QuickBooks for Mac 2012 User s Guide

Transcription

1 QuickBks fr Mac 2012 User s Guide by Shelly King and the QuickBks fr Mac team This is a draft f this guide. The full guide will be available sn. In the meantime, all the infrmatin yu need t use QuickBks can be fund in Help (chse Help > QuickBks Help). Versin 0.1 September 26, 2011

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3 Acknwledgements N guide f this size and scpe is written by a single persn. I d like t thank the ther members f the QuickBks fr Mac team, especially Will Lynes and Jennifer Fisher. I dn t knw what I d d withut yu guys. Als, this bk is anther generatin f ther guides that came befre it. I m very grateful fr thse guides, s thank yu Maria Langer ( and Jennie Tan wh bth wrked n previus incarnatins f this guide. And thank yu t Lisette Gerald-Yamasaki wh helped me put this guide tgether. Cpyright and trademarks 2011 Intuit Inc. All rights reserved. Unauthrized reprductin is a vilatin f applicable laws. Intuit, the Intuit lg, QuickBks, Quicken, and TurbTax, amng thers, are registered trademarks and/r registered service marks f Intuit Inc. Other parties marks are the prperty f their respective wners. Varius QuickBks prducts and services are prtected by pending patents and by ne r mre f the fllwing U.S. Patents: , , , , and Trademarks Intuit, the Intuit lg, QuickBks, Quicken, QuickBase, TurbTax, EasyStep, and QuickZm, amng thers, are registered trademarks and/r registered service marks f Intuit Inc. in the United States and ther cuntries. Mac, the Mac lg, and the Built fr Mac OS X lg are registered trademarks f Apple Cmputer, Inc., used under license. PayCycle is a registered service mark f PayCycle, Inc. Aatrix is a registered trademark f Aatrix Sftware, Inc. Adbe and Acrbat are registered trademarks f Adbe Systems Incrprated in the United States and/r ther cuntries. American Express is a registered trademark f the American Express Cmpany. LightSpeed is a registered trademark f Xsilva Systems, Inc. Other parties' marks are the prperty f their respective wners and shuld be treated as such. This prgram uses the fllwing pen surce cmpnents under their respective licenses: Blast.c, Bst, Excelsir! and SQLite. Prtins f these cmpnents are the cpyrighted material f their respective authrs. QuickBks fr Mac 2012 User s Guide i

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5 Welcme t QuickBks fr Mac 2012 Welcme t Intuit QuickBks 2012 fr Mac! We re glad yu re here. My name is Shelly King, and I ve been a prud member f the QuickBks fr Mac team fr fur years. I ll be walking yu thrugh QuickBks t shw yu hw t get the mst ut f it. Whether yu re a new business wner r just new t QuickBks, I hpe yu ll find this guide t be a helpful resurce fr getting t knw QuickBks. Fr thse f yu wh have used QuickBks in the past, welcme back. Yu ll find infrmatin here n new features and maybe even smething yu didn t knw abut in additin t thse features yu used regularly. In additin t this ebk, we have ther resurces fr yu: The QuickBks fr Mac Help is always there fr yu. Anywhere yu see a? buttn, just click it fr answers. Or chse Help > QuickBks Help. And yu can always g t the Help menu and search fr a menu item r Help article. Little Square is an nline magazine with vides, articles, and advice n hw t get the mst ut f QuickBks. Intuit hsts a cmmunity frum just fr QuickBks fr Mac users. This frum is mnitred by bth the team here at Intuit and advanced users. It s a great place t ask questins and get assistance if yu get stuck. In writing this guide, I ve made certain assumptins that yu shuld be aware f: QuickBks fr Mac 2012 User s Guide 1

6 First, I m assuming that yu re at least smewhat familiar with yur Mac and Mac OS. It s OK if yu ve just bught yur first Mac and getting familiar with it. As lng as yu knw hw t turn n yur cmputer and pen an app, I think we ll be fine. As far as accunting principles, I m ging t assume yu knw nthing. And that s OK. If yu ve been running yur business fr a while, yu prbably have sme basic bkkeeping principles dwn. That s great, and it will help yu get up t speed. But if yu dn t, yu re OK. I ll pint yu t sme vides and ther infrmatin that will shw yu sme basic cncepts that will be enugh. The screenshts I ve used in this guide were taking using Mac OS 10.7 (Lin), but everything wrks the same way n Mac OS (Snw Lepard). Running QuickBks Nw let s talk abut what yu need t run QuickBks and hw yu install it. System Requirements Befre yu install QuickBks, be sure yur Mac meets these requirements: Mac OS X v (Snw Lepard) r v10.7 (Lin) At least an Intel prcessr, Cre 2 Du r higher recmmended If yu re using the multiuser features: Intel Cre 2 Du r higher prcessr t run server At least 1 GB RAM, 2 GB RAM recmmended CD/DVD drive fr installatin 210mb f available disk space Intuit Checks if yu plan t print checks. Canadian Image Ready Cheques are nt supprted. Integratin / cmpatibility requirements What ther sftware d yu need? Well, it depends n what yu want t d in QuickBks. If yu want t exprt reprt data, yu ll need Apple Numbers '09 r Micrsft Excel 2008/2011 fr Mac. If yu want t frms (like invices and sales receipts) frm QuickBks, yu must have either Apple Mail, Micrsft Enturage 2008, r Outlk 2011 fr Mac. T back up t MbileMe, yu must have a paid MbileMe accunt. Yu ll purchase this frm Apple. (Yes, we knw MbileMe is ging away, but while it s available, yu can d this.) QuickBks has features that use ical, ichat, and Address Bk which are included when yu install Mac OS X frm Apple, Inc. I ll g hw t use these features in QuickBks later n. QuickBks fr Mac 2012 User s Guide 2

7 Installing and Upgrading QuickBks Installing and upgrading QuickBks is super easy. T install QuickBks: 1. Insert the CD int yur cmputer s CD drive r pen the dwnladed.dmg file. A windw will pen shwing a QuickBks icn and an Applicatins flder icn. 2. Drag and drp the QuickBks 2012 icn nt the Applicatins flder icn. 3. G t the Applicatins flder n yur hard drive and duble-click the QuickBks 2012 icn. T upgrade QuickBks: If yu re upgrading frm a previus versin f QuickBks fr Mac, yu ve gt a few mre steps t get up and ging. 1. Make a backup cpy f yur cmpany file using the previus versin f QuickBks fr Mac. (File > Back Up) 2. Quit any previus versins f QuickBks that are running. 3. Start QuickBks 2012 fr Mac. 4. Chse File > Open Cmpany, select yur file, and then click Open. (Nte: QuickBks 2012 fr Mac may autmatically upgrade and pen yur last used cmpany file.) QuickBks 2012 upgrades yur file and adds a.qb2012 file extensin. Fr example: MyCmpany.qb2012. QuickBks als saves yur riginal file and renames it t shw it is an lder file, fr example MyCmpany (QB2011).qb2011 if it was riginally a QuickBks 2011 file. Cnverting yur file frm Quickbks fr Windws If yu re switching frm QuickBks fr Windws, yu ll have t g thrugh a cuple f mre steps t cnvert yur file fr QuickBks fr Mac. G t Switching frm Windws t find ut everything yu need t knw. QuickBks fr Mac 2012 User s Guide 3

8 What s New in 2012? Here s what yu can expect t see in QuickBks fr Mac Redesigned frms. Sales frms have been redesigned with a Lin-inspired interface. New custmer histry panel summarizes custmer infrmatin fr easy review including pen invices, pen balances, ntes etc. See the list f transactins fr faster brwsing. Online banking renaming rules and add multiple. Save time adding transactins frm yur financial institutin t QuickBks by batch entering them instead f adding transactins ne at a time. QuickBks autmatically creates rules t rename payees dwnladed frm yur financial institutin. Yu can then batch enter transactins easily. Imprved search. Save time with better search functinality. Yu can nw search fr names, transactin types, amunts, dates etc. Use filters t refine results. Quickly access recent r saved searches. Prgress invicing. QuickBks allws yu t invice fr prjects in phases. Yu can nw invice by line item r percentage f the estimate. Yu can track hw much has been inviced and what s left with the Jb Prgress Invices vs. Estimates reprt. Easier general jurnal entries. Nw it s easier t enter and navigate jurnal entries with next/previus buttns, aut numbering, and aut-fill f the mem field. Time sheet imprvements. Save time entering similar timesheets by duplicating the last sheet fr an emplyee. Increased character limit in ntes sectin allws yu t capture mre details. Default accunts. Save time and reduce mistakes by setting default accunts fr key banking tasks. Set these by chsing File > Preferences > Checks. QuickBks fr Mac 2012 User s Guide 4

9 Imprved keybard shrtcuts and right-click menus. Save time accessing relevant functinality with keybard shrtcuts and cntextual (r right click ) menus. Imprved reprt graphs. Get insights abut yur business perfrmance with redesigned, Mac-like reprt graphs. Better legibility. Alternating rw clrs imprve legibility by making it easier t read acrss the rw. Mre cmpany infrmatin n frms. Additinal cmpany fields ( address, website, phne, fax) are available t add t frms in Layut Designer. Mre custmer infrmatin n frms. Additinal custmer cntact fields available t add t frms in Layut Designer: Cntact, Alt. Cntact, Phne, Alt. Phne, Fax, , Cc Clear splits when writing checks and entering bills. Payment terms accept lnger names and special characters. Imprved memrized transactins. Memrized transactins triggered by duble-click. See a list f memrized transactins set t run when pening a cmpany file. Increased PO Number field limit n invices. Click an address in the Custmer Center t that custmer. Better infrmatin fr nline banking. Online banking accunts are gruped by financial institutin, indicatr shws when new transactins have been dwnladed fr an accunt. Fr mre infrmatin n these new features, g t: QuickBks fr Mac 2012 User s Guide 5

10 New t QuickBks? Welcme! Thanks fr chsing QuickBks. This sectin is just fr yu. I m ging t shw yu hw t create yur cmpany file, which is the file yu ll use each time yu use QuickBks. Creating cmpany file QuickBks walks yu thrugh a setup prcess that will create yur cmpany file fr yu. 1 Open QuickBks. Yu ll see the N Cmpany Open windw. 2 Click Get Started. 3 On the Create New Cmpany, enter infrmatin abut yur cmpany and click Next. Cmpany Name What yu call yur cmpany. Legal Name Yur cmpany name as it appears n legal dcuments. Address/Cuntry The address fr yur cmpany as yu want it t appear n invices, checks, and ther frms. Yu can als enter different addresses fr Shipping and Billing. QuickBks fr Mac 2012 User s Guide 6

11 Cmpany Start Date The date yu want t use t start tracking yur business transactins in QuickBks. Usually this is the first day f yur current fiscal year. Althugh yu can change yur start date later, it s best t decide n the best start date nw. Incme Tax Frm Used Which tax frm d yu use fr yur business's taxes? If yu're nt sure, check with yur accuntant. Federal ID The ID yu use n yur cmpany's federals taxes. 4 Next yu ll see the Chse yur industry and chart f accunts windw. Select the type f business that cmes clsest t describing yur cmpany. QuickBks creates all the accunts that have a check mark. This is ur best guess fr the accunts we think yu ll need based n the type f industry yu re in. Yu can make changes if yu like. If yu make changes and want t g back t QuickBks suggested accunts, click Default. Expert Settings Yu may need t set sme nn-standard ptins while creating yur cmpany file. Yu'll prbably nly need these if yur accuntant has given yu specific instructins. Click Finish when yu re dne. Summary Reprts Basis In QuickBks, an accrual basis reprt shws incme regardless f whether all yur custmsers have paid up, and expenses regardless f whether yu have paid all yur bills. A cash-basis reprt shws incme nly if yu have received it, and expenses nly if yu have paid them. Yu can change this later with Reprting preferences. First mnth in tax year If yur cmpany's tax year starts in a mnth ther than January, select that mnth. First mnth in fiscal year If yur cmpany's fiscal year starts in a mnth ther than January, select that mnth. Custmers are charged sales tax Select if yu are charging yur custmers sales tax. Then create yur sales tax items. Yu can change yur sales tax items later n the Items list. [ref t sales tax sectin] Inventry and purchase rders are used Select this ptin if yu want t create inventry part items, write purchase rders, and create inventry-related reprts. Yu can change this later with Inventry preferences. [ref t inventry prefs] Custmer and/r jb estimates are prepared Turn the estimating feature n. When estimating is n, QuickBks adds a Create Estimates cmmand t the Custmers menu, and an Estimate buttn t the Custmer:Jb list. Yu can change this later with Inventry preferences. Keep track f time Turns n time tracking in yur cmpany file. Track yur time and/r yur emplyee's time by entering hurs wrked n weekly timesheets r single activity entry frms (yu can use the tw frms interchangeably). Yu can change this later with Time Tracking preferences. [ref t tt prefs] 5 On the final windw, yu ll see the lcatin n yur new cmpany file. Click OK. QuickBks fr Mac 2012 User s Guide 7

12 Next steps Cngratulatins! Yu ve created yur cmpany file. Nw what d yu d? Well, it depends. Here are sme suggestins: Have yu been in business fr a while and are just new t QuickBks? Then yu prbably have histrical data fr yur cmpany that yu d like t enter int QuickBks. The gd news is that yu dn t have t g back t the day yu first started yur business. But I suggest yu d g back as far as the start date yu entered when yu created yur cmpany file. Gather up everything frm the start date t tday and enter that histrical infrmatin. That way, yu re recrds fr yur fiscal year will be cmplete. Yu ll find ut mre in the fllwing sectin. Are yu the kind f persn wh likes t have everything rganized up frnt befre yu start? Then the best place t start is creating yur lists. Lists are the building blcks fr QuickBks. They include the things like what yu re selling yur custmers and what yu re buying frm yur vendrs. They als include the names and cntact inf fr all yur custmers and vendrs and much mre. I ll talk abut lists in the next chapter. Are yu the kind f persn wh just wants t get started and fill in the details later? Yu can d that, t. G ahead and start entering transactins. QuickBks will prmpt yu t enter infrmatin alng the way. The Hme Page is a gd place t start. QuickBks fr Mac 2012 User s Guide 8

13 And with Guide Me turned n, yu ll get additinal help fr yur first tasks. Entering histrical transactins It's mving day! Only instead f mving ffices, yu're mving yur data int QuickBks. And as with mst mves, yu prbably wn't d it all in ne fell swp. It may take sme time t get everything in there. But even if yu dn't have all the histrical data in yur cmpany file, yu can (and shuld) still keep ging with entering new transactins alng the way. When yu created yur cmpany file, yu entered a start date fr yur cmpany. If yu entered a start date in the past, yu ll need t enter all histrical transactins frm that start date thrugh tday. Yur business may have existed fr lnger than that start date, but that's OK. Fr example, let's say yur new year's reslutin was t mve yur business finances frm spreadsheets t QuickBks. Yu set the cmpany file's start date t January 1, even thugh yu've been in business fr three years already. S yu shuld enter all yur past transactins back t January 1 f this year. A little cnfused? Dn't be. Yu're just starting yur QuickBks file at a mment in time. If yu're in dubt abut what yur start data shuld be, check with yur accuntant. QuickBks fr Mac 2012 User s Guide 9

14 Why enter my histrical transactins? Entering histrical transactins gives yu an accurate lk at hw yur cmpany is ding in the present and ver time. After yu enter yur transactins frm yur start date up t tday, yu'll have: Accurate balances in yur bank accunts and all ther accunts The ability t recncile yur bank and credit card statements with yur QuickBks bank and credit card accunts Up-t-date recrds f what custmers we yu and what yu we vendrs Accurate year-t-date prfit and lss statements Accurate sales tax reprts fr any perid after yur start date D I wait t enter current transactins until I get the histrical data in? N. Just because yu starting t use QuickBks desn't mean yur business has stpped running. Yu prbably have current transactins happening right nw that yu need t recrd, as well as get yur histrical data int QuickBks. S this is imprtant t knw: Yu can enter histrical transactins at any time. Yu dn t have t enter all yur past transactins befre yu start using QuickBks. G ahead and start entering current transactins as they ccur s yu dn t get behind. Then catch up with histrical transactins when yu can. Try breaking them int digestible chunks, like a week r mnth's wrth at a time. Remember, thugh, that yur accunt balances may be ff until yu ve entered all the transactins back t yur start date. QuickBks fr Mac 2012 User s Guide 10

15 Order matters There are tw imprtant guidelines t keep in mind as yu enter histrical transactins: Enter transactins in yur bank accunts last. This may seem cunterintuitive, but stay with me here. Yu want t d this because yur Accunts Payable and Accunts Receivable accunts affect yur QuickBks bank accunts (but nt the actual accunt at yur bank). S the nly bank transactins yu ll have t enter in yur bank accunt are thse that are still missing after yu finish entering transactins fr accunts payable, accunts receivable, and payrll. Yu must enter bills and invices first befre yu enter payments. If yu tell QuickBks yu've made a payment, QuickBks needs t knw what bill that payment is fr. Likewise, if a custmer has sent yu their payment, then QuickBks needs t knw what invice the payment is fr. That way QuickBks knws which bills yu've paid and what invices yur custmers have paid. Paying attentin t these tw guidelines will pay ff big fr yu later n. Yu'll have an accurate view f which invices and bills are paid in full, which are partially paid, and which aren't paid at all. As yu recrd yur bill payments and yur custmers invice payments, QuickBks updates yur bank balance. Then yu can fill in any ther transactins yu haven't recrded previusly. Entering vendr transactins Strictly speaking, there s n rule that says yu have t enter yur transactins in a particular rder. But I recmmend that yu enter yur vendr-related transactins first, especially if yu invice custmers fr expenses yu want t be reimbursed fr. Here's why: Yu wn t be able t include expenses n an invice fr reimbursement unless that expense is accunted fr with a purchase-related transactin. S, it s a gd idea t get thse vendr transactins in first. Let s get started! The first thing t d is enter all yur transactins related t buying items and services frm yur vendrs. Yu nly need t enter transactins frm the start date yu used fr yur cmpany file until tday. Vendr transactins t enter are: QuickBks fr Mac 2012 User s Guide 11

16 Purchase rders Item receipts Bills Payments yu made t yur vendrs Gather the infrmatin yu'll need T get started, yu ll need this infrmatin fr the timeframe between yur cmpany file s start date and tday: Details f any POs yu ve sent t vendrs, if yu use purchase rders A list f inventry items yu ve received Any bills yu ve received Recrds f bill payments yu made Entering transactins Nw yu re ready t enter yur transactins. If yu haven t set up yur Items r Vendrs lists yet, yu ll be asked t add these as yu g alng. Fr example, if yu re entering a bill and enter the name f a vendr nt in yur Vendrs list, QuickBks asks yu if yu want t Quick Add it. G ahead and d that. Yu can g back t the Vendrs list later and add mre details abut this vendr. Yu can use the Vendrs area n the Hme page t enter yur transactins. Remember, yu nly need t enter the transactins between yur cmpany file s start date and tday. Enter these transactins in this rder, and be sure yu enter the crrect date. Yu can enter all these transactins n the Hme page. QuickBks fr Mac 2012 User s Guide 12

