Show Me! QuickBooks 5


Owning a small business can become quite an involved undertaking before long. There are so many complex procedures to follow that it is great when you can make things as easy as possible, when possible. QuickBooks 2005 is one of those things that can make your life easier and Show Me QuickBooks 2005 is a task-based reference guide to help walk you through it. Each task involved with QuickBooks 2005 is covered with a screen-by-screen visual reference accompanied by a concise text description so that you can ...

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Owning a small business can become quite an involved undertaking before long. There are so many complex procedures to follow that it is great when you can make things as easy as possible, when possible. QuickBooks 2005 is one of those things that can make your life easier and Show Me QuickBooks 2005 is a task-based reference guide to help walk you through it. Each task involved with QuickBooks 2005 is covered with a screen-by-screen visual reference accompanied by a concise text description so that you can quickly learn and apply your new skills. Time is precious when you're running your own business so make the most of it with Show Me QuickBooks 2005.

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Editorial Reviews

From Barnes & Noble
The Barnes & Noble Review
QuickBooks begs for a visual introduction: one that goes easy on the text and helps normal businesspeople get the help they need, quick. Show Me QuickBooks 2005, Second Edition delivers the goods.

It’s relentlessly task-focused. Every task gets its own page or two, with screen shots for practically every step, so it’s practically impossible to go off the rails. And it covers just about everything, from installing multi-user QuickBooks through setting up customers who need tax-exempt status.

It’s all here: setting up a new company, preparing payroll (including Intuit’s payroll services); making purchases and recording payments; invoicing, collections, and bad debts; security, backup, and more. Keep it next to your PC. Make sure your bookkeeper’s got a copy. It’ll make life with QuickBooks a whole lot easier. Bill Camarda, from the March 2005 Read Only

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Product Details

  • ISBN-13: 9780789733290
  • Publisher: Que
  • Publication date: 2/11/2005
  • Series: Show Me Series
  • Edition number: 2
  • Pages: 414
  • Product dimensions: 7.96 (w) x 9.10 (h) x 0.90 (d)

Meet the Author

Show Me! QuickBooks® 2005 About the Author

Gail Perry is a CPA and a graduate of Indiana University. She has worked in public accounting for more than 20 years and has spent that time helping her clients make the best use of the tax laws and accounting rules that benefit them most. Gail is a former senior tax consultant with the international CPA firm Deloitte, where she specialized in providing tax planning services and advice to small businesses. She has written hundreds of newspaper and magazine articles and is the author of several books, including The Complete Idiot's Guide to Doing Your Income Taxes, Special Edition Using QuickBooks 2002, and Surviving Financial Downsizing: A Practical Guide to Living Well on Less Income.

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Read an Excerpt


What You'll Learn

  • The Best Place to Start
  • How This Book Works
  • Step-by-Step Instructions
  • Organization of the Book
What You'll Learn

Welcome to Show Me QuickBooks 2005, a visual quick reference guide that shows you how you can take advantage of the nation's best-selling small business accounting program.The Best Place to Start

The best place to start is with a question. What do you want to know? What's not working the way you expect it to work? What QuickBooks features do you think should provide you with more value? What kind of information are you trying to get from your QuickBooks program? Ask the question and then go to the table of contents or the index to find the area of the book that contains the answer.

Chances are, you'll begin by finding the answer to your question, and then you'll start paging through the book, discovering new features and learning tips for making your QuickBooks experience more worthwhile and efficient.How This Book Works

Each task is presented on one page or two facing pages, with step-by-step instructions in the left column and screen illustrations on the right. This arrangement lets you focus on a single task without having to turn the page.Step-by-Step Instructions

This book provides concise step-by-step instructions that show you how to accomplish a task. Each set of instructions includes illustrations that directly correspond to the easy-to-follow steps. Also included in the text are timesavers, checklists, and sidebars to help you work more efficiently or to provide you with more in-depth information. A "Did YouKnow?" feature provides tips and techniques to help you work smarter, and a "See Also" feature directs you to other parts of the book containing related information about the task.

Organization of the Book Show Me QuickBooks is arranged in chapters that correspond with various features of the program. Although every chapter might not apply to your business, there's ample information about the QuickBooks program throughout the book, along with cross-references to other areas of the book, so after you find the answer to one question, you will likely be led to related information.

