QuickBooks 2013 In Depth


Do more in less time!

Whether you’re an entrepreneur, accountant, or bookkeeper, this comprehensive guide will help you get the most out of QuickBooks 2013: more productivity, more business knowledge, and more value! Drawing on her unsurpassed QuickBooks consulting and accounting experience, Laura Madeira delivers step-by-step guides and practical checklists for taking total control over business finances and improving everything from planning ...

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QuickBooks 2013 In Depth

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Do more in less time!

Whether you’re an entrepreneur, accountant, or bookkeeper, this comprehensive guide will help you get the most out of QuickBooks 2013: more productivity, more business knowledge, and more value! Drawing on her unsurpassed QuickBooks consulting and accounting experience, Laura Madeira delivers step-by-step guides and practical checklists for taking total control over business finances and improving everything from planning to reporting and payroll to invoicing.

Create a new QuickBooks file; convert from other software; and set up users, permissions, and preferences

New! Learn how to use tools specific to your version of QuickBooks, including QuickBooks Enterprise Solutions

Understand QuickBooks lists from the chart of accounts, items, classes, and more

Set up and manage inventory, vendors, customers, and payroll

Track product or service sales and manage the profitability of your company

Efficiently download bank and credit card transactions

Master all the essentials of financial reporting; customize and memorize reports

Review the accuracy of your data, with step-by-step instructions accompanied by checklists

Share QuickBooks data with your accountant or client at tax time

Use QuickBooks 2013’s tools for managing loans, planning and preparing for year-end, and syncing with Outlook contacts

Efficiently review and correct client data errors, from misclassified transactions to incorrect beginning balances

Prepare customized reports and documents using MS Excel and Word integration

Master powerful shortcuts for working more efficiently and saving precious time

Learn how to reliably back up your data, troubleshoot database errors, and manage QuickBooks data integrity

All In Depth books offer

Comprehensive coverage with detailed solutions

Troubleshooting help for tough problems you can’t fix on your own

Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving...the only QuickBooks 2013 book you need!

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Product Details

  • ISBN-13: 9780789750396
  • Publisher: Que
  • Publication date: 3/8/2013
  • Series: In Depth Series
  • Edition number: 1
  • Pages: 813
  • Sales rank: 825,264
  • Product dimensions: 7.00 (w) x 9.00 (h) x 1.80 (d)

Meet the Author

Laura Madeira is the owner of ACS, Inc., a software sales and consulting firm located in the greater Dallas, Texas, area. She is one of the original members of the elite Intuit Trainer/Writer Network and a guest speaker for Intuit, sharing “What’s New for QuickBooks” each fall. She was also a founding member of the Intuit Customer Advisory Council and a recent member

of the Intuit Solution Provider Council. She is Advanced QuickBooks Certified ProAdvisor, Enterprise and Point of Sale Certified, and is also a Sage Certified Consultant representing Sage 100 Contractor (formerly Master Builder).

Laura is the author of QuickBooks 2012 In Depth , a 700+ page reference and training guide. She is also the author of QuickBooks Solutions Guide , QuickBooks Essentials: For All QuickBooks Users , a 6+ hours of self-paced video instruction, and co-author of QuickBooks on Demand –all offered by Que Publishing.

For more than 25 years, Laura has worked with companies of all sizes and from many varied industries. Her focus has been to help growing businesses become more successful by automating their internal accounting processes and improving their overall business financial reporting.

Additionally, Laura is a guest speaker for Intuit, providing training to thousands of consultants and accountants nationwide at numerous events. She is also a respected author for Intuit, writing technical training materials and presentations in addition to documenting and reviewing competing software.

Laura earned her accounting degree from Florida Atlantic University. She enjoys photography, art, and camping with her family. When Laura is not writing, she enjoys reading a good book or two!

More information can be found by visiting her website: www.quick-training.com or by email info@quick-training.com