17 Purchase rders. If yu use them, enter yur purchase rders first. Yu ll use these PO transactins when yu enter bills. Bills. Fr all the bills yu ve received, enter the infrmatin abut each bill. Be sure t assign amunts t the crrect expense accunts r track the quantities and csts f items received. If yu need details abut ding this, check the Help. Inventry item receipts. If yu received items yu ve rdered but didn t get a bill fr them, chse Receive Inventry and enter an item receipt. Credits frm vendrs. If yu have a credit frm a vendr, chse Enter Bills and select Credit at the tp f the windws. Payments. Fr payments yu've made, chse Pay Bills. Be sure the Payment Date field shws the actual day yu made the payment. Als check that yu select the crrect bank accunt fr the payment. That s it fr entering yur vendr transactins. Next, we ll talk abut entering transactins related t yur custmers. Entering custmer transactins Custmer transactins yu need t enter are: Estimates Invices Sales receipts Refunds and credit mems Payments received Gather the infrmatin yu ll need Depending n the type f business yu have, yu may nt need t gather all f this infrmatin. S if smething in this list desn t apply t yu, just ignre it. One imprtant thing t remember: yu nly need t enter the transactins frm the start date yu entered when yu created yur cmpany file until tday. Yu dn t have t g back t the beginning f yur business and enter years f infrmatin. (Whew.) Whether yu ve been keeping paper r electrnic recrds, r a mixture, here s what t gather up: Any estimates yu ve sent t custmers r ptential custmers. (Yu dn t have t enter nes fr jbs r sales yu didn t get, but yu can if yu want t.) Invices yu sent t custmers, regardless f whether yu ve received payment yet. Any credit mems yu ve issued. Recrds f payments yu ve received frm custmers. Recrds f refunds yu ve given. Recrds f depsits f custmer payments yu ve made t yur bank. QuickBks fr Mac 2012 User s Guide 13

18 Recrd f sales tax payments yu ve made. If yu sell things, details f what yu sld, preferably gruped t crrespnd with depsits f yur sales incme and recrds f depsits frm sales receipts yu gave. Entering transactins Nw yu re ready t g. As with vendrs, if yu haven t set up yur Items r Custmers lists yet, yu ll be asked t add these as yu g alng. G ahead and d that. Yu can g back t these lists later t enter mre detail. Yu can use the Custmer area f the Hme page t enter mst f the transactins I talk abut here. (I ll tell yu where t enter the thers.) Remember, yu nly need t enter the transactins between yur cmpany file s start date and tday. OK, nw start entering yur sales transactins in this rder. Be sure t enter the crrect transactin date fr each ne. 1. Estimates. If yu use estimates, yu ll need t first turn n this feature. Chse QuickBks > Preferences and select Sales and Invicing t turn n estimates. Then g back t the Hme page and click Estimates. The estimates yu create will be the basis fr ther sales transactins such as invices. Yu dn t have t enter estimates fr jbs r sales yu didn t get, unless yu just want a recrd f them. 2. Invices. Click Create Invices and create a cpy f each invice yu ve written between yur cmpany file s start date and nw. Be sure yu enter items in the Item field s QuickBks can track yur sales in the crrect accunts. 3. Sales receipts fr cash sales. If yu were paid fr wrk r gds n the spt, yu prbably gave yur custmer a sales receipt. Click Sales Receipts and enter cpies f yur sales receipts frm yur start date until tday. Be sure t enter the amunt f each item yu sld and received payment fr at the time f sale. Yu can als enter multiple sales n ne sales receipt frm if yu dn t track sales by custmer. If pssible, grup them s that the mney received frm cash sales matches actual bank depsits. That ll make it easier t recrd depsits. 4. Refunds and credit mems. Click Refunds and Credits and enter returns that may have ccurred frm the invices and sales receipts yu ve already entered. 5. Payments. Click Receive Payments and recrd each payment received frm a custmer fr an utstanding invice. Be sure that yu apply the payment t the apprpriate invice and that the Date field shws the payment date. If the payment was fr all r part f the custmer s pen balance as f the start date, yu ll see a QuickBks invice fr that balance. 6. Depsits. Fr this ne, yu ll venture ut f the Custmer area f the Hme page and g t the Banking area. Click Recrd Depsits and recrd each depsit f a payment yu ve received; be sure t select all custmer payments (whether fr invices r sales receipts) depsited n ne date. Then click OK. In the Make Depsits windw, be sure the Date field shws the depsit date. 7. Payments f sales tax. Fr this ne, yu ll g t the Vendr area and click Pay Sales Tax. (I knw. This article is abut custmer transactins, but yu re cllecting frm custmers and paying a vendr s it s a gray area. QuickBks fr Mac 2012 User s Guide 14

19 Stick with me.) In the Pay Sales Tax windw, recrd each payment yu made f sales tax yu cllected. Be sure that yu enter the amunts yu actually paid the sales tax agencies and that the Date field shws the payment date. That s it fr entering custmer transactins! In the next steps in this series, I ll talk abut entering banking and credit card transactins. Entering bank and credit card transactins When yu entered yur ther transactins, QuickBks autmatically recrded: Checks yu wrte t vendrs t pay yur bills Checks yu wrte t pay sales tax yu cllected Depsits f payments yur custmers made t yu And yu can see all f this in QuickBks. Just g t yur Chart f Accunts (n yur List menu) and pen yur bank accunt. Yu can see all f these transactins in that register. There it all is! Lk at all the prgress yu ve made. Why did I have yu d this? I wanted yu t see that a lt f yur banking-related transactins are already there. Yu shuldn t enter any checks r depsits unless yu re sure they aren t already in yur register. Yu dn t want t end up with duble payments and depsits. Yu may want t print ut this register (Cmmand-P) t use as a reference as yu g alng. Gathering the infrmatin yu ll need Here s what yu ll need t enter yur remaining transactins. Remember, yu ll nly need t enter transactins frm the start date yu entered fr yur cmpany file t tday. Checks yu ve written Depsits yu made Bank statements shwing fees, interest earned, and transfers Credit card statements shwing charges and payments made I want t be able t recncile my accunt, but my bank accunt pening balance is frm the statement prir t my cmpany file s start date. If I m nly suppsed t enter transactins between my cmpany file s start date and tday, what d I d? In this case, g ahead and enter all the unrecrded checks and depsits frm the perid between yur statement date and yur cmpany file s start date. This will make sure that yur bank accunt balance is crrect. Entering yur bank transactins Nw yu re ready t g. Enter all yur unrecrded bank transactins (the nes nt already in the bank accunt register I asked yu t lk at earlier in this article) between yur cmpany file s start date and tday. Yu can use the Banking QuickBks fr Mac 2012 User s Guide 15

20 area n the Hme page t enter many f these transactins. Be sure yu use the actual transactin date rather than tday s date. Yu can enter these transactins in any rder. Checks. Chse Write Checks and enter all miscellaneus checks that aren t already in yur register. Be sure yu enter the actual check number in the N. field. Since yu ve already written these checks, click t clear the T Be Printed check bx. If the check is fr an expense, select the expense accunt at the bttm f the check. If the check is a payment fr a liability yu track (fr example, a lan), enter the liability accunt at the bttm f the check. If the check is fr items n yur items list, enter the item in the Item field f the Items pane. Depsits. Chse Recrd Depsits and enter yur unrecrded depsits. Be sure t refer t yur bank accunt register s yu dn t recrd a depsit that s already in there. Fees and transfers. In yur bank accunt s register windw, enter any ther fees, charges, r interest earned frm yur bank statement. Be sure t enter amunts in the crrect clumn: Increase r Decrease. Als enter any transfers between bank accunts. (Yu can als use Banking > Transfer Funds t recrd transfers.) Entering credit card transactins Nw that yu entered yur unrecrded bank accunt transactins in QuickBks, let s lk at yur credit cards. (Just t be clear, these are transactins n yur credit cards. Accepting credit cards as payment frm yur custmers is anther tpic.) Hw yu enter these histrical transactins depends n whether yu pay yur balance in full each mnth. If yu pay yur balance in full each mnth, yu can simply recrd a check (Banking > Write Checks) fr each payment. Here are a few things t keep in mind: If yu entered a balance fr yur credit card accunt as f yur start date, the first check shuld pay ff that balance. In the Accunt field f the check, enter the name f the credit card accunt. Fr checks written t cver credit card charges made between yur start date and tday, split the amunt f the payment amng the varius expense accunts it cvers. If yu dn t recrd individual credit card charges using the Enter Credit Card Charges windw, yu wn t have detailed recrds f charges. If yu dn t pay yur balance in full each mnth, r if yu knw f charges that have nt yet appeared n yur statement, chse Banking > Enter Credit Card Charges and enter individual charges. When yu write a check t cver charges already entered in yur credit card accunt (r fr the pening balance f that accunt), enter the credit card accunt in the Accunt field f the check. Dn t enter the expense accunts, because yu re already tracking expenses in the Enter Credit Card Charges windw. Yu can enter interest and ther fees directly in the credit card accunt register. QuickBks fr Mac 2012 User s Guide 16

21 Recnciling yur bank accunt Using QuickBks, yu can recncile yur bank accunts t track which checks have cleared yur bank. After yu ve entered yur bank transactins, it s a gd idea t recncile yur QuickBks register with each statement, ne at a time, frm the first statement after yur start date t yur last statement. Then yu ll knw that QuickBks and yur bank are in agreement. Where t g frm here S that s it fr getting yur histrical transactins int QuickBks! Whew. Yu did gd. Nw g d smething nice fr yurself. Yu deserve it. Switching frm Windws? If yu ve switched frm QuickBks fr Windws t QuickBks fr Mac, yu ve prbably nticed sme differences. QuickBks fr Mac is built as a Mac prduct frm the grund up, s the interface elements will be familiar if yu ve used ther Mac applicatins. If yu re used t using keybard shrtcuts, they will be different n the Mac. QuickBks Windws vs. Mac: What s the difference? The biggest difference between the tw prducts is in the feature set. Here is a summary f the differences. Cnverting yur cmpany file Because QuickBks fr Mac des nt have all the features f its Windws cunterpart, nt all data cnverts when yu mve yur cmpany file frm Windws. Fr a cmplete list f data that des and des nt cnvert frm QuickBks fr Windws, g t: Here are sme f the biggest differences between QuickBks fr Mac and Windws: N Accuntant s Cpy. Yu can share yur QuickBks fr Mac file with yur accuntant, but yu wn t be able t cntinue wrk in it. T find ut hw t d this, search fr rundtrip in nline Help. Online payrll. QuickBks fr Mac exchanges data with the nline QuickBks Payrll fr Mac service. Payrll is nt part f QuickBks fr Mac as it is n Windws. Limited 3rd party app integratin. Any applicatins that rely n the QuickBks SDK, WebCnnectr, r App Center t access QuickBks data will nt integrate with QuickBks fr Mac. Basic nline banking. QuickBks fr Mac ffers nline banking statement dwnlads using DirectCnnect r WebCnnect. Hwever, transactins can nly be added t the accunt register ne at a time, and nt as many financial institutins supprt QuickBks fr Mac. Full list Online Bill Pay QuickBks fr Mac 2012 User s Guide 17

22 Price levels. Price levels make it easy t change the prices f many items at nce, fr example t discunt all yur items during a sale. Reprts. QuickBks fr Windws has mre reprts than QuickBks fr Mac. Premier and Enterprise versins. There s nly ne versin f QuickBks fr Mac. Inventry. QuickBks fr Mac des nt have units f measure r assembly items. Multicurrency. QuickBks fr Mac des nt supprt multicurrency. Cnverting yur file frm Windws S yu re switching frm QuickBks fr Windws t QuickBks fr Mac. Welcme! We re glad yu re here. S yu re prbably wndering if yu can cnvert yur QuickBks fr Windws cmpany file int QuickBks fr Mac. The answer is: Yes! Yu can cnvert any cmpany file frm a U.S. versins f QuickBks Simple Start, Pr, Premier, and Premier Accuntant Editin 2009, 2010, and 2011 fr Windws. If yu are using a QuickBks fr Windws versin that is earlier than 2009, yu can still pen yur file in QuickBks fr Mac. It ll just be a cuple f steps mre. An article n ur supprt site explains exactly hw t d this: Befre yu start, be sure that yu re familiar with what data is cnvert frm QuickBks fr Windws t QuickBks fr Mac. [ref] Nte: If yu dn t have access t QuickBks fr Windws t cnvert yur file, we can help yu. In QuickBks, pen the Welcme windw (Help > Welcme t QuickBks) and click Switching t QuickBks. On yur Windws cmputer: 1 In QuickBks fr Windws, pen the cmpany file yu want t cnvert. 2 Chse File > Utilities > Cpy Cmpany File fr QuickBks Mac. Fllw the nscreen instructins. QuickBks creates a Mac.qbb (backup) file. 3 Cpy the.qbb file t a CD r USB drive r sme ther media. (Mst Macs read and write data t and frm PCfrmatted media.) On yur Mac: 1 In QuickBks fr Mac, chse File > Open Cmpany, select the.qbb file, and then click Open. 2 Click OK n when asked if yu want t restre a QuickBks fr Windws file. 3 Enter a name fr the restred file, and then click Save. Depending n the size f yur data file, the cnversin prcess can take up t ten minutes. When cnversin is cmplete, QuickBks pens the file. QuickBks fr Mac 2012 User s Guide 18

23 Data that is and isn t cnverted frm QuickBks fr Windws t QuickBks fr Mac Althugh Intuit has used reasnable effrts t include all features affected, Intuit disclaims that all features are included in these lists. Be sure t cmpare the newly-cnverted data with the riginal data t learn what data was nt cnverted. Data that IS cnverted frm Windws t Mac Accunt list (chart f accunts) Custmer list Vendr list (ntes will nt be cnverted) Item list Payment terms list Shipping via list Custmer type list Vendr type list Emplyee list (ntes will nt be cnverted) T d list (alerts will nt be cnverted) Other names list (withut ntes) Jb types list Payment methd list Custmer message list Classes Reminders (alerts will nt be cnverted) Links between pay items and ther items Custm field definitins Transactins and their links: Invices Bills Depsits Payments Transfers Memrized transactins Multiple estimates per jb All list reprts Histry f QuickBks versins used with the data file Transactin statistics 1099 categries Ntes Audit trail Preferences Cmpany name and address QuickBks fr Mac 2012 User s Guide 19

24 Data that ISN T cnverted frm Windws t Mac Imprtant: QuickBks 2011 fr Mac des nt supprt multiple currencies. Because accunts and balances are affected by the multiple and hme currency settings, these settings cannt be changed in QuickBks fr Windws nce they ve been set. If yu have used multiple currencies in yur Windws cmpany file, yu will nt be able t cnvert yur data fr use in QuickBks fr Mac. Sme features and data will NOT be cnverted frm Windws t Mac, including (but nt necessarily limited t) the fllwing: Any data if yu have used multiple currency in QuickBks fr Windws. Intuit integrated payrll and payrll list items (QuickBks fr Mac uses QuickBks Payrll fr Mac pwered by PayCycle and Aatrix Tp Pay fr payrll services) Online banking transactins that have nt been accepted int a register (transactins that have been accepted will appear as payments, depsits, and transfers with assciated links) Online banking aliases Custmized settings fr frms like invices, estimates, statements, and purchase rders (frms can be custmized in QuickBks fr Mac) Multiuser data, such as sales representative infrmatin User passwrds (QuickBks fr Mac supprts administratr passwrd) Memrized reprts Business planning, expert analysis, and business ptimizatin tls Custmized price levels Integratin with third party applicatins, including Micrsft Wrd, Outlk, and ACT! Merchant accunt services Sales rder and back rder tracking (available in Premier versins f QuickBks fr Windws) Assembly items (available nly in Premier versins f QuickBks fr Windws) will be cnverted int nn-inventry part items Budgets created withut an assciated accunt Transactin type EFP payrll (will cnvert int a payrll liability check) Wrkers cmp list Fixed asset item list Multiple ship t addresses, Preferred Send methd, and payment infrmatin fr Custmer:Jbs User-added clumns t lists QuickBks fr Mac 2012 User s Guide 20

25 Unsupprted reprts The fllwing preset reprts are currently nt supprted by QuickBks Accunting 2009 fr Mac. Yu can, hwever, create many f these reprts using the custmizatin, filtering, and memrizatin features in QuickBks fr Mac. Prfit & Lss Unclassified Open Purchase Orders by Jb Sales Tax Revenue Summary Pending Builds Incme Tax Preparatin Prfit & Lss Budget Perfrmance Recnciliatin Discrepancy Previus Recnciliatins Fixed Asset Listing Vided/Deleted Transactins (available in Premier versins f QuickBks fr Windws) Vided/Deleted Transactins Histry (available in Premier versins f QuickBks fr Windws) Clsing Date Exceptin (available nly in Premier versins f QuickBks fr Windws) Open Sales Orders by Custmers (available in Premier versins f QuickBks fr Windws) Open Sales Orders by Item (available in Premier versins f QuickBks fr Windws) Adjusted Trial Balance (available in Premier versins f QuickBks fr Windws) Adjusting Jurnal Entries (available in Premier versins f QuickBks fr Windws) Frecast Overview (available in Premier versins f QuickBks fr Windws) Frecast vs. Actual (available in Premier versins f QuickBks fr Windws) All payrll and wrkers cmp reprts Unsupprted reprt filters The fllwing reprt filters are currently nt supprted by QuickBks fr Mac. The balances f memrized reprts that were created using these filters will nt match balances in the riginal data file. Name Paid Thru Psting Status Sales Tax Cde Template Online Status Printed Status Vided Wrkers Cmp Cde Is Adjustment Exchanging yur file with yur accuntant Getting yur file t yur accuntant is much the same as it was fr yu previusly. Yu ll save a file and get it t yur accuntant. It s called rund-tripping which means yur cmpany file is ging frm the Mac t yur accuntant s Windws cmputer and back t yur Mac. In a nutshell, what yu ll d is save yur cmpany file as a Windws backup file (File > Back Up t QuickBks Windws). Then yur accuntant will pen that file, d the wrk she needs t d, then save the file as a Mac file. Then the accuntant sends the file back t yu and yu pen it n yur Mac. This is called rund-tripping. One critical thing t nte t rund-trip yur file, yu and yur accuntant must be n the same versin f QuickBks. S if yu are using QuickBks 2011 fr Mac, yur accuntant must be n sme 2011 versin f QuickBks fr Windws. QuickBks fr Mac 2012 User s Guide 21

26 Using QuickBks n mre than ne cmputer (multiuser) In QuickBks fr Mac 2012, yu can run QuickBks in multiuser mde. This means mre than ne user can wrk n yur cmpany file frm different cmputers at the same time. Why wuld yu want t d that? Well, yu may have an emplyee wh des basic tasks like sending ut invices and keeping custmer infrmatin up-t-date while yu take care f the larger tasks like payrll and paying vendrs. In single user mde, yu have t stp wrking in yur cmpany file s yur emplyee can wrk in it. This can be incnvenient and slw yu dwn. In multiuser mde yu bth can wrk in yur cmpany file at the same time. Hw des it wrk? One cmputer is set up with QuickBks Server, QuickBks, and yur cmpany file. Then, with QuickBks Server running, the cmpany file is shared with ther cmputers n the same netwrk. When ther users pen QuickBks n their cmputer, they will be able t pen the cmpany file and wrk n it. Nte: Yu must either buy a multiuser license f QuickBks, add users t yur current license, r buy multiple cpies f QuickBks t use it in multiuser mde. T add users, pen QuickBks and chse QuickBks > Manage License > Buy Additinal Licenses. What d yu need? A license f QuickBks with mre than ne user. Yu can buy QuickBks fr mre than ne user r yu add user seats t the license f QuickBks yu already have (QuickBks > Manage Licenses > Buy Additinal Licenses). In additin, QuickBks will als allw fr different registered cpies f QuickBks t wrk tgether. One cmputer t use as the QuickBks Server. This cmputer will hst the cmpany file fr all yur QuickBks users. Find ut what yu shuld cnsider when picking which cmputer t user fr yur server. Setting up multiuser Ready fr multiuser? Here s what yu d t get it ging. Step One: Buy and install additinal user seats T use yur cmpany file in multiuser mde, yu must add users t yur license. S if yu want t have three peple wrking in yur cmpany file, yu need a 3-user license. If yu've already purchased a cpy f QuickBks with mre than ne user license, g t Step Tw: Install QuickBks Server. QuickBks fr Mac 2012 User s Guide 22