By chapter, these are the topics covered in this book:

  • Chapter 1, "Setting Up Your Company with the EasyStep Interview"—Chapter 1 provides information about working your way through the EasyStep Interview, what information you need to have on hand before you begin the interview, what areas of the interview you can skip now and complete after starting the program, and how you can leave the interview and return later.

  • Chapter 2, "Setting Up and Using Payroll Features"—Learn how to set up your employees, activate payroll deductions, record vacation and sick pay, prepare paychecks, and pay payroll taxes. Whether you use QuickBooks for your payroll or not, you'll find useful information in this chapter about accounting for payroll taxes, distinguishing between employees and independent contractors, and issuing 1099 forms.

  • Chapter 3, "Adding or Changing Information After the Interview Is Completed"—Whether you used the EasyStep Interview or not, there's bound to be more information you need to enter in your QuickBooks company file as time goes by. This chapter shows you how to set up new accounts, customers, vendors, and items and explains how to manage the lists the QuickBooks uses to organize all this information.

  • Chapter 4, "Invoicing and Collecting Income"—Learn how to record your company's revenue-producing activities and keep track of customers. Use invoices, track accounts receivable, make deposits, give discounts, and communicate with your customers. Tips for all these tasks are provided here.

  • Chapter 5, "Making Purchases and Recording Payments"—QuickBooks provides a place to record names and information about all your vendors and suppliers. Learn how to record purchase orders, enter bills, record receipts of items you've ordered, write checks, and use the check register.

  • Chapter 6, "Collecting and Paying Sales Tax"—If your company sells items that are subject to sales tax, you need to keep track of the tax you collect and the taxable sales you make, and you need to pay that tax to the government. In addition, you need to know how to account for sales to tax exempt entities. Learn how to find the information you need to prepare your sales tax returns and pick up tips on recording sales tax discounts.

  • Chapter 7, "Using Time-Saving Features"—QuickBooks has some great timesaving tools, such as reminders, memorized transactions, and scheduled transactions. Learn how to use these features and you'll be ready to leave work early.

  • Chapter 8, "Job Cost Estimating and Tracking"—This chapter is for users of QuickBooks Pro, Premier, or Enterprise Solutions. These versions of QuickBooks provide you with the ability to create estimates, track jobs, and invoice based on the portion of the job that is completed.

  • Chapter 9, "Tracking Time"—Here's another chapter for users of QuickBooks Pro, Premier, and Enterprise Solutions. These versions of the program are packaged with a separate timer program that enables you to turn your computer into a time clock and then export the time to QuickBooks where it flows right into the payroll component of the program and also can be billed directly to customers.

  • Chapter 10, "Miscellaneous QuickBooks Features"—Here's a catch-all chapter that contains a little bit of everything. Look here for information on spellchecking, creating and using budgets, working with classes, setting payment terms, customizing forms, making journal entries, and using QuickBooks to produce information that will make an auditor happy.

  • Chapter 11, "Using QuickBooks Online"—Take advantage of the online features in QuickBooks, including online banking, saving your company information online, and using QuickBooks from remote locations.

  • Chapter 12, "Preparing Income Tax Returns"—You might not enjoy the drudgery of preparing income tax returns for your company, but QuickBooks makes the process a whole lot easier by providing reports that detail all the information you need for your quarterly and annual tax forms. Whether your company is a corporation, partnership, not-for-profit, or proprietorship, you'll find the tax information you can produce will save you a lot of time when it comes to preparing information for the IRS.

  • Chapter 13, "Security"—Let's face it; everyone needs to be careful in this era of hacking, identity theft, and vengeful employees. Take advantage of the high level of security offered by QuickBooks to protect your precious company financial information.

  • Chapter 14, "Using Inventory Features"—QuickBooks offers many features to help you track your inventory and produce inventory reports. Learn how the inventory features work in QuickBooks and what features are going to help you keep track of inventory as it moves in and out of your company.

  • Chapter 15, "Recording Your Assets"—Every company has assets. From bank accounts, inventory, and receivables, to buildings, computers, and furniture, there's plenty to keep track of. QuickBooks provides a complete asset record-keeping system that enables you to keep track of all the assets owned by your company.

  • Chapter 16, "Recording Owners' Equity"—Just how much is your company worth? Learn how QuickBooks tracks the value of your company and figure out what you need to know about that pesky Opening Balance Equity account that QuickBooks insists on using.

  • Chapter 17, "Recording Liabilities"—Keep track of what you owe and to whom. Manage your payables, and learn how QuickBooks records loans and tracks the portion of your loan payments that represents interest.