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Table of Contents

Introduction 1

How This Book Is Organized 1

Conventions Used in This Book 3

Menu Commands 3

Web Pages and Manufacturer Information 4

Special Elements 4

What’s New in QuickBooks 2013 5

Easy to Learn and Use 5

What’s New Tips Overlay Help 6

New Modern Design 6

New Transaction Ribbon Toolbar 7

Icon Bar Selection 7

Assign a Company Flag Color 10

New and Improved Features 10

Time and Expenses Preference 11

Improved Customer, Vendor, and Employee Centers 11

Assign Default Method of Payment for Customers 13

Print Vendor Bill 13

Reporting Preference for Item-Based Reports 14

Hide Zero Quantity Items on Inventory Reports 15

Use Available Quantity on Inventory Reorder Reports 15

Collapse Summary Report Line Details 16

Item Group Limit Increased 17

Improved Upgrade Experience for Plus Subscribers 17

For the Accounting Professional 18

Send General Journal Entries 18

Batch Enter Transactions 20

Improved: Find and Fix Client Errors Faster 21

Easier Access to Creating New Data File from Template 22

For QuickBooks Enterprise Users 23

Default Class Assignment 23

Create Auto Purchase Orders 24

Increased List Limits 25

QuickBooks Enterprise with Advanced Inventory Subscription 25

Row, Shelf or Bin Location Tracking 26

Barcode Scanning 27

FIFO Cost Lot History Report 29

1 Getting Started with QuickBooks 31

Understanding QuickBooks 31

Using QuickBooks Sample Data 33

Creating a New QuickBooks File 34

Express Start 35

Advanced Setup or Detailed Start–Formerly the EasyStep Interview 41

Creating a New File from an Existing Company File 45

Converting from Other Accounting Software 46

Converting from Quicken to QuickBooks 46

Converting from Peachtree, Small Business Accounting, or Office Accounting to QuickBooks 48