27 Nte: If yu already have mre than ne registered cpies f QuickBks, yu dn't have t buy mre additinal user seats. Yu can use any registered cpy f QuickBks t access the cmpany file in multiuser mde. T buy additinal licenses: 1 Chse QuickBks > Manage License > Buy Additinal Licenses. 2 Fllw the directins n the screen t buy yur additinal licenses. 3 Chse QuickBks > Manage Licenses > Sync License. (Yu must be cnnected t the Internet.) 4 Install QuickBks n each cmputer yu want t use t wrk n yur cmpany file. Step Tw: Install QuickBks Server QuickBks Server shares yur cmpany file n yur netwrk with ther cmputers yu set up t run Quickbks n yur netwrk in Step One. Yu shuld install QuickBks Server n the same cmputer where yu want t stre yur cmpany file. When QuickBks Server is running, ther QuickBks users n yur netwrk will be able t pen the shared cmpany file. [ref t multiuser server] Nte: Be sure t check ut the Multiuser Checklist article fr tips n picking a cmputer t use fr QuickBks Server. Step Three: Create user accunts Everyne using the cmpany file must have a user name and passwrd. Here s an verview, but t learn mre abut user accunts, see [ref t user accunts] T create user accunts: 1 Chse QuickBks > Preferences and then Users and Passwrds" r chse Cmpany > Users and Passwrds. 2 Create an administrative user. 3 Create a user accunt fr each user wh will be wrking with the cmpany file in multiuser mde. Nte: Creating user accunts is nt the same as adding users t yur license. A user accunt creates a username and passwrd s a user can lg int a cmpany file. Adding a user allws anther user t run anther cpy QuickBks with yur license in multiuser mde. Find ut mre abut the difference between user accunts and user seats. Step Fur: Start multiuser mde On the cmputer with QuickBks Server: 1 Open yur cmpany file in QuickBks like yu wuld nrmally. 2 Lg in as the administratr. (Yu must be an administratr t start multiuser mde.) 3 Chse File > Enable Multiuser Mde. QuickBks fr Mac 2012 User s Guide 23

28 QuickBks Server will start autmatically. When ther users pen QuickBks n their cmputers, they can pen the cmpany file. It will be listed under Shared Files n the N Cmpany Open windw. QuickBks server QuickBks Server is an applicatin used when yu're running QuickBks in multiuser mde. It shares yur cmpany file with ther QuickBks users n the same netwrk. When a file is shared, mre than ne user can wrk in the file at the same time. Yu get QuickBks server when yu buy QuickBks. But yu nly need it if yu are using QuickBks in multiuser mde. T start QuickBks Server: 1 If yu haven't already, install QuickBks Server by cpying it frm yur QuickBks CD r, if yu dwnladed QuickBks, frm the DMG file t yur Applicatins flder. 2 If the cmpany file isn't n the same cmputer yu are using t run QuickBks Server, mve it there. The cmpany file must be n the same cmputer as QuickBks Server. 3 Open the cmpany file in QuickBks. 4 Chse File > Enable Multiuser Mde. QuickBks Server starts autmatically. Mre abut QuickBks Server: Yu can start QuickBks server autmatically when yu lg in. With QuickBks Server running, right-click the icn in yur dck and chse Optins > Open at Lg In. Then every time yu lg in n that cmputer, QuickBks Server starts up, sharing yur cmpany file. Yu can start and stp sharing a cmpany file. Select the file in the left clumn f QuickBks Server and click either Start Sharing r Stp Sharing. If yu clse QuickBks Server, everyne will lse their cnnectin t the cmpany file. On the cmputer hsting the cmpany file, yu can pen the file again in QuickBks and restart multiuser mde (File > Enable Multiuser Mde) t share the file. Or yu can use the file in single user mde, but ther users will nt be able t wrk n it. Yu can view stats n the cmpany file by selecting it in the left clumn f QuickBks Server. Yu can see hw lng the cmpany file has been shared, the number f changes that have happened since yu started sharing the file, the file lcatin, and the users wrking n the shared file. Yu can discnnect a user. Select the cmpany file name and then the user name yu want t discnnect. Then click Discnnect. The user will n lnger be cnnected t the cmpany file. Chat with ther users wrking n the shared file. Smetimes yu may need t cntact ther users when yu're all wrking in the same cmpany file. In QuickBks Server, select the cmpany filename and the user name f the persn yu want t chat with, then click Chat. Yur default Chat applicatin will pen a chat with the user yu selected. Nte: Fr Chat t wrk, the user's accunt must include their Chat ID. QuickBks fr Mac 2012 User s Guide 24

29 Where t stre yur file In multiuser mde, yur cmpany file sits n ne cmputer and is shared n yur netwrk with ther QuickBks users. S which cmputer are yu ging t use t stre the file? Here s my advice: I recmmend picking a cmputer that meets r exceeds the recmmendatins fr prcessr, memry, and disk space. The amunt f RAM n the cmputer can significantly affect perfrmance, s get as much as yu can. It s a gd idea t pick a cmputer that will be n during wrk hurs and is ging t stay in the ffice. Imagine the dirty lks yu ll get if yu put it n a laptp and then take that laptp n a custmer visit when the ffice manager is trying t wrk n payrll. I think we all can agree, fr the sake f yur happy wrkplace envirnment, this situatin shuld be avided at all csts. It s best if the cmputer with the cmpany file is cnnected t the netwrk thrugh an Ethernet cable and nt wifi. It ll wrk fine n wifi, but yu ll prbably have better perfrmance frm a cable. Sme activities are single user nly, s it s gd idea t put the cmpany file n the cmputer f the persn wh will be ding thse things. That way, that persn can switch between multi user and single user mde n their wn. Imprtant: Backing up yur cmpany file is just as critical in a multi user envirnment as it is in single user. T back up yur data, stp sharing the cmpany file then back up the file n the cmputer running QuickBks server. Then yu can start sharing the file again. Other things t knw abut multiuser mde There s a few ther things t keep in mind when yu re using QuickBks in multiuser mde. Yu dn't have t have QuickBks running n the server, just QuickBks Server. Yu'll have bth QuickBks and QuickBks Server installed n the cmputer yu are using as a server. But yu nly have t have QuickBks Server running t share the cmpany file with thers. Yu can switch back t single user mde. Yu can turn ff multiuser mde s that nly ne persn can access the cmpany file. Chse File > Enable Multiuser Mde. Yu'll see a checkmark by the cmmand name. When yu chse it again t g int single user mde, the checkmark ges away. All the cmputers have t be n the same netwrk. Fr users t be able t share the same cmpany file, their cmputers must all be n the same netwrk. Yu can't share a file with remte cmputers. Yu may run int each ther, but it's OK. Yu may try t d smething in the cmpany file and see a message that says anther user is trying t d the same thing at the same time. Yu can either wait t try again r use yur Chat app t cmmunicate with the ther user. Set up each cmputer fr Merchant Accunt Services (ptinal). Fr each cmputer in yur multiuser envirnment that yu want t use t prcess yur custmer's credit cards, yu'll need t set up credit card prcessing using yur Merchant Accunt Services cnnectin ticket. Dn't frget t back up yur cmpany file. Backing up yur cmpany file is just as critical in a multiuser envirnment as it is in single user. T back up yur data, stp sharing the cmpany file then back up the file n the cmputer running QuickBks server. Then yu can start sharing the file again. QuickBks fr Mac 2012 User s Guide 25

30 Lists Lists are ne f the mst imprtant areas in QuickBks. Yur lists are where the things yu use in just abut any transactin live. Take an invice, fr example. The "Bill t" name, item, descriptin, rate, tax, payment terms, custmer message, anything yu select frm a drpdwn list, are all set up n a list. Yu can get t any list frm the List menu. In subsequent chapters, I g int mre detail abut specific lists like Chart f Accunts, Items, Custmers:Jbs, and Vendrs. In this chapter, I ll talk abut everything else: Classes Emplyees Other Names Custmer & Vendr Prfile Custmer Types Vendr Types Terms Custmer Messages Payment Methds Ship Via Vehicles Memrized Transactins Tips and tricks: Quick Add and Setup Yu can add t any f yur QuickBks lists while yu are in the middle f anther task. Fr example, if yu're writing an invice t a new custmer and yu type yur new custmer's name in the Custmer:Jb field, QuickBks asks whether yu want t Quick Add r Set Up the name. Quick Add. Add nly the name r item t yur list. Later, if yu want t add mre infrmatin abut the name r item, yu can edit its recrd in the list itself. Set Up. Add additinal infrmatin abut the name r item, such as an address r phne number. QuickBks then displays a windw where yu can enter the infrmatin. QuickBks fr Mac 2012 User s Guide 26

31 Hw t use lists Yu can perfrm these tasks in yur lists: Add an entry t the list. Click the + menu at the bttm f the list." Edit an entry. Select an entry n the list and then click Edit. " Search fr an entry. Use the search field in the tp right crner r the list t find the item yu need. Or yu can search thrughut QuickBks. Change the view. By default, QuickBks lists names in a hierarchy. Fr example, subitems are listed under the item they are a subitem f. Click the arrw beside a name t view the names in the hierarchy belw them. Yu can als chse Flat View frm the Actin menu ( ) which lists each name plus the name belw it in the hierarchy. Yu can change the view by selecting Hierarchical View r Flat View frm the Actin menu. Print, Save, r the list. Cntrl-click in the list and select cmmands t print, save, r what is currently displayed n the list. Fr example n the Item list, cntrl-click the name f an item and then select Print Item List, Save Item List as Text, and Items List as PDF. View nly active r inactive names. Use the filters at the bttm f the list t view nly active r inactive names. Display a QuickReprt. Create a reprt fr a selected name that lists year-t-date incme and expense transactins fr the class yu've selected. Select a name and then click QuickReprt frm the Actin menu ( ). Revert a list back t its default srt rder. With the list pen, chse Edit > Re-srt List. Tips and tricks Try these tips and tricks t make using the lists even easier. Srt infrmatin by clicking the clumn titles. Rearrange the clumns by clicking and dragging the tp f a clumn t mve it t anther lcatin. Select multiple entries in ne f these ways: Shift-click t select a range f names. Select the first name yu want, hld dwn the Shift key, and then select the last name in the range. Cmmand-click t select a grup f nnadjacent names. Select a name, hld dwn the Cmmand key ( ), and then select each additinal name. Cmmand-A t select all names. N need t click; just press Cmmand-A t select the entire list. QuickBks fr Mac 2012 User s Guide 27

32 Cntrl-click anywhere in the list t access a shrtcut menu t cmmn tasks. Classes list Classes are simply categries. Yu can then apply a class t transactins t get mre insight int yur business data. A class can be a department name, a lcatin, r anything that means smething t yu. Say yu're a magician. Yu might create the classes "crprate event" and "children's party." That way when yu need t buy a custm cstume fr yur rabbit, Hpsctch, that spells ut "Happy Birthday, Princess" in pink glitter, yu can classify that expense as being related t a "crprate event." (Hey, it culd happen. Really, it culd.) Then yu can create a class reprt t shw all yur incme and expenses related t a class. T manage classes: 1 Chse Lists > Classes. 2 Add a new class r edit an existing class. Add New Class Click the + menu at the bttm f the list." Or cntrl-click anywhere in the list and chse New Class frm the shrtcut menu. Edit Existing Class Duble-click the class name. Or select the name f the class and click the Edit buttn at the bttm f the list. " Or in the Class list, cntrl-click the name f the class yu want t edit and chse Edit Class frm the shrtcut menu. 3 Enter a name fr the class. 4 (Optinal) If yu want the class t be a subclass f anther class, select the Subclass f checkbx and enter the name f the parent class. QuickBks fr Mac 2012 User s Guide 28

33 Emplyees list If yu have emplyees, yu shuld enter them in the Emplyees list. Is yur wrker an emplyee r a cntractr? T add r edit an emplyee: 1 Chse Lists > Emplyees. 2 Add a new emplyee r pen an existing emplyee. Add New Emplyee Click the + menu at the bttm f the list." Or cntrl-click anywhere in the list and chse New Emplyee frm the shrtcut menu. Edit Existing Emplyee Duble-click the emplyee name. Or select the name f the emplyee and click the Edit buttn at the bttm f the list. " Or in the Emplyee list, cntrl-click the name f the emplyee yu want t edit and chse Edit Emplyee frm the shrtcut menu. 3 Cmplete the Address Inf tab. Take special nte f the fllwing fields: Initials. QuickBks fills in the emplyee's initials as yu fill in the emplyee's name. Nrmally, yu d nt have t enter anything int this field. If yur emplyees earn cmmissins fr items they sell, yu can select an emplyee's initials frm the Rep pp-up menu when entering a sale r estimate t give the emplyee credit. Yu can then prduce reprts shwing all sales fr each emplyee. Address. Cmplete the emplyee's address (QuickBks has partially filled in the Address field n the basis f what yu've entered s far). Click Address Details t make sure each individual address field is filled in crrectly, especially if yu are using Cntact Sync. "The address infrmatin yu enter can be exprted fr mail merge. If yu use mail merge, be sure t include in the last line f the address the tw letter state abbreviatin and the zip cde. This ensures that the address will print crrectly in mail merge dcuments. Scial Security Number. QuickBks bserves federal standards fr scial security numbers. If the number yu enter causes QuickBks t display an errr message, call yur lcal Scial Security Administratin ffice t check the validity f the number. 4 (Optinal) Click the Additinal Inf tab. Fill in any custm fields that apply t this emplyee. 5 T mark an emplyee as inactive, select the Inactive checkbx. Yu can then hide inactive emplyees by clearing the Include inactive checkbx in the Emplyees list. Nte: If yu plan t use QuickBks Payrll fr Mac, be sure the emplyee name is spelled exactly the same (first name, middle initial, and last name) in bth places. Emplyee names in paycheck data imprted frm QuickBks Payrll fr Mac must match yur QuickBks emplyee list. QuickBks fr Mac 2012 User s Guide 29

34 Other names list D yu have a name that is nt a custmer, vendr, r emplyee? Yu can use the Other Names list t add cntacts that yu need fr yur business but dn't fit in anywhere else. T add r edit an ther name: 1 Chse Lists > Other Names. 2 Add a new name r pen an existing name. Add New Other Name Click the + menu at the bttm f the list." Or cntrl-click anywhere in the list and chse New Other Name frm the shrtcut menu. Edit Existing Other Name Duble-click the ther name. Or select the name f the ther name and click the Edit buttn at the bttm f the list. " Or in the Other Name list, cntrl-click the name f the ther name yu want t edit and chse Edit Other Name frm the shrtcut menu. 3 Cmplete the Address Inf pane. 4 Add any ntes yu want t add fr this name. 5 Click OK. T mark an name as inactive, select the Inactive checkbx. Yu can then hide inactive names by clearing the Include inactive checkbx in the Emplyees list. Custmer and Vendr Prfile lists Yu can use the Custmer & Vendr Prfile lists t set up categries yu can use t grup infrmatin within QuickBks. Fr example, when yu create a Jb, yu can give it a Jb Type then use the Jb Type in reprts t see what categry f jbs are the mst prfitable. These lists als cntain lists fr the payment terms yu use fr yur custmers, custmer messages, and payment methds. Yu can set up: Custmer Types. Apply this categry when yu add r edit a custmer. Vendr Types. Apply this categry when yu add r edit a vendr. Jb Types. Apply this categry when yu add r edit a jb. Terms. Terms are the payment terms fr yur custmer. This is list already precnfigured fr yu with cmmn payment terms fr yur custmers. Yu can edit these r add new nes. Yu can assign terms t a specific custmer r select terms when yu are filling ut a sales frm like an invice. Custmer Messages. These are messages yu apply t sales frms yu send yur custmer such as "Thank yu fr yur business." QuickBks fr Mac 2012 User s Guide 30

35 Payment Methds. Payment methds categrize payments frm yur custmers. When yu receive payments frm yur custmers, yu can select a payment methd and then srt yur depsits by payment methd and create reprts based n payment methd. Ship Via. This list is precnfigured with cmmn shipping methds. Yu can edit these r add new nes. Then yu can add this infrmatin if yu custmize yur sales frms. Tip: Cntrl-click a name n the list t chse cmmn tasks frm a shrtcut menu. T pen a list: Chse Lists > Custmer & Vendr Prfile and then the name f the list yu want t pen. Mst f the lists are just labels and can be anything yu chse, s I m nt ging t g int detail with thse. There are tw exceptins: Terms and Payment Methds. These are a little mre invlved. Terms fr payment Payment terms say when yu expect t receive payment frm a custmer r when yur vendrs expect payment frm yu. Fr example, if yu expect payment frm a custmer within 30 days, and yu give a discunt f 2% if payment is received in 10 days, the terms are 2% 10 Net 30. QuickBks supplies a list f ften-used payment terms. Because QuickBks uses terms fr bth invices t yur custmers and bills frm yur vendrs, yu nly need t add a particular set f terms nce t the list. Yu can edit a custmer r vendr and select the payment terms fr each. Then QuickBks autmatically enters terms fr yu in invices and bills. T set up payment terms: 1 Chse Lists > Custmer & Vendr Prfile > Terms. 2 Add a new term r pen an existing term. 3 On the New r Edit Terms windw, enter the details f the payment term. Payment terms details: Terms. A wrd r phrase that will help yu recgnize the term. Yu'll see this wherever yu select payment terms. Examples f payment terms Let's say yur invices are due in 25 days f receipt, and yu give yur custmers a 1% discunt if they pay within 10 days. These wuld be standard terms because payment is due within a specific number f days frm the invice date. In the New Terms windw, click Standard and enter the fllwing: 1% 10 Net 25 QuickBks fr Mac 2012 User s Guide 31

