9
Determining Which Template to Change
375
1
Adding and Removing Fields
376
1
Customizing a Form Header
377
1
Customizing Individual Fields
378
1
Adding, Removing, and Recordering Columns
378
1
Customizing a Progressive Estimate Invoice
379
1
Customizing a Form Footer
380
1
Customizing Company Info and Adding a Logo
381
1
Making a Template Inactive
382
1
Moving and Resizing Fields
383
9
Creating a Common Height or Width
384
1
Resizing and Changing Text in a Form
385
1
Adding a Border to a Form Element
386
1
Changing Your View of Your Form
386
1
The Layout Designer Grid
386
1
Layout Designer Margins
387
1
Show Envelope Window
388
1
Previewing Your Form
388
1
Creating Custom Fields
388
1
When to Use Custom Fields
389
1
Reviewing a Custom Field Example
389
1
Applying Your New Fields
390
1
Locating Forms That Use Your New Field
391
1
Customizing Tips
392
5
Special Considerations for Statements
393
1
Adding a Form to the Icon Bar
394
3
21 QuickBooks' Reports and Graphs
397
24
Standard Reports
399
1
Commonly Used QuickBooks Reports
400
6
Profit and Loss Statement
400
2
Balance Sheet
402
1
Accounts Receivable Aging Reports
403
1
Collections Report
404
1
General Ledger
404
2
Customizing Reports
406
6
Changing the Report Date
406
1
Changing the Report Columns
407
1
Changing Report Headers and Footers
408
1
Collapsing Subaccounts
408
1
Using the Customize Button
409
1
Applying Filters
409
2
Formatting a Report
411
1
Memorizing the Report Format and Setting
411
1
Editing and Deleting Memorized Reports
411
1
Printing Reports
412
2
QuickBooks' Graphs
414
7
22 Setting Preferences
421
30
Accounting Preferences
422
2
Checking Preferences
424
1
Finance Charge Preferences
425
2
General Preferences
427
3
Iconbar Preferences
430
2
Jobs & Estimates Preferences
432
1
Menus Preferences
433
1
Payroll and Employees Preferences
434
3
Purchases & Vendors Preferences
437
2
Reminders Preferences
439
1
Reports and Graphs Preferences
440
3
Sales & Customers Preferences
443
2
Sales Tax Preferences
445
2
Tax 1099 Preferences
447
1
Time Tracking Preferences
448
3
V QuickBooks Meets the 21st Century
451
38
23 Going Online with QuickBooks
451
26
Common Questions About QuickBooks and Online Banking
452
1
Preliminary and Precautionary Steps
453
2
After Your Account is Activated
455
1
Setting Up QuickBooks' Internet Connection
455
2
Using QuickBooks Online Interview
457
5
If You've Received Your Bank Info Through the Mail
458
1
If You Are Still Exploring Your Options
459
3
Going Online with a New Account
462
3
Retrieving your QuickStatements
462
2
Looking Up an Account's Identification
464
1
Making an Online Payment
465
3
Sending and Editing a Payment
467
1
Highlighting Items You Want to Send
467
1
Sending an Online Message
468
1
Sending a Payment Inquiry
469
1
Transferring Money Between Accounts Online
470
1
Obtaining a Report on Online Transactions
471
1
QuickBooks Online Payroll Service
472
1
QuickBooks' Online Resources
472
5
QuickBooks'.com
473
1
Find an Advisor
474
1
www.cashfinder.com
474
1
Small Business by Quicken.com
475
2
24 Online Web Information
477
12
Poking Around on the Web
478
1
Visiting the QuickBooks Home Page on the Web
479
1
Useful Business Resources
479
3
Taxes and Accounting
482
1
Laws and Regulations
483
1
What's in the News?
483
2
Odds and Ends
485
4
VI Getting the Most from QuickBooks
489
68
25 QuickBooks and Time Tracking
489
22
QuickBooks Timer Overview
491
1
What You Need to Run the QuickBooks Timer
492
1
Getting Ready to Use the Timer
492
9
Exporting a List for the Timer
493
2
Installing the Timer
495
1
Learning Your Way Around the Timer
496
3
Using the Timer
499
1
Creating a New Timed Activity
500
1
Using an Activity Template
501
1
Exporting Timer Data to QuickBooks
501
1
Opening Timer Data in QuickBooks
502
3
Creating Install Disks for the Timer
505
1
Getting Your Employees Up to Speed with the Timer
506
1
Backed Up and Condensed Timer Data
507
2
Condensing and Backing Up Timer Data
507
1
Restoring Backed Up Timer Data
508
1
Viewing and Editing Timer Data in Detail
509
2
26 Budgeting
511
10
What Is a Budget?
512
1
Creating a Budget
513
1
The First Year of Business
513
3
Creating Budget Reports
516
5
The Budget Overview Report
516
1
The Budget Versus Actual Report
517
1
The Budget By Job Overview Report
518
1
The Budget by Job Comparison Report
518
1
The Balance Sheet Overview Budget Report
519
1
The Balance Sheet Comparison Budget Report
520
1
27 Forecasting Your Financial Future with QuickBooks
521
12
Understanding the Types of Forecasting
522
1
Utilizing a Sales Forecast
523
2
Preparing a Sales Forecast
523
1
Printing a Sales Report
524
1
Preparing Forecasts
525
8
Cash Receipts Forecast
525
3
Cash Outflow for Inventory Forecast
528
1
Cash Outflow Forecast
529
1
Cash Flow Forecast
529
4
28 Security
533
10
Backing Up Your Company Files
534
1
Working with Passwords and User Access
535
5
Setting Up the Administrator First
535
2
Setting Up Access for Other Users
537
1
Assigning Access to Areas of QuickBooks
538
2
Year-End Protection: Closing Your Books
540
3
29 Income Taxes
543
14
Preparing Quarterly Estimated Taxes
544
2
Estimated Payments for Corporations
544
1
Estimated Payments for Individuals
545
1
Assigning Tax Lines
546
1
Tax Reports
547
3
Income Tax Preparation Report
547
1
Income Tax Summary Report
547
2
Income Tax Detail Report
549
1
Tax Forms
550
1
Tax Software Programs
551
1
Non-Tax-Related Transactions
552
1
Hiring a Pro
553
4
VII Appendixes
557
12
Installation of QuickBooks
557
4
Hardware and Software Requirements
557
1
Performing the Installation
558
2
Installing from Floppy Disks
560
1
Sharing QuickBooks on a Network
561
4
Network Requirements
561
1
Performing the Installation
561
4
Setting Up Your Users
562
1
Multi-User and Single-User Mode
563
2
Transfering Data Between QuickBooks and Other Applications
565
4
Using QuickBooks with Quicken
565
2
Using QuickBooks with Your Favorite Program
567
1
Exporting Data to Excel
567
2
State Revenue Agencies
569
10
Glossary
579
4
Index
583