Setting Up Users and Permissions 50

External Accountant 50

Other QuickBooks Users 51

User Security in QuickBooks Enterprise 52

Overview 53

Set Up and Modify User Roles 53

Set Up Users 57

Reporting on User Activity 59

2 Getting Around QuickBooks 61

Home Page and Navigation 61

Title Bar 62

Menu Bar 63

Top Icon Bar 63

Left Icon Bar 66

Home Page 68

Open Windows List 71

Tutorials 72

Preferences 72

Accounting–Company Preferences 73

Desktop View–My Preferences 73

General–My Preferences 75

Spelling–My Preferences 76

Help Options 76

Selecting a Company File to Open 77

Opening Your Data for the First Time 77

Choosing from a List of Multiple Data Files 78

3 Accounting 101 81

Basic Principles of Accounting 81

The Matching Principle 81

Accrual Versus Cash Basis Reporting 83

Basic Financial Reports 84

Balance Sheet 85

Income Statement 85

Statement of Cash Flows 86

Other Accounting Reports 86

Accounting Checklist to Help You Manage Your Financials 87

Setting Up a QuickBooks Data File for Accrual or Cash Basis Reporting 88

Cash or Accrual Basis Startup Transactions: Accounts Receivable 89

Cash or Accrual Basis Startup Transactions: Accounts Payable 94

Cash or Accrual Basis Startup Transactions: Bank Account Statement Balance 98

Cash or Accrual Basis Startup Transactions: Recording Uncleared Bank Checks 99

4 Understanding QuickBooks Lists 101

Chart of Accounts 102

Account Types 102

Adding a New Account 104

Items 106

Adding an Item 106

Understanding Items 108

Item Types 109

Class 111

Customer Type 113

Managing Lists 114

Chart of Account Preferences 114

Add/Edit Multiple List Entries 115

Add Your Excel Data to QuickBooks Utility 118

Importing an Intuit Interchange Format File (IIF) 123

Reporting on Lists 125

Finding and Fixing Chart of Account Errors 126

QuickBooks Required Accounts 126

Making an Account Inactive 127

Merging Duplicated Accounts 127

Modifying an Account in the Chart of Accounts 129

Assigning or Removing a Subaccount Relationship 130

Finding and Fixing Item List Errors 132

Reviewing the Item List on the Computer Screen 132

Item Listing Report 134

Profit & Loss Standard Report 135

Correcting One-Sided Items 137

Making an Item Inactive 140

Merging Items 141

Creating Items as Subitems 142

5 Setting Up Inventory 145

Inventory Features by QuickBooks Edition 146

QuickBooks Pro 2013 146

QuickBooks Premier 2013 147

QuickBooks Enterprise Solutions 13.0 147

Enabling Inventory Preferences 149

Inventory Item Type Descriptions 152

Inventory Part 152

Non-inventory Part 153

Group Items and Inventory Assemblies 153

Adding or Editing Inventory Items 154

Adding or Editing Individual Items 155

Using Add/Edit Multiple List Entries 159

Importing an Intuit Interchange Format File (IIF) 161

Changing Item Prices 162

Creating Inventory Assemblies 164

Creating Group Items 166

Setting Up Multiple Unit of Measurement 168

Proper Inventory Processes 171

Purchasing, Receiving, and Entering the Vendor Bill 173

Paying for Inventory 181

Selling Inventory 183

Working with Group Items 184

Working with Assemblies 185

Handling Inventory Backorders 187

Handling Customer Inventory Returns 191

Handling Vendor Inventory Returns 194

6 Managing Inventory 195

Adjusting Inventory 195

Performing a Physical Inventory Count 196

Quantity Adjustments 197

Value Adjustments 198

Inventory Reporting 201

Inventory Center 201

Report Center 202

Inventory Valuation and Your Financials 203

Reviewing the Recorded Average Cost Valuation 206

Reviewing Aged Item Receipts 208

Reviewing Aged Accounts Payable 212

How QuickBooks Handles Negative Inventory 212

When Inventory Has an Average Cost from Prior Purchase Transactions 213

When Inventory Does Not Have a Prior Average Cost 215

7 Setting Up Vendors 219

Customizing Your Home Page for Vendor Activities 219

Preferences That Affect Accounts Payable 220

Accounting 220

Bills 221

Calendar 222

Checking 222

General 223

Reminders 224

Reports and Graphs 225

Tax:1099 226

Time & Expenses 227

Working with the Vendor Center 228

Adding or Modifying Vendors 230

Finding Vendor Transactions 233

The Accounts Payable Process 235

Accounts Payable Transactions 236

Accounts Payable Workflow 238

Entering a Purchase Order 240

Recording Vendor Bills 240

Recording Vendor Credits 243

Paying Vendor Bills 245

Applying Vendor Credits 248

Taking Discounts on Vendor Bills 250

8 Managing Vendors 253

Accounts Payable Reporting 253

Reconciling Balance Sheet Accounts Payable Balance to A/P Aging Summary Report Total 253

Reviewing the Unpaid Bills Detail Report 255

Reviewing Aged Open Item Receipts 256

Reviewing Item Setup 258

Accounts Payable Balance on Cash Basis Balance Sheet 260

Tracking and Reporting Vendor 1099-MISC Payments 263

Correcting Accounts Payable Errors 273

Open Vendor Bills Paid with a Write Checks Transaction 273

Misapplied Vendor Credit 276

Removing Aged Open Item Receipts or Vendor Bills 277

Making General Journal Adjustments to Accounts Payable 279

Handling Unique Accounts Payable Transactions 282

Bartering Services with Your Vendors 282

Recording Vendor Prepayments 283

Entering Midyear 1099 Balances 286

Memorizing Recurring Transactions 287

Depositing a Vendor Refund 288

Paying and Recording a Credit Card Bill 289

9 Setting Up Customers 291

Customizing Home Page Customer Activities 292

Preferences That Affect Accounts Receivable 292

Payments 293

Sales & Customers 295

Checking 296

Finance Charge 296

Jobs & Estimates 297

Reminders 298

Reports & Graphs 299

Sales Tax 301

Send Forms 302

Spelling 303

Time & Expenses 304

Working with the Customer Center 305

Adding or Modifying Customers and Jobs 307

Finding Customer Transactions 311

Working with Prospects in the Lead Center 312

Setting Up Sales Tax 314

Creating Sales Tax Items 315

Creating Sales Tax Group Items 316

Creating Sales Tax Codes 317

Assigning Sales Tax Codes to Products or Services 318

Assigning Sales Tax Codes and Sales Tax Items to Customers 319

Creating Price Level Lists 320

Creating Payment Terms 321

Customizing QuickBooks Forms 322

Using the Customize My Forms Wizard 323

Using the Customize Data Layout Tool 325

Accounts Receivable Processes 329

Using QuickBooks Estimates 331

Using QuickBooks Sales Orders 332

Creating Customer Invoices 333

Recording a Sales Receipt 350

Recording a Statement Charge 351

Recording the Customer Payment 352

Making the Bank Deposit 355

Recording and Applying a Customer Credit Memo 359

Refunding a Customer’s Overpayment 360

10 Managing Customers 363

Accounts Receivable Reporting 363

Reviewing A/R Aging Summary and Detail Reports 364

Reviewing the Open Invoices Report 365

Reconciling Balance Sheet Accounts Receivable Amount to A/R Aging Summary Total 367