36 Suppse instead that yur invices are due n the 25th day f the mnth and yu give yur custmers a 1% discunt if they pay within 10 days. T let QuickBks knw that "25" means the "25th day f the mnth" and nt "25 days after the invice date," click Date Driven in the New Terms windw and still enter: 1% 10 Net Standard. Select this if yu want yur custmer t pay within a certain number f days. Nw enter the details fr this type f payment term. Net due in. The number f days in which payments frm custmers r bills t vendrs are due. Discunt percentage is. The discunt percentage a custmer earns fr early payment f an invice, r that yur business earns fr early payment f a bill. If there is a discunt, yu must als cmplete the next field ( Discunt if paid... ). If there is n discunt, enter zer. Discunt if paid within. Enter the number f days within which a custmer r yur business can pay and receive a discunt fr early payment. Be sure t enter the discunt percentage in the previus field ( Discunt percentage... ). Date Driven. Custmers t pay by a certain date. Net due befre the... The day f the mnth by which payment is due. Due the next mnth if issued within... If yu create an invice that's due in this number f days, then the due date is pushed back a mnth. Discunt percentage is... The discunt percentage a custmer earns fr early payment f an invice, r that yur business earns fr early payment f a bill. If there is a discunt, yu must als cmplete the next field ( Discunt if paid... ). If there is n discunt, enter zer. Discunt if paid befre the... The number f days within which a custmer r yur business can pay and receive a discunt fr early payment. Be sure t enter the discunt percentage in the previus field ( Discunt percentage... ). Payment methds Payment methds categrize payments frm yur custmers. Fr example "barter", "cash", "check", r "American Express." When yu receive payments frm yur custmers, yu can select a payment methd and then srt yur depsits by payment methd and create reprts based n payment methd. Nte: If yu're using QuickBks t prcess credit and debit card transactins, yu must first set up yur Merchant Service accunt. When yu pen an existing credit card payment methd, the Merchant Service enabled checkbx is selected. This check bx must be selected t prcess the card type fr a custmer payment. If yu prcess yur custmers' credit r debit cards using Intuit GPayments r yur Merchant Services Prtal, the payment methd "Intuit Payment Methd" will be n the list and cannt be changed. T add r edit a payment methd: 1 Chse Lists > Custmer & Vendr Prfile > Payment Methd. QuickBks fr Mac 2012 User s Guide 32

37 2 Add a new payment methd r pen an existing ne. Add New Payment Methd Click the + menu at the bttm f the list." Or cntrl-click anywhere in the list and chse New Payment Methd frm the shrtcut menu. Edit Existing Payment Methd Duble-click the payment methd. Or select the name f the payment methd and click the Edit buttn at the bttm f the list. " Or in the Payment Methd list, cntrl-click the name f the ther name yu want t edit and chse Edit Payment Methd frm the shrtcut menu. 3 Enter the text fr the payment methd. 4 (Optinal) If yu have Merchant Services activated t prcess credit and debit cards, yu can turn this feature n r ff by by checking r unchecking Merchant Service enabled. 5 (Optinal) T mark a payment methd inactive, select the Inactive checkbx. 6 (Add nly) If yu're adding a new payment methd and want t add mre, click Next. 7 Click OK. Other things yu can d with lists Once yu get yur lists set up, yu can d different things like manage yur lists. Merging list entries In sme lists, yu can cmbine tw list entries int ne. Fr example, yu may find that yu've been using tw custmers (because f different spellings) when yu really need nly ne n yur Custmer:Jb list. Limitatins: Yu can merge list entries fr these lists nly: Chart f Accunts, Item, Custmer:Jb, Vendr, Emplyee, and Other Name. Once yu merge tw list, yu can't g back. T merge list entries: 1 Display the list that has the entries yu want t merge. 2 Select the list entry whse name yu DON'T want t use and edit it. Usually this means just duble-clicking the entry name. 3 Change the list entry's name t be the same as the entry yu're cmbining it with. 4 Click OK. 5 Click Yes t cnfirm that yu want t merge the tw list items under the same name. QuickBks fr Mac 2012 User s Guide 33

38 Exprting names fr mail merge Yu can select names and addresses frm yur QuickBks recrds t merge with dcuments yu create with a wrd prcessr. This feature wrks with all QuickBks lists f names (Custmer:Jb, Vendr, Emplyee, and Other Names). Fr example, yu can create a frm letter t yur vendrs in yur wrd prcessr and have yur vendrs' names and addresses incrprated autmatically int the letter. Watch hw t exprt cntact infrmatin t a mail merge file. T exprt names fr mail merge: 1 Chse File > Exprt > Addresses T Text File. 2 In the Select Addresses fr Exprt windw, chse the names yu want t merge. 3 (Optinal) Select the Include jbs checkbx t include the jbs assciated with the custmers yu selected. Select this checkbx ONLY if there is a different name r address fr each jb. If the custmer name and address are the same fr each jb, leave the checkbx clear (therwise, yu'll end up with duplicate frm letters t the same name and address). 4 Click OK. 5 Enter a filename fr the names and addresses yu selected. The file is a tab-delimited file that cntains name and address infrmatin fr the names yu selected. Ntes: Each piece f infrmatin in a mail merge data file has a field name that yu can use in a frm letter. Fr example, the First Name field inserts the first name f each persn when yu print cpies f the letter. Sme f the fields let yu use parts f an address instead f the entire address. Fr example, yu can use the City field t mentin a persn's city within a sentence. QuickBks als prvides fields fr placing the full blck address at the beginning f a letter. Inactive list entries When yu mark a list item as inactive, it is hidden in any windws that use that list. Fr example, an inactive item frm the Items list will be hidden in the Create Invices windw. Inactive list items still appear in reprts and transactins. When yu mark an item as inactive, its subitems are als marked inactive. T mark a list item as inactive: 1 Open the list r center cntaining the entry yu want t make inactive. Fr example, if yu want t make a custmer inactive, chse Custmers > Custmer Center t pen the Custmer Center. 2 Open the entry, and select the "Inactive" checkbx, and click OK. QuickBks fr Mac 2012 User s Guide 34

39 T view r hide inactive custmers and vendrs: 1 Fr an inactive custmers and vendrs, chse the center fr that item. Fr example, fr custmers, chse Custmers > Custmer Center t pen the Custmer Center. 2 At the bttm f the list, g t the View menu. Chse either Active Custmer r Inactive Custmers. T view r hide list items ther than custmer and vendrs: 1 Frm the Lists, Custmers, r Vendrs menu, chse the list cntaining the inactive items yu want t hide. 2 Clear the Include inactive checkbx. Clearing the Include inactive checkbx hides all inactive items; selecting the Include inactive checkbx displays inactive items in gray. Deleting an item frm a list If an item is in use smewhere within yur cmpany file, QuickBks will nt let yu delete it. Fr example, if yu have entered a shipping methd n an invice, QuickBks will nt let yu delete that shipping methd frm the Ship Via list, until yu remve it frm the transactin. T delete an item frm a list: 1 Frm the Lists menu, chse the list that cntains the item. 2 Select the item yu want t delete. Subitems: If the item yu want t delete has subitems, either delete the subitems r mve them t anther part f the list. QuickBks des nt allw yu t delete a list item that has subitems. 3 Chse Edit > Delete (r press D). The Delete cmmand changes t indicate the type f item yu are deleting. Fr example, if yu are deleting a name frm the Emplyee list, the cmmand becmes Delete Emplyee. 4 If yu delete an item by mistake, chse Edit > Und immediately. Adding what's imprtant t yu with Custm Fields Need t add yur wn data, yur wn way? Custm fields can get it dne. Add custm infrmatin t yur items such as Clr r Material t yur items. Fr the peple related t yur business (custmers, vendrs, emplyees), add infrmatin that's imprtant t yu such as birthdays r the names f spuses. Nte: If yu memrize a transactin that has a custm field, QuickBks memrizes what yu entered in the field alng with the ther details f the transactin. If yu exprt a list that cntains data in custm fields, QuickBks exprts that data alng with the ther data frm the list. QuickBks fr Mac 2012 User s Guide 35

40 Adding custm fields T add custm fields fr custmers, vendrs, and emplyee 1 Frm the Lists menu, edit a custmer, vendr, r emplyee. 2 On the Additinal Inf pane, click Define Fields. 3 Fr each field: Enter the name f the field in the label clumn. Select the lists where yu want the field t appear. Nte: Yu can select a custm field fr all three lists (custmer, vendr, emplyee), but each list can nly have a ttal f seven custm fields. 4 Click OK. T add custm fields t items 1 On the Items list, edit an item. 2 Click Custm fields. If yu already have custm fields, yu'll see them here. 3 Click Define Fields. 4 Fr each new custm field: Enter the name f the field. Select the Use checkbx. Nte: Custm fields are available fr all item types except subttals, sales tax items, and sales tax grups. 5 Click OK. 6 (Optinal) Fill in the fields fr this item. If yu fill in infrmatin fr a field, the infrmatin yu enter transfers autmatically t any custm frm where the field appears. Fr example, if the field is named Clr and yu've entered navy blue as the clr f a particular item, the Clr field n yur sales frms prefills t navy blue each time yu enter a sale f the item. Leave a field blank if yu'd prefer t fill it in at the time yu make a sale, write a purchase rder, r prepare an estimate. T remve r rename a custm field thrughut QuickBks Keep in mind that changes t custm fields affects all transactins and reprts where the custm field appears. Fr example, if yu change a name frm Sales Regin t State, a previus transactin where yu entered Far West as the sales regin nw shws Far West as the state. This kind f mismatch als affects reprts that shw transactins yu entered befre yu changed the field name. 1 Edit a custmer, vendr, emplyee, r item yu want rename. 2 Fr custmers, vendrs, and emplyees, g t the Additinal Inf pane. Fr items, click Custm Fields. 3 Click Define Fields. QuickBks fr Mac 2012 User s Guide 36

41 4 In the Define Fields windw, change the name f the field. Or, t the custm field, just clear the field name. 5 Click OK. T rename r remve a custm field n frms nly When yu change the field name n frms ONLY, QuickBks retains the ld name in the Reprt Filters windw (this is the windw where yu restrict the cntent f a reprt t thse transactins that match specific infrmatin in ne r mre f yur custm fields). Fr example, if yu change the field name frm Lease ending date t Lease ends n yur frms, the Reprt Filters windw still shws Lease ending date as the name f the field. Yu can still filter fr infrmatin yu entered in the field, even thugh the name f the field is nw different n yur frms. 1 Display the invice, sales receipt, estimate, credit mem, statement, r purchase rder yu want t custmize. Fr example, t display an invice, chse Custmers > Create Invices. 2 Click Custmize t pen Layut Designer. 3 In the Layut Designer Fields windw, rename the desired custm field. Or, t remve the field, clear the checkbxes next t the custm field name. 4 Save the frm template. Nw, nly when yu use that template, yu'll see the change nly n the frm. T use custm fields in reprts If yu use custm fields in transactins, yu can base yur reprts n data yu've entered int the fields. Yu can restrict the reprt s that it shws nly transactins assciated with a particular entry in ne f the fields (this is called filtering). Restrictin: Yu can reprt nly n custm fields that are assciated with transactins (that is, a custmer, vendr, emplyee, r item that uses the field must appear n a transactin). Reprts cannt shw which names n a list (Custmer:Jb, Vendr, Emplyee) are assciated with a particular custm field. 1 Frm the Reprts menu, chse the type f reprt yu'd like t create. 2 In the reprt windw, click Filters. 3 Chse the custm field yu want t use frm the Add filter list. 4 Enter the infrmatin yu want t restrict the reprt t. Fr example, if ne f yur custm fields is Clr and yu wanted the reprt t shw nly sales f navy blue items, enter navy blue in the Clr field. QuickBks fr Mac 2012 User s Guide 37

42 Accunts If yu were using pen and paper t run yur business, yu might use the ld shebx methd f tracking yur transactins, srting all yur transactins by keeping them in labeled bxes. In QuickBks, accunts wrk kind f the same way. Yur QuickBks transactins are assciated with an accunt, and yur accunts are listed in yur Chart f Accunts. S yu accunts are like the she bxes, and the Chart f Accunts is like the clset yu keep them in. Imprtant: One mistake new QuickBks users smetimes make is thinking that their Chart f Accunts lists nly their bank accunts. It s true that yur bank accunts are listed in yur Chart f Accunts, but s are yur expense accunts, incme accunts, and thers. We ve gt a great vide n Little Square that gives yu an verview f accunts and why they are imprtant t yur business: Types f accunts There are tw main types f accunts: balance sheet accunts and incme/expense accunts. Balance sheet accunts A balance sheet accunt is an accunt that appears n a balance sheet reprt. This reprt that summarizes the financial psitin f a business. A balance sheet shws the value f yur cmpany's assets, liabilities, and equity as f a particular day. It is called a balance sheet because the value f the assets is always exactly equal t the cmbined value f the liabilities and equity. Bank accunt Checking, savings, and mney market accunts. Add ne bank accunt fr every accunt yur cmpany has at a bank r ther financial institutin. (Yu can als use this type fr petty cash.) Accunts receivable (A/R) Transactins related t the custmers that we yu mney, including invices, payments, depsits f payments, refunds, credit mems, and statements. Mst cmpanies have nly ne A/R accunt. Other current asset Assets that are likely t be cnverted t cash r used up within ne year, such as petty cash, ntes receivable due within a year, prepaid expenses, and security depsits. Fixed asset Lng-term ntes receivable and depreciable assets yur cmpany wns that aren't likely t be cnverted int cash within a year, such as equipment r furniture. Accunts payable (A/P) Yur cmpany's utstanding bills, bill payments, and any credit yu have with vendrs. QuickBks fr Mac 2012 User s Guide 38

43 Credit card Credit card purchases, bills, and payments. Current liability Liabilities that are scheduled t be paid within ne year, such as sales tax, accrued r deferred salaries, and shrt-term lans. Lng-term liability Liabilities such as lans r mrtgages scheduled t be paid ver perids lnger than ne year. Equity Owner's equity, including capital investment, drawings, and retained earnings. Incme and expense accunts Incme and expense accunts track the surces f yur incme and the purpse f each expense. When yu recrd transactins in ne f yur balance sheet accunts, yu usually assign the amunt f the transactin t ne r mre incme r expense accunts. Fr example, nt nly d yu recrd that yu tk mney ut f yur checking accunt, but yu keep track f what yu spent the mney n: utilities, ffice supplies, etc. T display a balance fr incme and expense accunts, chse Reprts > Cmpany & Financial > Prfit & Lss, r select the incme r expense accunt in the chart f accunts and then chse QuickReprt frm the Actin pp-up menu ( ). Yur Chart f Accunts Remember in the previus sectin, I talked abut accunts being like shebxes where yu kept the recrds f all yur transactins? Well, yu ll need smeplace t stre and manage thse shebxes and that s where the Chart f Accunts cmes in. Yur chart f accunts is a cmplete list f a business s accunts and their balances. Yu use it t track hw much mney yur cmpany has, hw much mney it wes, hw much mney is cming in, and hw much is ging ut. The Chart f Accunts shws the name and type f each accunt in yur cmpany. When yu set up yur cmpany file, QuickBks sets up certain accunts fr yu autmatically. As yur business grws r changes, yu can add new accunts t yur Chart f Accunts t better rganize yur finances. Fr example yu QuickBks fr Mac 2012 User s Guide 39

44 might want t create expense accunts t track ffice supply purchases separately frm advertising csts. The Chart f Accunts lists the name f each accunt, the type f accunt, and the balance. If the accunt shws a blue dt ( ) in the last clumn, then nline banking is enabled fr that accunt. T pen the Chart f Accunts. Chse Lists > Chart f Accunts. T add an accunt. Click + at the bttm f the Chart f Accunts and enter infrmatin fr the accunt. T edit an accunt. Select the accunt name, click Edit at the bttm f the Chart f Accunts, then change infrmatin fr the accunt. T pen the register fr an accunt. Duble-click the name f an accunt t pen the register. Or click Open Register at the bttm f the Chart f Accunts. T shw nly active r inactive accunts. Use the View menu at the bttm f the Chart f Accunts t change the view t shw nly Active Accunts r Inactive Accunts. T make an accunt active r inactive, edit the accunt and check r uncheck Inactive. Or Cntrl-click the accunt name and chse Make Accunt Inactive r Make Accunt Active. [add ref t inactive sectin in QuickBks basics] T rerder the accunts in the list. On the Actin ( ) menu, be sure Enable Custm Ordering is checked. Then yu can drag and drp accunt names where yu want them t appear in the list. When Enable Custm Ordering is unchecked, the list uses the default rdering f accunt names. T change the view. By default, QuickBks lists accunts in a hierarchy. Click the arrw beside an accunt name t view its subaccunts. Yu can als chse Flat View frm the Actin menu () which lists each entry as the accunt name plus any subaccunt name. Yu can change the view by selecting Hierarchical View r Flat View frm the Actin menu. Adding r editing accunts When yu set up yur cmpany file, QuickBks sets up certain accunts fr yu autmatically. As yur business grws r changes, yu can add new accunts t yur Chart f Accunts t better rganize yur finances. Fr example yu might want t create expense accunts t track ffice supply purchases separately frm advertising csts. T add r edit a new accunt: 1. Chse Lists > Chart f Accunts. 2. T add an accunt, click + at the bttm f the Chart f Accunts. T edit an accunt, select the accunt name and click Edit at the bttm f the Chart f Accunts. 3. Use the ptins belw t set up yur accunt. Type The type f accunt yu are creating. [ref t accunt types] Number The accunt number yu want t give the accunt. (If yu dn't see the number field, chse QuickBks > Preferences and then click Transactins. Select the Use accunt numbers checkbx.) QuickBks fr Mac 2012 User s Guide 40

45 Name The name yu want t give the accunt. Descriptin A descriptin fr the accunt and/r bank r credit card number. Bank N The number f the bank accunt assciated with this accunt, such as yur checking accunt number. Subaccunt f Makes the accunt the subaccunt f an existing accunt. Frm the list, select the accunt that will be the higher-level accunt fr this subaccunt. [ref t sectin n subaccunts] Tax Line D yu want t reprt this type f incme r expense n yur incme tax frms? If yu d: Chse a tax line t assciate with this accunt frm the Tax Line list. The type f tax frm yu chse in the New Cmpany Setup Assistant interview r Cmpany Infrmatin windw determines the incme tax lines that QuickBks displays in the pp-up menu. Fr example, if yu specified that yu file the Frm 1040, yu culd assciate an autmbile expense accunt with the Schedule C: Car and truck expenses tax line. If yu dn't: Chse <Nt tax-related> frm the Tax Line list. Check with yur accuntant if yu need mre infrmatin abut which tax frms t use and which tax lines t map t each accunt. Accunt is inactive Makes the accunt inactive. Yu can then hide inactive accunts by selecting Active Accunts in the View menu at the bttm f the Chart f Accunts list. [ref t inactive in QuickBks basics chapter] Online Settings If yu use nline banking with this accunt, click Online Setup t see the settings fr yur nline banking. If yu d nt have nline banking set up fr this accunt and want t d s, chse Banking > Online Banking Setup and fllw the screen instructins. If yu d have nline banking setup fr this accunt and want t disable it, select Nt Enabled frm the Dwnlad Transactins list. Opening Balance Enter an pening balance fr a balance sheet accunt. If yu acquired the accunt befre yur QuickBks start date: See the QuickBks User's Guide fr details n hw t calculate the pening balance. If yu acquired the accunt after yur QuickBks start date: Leave the pening balance at 0.00 and enter the pening balance as a transactin in QuickBks. Fr example, if yu pen a new savings accunt using $500 frm yur checking accunt, enter a check fr $500 and assign the transactin t the new savings accunt in the detail area f the check. Sme advice n creating accunts: Dn t create t many accunts. T much detail can be burdensme. Yu can always see the details by running a detailed reprt. Be as descriptive as pssible when naming yur accunts. Descriptive names help yu find the crrect accunt quickly and easily. QuickBks fr Mac 2012 User s Guide 41