  • Chapter 18, "Preparing the Top Ten QuickBooks Reports"—Everyone uses reports in QuickBooks. The reports summarize all the transactions you've entered in your QuickBooks company file and provide the information you need to judge your performance, attract investors, prepare for the future, pay your taxes, collect revenue, and pay your bills. Learn which reports are used frequently and how you can customize the QuickBooks reports so they provide you with just the information you want.

© Copyright Pearson Education. All rights reserved.

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Table of Contents


1. Setting Up Your Company with the EasyStep Interview.


Installing QuickBooks.

Registering QuickBooks.

Setting Up QuickBooks in a Multiuser Office.

Transferring Data from Earlier Versions of QuickBooks.

Transferring Data from Quicken.

Practicing with the Sample Company Files.

Entering Company Data.

Entering a Start Date.

Stopping and Restarting the Interview.

Setting Up Income Accounts.

Setting Up Expense Accounts.

Setting Up Service Items.

Setting Up Non-Inventory Part Items.

Setting Up Other Charge Items.

Setting Up Inventory Part Items.

Setting Up Customers.

Setting Up Vendors.

Setting Up Credit Card Accounts.

Setting Up Loans.

Entering Opening Balances.

2. Setting Up and Using Payroll Features.


Setting Payroll and Employee Preferences.

Setting Up Employees.

Setting Up Employee Payroll Information.

Setting Up Employee Payroll Taxes.

Setting Up Sick and Vacation Benefits.

Entering Year-to-Date Payroll Amounts.

Setting Up Payroll Deductions.

Selecting Employees for Payroll Preparation.

Entering Paycheck Information.

Using Timer Information with QuickBooks Payroll.

Printing Paychecks.

Using Direct Deposit.

Creating Employer Payroll Reports.

Paying Payroll Taxes with Form 941.

Paying Federal Unemployment Compensation Taxes with Form 940.

Preparing W-2 Forms.

Issuing W-3 Forms.

Setting Up Independent Contractors for 1099 Forms.

Setting 1099 Preferences.

Issuing 1099 Forms.

Outsourcing Payroll.

3. Adding or Changing Information After the Interview Is Completed.


Setting General Preferences.

Setting Desktop View Preferences.

Sorting Lists.

Displaying Lists on Forms.

Adding Accounts.

Using Account Numbers

Adding Customers.

Displaying Detailed Customer Information.

Adding Vendors.

Adding Items in the List Window.

Adding Information “On-the-Fly”.

Moving Items on a List.

Creating Subitems.

Editing Information on a List.

Hiding Entries on Lists.

Deleting Entries on a List.

Merging Entries on a List.

Printing Lists.

Searching for Transactions.

Generating a QuickReport.

Setting Accounting Preferences.

4. Invoicing and Collecting Income.


Setting Sales and Customers Preferences.

Creating an Invoice.

Previewing Invoices.

Printing a Single Invoice.

Printing a Batch of Invoices.

Emailing an Invoice.

Charging Expenses to a Customer.

Setting Finance Charge Preferences.

Creating a Monthly Statement.

Setting Send Forms Preferences.

Tracking Accounts Receivable.

Receiving Payments for Invoices.

Issuing a Credit or Refund.

Receiving Cash.

Making Bank Deposits.

Receiving Advances, Retainers, and Down Payments.

Issuing Discounts.

Viewing Unpaid Invoices Report.

Creating a Collection Letter.

Recording Bad Debts.

5. Making Purchases and Recording Payments.


Setting Purchases and Vendors Preferences.

Using Purchase Orders.

Viewing Items on Purchase Orders.

Viewing Vendor Information.

Receiving Goods.

Receiving a Partial Order.

Viewing Unpaid Bills Reports.

Paying Bills.

Taking Discounts.

Editing Bill Payments.

Deleting Bill Payments.

Setting Checking Preferences.

Writing Checks.

Printing Checks.

Voiding Checks.

Using the Check Register

Creating Purchase Reports.

6. Collecting and Paying Sales Tax.


Setting Sales Tax Preferences.

Creating a Sales Tax Item.

Creating a Sales Tax Group.

Charging Sales Tax to Customers.

Establishing Tax Status of Inventory Items

Selling Tax Exempt Items.

Selling Items to Tax Exempt Customers.

Producing Monthly Sales Tax Reports.

Paying Sales Tax.

Taking a Discount for Early Payment.