Viewing the Accounts Receivable Balance on a Cash Basis Balance Sheet 368

Using the Collections Center 370

Generating the Missing Customer Invoices Report 372

Sales Tax Payable Reports 374

Reviewing Customer Lists for Tax Code and Tax Item Assigned 374

Reviewing the Item List for Tax Code Assigned 375

Reconciling Total Sales to Total Income 375

Reconciling Sales Tax Liability to Balance Sheet Sales Tax Payable 376

When a Check or Bill Was Used to Pay Sales Tax 377

Paying Sales Tax 378

Paying Sales Tax Without an Adjustment 378

Paying Sales Tax with an Adjustment 379

Correcting Accounts Receivable Errors 381

Removing an Open Balance from a Customer Invoice 382

Correcting Customer Payments 385

When a Credit Memo Is Applied to the Wrong Customer Invoice 390

When Deposits Were Made Incorrectly 391

Eliminating the Print Queue for Customer Invoices Marked to Print 396

Correcting Sales Tax Errors 397

When a Check or Bill Was Used to Pay the Sales Tax 397

When the Sales Tax Liability Report Shows Past Sales Tax Due 399

When Total Sales Does Not Equal Total Income 400

Correcting Undeposited Funds Account Errors 404

Reviewing the Balance in the Undeposited Funds Account 404

Removing Old Dated Payments in the Undeposited Funds Account 407

Unique Customer Transactions 409

Recording Your Accountant’s Year-End Adjusting Journal Entry to Accounts Receivable 409