46 Be cnsistent when entering yur transactins. Fr meaningful reprts and cmparisns, it s very imprtant t use the same accunts fr the same transactins each time. Tips and tricks n using yur Chart f Accunts Try these tips and tricks t make using the Chart f Accunts even easier. Custmize the clr f an accunt type. Duble-click any accunt name that is the type yu want t change. Then chse Edit > Change Accunt Clr. Srt infrmatin by clicking a the clumn titles. Rearrange the clumns by clicking and dragging the tp f a clumn t mve it t anther lcatin. Select multiple names in ne f these ways: Shift-click t select a range f names. Select the first name yu want, hld dwn the Shift key, and then select the last name in the range. Cmmand-click t select a grup f nnadjacent names. Select a name, hld dwn the Cmmand key (), and then select each additinal name. Cmmand-A t select all names. N need t click; just press Cmmand-A t select the entire list. Cntrl-click an accunt name t access a shrtcut menu t cmmn tasks. Adding subaccunts Subaccunts let yu track several related types f incme r expenses independently, yet keep them all under the umbrella f a single parent accunt. Fr example, if yur business has substantial advertising expenses, yu culd divide yur Advertising expense accunt int several subaccunts: Advertising Directing Mailings Newspaper Ads Signs Yellw Pages Listing Yur reprts will nw shw subttals fr the varius ways that yu advertise as well as the ttal fr all f yur advertising. QuickBks fr Mac 2012 User s Guide 42

47 T add a new subaccunt: 1. Create a new accunt as described in the previus sectin. The accunt type must be the same as the parent accunt. Fr example, if the parent accunt is an expense accunt, the subaccunt must be an expense accunt als. 2. Select the Subaccunt f checkbx. 3. Frm the list, chse the accunt that yu want t be the parent accunt. 4. Click OK. T turn an existing accunt int a subaccunt: 1. Chse Lists > Chart f Accunts. 2. Select the accunt yu want t make a subaccunt and click Edit at the bttm f the Chart f Accunts. 3. Select the Subaccunt f checkbx. Frm the list, select the accunt that will be the higher-level accunt fr this subaccunt. 4. Click OK. Nte: Yu can als select the accunt then drag and drp it under the name f the accunt yu want t make it a subaccunt f. What happens The balances f subaccunts are added t their parent accunt balance in the chart f accunts. The register f a parent accunt shws all the transactins in the subaccunts. When yu recncile a balance sheet accunt that has subaccunts (such as a jint checking accunt), recncile the parent accunt, s that yu recncile all transactins fr that accunt. Deleting an accunt Yu can delete an accunt nly when it: is nt used in any transactins. is nt assigned t any line items. des nt have subaccunts. T find transactins that use an accunt: Fr balance sheet accunts nly, duble-click the accunt in the chart f accunts t display its accunt register. Fr incme and expense accunts nly, duble-click the accunt in the chart f accunts t display its QuickReprt. QuickBks fr Mac 2012 User s Guide 43

48 Fr all accunts, create a Transactin Detail by Accunt reprt by chsing Reprts Accuntant & Taxes Transactin Detail By Accunt. T delete an accunt: 1. Chse Lists > Chart f Accunts. 2. Select the accunt yu want t delete. 3. Chse Edit > Delete Accunt. Ntes Subaccunts. If the accunt has subaccunts, either mve the subaccunts t anther parent accunt, r delete the subaccunts befre yu delete the parent accunt. Merging accunts. Cnsider merging the accunt with anther accunt instead f deleting it (befre deleting the accunt, yu wuld have t reassign all the transactins that pst t the accunt). Numbering yur accunts Yu can set up yur Chart f Accunts t shw an accunt number next t each accunt name. T set up accunt numbering: 1. Chse QuickBks > Preferences and then click Transactins. 2. Select the Use accunt numbers checkbx. 3. (Optinal) Select the Shw lwest subaccunt nly checkbx. This ptin shws yu nly the accunt yu are wrking with when entering transactins. Fr example, the expense accunt n a check wuld be shrtened t: 5411-Main rather than the full accunt path: 5400-Rent: 5410-Office: 5411-Main T number yur accunts: 1. Chse Lists > Chart f Accunts. 2. Select the accunt name and click Edit at the bttm f the Chart f Accunts. 3. In the Number field, enter the number f the accunt. Yu d nt have t assign accunt numbers t yur Sales Tax Payable r Undepsited Funds accunts. QuickBks assigns numbers t these accunts autmatically. Ntes QuickBks inserts the accunt number befre the accunt name in the chart f accunts. The accunt number als appears in Accunt fields, in reprts that list the accunt, and n graphs. QuickBks fr Mac 2012 User s Guide 44

49 If yu turn ff accunt numbers, QuickBks des nt display numbers fr accunts. Hwever, it saves numbers yu already entered, and displays them if yu turn the preference n again. Cmbining tw accunts Cmbine tw accunts f the same type int a single accunt if yu want t see thse accunts represented by a single line in yur reprts. T cmbine tw accunts: 1. Chse Lists > Chart f Accunts. 2. Make sure that the accunts yu want t merge are at the same hierarchical level. Hw d I mve an accunt? Drag and drp the accunt name t the level n the hierarchy where yu want it t be. If yu make a mistake, press Cntrl-Z t und the mve. 3. Select the accunt whse name yu DON'T want t use fr the merged accunt. 4. Chse Edit at the bttm f the Chart f Accunts. 5. Change the accunt name s that it is the same as the accunt yu're merging it with. 6. Click OK. 7. When prmpted t merge the selected accunts, click Yes. 8. Click Merge Accunts t cnfirm that yu want t merge the tw accunts. Wrking with registers Opening a register Every balance sheet accunt in yur Chart f Accunts has its wn register that lists, in chrnlgical rder, all the transactins in the accunt. Yu can pen an accunt's register at any time. Frm the Chart f Accunts: Duble-click the name f the balance sheet accunt whse register yu'd like t pen. Click Open Register at the bttm f the Chart f Accunts. Frm a frm (check, invice, etc.): With the frm pen: QuickBks fr Mac 2012 User s Guide 45

50 chse Edit > Use Register. press R. What happens? QuickBks pens the register fr the accunt where the check, invice, bill, r credit card charge riginated. Fr example, if yu are viewing an invice, QuickBks pens the register fr the accunts receivable accunt where the invice was recrded. What abut incme and expense accunts? These types f accunts d nt have registers in QuickBks. If yu need t see a list f the year-t-date transactins fr an incme r expense accunt, select the name f the accunt, and then chse QuickReprt frm the Actin ppup menu ( ). Editing a transactin in a register With sme exceptins (see Restrictins belw), yu can g t a register t edit a transactin. This can save time if the transactins yu want t edit have relatively few distributin lines and yu d nt need t track the csts f specific items. T edit a transactin in a register: 1. Open the register where the transactin appears. 2. G t the transactin. If yu're nt sure where the transactin is, yu can either scrll the register t see if yu can spt the transactin, r yu can use the G T feature (Edit > G T) t jump t the first transactin that cntains a particular payee name, amunt, mem, r transactin number. 3. In the transactin, edit the fields yu want t change. Restrictins Yu can edit depsits (designated by DEP in the Type field) withut restrictins. Yu can edit split amunts fr checks (CHK), credit card charges (CC), credit card credits (CC CRED), bills (BILL), and vendr credits (BILLCRED) if all the amunts are assigned t expense accunts (if any amunt is assigned t an item, yu must duble-click the transactin t edit the split amunts). Fr all ther kinds f transactins, nly certain fields can be edited directly in the register. T edit ne f these transactins withut restrictins, duble-click the transactin t display it in its cmplete frm. Entering split transactins When yu enter a transactin in a register, yu can split the transactin t different accunts, custmers, jbs, r classes, s that yu can keep track f hw much yu're spending n each accunt, custmer, jb, r class. Frm the QuickBks fr Mac 2012 User s Guide 46

51 register, yu can als view split transactins that yu entered by using the Expenses tab in the Write Checks, Enter Bills, Enter Credit Card Charges, r Create Item Receipts windws. Restrictin: Frm a register, yu cannt view r enter a split transactin that tracks items. T enter split transactins: 1. In the accunt s register, select the transactin yu want t split, r click in the blank entry at the end f the register. 2. Enter the payee, vendr, r name. 3. Enter the ttal amunt f the transactin in the payment field. If yu dn't knw the ttal, leave the Amunt field blank. QuickBks ttals the amunt as yu fill in the splits and displays it in the Payment field. 4. Click Splits. 5. In the Accunt field, enter an accunt. 6. In the Amunt field, enter the amunt t be assigned t this accunt. QuickBks subtracts the amunt entered frm the ttal amunt and displays the remainder n the next free line f the Splits windw. If yu left the transactin amunt blank, QuickBks adds the split amunt t the transactin amunt. 7. (Optinal) Enter a nte abut the split amunt in the Mem field. 8. (Optinal) Enter the name f a custmer r jb in the Custmer:Jb field. In the clumn, indicate whether the expense is billable t that custmer: If the expense is billable, d nt change the invice icn next t the custmer's name. If it is nt, click the invice icn next t the custmer's name. This marks a X thrugh the icn. (Clicking again remves the X. ) 9. (Optinal) Enter a class in the Class field. The class field appears nly when yu select the Use Class Tracking checkbx (chse QuickBks > Preferences and click Transactins). 10. Cntinue t add accunts and amunts (and custmers, jbs, r classes if needed) until yu have added ne line fr each part f the transactin. If the split amunts dn't add up: As yu enter amunts in the Splits windw, QuickBks enters the remainder n the next free line. Smetimes the ttal f the amunts entered in the Splits windw desn't equal the figure yu riginally entered in the register. This happens when yu delete a splits line r change the ttal amunt in the register. T balance yur transactin, click the Recalc buttn in the Splits windw. Changing an pening balance Nrmally, when yu create a balance sheet accunt, yu ll enter a starting balance fr it. But there are times when yu might either skip this step r find a need t change that balance. First f all, I want t talk abut what an pening balance is. In a nutshell, it s the amunt f mney r the value f an accunt when yu start using QuickBks. S if yu have $5000 in savings accunt when yu start using QuickBks, yu enter that as yur pening balance when yu create that accunt. If yu dn t have any transactins recrded fr that accunt, just edit the accunt and enter an pening balance. QuickBks fr Mac 2012 User s Guide 47

52 If yu ve already gt transactins recrded, then pen the Chart f Accunts and duble-click the accunt t pen the register. Lk fr the Opening Balance Equity entry and change it t the crrect amunt. If yu dn t have an Open Balance Equity entry in yur accunt s register, yu need t add ne. Add a transactin t the register with Opening Balance Equity as the descriptin and a date yu want t recrd fr the pening balance. Enter the pening balance amunt: In a bank accunt, enter the amunt in the Depsit clumn. In an asset, liability, r equity accunt, enter the amunt in the Increase clumn. In a credit card accunt, enter the amunt in the Charge clumn. T see hw this wrks, check ut this vide n Little Square: Changing an Accunt s Clr When yu change an accunt s clr, yur change affects the accunt s register and assciated data entry frms. Fr example, if yu make yur checking accunt blue, bth the register and the Write Checks windw fr that accunt will be blue. Changing an accunt s clr is useful if yu have several accunts f the same type, such as tw r three checking accunts. Yu may want t make each accunt a different clr t avid mistakenly writing checks frm the wrng accunt. T change an accunt s clr 1. In the Chart f Accunts, duble-click the accunt yu want t change t pen the register. 2. Chse Edit Change Accunt Clr t display a standard clr palette like the ne shwn here: 3. Click t select the clr yu prefer. The register r frm changes clr immediately. 4. Click the clr palette s clse buttn t dismiss it. Mving a transactin t a different accunt If yu enter a transactin int the wrng accunt, yu can easily crrect yur mistake withut having t re-enter the transactin. T mve a transactin t a different accunt: 1. Open the register where yu mistakenly entered the transactin. 2. Select the transactin. 3. Chse Edit > Cpy <item>. In the menu, <item> changes depending upn the type f transactin yu have selected in the register. Fr example, if yu have selected a check, the cmmand is Cpy Check. D nt chse the Cpy cmmand. QuickBks fr Mac 2012 User s Guide 48

53 4. Open the register fr the crrect accunt. Click in the blank transactin at the bttm f the register. Restrictin: Yu can cpy and paste a transactin nly between registers that accept the same types f transactins. Fr example, all bank transactins and credit card transactins have similar fields, s yu can cpy and paste a bank transactin int a credit card register. On the ther hand, yu cannt paste an A/R transactin (such as an invice), r an A/P transactin (such as a bill) int a bank accunt register. 5. Chse Edit > Paste <item>. 6. Click Recrd t recrd the transactin in the new register. 7. Delete the transactin frm the riginal register. QuickBks fr Mac 2012 User s Guide 49

54 Items When the QuickBks term items cmes up, many users immediately think inventry that is, things that retail businesses sell. Service business wners may wnder why they need t fl arund with items, since they sell services rather than physical things. Whatever yur business, yu ll need t use items. If yu buy it r sell it, it s an item whether it s a physical thing r a service. In a dctr s ffice, an exam is an item. Fr a writer, a blg pst is an item. Fr a lawyer, a curtrm appearance is an item. Items can als be discunts, sales tax, and subttals. QuickBks fr Mac has ten different types f items yu can use fr frms and reprts. Items permeate the QuickBks landscape, acting as key cmpnents in everything frm jbs t invices, accunts t reprts. S where can yu find all these items? First and fremst, in the Items list (List > Items) ne f the three majr lists in QuickBks. (The ther tw are the custmers and vendrs lists.) QuickBks fr Mac 2012 User s Guide 50

55 Types f items QuickBks prvides ten types f items t help yu fill ut sales and purchase frms quickly. Service. Use fr services yu either charge fr r purchase, such as specialized labr and cnsulting hurs. Inventry part. Use fr merchandise r parts yu purchase, track as inventry, and then resell. Nn-inventry part. Use fr materials r parts yu buy but dn't keep n hand as inventry. These can be either part f yur verhead (fr example, ffice supplies), r they can be materials yu buy t finish a specific jb and charge back t yur custmer. Other charge. Use fr miscellaneus charges that are nt services, labr, materials, r parts. Examples include delivery charges, setup fees, and service charges. Subttal. Use fr calculating a subttal. Yu must use a subttal item befre calculating a discunt r a charge that cvers several items. Grup. Use fr fast entry f a grup f individual items already n the Items list. Discunt. Use fr an amunt t be subtracted frm the ttal. If yu are applying the discunt t mre than ne item, yu must first use a subttal item and then apply the discunt t the subttal. Payment. Use fr a payment yu received at the time yu write an invice. A payment item reduces the amunt wed n an invice. Sales tax item. Use fr calculating a single sales tax. Sales tax grup. Use fr calculating tw r mre sales taxes gruped tgether and applied t the same sale. Adding r editing items When yu chse an item thrughut QuickBks, such as n an invice, QuickBks fills in a descriptin f the line item and calculates its amunt fr yu. Add items t yur Items list s yu can select them in ther areas f QuickBks. T add r edit an item: 1 Chse Lists > Items. 2 Add a new item r pen an existing item. T add new Item, click the + menu at the bttm f the item list. T edit an existing item: Duble-click the item name. Or select the name f the item and click the Edit buttn at the bttm f the list. Or in the Items list, Cntrl-click the name f the item yu want t edit and chse Edit Item frm the shrtcut menu. 3 Frm the Type pp-up menu, chse the item type. I ll g int what t enter fr each item type in the fllwing sectins. One thing t keep in mind is that, yu can change an item's type nly under these circumstances: QuickBks fr Mac 2012 User s Guide 51

56 Service, Nn-inventry Part, r Other Charge. A service, nn-inventry part, ther charge, r inventry part item. If yu are changing the item t an inventry part item, the as f date yu enter fr the ttal value f the item must be a date that is AFTER the date f the last transactin that uses the item. Nte: Yu cannt change a Service item t any ther type. Yu can change Charge and Nn-Inventry parts t Service and Inventry types. Anything else. Nthing else. Yu must leave the item type as it is. 4 Enter the item name as yu want it t appear n purchase and sales frms. 5 Enter the item descriptin as yu want it t appear n purchase and sales frms. Yu can enter multiple lines fr yur descriptin, up t 4095 characters. Use Optin-Return t put in a line break. 6 In the Rate field, enter the amunt yu want t charge fr the item. 7 In the Accunt field, chse the accunt that is assciated with this item. (In mst cases, yu will assign the item t an incme accunt.) 8 Click OK r Next (if yu want t enter anther item). Creating service, nn-inventry part, r ther charge items QuickBks prvides three different item types fr prducts r services that yu EITHER buy r sell. Service Services that yu either charge fr r purchase. Examples include specialized labr and cnsulting. Nn-inventry Part Materials r parts yu buy but dn't keep n hand as inventry. These can be either part f yur verhead (fr example, ffice supplies), r they can be materials yu buy t finish a specific jb and charge back t yur custmer. Other Charge Miscellaneus charges that are nt services, labr, materials, r parts. Examples include delivery fees, setup fees, and service charges. If yu have prducts r services that yu bth purchase and sell, see the infrmatin abut inventry items and subcntracted services. [ref here t inventry items and subcntracted services] T create items fr nn-inventry sales r purchases: 1 Decide whether the new item will represent purchases r sales. It CANNOT represent bth. Purchases Yu'll be able t use the item n purchase rders and create purchase reprts that shw units purchased and amunts spent by item. Sales Yu'll be able t use the item n sales frms and create sales reprts that shw units sld and sales by item. 2 Chse Lists > Items. 3 Chse New frm the Actin pp-up menu (). 4 Frm the Type list in the New Item windw, chse the item type. 5 Enter an item name r number. What yu enter here appears n the list f items when yu are filling ut a sales frm r purchase rder. Enter a name r number that will help yu distinguish this item frm all the thers n the list. QuickBks fr Mac 2012 User s Guide 52

57 6 Enter a descriptin f the item. The descriptin prefills n sales frms r purchase rders when yu use the item. Enter the descriptin as yu wuld like yur custmers r vendrs t see it. 7 Enter the rate, price, r amunt: Service The RATE fr the service. The amunt can be either a flat fee r an hurly rate. If yu purchase this service, enter the vendr's rate. If yu sell this service, enter the rate yu charge yur custmers. Nn-inventry part The PRICE f the part. If yu purchase this part, enter the vendr's price. If yu sell this part, enter the price yu charge yur custmers. Other charge The AMOUNT f the charge. Yu can enter either a dllar amunt r a percentage. If the amunt is a percentage, be sure t include a % sign. Enter an accunt fr the item: Sales The name f the INCOME accunt yu use t track incme frm this item. Purchases The name f the EXPENSE accunt yu use t track purchases f this item. 8 (Sales nly) If yu dn't charge sales tax fr this item, clear the Taxable checkbx. 9 (Optinal) Fill in any custm fields that apply t this item. [ref custm fields] 10 T mark an item as inactive, select the Inactive checkbx. [ref t inactive] 11 Click OK. Creating items fr inventry Use inventry part items t represent materials r parts yu buy, track as inventry, and then resell. Yu can keep track f hw many items remain in stck after a sale, hw many items yu have n rder, yur cst f gds sld, and the value f yur inventry. T create items fr inventry: 1 Chse Lists > Items. 2 Click the + at the bttm f the list. 3 Chse Inventry Part frm the Type pp-up menu. If Inventry Part isn't n the list, yu need t turn inventry tracking n. Chse QuickBks > Preferences and then click Inventry. Select the Inventry and purchase rders are active checkbx. 4 Enter an item name r number. Yu may use letters r numbers, up t a maximum f 31 characters. The item name yu enter here appears n the Item list yu chse frm while entering a sale r purchase. It prints n invices, sales receipts, estimates, r purchase rders nly if yu print Item clumns. 5 Fill in the Purchase Infrmatin fields. QuickBks uses the purchase cst and purchase descriptin yu enter here n purchase rders, and checks, credit cards, and bills yu use t pay fr this item. Descriptin n Purchase Transactins What yu enter here appears in the Descriptin clumn f checks, bills, credit card charges, and item receipts when yu rerder the item. Yur descriptin may be up t three lines in length. Yu can edit the descriptin when yu are filling ut a purchase rder. QuickBks fr Mac 2012 User s Guide 53