7. Using Time-Saving Features.


Memorizing Transactions.

Memorizing a Group of Transactions.

Using Memorized Transactions.

Scheduling Recurring Transactions.

Changing Memorized and Scheduled Transactions.

Removing Memorized Transactions.

Setting Reminders Preferences.

Using Reminders.

8. Job Cost Estimating and Tracking.


Setting Jobs and Estimate Preferences.

Setting Up a Job.

Using the Job Status Feature.

Using the Job Type Feature.

Using the Job Dates Feature.

Using the Job Description Feature.

Creating an Estimate.

Invoicing Against an Estimate.

Revising Estimates.

Creating a Work in Progress Report.

9. Tracking Time.


Setting Time Tracking Preferences.

Installing the Timer.

Installing the Timer on a Remote Machine.

Exporting Information to the Timer.

Creating a New Timer File.

Creating a Timed Activity.

Using the Timer.

Sending Timer Data to QuickBooks.

Opening Timer Data in QuickBooks.

Viewing Timer Transactions.

Editing Timer Transactions.

Billing Time from the Timer to the Customer.

Backing Up and Condensing Timer Data.

Restoring Backed-Up and Condensed Timer Data.

10. Miscellaneous QuickBooks Features.


Setting Spelling Preferences.

Creating a Budget.

Producing Budget Reports.

Setting Up Classes.

Displaying a Class List.

Using Multiple Classes on One Form.

Reporting on Classes.

Creating Payment Terms.

Customizing Forms–Editing Existing Forms.

Customizing Forms–Creating a New Form.

Making Journal Entries.

Using the Audit Trail.

Using the QuickBooks Remote Access Feature.

Creating Mailing Labels.

11. Using QuickBooks Online.


Setting Service Connection Preferences.

Setting Up Your QuickBooks Internet Connection.

Activating Your Online Bank Account.

Retrieving QuickStatements (Online Bank Statements).

Matching Transactions.

Making Online Payments.

Canceling Online Payments.

Sending Online Messages.

Transferring Money Between Accounts.

Getting Reports of Online Transactions.

Using the QuickBooks Website.

Using the Internet Version of QuickBooks.

12. Preparing Income Tax Returns.


Choosing the Correct Income Tax Form.

Assigning Tax Lines.

Using the Income Tax Summary Report.

Using the Income Tax Detail Report.

Making Estimated Tax Payments.

Creating a Tax Return.

13. Security.


Backing Up Your QuickBooks Company File.

Restoring Backed-Up Information.

Using the QuickBooks Online Backup Service.

Setting Up the Administrator.

Adding Users.

Editing User Access.

Removing Users.

Closing Financial Records at Year-End.

Creating a Closing Date Exception Report.

14. Using Inventory Features.


Activating Inventory.

Setting Up Inventory Items.

Adding to Your Inventory.

Editing Inventory Items.

Creating an Inventory Group.

Setting Up Reminders to Replenish Your Inventory.

Preparing Inventory Reports.

Counting Your Inventory.

Adjusting Inventory Quantities.

Adjusting the Price of Inventory.

15. Recording Your Assets.


Reconciling to Your Bank Statement.

Recording Automatic Teller Withdrawals.

Tracking Petty Cash.

Receiving Credit Card Payments.

Recording Deposits As Assets.

Purchasing Fixed Assets.

Entering Depreciation.

Selling Fixed Assets.

16. Recording Owners’ Equity.


Understanding the Opening Balance Equity Account.

Recording Owners’ Draws.

Entering Prior Period Adjustments.

Viewing Contents of Retained Earnings Account.

17. Recording Liabilities.


Managing Accounts Payable.

Recording Payroll Tax Accruals.

Setting Up Credit Card Accounts.

Accounting for Deposits or Retainers.

Recording Loans.

Using the QuickBooks Loan Manager.

Recording Loan Payments.

18. Preparing the Top Ten QuickBooks Reports.


Setting Reports and Graphs Preferences.

Preparing an Income Statement.

Preparing a Balance Sheet.

Preparing a Trial Balance.

Preparing a General Ledger Report.

Preparing a Budget Report.

Preparing a Sales Tax Liability Report.

Preparing a Payroll Liability Report.

Preparing an Accounts Receivable Aging Summary Report.

Preparing a Job Progress Report.

Preparing an Accounts Payable Aging Detail Report.

Customizing Reports.

Memorizing a Customized Report.


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