When a Customer Is Also a Vendor 409

Recording a Customer’s Bounced Check 411

Tracking Customer Deposits in QuickBooks 413

Unique Sales Tax Transactions 414

When Your State Imposes a Maximum Sales Tax 415

Multiple Sales Tax Rates on One Invoice 416

Issuing Credit Memos When Sales Tax Should Not Have Been Charged 417

11 Setting Up Payroll 419

Getting Started 419

Payroll Process Overview 419

Selecting and Activating a Payroll Service Subscription 421

Updating Payroll Tax Tables 423

Employer Resources 424

Creating Payroll Accounts in the Chart of Accounts 426

Setting Up Payroll Tax Vendors 427

Payroll Preferences 429

Using the Payroll Setup Interview 432

Using the Run Payroll Checkup Diagnostic Tool 439

Setting Up Employees 442

Using the Employee Center 442

Adding or Editing Employee Information 443

Finding Payroll Transactions 446

Setting Up Payroll Items 447

Adding or Editing Payroll Items 448

Reporting About Payroll Items 450

Paying Employees 452

Payroll Home Page Workflow 452

Entering Employee Time 453

Preparing Employee Paychecks 455

Printing Paychecks or Paystubs 457

ViewMyPaycheck 458

Preparing Payroll Liability Payments 459

Paying Scheduled Liabilities 459

Adjusting Payroll Liabilities 460

12 Managing Payroll 463

Report Center Payroll Reports 463

Excel Reports 465

Tax Forms and Filings 466

Preparing and Printing Tax Forms 466

E-Filing Tax Payments and Forms 469

Troubleshooting Payroll 469

Comparing Payroll Liability Balances to the Balance Sheet 469

Comparing Payroll Summary to Filed Payroll Returns 472

Reconciling Payroll Reports to Business Financials 472

Recording Unique Payroll Transactions 473

Employee Loan Payment and Repayment 473

Reprinting a Lost Paycheck 477

Paying a Taxable Bonus 478

Adjusting an Employee Paycheck 480

Allocating Indirect Costs to Jobs Through Payroll 481

Depositing a Refund of Payroll Liabilities 485

Recording Payroll When Using an Outside Payroll Service 486

13 Working with Bank and Credit Card Accounts 489

Preferences That Affect Banking and Credit Card Management 489

Working with Write Check Transactions 490

Using the Expenses Tab and Items Tab 490

Writing a Check 493

Printing Checks 496

Entering a Bank Debit Charge 498

Entering Credit Card Charges 499

Paying the Credit Card Bill 500

Transferring Funds Between Bank Accounts 501

Online Banking Center 502

Choosing an Online Banking Mode Preference 502

Activating Online Services with Your Financial Institution 502

Retrieving Online Transactions 504

Adding Downloaded Transactions to QuickBooks 505

Renaming Rules in Online Banking 507

Other Online Banking Features 508

Reconciling the Bank or Credit Card Account 512

Troubleshooting Reconciliations 514

Determining Whether the Account Has Been Reconciled 515

Verifying That All Account Transactions Have Been Entered 516

Identifying All Uncleared Transactions 518

Completing the Multiyear or Multimonth Bank Reconciliation 518

Reviewing Uncleared Transactions 519

Reviewing Previous Bank Reconciliation Reports 521

Locating Bank Account Reconciliation Discrepancies 522

Reviewing the Voided/Deleted Transactions Reports 523

Restarting a Previously Completed Bank Reconciliation 524

Undoing a Previous Bank Reconciliation 524

Reconciling with an Adjustment 525

14 Reporting in QuickBooks 527

Using the Company Snapshot 527

Customizing the Company Snapshot 527

Defaulting the Company Snapshot as Home Page 530

Report Center 530

Reports & Graphs Preferences 533

My Preferences 533

Company Preferences 533

Modifying Reports 536

Modifying Options Available on the Report Window 536

Customizing Reports 537

Report Groups 538

Creating Report Groups 538

Using Report Groups 539

Managing Report Groups 541

Memorized Reports 542

Exporting and Importing Report Templates 543

Exporting a Report or Report Group Template 543

Importing a Report or Report Group Template 544

Exporting Reports to a .CSV File or to Excel 544

Emailing Reports 546

15 Reviewing Your Data 549

Reviewing the Balance Sheet 549

Account Types 551

Prior Year Balances 551

Bank Account Balance(s) 552

Accounts Receivable 553

Undeposited Funds 554

Inventory 555

Other Current Assets 555

Fixed Assets 557

Accounts Payable 557

Credit Cards 558

Payroll Liabilities 558

Sales Tax Payable 559

Other Current Liabilities and Long-Term Liabilities 560

Equity 560

Reviewing the Profit & Loss Report 560

Other Reviews 561

Tracking Changes to Closed Accounting Periods 561

Using the Audit Trail Report 562

Using the Credit Card Audit Trail Report 563

Reporting on Voided/Deleted Transactions 565

Viewing the Transactions List by Date Report 566

Troubleshooting Open Balance Equity Account 568

16 Sharing QuickBooks Data with Your Accountant 571

Overview 571

Benefits for the Business Owner 571

Benefits for the Accountant 572

QuickBooks File Types 572

Choosing a Method to Share Data 573

Data Sharing for the Business Owner 577

Reviewing Your QuickBooks Data 578

Creating an Accountant’s Copy of Your Data 578

What the Business Owner Can and Cannot Do 583

Importing Your Accountant’s Changes 584

Canceling an Accountant’s Copy 589

Data Sharing for the Accountant 590

File Manager 2013 590

Creating an External Accountant User Type 591

Preparing Your Client for Data Exchange 592

Receiving an Accountant’s Copy File 592

What the Accountant Can Do 596

What the Accountant Cannot Do 599

Returning the Accountant’s Copy Change File to the Client 599

What to Request from the Client When the Import Is Complete 602

Converting the Accountant’s Copy to a Regular Company File 603

Other Methods of Sharing Data 603

Send General Journal Entries 603

Batch Enter Transactions 606

17 Managing Your QuickBooks Database 609

The QuickBooks Database 609

System Requirements 610

Express Installation of QuickBooks 612

Installing QuickBooks for Multiuser Mode 612

The QuickBooks Database Server Manager 613

Windows Permissions Required for QuickBooks 615

Using the QuickBooks Connection Diagnostic Tool 616

Keeping Your Software Current 617

Upgrading Your QuickBooks Version 617

Installing a QuickBooks Maintenance Release 618

Protecting Your QuickBooks Database 619

Creating a QuickBooks Backup 619

Protecting the QuickBooks Operating Environment 622

Using Intuit Data Protect Online Backup Service 625

Monitoring Your QuickBooks Database 626

The Product Information Dialog Box 626

Using the Verify Data Utility 628

Monitoring QuickBooks Performance Using Windows Task Manager 629

QuickBooks Database Corruption 630

Common Causes of Corruption 630

Signs of Data Corruption 630

The QBWin.log File 631

Repairing List Corruptions 634

Reducing Database File Fragments 634

Rebuilding Your Company File 636

Using the QuickBooks File Doctor 636

Resolving QuickBooks Program File Corruption Issues 638

18 Using Other Planning and Management Tools 639

Planning and Budgeting 639

Create a Budget 639

Edit a Budget 641

Print Budget Reports 643

Delete a Budget 644

QuickBooks Loan Manager 645

Information to Collect 645

Getting QuickBooks Ready 646

Setting Up a New Loan 646

Setting Up a Loan Payment 647

Using the Year-End Guide 649

Synchronizing QuickBooks Lists with Microsoft Outlook 650

Using the QuickBooks Timer 654

Installing the QuickBooks Timer 654

Preparing the Timer for Activities 655

Tracking Time with the Timer 655

Exporting Timer Activities 656

Importing Timer Activities into QuickBooks 657

A Client Data Review 659

B QuickBooks Statement Writer 717

C QuickBooks Enterprise Solutions Inventory Features 747

D QuickBooks Shortcuts 785

TOC, 1/31/2031, 9780789750396

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