58 Cst Enter the cst yu expect t pay when yu rder r buy this item. Yu can change the cst at the time yu purchase the item. COGS Accunt Select a different cst f gds sld accunt if yu dn't want t use the preset accunt. The type f this accunt shuld be Cst f Gds Sld. QuickBks calculates the cst by using the average cst f the items in stck at the time f sale. Preferred Vendr Enter the name f yur preferred vendr fr this item. This infrmatin appears n the stck status reprt and the physical inventry wrksheet. 6 Fill in the Sales Infrmatin yu shw t custmers. QuickBks uses the sales descriptin and sales price n invices, cash sales, and credit mems relating t this item. Descriptin n Sales Transactins Yu can edit the descriptin n any sales frm. Sales Price If yur sales price varies, yu can leave the field blank. Taxable Select this checkbx if yu charge sales tax fr the item. When yu make a taxable sale, QuickBks will calculate tax n the item. Incme Accunt Enter the name f the incme accunt yu want QuickBks t use t track the incme yu earn frm sales f this item. 7 Fill in the Inventry Infrmatin fr easy rerdering f stck. Asset Accunt Select a different inventry asset accunt if yu dn't want t use the default accunt. If yu use the same accunt fr all yur inventry items, the balance f this accunt will shw the ttal value f all yur inventry at any ne time. Rerder Pint Enter the quantity at which yu want QuickBks t remind yu t rerder this item. This infrmatin als appears n the stck status reprt. Qty n Hand and Ttal Value: If this is a new item that yu are adding t yur inventry, leave the quantity-n-hand and value at zer. If this is an item yu already have in stck, enter the quantity-n-hand and value as f the last time yu measured yur inventry. Then, be sure t enter any sales r purchases f the item that ccurred between the date yu measured yur inventry and tday. This ensures that QuickBks' recrd f yur quantity-nhand fr the item will be accurate. If this is an item yu are cnverting t an inventry part item frm a nn-inventry part, service, r ther charge item, the date yu enter must be a date that is after the date f the last transactin that uses the item. As f It's best t use tday's date. If yu're cnverting this item frm a different type f item, yu must use tday's date fr accurate recrds. If yu use yur start date r any date in the past, yu'll need t enter all purchases and sales f this item up t tday in rder fr yur quantity n hand and value t be crrect. 8 (Optinal) Fill in any custm fields that apply t this item. [ref t custm fields] 9 T mark an item as inactive, select the Inactive checkbx. [ref t inactive] 10 Click OK. QuickBks fr Mac 2012 User s Guide 54

59 Creating subttal items A subttal item adds up the amunts f the items abve it, up t the last subttal. Create a subttal item if yu want t apply a percentage discunt t several items. Because QuickBks calculates percentages nly n the line abve, yu need t subttal the items befre entering a discunt item that calculates n a percentage basis. T create subttal items: 1 Chse Lists > Items. 2 Click the + at the bttm f the list. 3 In the Type field f the New Item windw, chse Subttal. 4 Enter an item name, such as Subttal. 5 Enter the descriptin that yu want QuickBks t put n yur sales frms when yu apply the subttal. 6 Click OK. Creating grup items Yu can create grups f items that can help yu with: Fast data entry. Grup items let yu enter a great amunt f line item detail quickly. On a sales r purchase frm, enter the name f the grup item and QuickBks fills in all the details abut the items in the grup fr yu. Mre detailed reprts. Grup items let yu track the items yu sell in greater detail. Fr example, a cnstructin firm that remdels huses culd set up a grup item that lists the significant cmpnents f a remdeling jb: lumber, carpentry hurs, markup, etc. Sales reprts fr the cmpany wuld then shw incme brken dwn by each cmpnent instead f a single lump sum fr all remdeling jbs. Less detail fr custmers. Use grup items t track a lt f detail abut yur items while als giving yur custmers simple, uncluttered invices. Set up a grup item s that the printed versin f an invice reduces a grup item t a single line item and ne amunt. When yu view the invice n yur screen, hwever, yu'll see a separate line entry and amunt fr each item in the grup. T create a grup item: 1 Chse Lists > Items. 2 Click the + menu at the bttm f the list and click New Item. 3 In the Type field f the New Item windw, chse Grup. 4 In the Grup Name/Number field, enter a name r number fr the grup item. 5 Enter a descriptin f the grup item. What yu enter here appears n the list f items when yu are filling ut a sales frm r purchase rder. Enter a name r number that will help yu distinguish this item frm all the thers n the list. 6 (Optinal) Select the Print items in grup checkbx. QuickBks fr Mac 2012 User s Guide 55

60 Select this checkbx if yu want yur custmers t see a list f the individual items and their amunts n yur printed frms. Leave the checkbx clear if yu dn't want the details f the grup t appear n yur printed frms. (Yu'll still see the details when yu view the frm nscreen.) 7 In the Item clumn, select the items that yu want t include in this grup. 8 In the Qty clumn, enter the quantity yu want QuickBks t enter fr each individual item when yu use the grup item n a frm. If yu d nt enter quantities, QuickBks assumes that the quantity f each item is 1. Yu can always change the quantities when yu enter a sale r purchase. Yu make the changes directly n the sale r purchase rder frm. 9 (Optinal) Fill in any custm fields that apply t this grup f items. [ref t custm fields] T grup items n a frm: 1 Fill in the frm as yu nrmally wuld. 2 In the line item area, chse the grup item frm the list in the Item clumn. 3 (Optinal) Change the quantities QuickBks fills in fr the grup item. If yu change the quantity fr the entire grup, QuickBks autmatically adjusts the quantities f the individual items and recalculates the amunt fr each item. If yu change the quantity f an individual item, the quantities and amunts f the ther items remain unchanged. Creating discunt items A discunt item applies a discunt (either a percentage r a fixed amunt) t the preceding line n a sales frm. Yu d nt need a discunt item fr discunts yu give fr early payment. Yu can calculate these discunts when yu receive payments frm custmers. T create discunt items: 1 Chse Lists > Items. 2 Click the + at the bttm f the list. 3 In the Type field f the New Item windw, chse Discunt. 4 Enter an item name, such as Discunt. 5 Enter the descriptin that yu want QuickBks t put n yur sales frms when yu apply the discunt. 6 Enter the discunt amunt r percentage: If the discunt is a percentage, include a % sign. Fr example, 5% tells QuickBks t multiply the previus line by.05. If yur discunt amunts vary, yu may want t leave the Amunt field blank and enter the amunt directly n yur sales frms. QuickBks fr Mac 2012 User s Guide 56

61 7 Enter the accunt yu use t track discunts yu give t custmers. Yu can use either an expense accunt r an incme accunt. When an incme accunt tracks discunts n sales, the accunt is ften called a cntra-incme accunt. 8 Indicate whether yu want this discunt t reduce sales tax when yu apply it t a sale: T reduce the tax, select the Apply discunt befre sales tax checkbx. This causes QuickBks t include the discunt when it calculates tax n a sale. T keep the tax the same, clear the Apply discunt befre sales tax checkbx. This causes QuickBks t exclude the discunt when it calculates tax n a sale. Creating payment items A payment item subtracts the amunt f a custmer payment frm the ttal amunt f an invice. Yu need a payment item when yu receive a partial payment tward the amunt f an invice at r befre the time yu create the invice. If yu receive full payment at the time f the sale, use a sales receipt frm instead f an invice with a payment item. T create payment items: 1 Chse Lists > Items. 2 Click the + at the bttm f the list. 3 In the Type field f the New Item windw, chse Payment. 4 Enter an item name, such as Payment. 5 Enter the descriptin that yu want QuickBks t put n yur sales frms when yu use the payment item. 6 (Optinal) Enter the payment methd. Tip: If yu enter a payment methd, yu can grup the mney yu receive by payment methd when yu depsit it (all checks in ne depsit, all Visa charges in anther depsit, etc.). Simply create a separate payment item fr each payment methd yur custmers use. Tip: If yu enter a payment methd, yu can grup the mney yu receive by payment methd when yu depsit it (all checks in ne depsit, all Visa charges in anther depsit, etc.). Simply create a separate payment item fr each payment methd yur custmers use. 7 If this is the first time yu are setting up a payment item, indicate hw yu want QuickBks t depsit custmer payments: Gruped with ther payments: Click Grup with ther funds fr later depsit. Directly t a bank accunt: Click Depsit t and enter the name f the bank accunt where yu wuld like QuickBks t depsit the payment. 8 Click OK. QuickBks fr Mac 2012 User s Guide 57

62 Creating tax items On invices, cash sales receipts, and credit mems, yu specify which sales tax applies t the taxable items. QuickBks calculates the crrect tax and prints it n the sales frm. QuickBks has tw types f sales tax items: Sales tax. A single tax with a specific rate, payable t an agency, that yu cllect frm yur custmers. Sales tax grup. A grup f tw r mre single taxes cllected fr the same sale and shwn n the sales frm as ne tax item. T create a tax item: 1 Chse Lists > Items. 2 Click the + at the bttm f the list. 3 Frm the Type list, select Sales Tax Item. 4 Enter a tax name. This name becmes ne f the available sales tax chices when yu fill in a sales frm. 5 Enter a descriptin t describe this sales tax n yur sales frms. The descriptin prints n yur sales frms after the final line item. Yu cannt edit it n the frms themselves. 6 Enter the tax rate. QuickBks assumes the rate is a percentage. Fr example, enter 7.25 if the rate is 7.25%. 7 Enter the tax agency t whm yu pay the tax. If the tax agency is nt already n yur Vendr list, QuickBks adds it t yur list nw. Other things t knw abut items Nw that yu knw all abut creating different types f items, I m ging t tell yu hw t change the price f items and create subitems. Changing the price f items Gt smething selling like fans in a heatwave? Maybe yu shuld apply a little supply and demand thery and change the prices. Here s hw. T change prices t a specific amunt: 1 Chse Lists > Items. 2 Cntrl-click the item name and chse Change Prices frm the shrtcut menu. 3 Select the type f item fr which yu want t change prices. 4 Enter the new prices in the New Price clumn. 5 Click OK. QuickBks fr Mac 2012 User s Guide 58

63 T change prices based n a percentage: 1 Chse Lists > Items. 2 Cntrl-click the item name and chse Change Prices frm the shrtcut menu. 3 Select the type f item fr which yu want t change prices. 4 Click Calculate Prices. 5 In the clumn, click the items t which yu want the markup t apply. Or click Select All t select all the items. 6 Enter the markup in the field prvided. Enter either a dllar amunt r a percentage. If yu are entering a percentage, be sure t type a percent (%) sign. 7 Specify whether t calculate the markup based n the current sales price r the unit cst f each item. 8 Click Apply, and then click OK. Creating subitems Subitems let yu create a hierarchy f items s yu can grup infrmatin abut similar items in sales reprts and graphs. T create subitems: 1 If it desn't exist yet, add the parent item (that is, the item that will have subitems) first. If yu wn't be using the parent item n invices and sales frms, leave the rate r price f the parent item at zer. Yu'll still have t assign an accunt t the item, hwever. QuickBks requires an accunt even if yu dn't plan t sell the item. 2 Fr the subitem, add a new item r edit an existing ne. 3 Select the Subitem f checkbx and chse the name f the parent item. 4 Be sure the Type f the subitem is the same as the parent item. 5 Click OK. QuickBks fr Mac 2012 User s Guide 59

64 Getting paid Custmer Center The Custmer Center is where yu find infrmatin abut all f yur custmers and jbs and their assciated transactins in ne place. In QuickBks, a custmer is anyne wh pays yu fr gds r services. A jb is a specific prject r scpe f wrk that yu want t track. Yu can watch a vide n the Custmer Center n Little Square: QuickBks fr Mac 2012 User s Guide 60

65 Here yu can quickly find custmer cntact infrmatin, what yur custmers bught in the past, what invices they've paid, the balance they we, ntes yu want t keep abut them, and mre. Yu can als quickly access transactins such as sales receipts, received payments, and statement charges. In the default view f yur Custmer Center, the Custmer:Jbs list is n the left side f the Center, and the detailed infrmatin and transactins list fr the selected custmer r jb are n the right. Use the views and icns at the bttm f the Custmer Center t manage yur custmers and jb infrmatin. Nte: Yu can click Expand t expand the Custmer:Jbs list t the full Custmer Center. Tip: Cntrl-click a custmer r jb name t chse cmmn tasks frm a shrtcut menu. Mre tips T pen the Custmer Center: Chse Custmer > Custmer Center. Hw t use Custmer Center Select a custmer r jb name n the left side f the center t view infrmatin abut the custmer and assciated jbs. As yu click n a custmer r jb name, the right side f the Custmer Center displays the infrmatin assciated with yur selectin. Yu can perfrm many tasks within the Custmer Center: Add a custmer r jb. Click the + menu at the bttm f the custmer list and click Add Custmer r Add Jb. Create a transactin. Click the + menu at the bttm f the transactins area t create estimates, invices, sales receipts, payments, and credit mems. Search fr a custmer. Use the search field abve the custmer list t find the custmer name yu need. Open accunts receivable. Select a custmer name and click Open Accunts Receivable fr that custmer. Edit a custmer r jb. Select the name f the custmer r jb and then click Edit Custmer r Edit Jb in the tp right crner f the center. Add custmer's credit r debit cards. Edit custmers t add their credit r debit card. Then when yu need t prcess a card payment, yu can select the card frm a Keep ntes abut a custmer r jb. Select a custmer r jb and then click Add Nte r Edit Nte in the tp right crner f the center. Get a map r driving directins. Select the name f a custmer and click Map r Directins. Intuit Maps displays a map r directins t the custmer's address. (Yu must be nline t get maps and directins.) I'm getting an errr with Maps and Directins. If yu see an errr with Maps r Directins, be sure the infrmatin in the Billing Address area is a street address. Incmplete infrmatin r nn-address infrmatin (such as a phne number) may cause an errr. QuickBks fr Mac 2012 User s Guide 61

66 Sync custmer cntact infrmatin t Address Bk. Turn n Cntact Sync (Cmpany > Cntact Sync Settings). Select names f custmers yu want t sync with Address Bk, and then Cntrl-click and select Sync Custmer(s) with Address Bk. A dt () displays t remind yu which names are synced. Hw des Cntact Sync wrk? Change the view. By default, QuickBks lists jbs display in a hierarchy belw a custmer name. Click the arrw beside a custmer name t view the jbs fr that custmer. Yu can als chse Flat View frm the Actin menu () which lists each entry as the custmer name plus the jb name. Yu can change the view by selecting Hierarchical View r Flat View frm the Actin menu. Print, Save, r the custmer list. Cntrl-click anywhere n the custmer list and then select Print Custmer List, Save Custmer List as Teprint it, save it as a text file, r it as a PDF file. Filter the infrmatin yu see. Yu can filter the custmer list as well as the transactins by using the filters lcated under each list. Fr example, yu can select Custmers with Open Balances frm the View pulldwn menu under the custmer list, then select a custmer name. Then yu can use the filters under the transactins n the right pane t filter the transactins t view All Sales Transactins filtered by Open Invices and Charges in the date range f Last Mnth. Tips and Tricks Try these tips and tricks t make using Custmer Center even easier. Srt infrmatin by clicking the clumn titles. Rearrange the clumns by clicking and dragging the tp f a clumn t mve it t anther lcatin. Select multiple names in ne f these ways: Shift-click t select a range f names. Select the first name yu want, hld dwn the Shift key, and then select the last name in the range. Cmmand-click t select a grup f nnadjacent names. Select a name, hld dwn the Cmmand key ( ), and then select each additinal name. Cmmand-A t select all names. N need t click; just press Cmmand-A t select the entire list. Cntrl-click a name in the left pane t access a shrtcut menu t cmmn tasks. Change the rder f names in the Custmers:Jbs list by dragging and drpping a name t where yu want it t appear. Yu can turn this feature n and ff n the shrtcut menu by selecting Enable Custm Ordering. QuickBks fr Mac 2012 User s Guide 62

67 Adding r editing a custmer Thrughut QuickBks, yu select a custmers frm a list. If yu create an invice, yu select the custmer yu're sending the invice t. Then QuickBks inserts the billing address fr that custmer and tracks the invice. S yu need t add custmers fr them t appear in thse lists. Yu'll enter yur custmer's cntact infrmatin and maybe a few mre details. Yu can then edit that custmer ver time, including adding ntes and T D list items. T add r edit a custmer: 1 Chse Lists > Custmer:Jbs r chse Custmers > Custmer Center. Add new custmer Click the + menu at the bttm f the custmer list and click New Custmer. Or Cntrl-click anywhere in the Custmer:Jb list and chse New Custmer frm the shrtcut menu. Edit existing custmer Duble-click the custmer name. Or select the name f the custmer and click the Edit buttn at the bttm f the list. Or in the Custmer:Jbs list, Cntrl-click the name f the custmer yu want t edit and chse Edit Custmer:Jb frm the shrtcut menu. Or (in Custmer Center), select the name f the custmer yu want t edit in the Custmer:Jbs list and click Edit Custmer in the tp right crner f the center. Nte: Yu can click Expand t expand the Custmer:Jbs list t the full Custmer Center. 2 In the Custmer field, enter the name f the custmer as yu'd like it t appear n yur Custmer:Jb list. Fr example, if the custmer is Hayley Green and yu want the list t shw last names first, yu wuld enter Green, Hayley. If the custmer is a business, like Babcck's Music Shp, the enter the name that way. 3 Cntinue t enter the infrmatin yu want t keep n the custmer. Address pane On this pane, enter the cntact infrmatin fr the custmer. If yu entered a business name fr the Custmer name, then yu may want t use this area t enter the name f yur cntact at the business, such as the bkkeeper because that's wh yu'll be sending yur invices t. Hw is are the and CC addresses used? When yu create a frm, like an invice, yu can that frm t yur custmer. QuickBks uses the addresses yu enter in and CC t that frm. Yu can enter mulitple addresses in each field, separating each address with a cmma. What's the difference between Bill T and Ship T? Bill T. Enter the address as yu want it t appear n printed invices, checks, and ther frms. Click Address Details t make sure each individual address field is filled in crrectly, especially if yu are using cntact sync. The address infrmatin yu enter can be exprted fr mail merge. If yu use mail merge, be QuickBks fr Mac 2012 User s Guide 63

68 sure t include in the last line f the address the tw letter state abbreviatin and the zip cde. This ensures that the address will print crrectly in mail merge dcuments. Ship T. If the custmer has a separate shipping address, enter the address as yu'd like it t appear n printed invices and ther frms. If the shipping address is the same as the billing address, click Cpy t cpy the billing address t the Ship T field. Click Address Details t make sure each individual address field is filled in crrectly, especially if yu are using Cntact Sync. [ref t cntact sync] What are Address Details? This windw shws hw the multi-line Address field displayed n the Add/Edit Custmer, Vendr, Emplyee, r Other Name windw is separated int the individual address fields. Nte: We strngly recmmend keeping the Shw this windw again... checkbx selected s that QuickBks can autmatically alert yu when it detects pssible address field entry errrs. Nte: The infrmatin in shaded fields are synchrnized with Mac OS X Address Bk and ther applicatins that use Sync Services. Additinal Inf pane On the Additinal Inf pane, enter mre infrmatin abut the Custmer such as a categry fr the custmer and tax infrmatin. Type. A wrd r phase that categrizes this custmer fr yur reprts. Yu can chse a custmer type yu have already set up frm the list, r yu can enter a new custmer type and have QuickBks add it t the list. T create a custmer type, chse Lists > Custmer & Vendr Prfile > Custmer Type. [ ref t examples f custmer and jb types sectin] Terms. Assciates a specific set f payment terms with the custmer. Yu can chse an existing set f terms frm the list, r yu can enter a new set f terms and have QuickBks add it t the list. Fr mre infrmatin, see payment terms. [ref t payment terms list sectin] Rep. The initials f the sales representative wh deals with this custmer n a regular basis. When yu write an invice t this custmer, QuickBks autmatically assciates the sales representative with every invice yu send t the custmer. This gives yu the ability t create sales reprts that are subttaled by sales representative. Credit limit. (Optinal)The credit limit that the custmer has with yur cmpany. QuickBks remembers the limit and warns yu when the custmer is abut t exceed the limit. Opening balance/as f. Applies nly if yu are setting up recrds fr a new QuickBks cmpany. They help yu establish a crrect accunts receivable balance as f the start date yu chse fr yur QuickBks recrds. 1. In the Opening Balance field, enter the amunt this custmer wed as f yur start date. 2. In the as f field, enter yur QuickBks start date. Imprtant: Leave these fields blank if yu are planning t set up ne r mre jbs fr this custmer. QuickBks will calculate the verall balance fr this custmer frm the balances yu enter fr the individual jbs. T keep yur recrds up t date, enter all histrical transactins frm the day after yur start date thrugh tday. Fr example, if yu wrte invices t this custmer between yur start date and tday, yu must enter thse invices int yur QuickBks recrds. This gives QuickBks the ability t prvide full financial reprts fr yur cmpany fr any perid f time after yur start date. QuickBks fr Mac 2012 User s Guide 64

69 Custmer is taxable/tax Item. When this checkbx is selected, QuickBks autmatically calculates sales tax fr each taxable item yu sell t this custmer. QuickBks uses the sales tax rate specified in the Tax Item field. If yu d nt charge sales tax t this custmer, clear the checkbx. If these ptins d nt appear, it means that sales tax is turned ff in QuickBks. This culd be because yu indicated that yu dn't charge yur custmers sales tax when yu were setting up yur QuickBks cmpany thrugh the New Cmpany Setup Assistant. Tip: Ordinarily yu dn't charge sales tax n items that a custmer buys fr resale. If this custmer is strictly a resale custmer, be sure t clear the Custmer is taxable checkbx. Resale number. If the custmer has a resale number, enter the resale number. This field is fr yur infrmatin what yu enter will nt affect yur reprts, r hw sales tax wrks in QuickBks. Yu can als create custm fields t capture infrmatin that is imprtant t yur business but QuickBks des nt prvide a field fr such as spuse's name r the custmer's website. [Check ut articles and vides abut custm fields.] Payment inf (if yu use Merchant Services) Nte: Yu must have an Intuit Merchant Accunt t prcess credit r debit cards fr payment. On the Payment Inf pane, enter custmer credit r debit card infrmatin. (Yu must have a Merchant Service accunt that is cnnected t QuickBks t see this pane.) Yu can then use the card(s) t prcess payment transactins fr this custmer. T view transactin infrmatin fr a card, click the card in the Card Activity list then duble-click a transactin in the Card Activity list. This accesses yur nline Merchant Service accunt. Lg in t view details n credit card transactins. Ntes When yu pen a custmer r jb in the Custmer Center, yu'll see that each ne has a Ntes pane. This is a ntepad where yu can keep ntes abut a custmer r jb. Click Date Stamp t add the current date t the nte. Click New T D t enter a nte. Use T D ntes t remind yurself abut tasks yu need t cmplete by a certain date. QuickBks adds each nte t the Reminders list when the nte's reminder date arrives. Add a reminder t yur T D ntes by editing Ntes fr a custmer. In the Custmer Center, select the custmer name and click Edit Ntes in the tp right crner. Yu can view yur reminders, including yur T D list, n yur Cmpany Snapsht r by clicking Reminders n the tlbar. When yu've cmpleted a T D nte, edit the nte and mark the T D nte as Dne. View ntes when yu are using the custmer r jb in a transactin by chsing Edit > Ntepad. QuickBks fr Mac 2012 User s Guide 65

70 Cntact Sync Carry yur QuickBks cntact lists (custmers, vendrs, emplyees, ther names) wherever yu g by synchrnizing with Address Bk. Cntact Sync syncs yur cntact infrmatin in QuickBks with Apple's Address Bk and yur mbile devices. When yu make changes in either QuickBks, Address Bk, r yur mbile devices, the change is synced between the prgrams and devices. Once Cntact Sync is set up, syncing is all autmatic. Nte: Even thugh yu may have used Cntact Sync in a previus versin f QuickBks, be sure t turn n Cntact Sync again. Hw d I use it? T use Cntact Sync, yu first turn n Cntact Sync and then yu tell QuickBks which cntacts yu want t sync. T learn mre abut hw Cntact Sync wrks, be sure t read Things t knw. Step One Turn n Cntact Sync: 1 Chse Cmpany > Cntact Sync Settings. 2 Select Use Cntact Sync and click Apply. QuickBks creates a grup in Address Bk named QuickBks:CmpanyFileName. All yur cntacts in the current cmpany file will be rganized in this grup. Nte: The first time yu sync a cmpany file with Address Bk, QuickBks will prmpt yu that it is making a backup f yur Address Bk file befre syncing. Yu can chse t cancel Cntact Sync, skip the backup, r cntinue with the backup and turning n Cntact Sync. Step Tw Sync yur cntacts: 1 After turning n Cntact Sync, g t any list f names such as the custmer list in Custmer Center. 2 Cntrl-click ne r mre names and chse Sync With Address Bk. Or, edit the name and click Sync at the bttm f the Edit windw. Hw d I sync all my cntacts? Select all r multiple names, then Cntrl-click and chse Sync With Address Bk. Cmmand-A t select all names. N need t click; just press Cmmand-A t select the entire list. Shift-click t select a range f names. Select the first name yu want, hld dwn the Shift key, and then select the last name in the range. QuickBks fr Mac 2012 User s Guide 66

71 Cmmand-click t select a grup f nnadjacent names. Select a name, hld dwn the Cmmand key ( ), and then select each additinal name. The Cntact Sync icn ( ) appears next t the names that are nw synced with Address Bk. Managing syncing T turn ff Cntact Sync, chse Cmpany > Cntact Sync Settings. Then uncheck Use Cntact Sync and click Apply. All cntacts remain in bth QuickBks and Address Bk but are n lnger synced. T turn ff syncing fr a specific cntact, Cntrl-click the cntact name in a list, and select Unsync with Address Bk. Or, edit the name and uncheck Sync at the bttm f the Edit windw. The cntact remains in bth QuickBks and Address Bk but is n lnger synced. All ther cntacts with the Cntact Sync icn ( ) are still synced. Adding a cntact frm Address Bk Yu can add a cntact frm Apple's Address Bk t any cntact list in QuickBks by dragging and drpping the name frm Address Bk t the list. Vides: Watch Cntact Sync in actin. [link t cntact sync vide] What infrmatin is added frm Address Bk? Yu may have mre infrmatin fr the cntact in Address Bk than QuickBks needs. Here the cntact infrmatin that is added t QuickBks: Address Bk Last name First name Cmpany name Wrk Wrk phne Mbile phne r Hme phne (whichever ne appears first in the Address Bk cntact) Wrk address QuickBks Last name First name Cmpany name Phne Alternate phne Address T add a cntact frm Address Bk: In QuickBks, if it is nt already n, turn n Cntact Sync. (Cmpany > Cntact Sync Settings) QuickBks fr Mac 2012 User s Guide 67

72 1. In QuickBks pen the list r center where yu want t add the cntact. Fr example, if yu want t add a cntact as a custmer, pen the Custmer Center. 2. Open Address Bk and select the cntact(s) yu want t add t a list. 3. In Address Bks, drag and drp the selected cntacts t the list in QuickBks. As yu drag the cntact t the list, yu'll see card icn with a green plus. If Cntact Sync is n, the cntact is autmatically synced with Address Bk. Nte: If yu are adding a name t the Emplyees list that already exists, the green plus des nt appear and QuickBks des nt add the duplicate name. Setting up jbs If yu re a service prvider and if yu re frtunate enugh t win multiple prjects frm the same client, Jbs are an excellent way t track different prjects yu d fr the same custmer. Fr example, say yu re a vide prducer and yu have a prject t prduce a vide series fr a custmer. Yu can create a jb t track that prject. And then gd news a few mnths later the same custmer requests anther vide. Yu can then create a new jb fr that custmer, which allws yu t separate revenue and expenses fr each vide prject that I prduce. This enables yu t understand the prfitability I have n a per prject basis. Fr example, tracking Unbilled Csts by Jb helps ensure yu dn t frgt t invice a custmer fr additinal expenses. All the jbs yu d fr a custmer are tracked in the Custmer Center. Jbs are a super flexible Quicksbks feature and which be used t assciate ne entity with anther fr billing and reprting purpses. Types f Jbs Jb types let yu grup and subttal similar jbs n yur reprts. By using them, yu can determine which kinds f jbs are the mst prfitable fr yur business. Here are a few examples: In cnstructin: Decks, Kitchens, Bathrms In graphic arts: Lgs, Brchures, PR In real estate: Brkerage, Prperty Management QuickBks fr Mac 2012 User s Guide 68

73 Hw d custmer types fit in? Custmer types let yu categrize yur custmers independently f the types f jbs yu d. They are useful fr gruping yur custmers int categries that are meaningful t yur business. Sme examples: Whlesale and Retail; Cmmercial, Residential, and Industrial; Frm Advertisement, By Referral. Yu can use custmer types in additin t jb types. Yu can als use jb types withut custmer types, custmer types withut jb types, r neither. Creating jbs fr a custmer QuickBks lets yu track each jb yu d fr a custmer separately frm all ther jbs. That way, yur reprts can shw yur incme and expenses by jb. Yu can add multiple jbs fr a custmer. Vides: See hw a business wner like yu uses jbs: Watch a dem f hw t create custmers and jbs: T add r edit a jb: 1 Chse Lists > Custmer:Jbs r chse Custmer > Custmer Center. 2 Select the custmer yu're ding the jb fr. 3 Click the + menu at the bttm f the custmer list and click Add Jb. Or, Cntrl-click anywhere in the Custmer:Jb list and chse Add Jb frm the shrtcut menu. 4 Enter the name f the Jb. 5 T mark a custmer as inactive, select the Custmer is inactive checkbx. Mre inf 6 If anything shwn in the General Infrmatin sectin is incrrect fr this jb, change it. The infrmatin QuickBks fills in cmes frm yur custmer's recrd. If yu make any changes here, the changes affect nly this jb. Fr example, if yur custmer's billing address is different fr this jb, yu can enter the jb address withut affecting the custmer's main address. 7 Click the Jb Ntes pane. Enter the infrmatin abut the jb and click OK. Tracking items rdered especially fr a jb: 1 Create a nn-inventry part item t represent each item yu rdered. When yu set up each item, be sure t select the This item is purchased fr and sld t a specific custmer:jb checkbx. This lets yu enter different rates fr yur cst and the sales price t yur custmer. 2 When yu receive a bill fr the items, enter each nn-inventry part item in the detail area f the bill: In the Enter Bills windw, click the Items tab. Enter the name f each item in the Item clumn. QuickBks fr Mac 2012 User s Guide 69

74 Fr each item, be sure t fill in the name f the custmer r jb in the Custmer:Jb clumn. This assciates the custmer with the cst f the item s yu can invice the custmer later. 3 When yu invice yur custmer, click Time/Csts t enter the cst f the items n the invice: In the Create Invices windw, click Time/Csts. In the Chse Billable Time and Csts windw, click the Items tab. T track... Billable time Jb-related purchases: Items purchased fr a jb Subcntracted services Yu must d this Recrd the hurs spent n the jb, using either a weekly timesheet r a single activity entry. Be sure t mark each entry as billable, and t assign the hurs t the custmer (r if yu're tracking by jb, t the jb yu are ding fr the custmer). Use a bill, check, r credit card charge t recrd the purchase. On the Items tab, enter each item r service yu purchased. In the Custmer:Jb clumn, be sure t assign each item r service t the custmer (r if yu're tracking by jb, t the jb yu are ding fr the custmer). Other expenses: Freight charges, Pstage, etc. Use a bill, check, r credit card charge t recrd the expenses. On the Expenses tab, enter each expense. In the Custmer:Jb clumn, be sure t assign each expense t the custmer (r if yu're tracking by jb, t the jb yu are ding fr the custmer). In the Use clumn, click next t each item whse cst yu want t include n the invice. On the invice, QuickBks autmatically fills in the sales price. This may be higher than the cst yu entered n the bill. Assigning csts (r time) t a jb When yu plan t charge yur custmer fr the actual time and csts fr a jb, here's what yu must d t track the time and csts. Paying subcntractrs When yu pay a subcntractr, yu can either write a check directly t the subcntractr, r enter a bill and then pay the subcntractr later when yu're paying ther bills. T pay subcntractrs: 1 Chse ne f the fllwing: Banking > Write Checks: t write a check directly t the subcntractr. Vendrs > Enter Bills: t enter a bill frm the subcntractr. QuickBks fr Mac 2012 User s Guide 70

75 2 In the tp part f the frm, fill in the name f the subcntractr and the date. 3 In the detail area at the bttm f the frm, click the Items tab. 4 In the Item clumn, enter the service item yu set up fr this type f subcntracted wrk. 5 In the Cst clumn, check the amunt QuickBks filled in. If the cst is incrrect fr this jb, change it. 6 In the Qty clumn, enter the apprpriate quantity. Fr example, if the subcntractr charges an hurly rate, yu wuld enter the number f hurs. If the Qty clumn desn't apply t this wrk, leave it blank. 7 In the Custmer:Jb clumn, enter the name f the jb (r custmer) fr which the wrk was dne. Imprtant: Entering the name here gives yu the ability t invice the custmer fr the wrk later. Als, yu'll be able t create reprts that shw yur csts and revenue frm the wrk. Tracking services perfrmed by an wner r partner Because wners and partners d nt submit bills, the csts f the services they perfrm will nt be part f the verall csts f the jb unless yu enter a transactin t accunt fr the wrk. If yu want wner r partner time t cntribute t the jb csts n reprts such as jb prfitability r jb estimates vs. actuals, here's what t d. T track services perfrmed by an wner r partner: 1 Set up the wner r partner n the Other Names list. Other Names is the best list t use, since an wner r partner is nt an emplyee, vendr, r custmer. 2 Create a new service item t represent the wrk dne by the wner r partner: Select the This service is perfrmed by a subcntractr checkbx. In the Expense Accunt field, enter the name f the persn's equity accunt (n the list, equity accunts are abve expense accunts). 3 T make the wrk f an wner r partner billable, enter their time n either a weekly timesheet r single activity recrd: Enter the name f the service item yu set up t represent the wner's r partner's wrk. Enter the name f the custmer (r jb, if yu are tracking individual jbs fr the custmer). Make sure the time is billable. 4 T invice a custmer fr the wner's r partner's wrk, click Time/Csts when yu are writing the invice. In the Chse Billable Time and Csts windw, click the Time tab. Then select the wrk that yu want t appear n the invice. 5 T make wner and partner time part f the jb csts n reprts but nt affect the prfit and lss statement, write a zer-amunt check as fllws: Write the check either in yur regular checking accunt r in a special checking accunt that has n mney in it. (Yu can set up the special checking accunt specifically t handle checks like these.) In the Pay t the rder f field, enter the name f the wner r partner. QuickBks fr Mac 2012 User s Guide 71

76 Be sure the "Print later" buttn is nt selected at the bttm f the windw. Leave the N. field blank. On the Items pane, enter each service item fr the wrk perfrmed. On each line, enter the number f hurs in the Qty field and the jb in the Custmer:Jb field. On the Expenses pane, enter the name f the persn's equity accunt in the Accunt field. In the Amunt field, enter the negative f the ttal amunt n the Items tab. D nt enter a jb name. If yu have nt yet inviced the custmer Be careful nt t invice the custmer twice fr the same wrk. When yu g t the Chse Billable Time and Csts windw, yu'll see the cst bth n the Time tab (because yu entered the time and made it billable) and n the Items tab (because yu assciated the service item with a Custmer:Jb when yu wrte the zer-amunt check). Mark ONLY the wrk shwn n the Time tab. T avid cnfusin, we recmmend that yu click in the Hide clumn t remve the service item entry frm the Items tab. What yu'll see in yur reprts After yu recrd the zer-amunt check, the cst (as shwn n the Items tab in the Chse Billable Time and Csts windw) appears n all jb and item reprts that shw csts by jb r item. On the ther hand, the cst des nt appear as an expense n a prfit and lss statement because it is nt assigned t an expense accunt. QuickBks fr Mac 2012 User s Guide 72

77 Estimating wrk yu re ging t d If a custmer asks yu fr an idea f what yu wuld charge fr wrk, the frm yu need is an estimate. Yu ve prbably received estimates yurself frm service prviders, like a plumber r the guy wh fixes yur cmputer. In ther wrds, estimates can be yur first step in getting paid, and getting paid is gd. Chse Custmers > Create Estimates. (Be sure t turn n estimates thrugh QuickBks > Preferences > Sales & Invicing.) T create an estimate: 1 Chse Custmers > Create Estimate. 2 T create a new invice, click the "Create an Estimate" n the left panel r click the + at the bttm f the list. T edit an estimate, select an estimate in the list n the left panel. 3 Enter the infrmatin fr the estimate, and click Save. Nte: Yu can als create sales frms using the Custmer Center and Transactin Center. What s n an estimate? Custmer:Jb. Select the custmer r jb yu want t create the invice fr. Yu can als enter a new custmer:jb name, and QuickBks will prmpt yu t set it up. QuickBks will autmatically alert yu if yu chse a custmer:jb that has utstanding billable time r csts. Accunt. If yu have mre than ne Accunts Receivable accunt, chse which n yu want t use. If yu dn't have mre than ne A/R accunt, yu wn't see this. Class. If yu're using classes, chse which n yu want t use. (If yu dn't see this, yu need t turn classes n in Preferences.) Bill t. The address yu have fr the custmer displays here. This is hw the custmer cntact infrmatin will appear here. Yu can make any changes yu need t. Date. Tday's date, which yu can change. Tip: Press + t increase the date by ne day; press - t decrease the date by ne day. Invice Number. QuickBks autmatically increments this number by ne fr each new invice. Tip: Press + t increase the number by ne; press - t decrease the number by ne. PO Number. If yu're filling a purchase rder (PO) frm yur custmer, enter that PO number here. Terms. When d yu want t get paid? Select the payment terms fr this invice. Item. Select what yu are invicing this custmer fr. Yu can include anything n the Items list here. Yu als enter a new item, and QuickBks will prmpt yu t set it up. Tip: If yu need t insert an item between tw thers, select the item line where yu want the new ne and chse Edit > Insert Line. Likewise, if yu want t delete an item, select the item then chse Edit > Delete Line. Descriptin. The descriptin f the item yu entered when yu created the item. Yu can change this if yu need t. Tip: Yu can enter multiple lines fr yur descriptin, up t 4095 characters. Use Optin-Return t put in a line break. QuickBks fr Mac 2012 User s Guide 73

78 Quantity. Hw many f the items des yur custmer need t pay yu fr? This culd be 400 antennaes r 10 hurs f web design. If yu leave this blank, QuickBks assumes the quantity is 1. Rate. Hw much yu charge the item. If yu entered this when yu created the item, QuickBks enters it fr yu. If yu didn't r yu need t change it, just edit this bx. Amunt. This is the ttal amunt (Quantity x Rate) fr this item that QuickBks calculates fr yu. Taxable. If the item is taxable, click this bx. Custmer Message. A message fr ur custmer, either n frm yur Custmer Messages list r enter a new ne. Tax. The tax item yu assigned t the custmer r the default tax if yu have nt assigned a tax item t the custmer. QuickBks uses the tax item t calculate the tax. Yu can als select a different rate frm the list f tax items if yu need t. Make the estimate inactive If yu have multiple estimates fr a jb and yur custmer has accepted ne f the estimates, yu might want t make the unaccepted estimates inactive. When yu make an estimate inactive QuickBks keeps a recrd f it, but des nt use the estimate numbers in reprts. QuickBks fr Mac 2012 User s Guide 74

79 Getting paid fr wrk yu ve dne Yu ve dne the wrk r delivered the gds, and nw yu want t be paid. Yu have tw appraches yu can use t get the mney ball rlling. With bth ptins, yu can either print a paper versin t drp in snail mail t yur custmer r yu can a PDF. Invice. An invice is a request t be paid. When yu create an invice, QuickBks then sees that the custmer nw fficially wes yu mney. S yu might send an invice fr each jb yu cmplete fr a custmer. Chse Custmers > Create Invices. Statement. A statement is a list f charges the custmer has rung up ver a perid f time. Yu create statement charges t recrd what yu ve dne fr the custmer as yu g alng, and then send a statement that lists all the accumulated charges. Fr example, yu can send a statement nce a mnth fr all the wrk yu ve dne fr a custmer that mnth. Chse Custmers > Create Statements. Sending yur custmer an invice Any time that yu d smething r sell smething fr a custmer, they need t pay yu. If they dn't pay yu n the spt, then yu can send them an invice s they'll pay yu later. If yu have an pen estimate fr a custmer, QuickBks lets yu knw this when yu select the custmer name n the invice. Yu can then select which estimate yu want t use t create an invice. Watch a vide n hw t create an invice: Creating r editing an invice 1 Chse Custmers > Create Invice. 2 T create a new invice, click the "Create an Invice" n the left panel r click the + at the bttm f the list. T edit an invice, select an invice in the list n the left panel. 3 Enter the infrmatin fr the invice, and click Save. Nte: Yu can als create invices using the Custmer Center and Transactin Center. What s n an invice? Custmer:Jb. Select the custmer r jb yu want t create the invice fr. Yu can als enter a new custmer:jb name, and QuickBks will prmpt yu t set it up. QuickBks will autmatically alert yu if yu chse a custmer:jb that has utstanding billable time r csts r if there's an pen estimate fr the custmer. Accunt. If yu have mre than ne Accunts Receivable accunt, chse which n yu want t use. If yu dn't have mre than ne A/R accunt, yu wn't see this. Class. If yu're using classes, chse which n yu want t use. (If yu dn't see this, yu need t turn classes n in Preferences.) QuickBks fr Mac 2012 User s Guide 75

80 Bill t. The address yu have fr the custmer displays here. This is hw the custmer cntact infrmatin will appear here. Yu can make any changes yu need t. Date. Tday's date, which yu can change. Tip: Press + t increase the date by ne day; press - t decrease the date by ne day. Invice Number. QuickBks autmatically increments this number by ne fr each new invice. Tip: Press + t increase the number by ne; press - t decrease the number by ne. PO Number. If yu're filling a purchase rder (PO) frm yur custmer, enter that PO number here. Terms. When d yu want t get paid? Select the payment terms fr this invice. Item. Select what yu are invicing this custmer fr. Yu can include anything n the Items list here. Yu als enter a new item, and QuickBks will prmpt yu t set it up. Tip: If yu need t insert an item between tw thers, select the item line where yu want the new ne and chse Edit > Insert Line. Likewise, if yu want t delete an item, select the item then chse Edit > Delete Line. Descriptin. The descriptin f the item yu entered when yu created the item. Yu can change this if yu need t. Tip: Yu can enter multiple lines fr yur descriptin, up t 4095 characters. Use Optin-Return t put in a line break. Quantity. Hw many f the items des yur custmer need t pay yu fr? This culd be 400 antennaes r 10 hurs f web design. If yu leave this blank, QuickBks assumes the quantity is 1. Rate. Hw much yu charge fr the item. If yu entered this when yu created the item, QuickBks enters it fr yu. If yu didn't r yu need t change it, just edit this bx. Amunt. This is the ttal amunt (Quantity x Rate) fr this item that QuickBks calculates fr yu. Taxable. If the item is taxable, click this bx. Custmer Message. A message fr ur custmer, either n frm yur Custmer Messages list r enter a new ne. Tax. The tax item yu assigned t the custmer r the default tax if yu have nt assigned a tax item t the custmer. QuickBks uses the tax item t calculate the tax. Yu can als select a different rate frm the list f tax items if yu need t. Other things t knw abut invices: Add time and csts t yur invice. If yu've incurred expenses fr yur custmer, such as mileage r ther expenes, yu can add that t an invice t be reimbursed by yur custmer. Invice yur custmer in phases. Use prgress invicing t send invices fr parts f a jb ver a perid f time. View payment histry fr the invice. Click histry t see the payments fr this invice. Apply a payment t the invice. Click Payments t enter a payment yur custmer made fr this invice. Print, , add t ical. Yu can mark the invice t be printed r ed later. Then chse File > Print frms r File > frms. Yu can als add a reminder t ical that the invice is due. " QuickBks fr Mac 2012 User s Guide 76

81 Apply sales tax. If yu're charging sales tax fr the items, click Taxable t apply sales tax. Yu can mark an invice as pending. There may be a time when an invice is nly in draft frm. In that case, yu can mark it was Pending (Edit > Mark Invice as Pending) and finalize it later. Invicing a custmer ver time (prgress invicing) Watch a vide n hw t use prgress invicing. Using prgress invicing, yu can invice fr jbs in phases. Fr example, yu're wrking n a jb where yu ask yur custmer fr 25% payment at the beginning f the prject, then yu invice them peridically thrughut the prject. Yu start by creating an estimate fr the jb. (Yu dn't have t give this estimate t the custmer if yu dn't want t. Just use it fr tracking purpses.) Then, as yu cmplete each phase, yu can transfer items frm the estimate t an invice. Yu can specify which items t include n each invice and hw much f that item yu're charging fr n that invice. Later n, yu can run reprts t help yu track yur estimated versus actual csts. Nte: Be sure yu turn n prgress invicing in Preferences. (Chse QuickBks > Preferences > Sales & Invicing.) T create prgress invices fr a jb: 4 Create an invice using an estimate. Yu can d this by pening an estimate (Custmers > Create Estimate) and clicking Create Invice. Or create an invice (Custmers > Create Invice) and chse a custmer name that yu've created an estimate fr. 5 Tell QuickBks what yu want t include n the invice, and click OK: Remaining amunts n the estimate. QuickBks creates an invice fr the full unpaid amunt n the estimate. QuickBks cpies all the infrmatiin n the estimate t an invice. Yu can then edit the invice r yu can change the invice t a prgress invice by clicking Prgress Invicing n the invice. A percentage f the estimate. Enter hw much f the estimate yu want t include n the invice. Fr example, If yu created an estimate fr $1,000, and yu want t invice fr the jb in fur equal phases, enter 25 in the percentage field. Only certain items r different percentage fr each item. Chse this ptin t highly custmize the amunts that yu want t include n the invice. Yu'll find ut hw t d this in the next step. Fr example, yu've created an estimate fr $1,000. Yu finished the first phase f the jb and yu want t invice fr 100% f items related t the first phase, but dn't want t invice fr anything else at this time. When yu select this ptin, a windw appears in which yu can select the items yu want include n the invice and indicate the amunts r percentages fr each item. 6 Specify the amunts yu want t include n the invice, and click OK. The amunts shwn are based n what yu tld QuickBks yu wanted t d in the previus step. Yu can change any f the amunts n the invice here, but nt any f the amunts n the riginal estimate. Use the checkbxes at the bttm f the windw t shw mre detail such as the quantity/rate and percentages. QuickBks fr Mac 2012 User s Guide 77

82 This cmpletes ne invice in the series f invices yu are sending yur custmer. T create the next prgress invice fr this jb, start with Step 1. The next invice picks up where yu left ff with the remaining amunt n the estimate. Tips fr prgress invicing: If yu usually invice fr phases f a jb, and yu plan t turn yur estimate int a series f prgress invices, divide the estimate int sectins. Make each sectin crrespnd t ne phase. Enter a subttal item after items fr each phase. When yu turn the estimate int a prgress invice fr ne phase, it will be easy t invice 100% (r anther percentage) f the items fr that phase alne. Mdifying yur prgress invice When yu use prgress invicing, yu can mdify the amunts that are n each invice n the Specify Invice Amunts windw. At a minimum, the Specify Invice Amunts windw cntains this infrmatin: Item. The item(s) cpied frm the estimate when yu created the invice. Est Amt. The amunt f the item yu entered n the estimate. Prir Amt. The amunt yu've previusly inviced yur custmer fr. If this is the first invice yu've sent the custmer fr this jb, this amunt will be 0. Amunt. The amunt yu are invicing the custmer fr n this invice. Tax. The tax that is applicable fr the item. If yu select Shw Quantity and Rate, yu'll see these additinal clumns: Est Qty. The quantity f the item yu entered n the estimate. Est Rate. The rate yu entered n the estimate. Prir Qty. The quantity that appeared n prir invices fr the riginal estimate. Prir Amt. The amunt that appeared n prir invices fr the riginal estimate. Qty. The quantity yu're invicing yur custmer fr n this invice. Rate. The rate yu're invicing yur custmer fr n this invice. If yu select Shw Percentage, yu'll see these additinal clumns: Prir %. The percentage f the riginal estimate yu included n prir invices. Curr %. The percentage yu are currently invicing yur custmer fr with this invice. Tt %. The ttal percentage f the rignal estimate yu have inviced this custmer fr. QuickBks fr Mac 2012 User s Guide 78

83 Statement charges "Say yu re a web designer. A client needs yu t d dds and ends wrk: update a page here, add a vide there, yu get the picture. Smetimes the wrk takes a few minutes and smetimes it takes hurs. In this situatin, it may make sense t use a statement t bill the client. Yu can als send statements as a recrd f invices yu ve sent and payments yu ve received. A statement includes the fllwing infrmatin: Any balance the custmer wes Date, number, amunt, and descriptin fr each invice and statement charge Date and amunt f each payment received Finance charges Ttal amunt due T use statements, yu enter statement charges and then yu create a statement. Entering Statement Charges Entering charges is the first step in preparing statements t send t yur custmers. Back in the chapter n Accunts, I tld yu abut a custmer s register. Nw yu re ging t use it. Yu enter the charges directly in each custmer's register that will appear n the statement. T enter statement charges: 1 Open the register fr the custmer yu want t send a statement t. Open the Custmer Center. Select the name f custmer and click Open Register. Chse Custmers > Enter Statement Charges. In the register windw, check the name shwn in the Custmer:Jb field. If the charges are fr a different custmer r jb, chse the custmer r jb frm the list. Imprtant: If the Custmer:Jb list shws mre than ne jb fr the custmer, be sure t select the crrect jb. QuickBks maintains a separate register fr each jb. QuickBks fr Mac 2012 User s Guide 79

84 2 If the date f the charge is different frm tday, change the date. Why wuld yu change the date? The date f the service yu perfrmed may have been in the past. 3 In the Item field, enter the item yu use t track this kind f charge. 4 Enter the quantity in the Qty field. 5 (Optinal) Edit the descriptin that QuickBks filled in the Descriptin field. The descriptin that QuickBks fills in is the sales descriptin yu entered when yu set up the item. It als appears n the custmer's statement when yu print it. QuickBks uses nly the first line f the descriptin. If yu want a different descriptin t appear n the statement, edit the text in the Descriptin field. 6 If yu have mre than ne A/R accunt, chse the accunt yu want t use frm the Accunt list. Using the A/R register instead Yu can enter all yur statement charges directly int yur accunts receivable register instead f the individual custmer registers. If yu have a few custmers, r if yu like t see all yur statement charges listed in ne place, yu may prefer the A/R register. Each charge yu enter in the A/R register als appears in the apprpriate custmer register. Creating Statements After yu ve entered statement charges, yu re ready t create yur statement 1 Chse Custmer > Create Statements. 2 Select an Accunts Receivable (A/R) accunt fr the statements yu want t print. 3 (Optinal) Select a template t frmat the statement the way yu want. If yu want t custmize the lk f yu statements, such as adding yur lg, select New Template and use Layut Designer. [ref t Layut Designer] 4 Select the statement dates: Statement Date. The date displayed at the tp f the statement. Statement Perid. Includes transactins that ccurred in this date range will be in the statement. All Open Transactins as f Statement Date. Includes all transactins up t the Statement Date n the statement. Yu can limit thse transactins t include nly thse past due a certain number f days. 5 Select the custmers yu want t print statements fr. All Custmers. Prints statements fr all yur custmers. Selected Custmer. Click Select and chse the custmers yu want t print statements fr. One Custmer. Select ne custmer frm the drpdwn list. Type f Custmer. Select the type f custmer t print statements fr. 6 If yu want t print a separate statement fr each custmer r jb, select Custmer r Jb fr Create ne statement fr each. Otherwise, QuickBks prints a cnslidated statement fr each custmer r jb. 7 Chse any additinal ptins yu want: QuickBks fr Mac 2012 User s Guide 80

85 Shw invice item details. Includes details f invice items sld t the custmer n the statement. Print by billing address zip cde. If yu are printing statements (nt ing them), prints the statements in rder f the billing address zip cde. Print due dates n transactins. Includes the due date f each transactin n the statement. 8 Smetimes yu may nt want sme statements t print. Yu can tell QuickBks t exclude statements that meet these criteria. Statements with a zer balance Statements with a balance less than a certain amunt Statements fr custmer with n accunt activity Statements fr inactive custmers 9 If yu've set up payment terms fr yur custmers, yu can click Assess Financial Charges s QuickBks can assess finance charges fr any custmers whse payments are late. 10 If yu want t print statements, click Print. If yu want t statements, click . Yu can als print the statement as a PDF, making it easy t keep recrds and share with thers. Setting up fr autmatic charge entry If yu bill the same charge t a grup f custmers n a regular basis, yu can set up QuickBks t enter the charges autmatically when it's time t send ut yur statements. Fr example, a prperty management cmpany culd enter mnthly rents autmatically. A health club culd enter membership fees autmatically. T set up fr autmatic charge entry: Step 1: Fr yur first billing, enter the statement charges fr each custmer. "Tip: If yu have many custmers that yu want t enter charges fr at nce, yu may find it faster t enter the charges in yur Accunts Receivable (A/R) register instead f the individual custmer registers. " Step 2: Create a memrized transactin grup fr the statement charges: 1 Chse Lists > Memrized Transactins. Chse Make New Grup frm the Actin pp-up menu. 2 Enter a name that describes the statement charges. Fr example, Mnthly rents. 3 Click Autmatically Enter. 4 Frm the Hw Often list, chse hw ften yu want QuickBks t enter the charges (Weekly, Mnthly, etc.). 5 In the Next Date field, enter the NEXT service date in yur billing cycle. Fr example, if the service date fr the statement charges is February 1st and yu bill mnthly, yu wuld enter March 1st. Step 3: In the A/R register (r the individual custmer registers), memrize each statement charge that yu entered: 1 In the register, click the statement charge. 2 Chse Edit > Memrize Stmt Charge. QuickBks fr Mac 2012 User s Guide 81

86 3 (Optinal) In the Memrize Transactin windw, change the name f the transactin. This affects hw QuickBks lists the transactin in the Memrized Transactins list it des nt affect the transactin itself. 4 Click With Transactins in Grup. 5 Frm the Grup Name list, chse the memrized transactin grup yu just created. When yu have finished QuickBks autmatically enters the statement charges fr each billing cycle. All yu have t d is print and mail the statements. Stpping autmatic entry f a charge If yu enter statement charges autmatically but n lnger need t charge a particular custmer, yu can remve that custmer frm the memrized transactin grup. 1 Chse Lists > Memrized Transactins. 2 In the Memrized Transactin list, select the custmer. Yu'll find the custmer in the list f names immediately belw the name f the memrized transactin grup. " 3 Chse Edit > Delete Memrized Transactin. Memrizing charges fr new custmers If yu enter statement charges autmatically, yu can add new custmers t the memrized transactin grup yu riginally set up t enter the statement charges. T memrize charges fr new custmers: Step 1: Fr each new custmer, enter the statement charges yu want QuickBks t enter autmatically. Step 2: Memrize the statement charges and add them t the memrized transactin grup. 1 In the A/R r custmer register, select the statement charge. 2 Chse Edit > Memrize Stmt Charge. 3 Click With Transactins in Grup. 4 Frm the Grup Name list, chse the memrized transactin grup yu want t add the custmer t. 5 (Optinal) T add this transactin t ical, select the Shw in ical checkbx. Step 3: When yu have memrized all the new statement charges, delete them frm the register. 1 In the A/R r custmer register, select the statement charge. 2 Chse Edit > Delete Stmt Charge. 3 Click OK t cnfirm that yu want t delete the statement charge. "Why delete the charges? When yu use the memrized transactin grup, QuickBks reenters the charges. If yu leave the riginal charges in the register, the next time yu print billing statements, the charges will appear twice. QuickBks fr Mac 2012 User s Guide 82

87 Crrecting vercharges n statements Ops. Mistakes happen. Here s hw yu crrect them n yur statements. T crrect vercharges if yu haven't yet sent the statement: 1 Open the custmer's register. 2 Find any incrrect charges. Change the amunts f thse charges. 3 Click Recrd t save yur changes. 4 Reprint the statement. Tip 1: In the Select Statements t Print windw, make sure that the date range f the reprinted statement is the same as it was fr the riginal statement. " Tip 2: If yu are reprinting a statement fr ne custmer nly, be sure t select the One custmer ptin when the Select Statements t Print windw appears. Nrmally, this windw is set t print statements fr ALL custmers. " T crrect vercharges if yu've already sent the statement: 1 Create a credit mem t appear n the custmer's next statement: In the Item clumn, enter the item yu vercharged. This ensures crrect accunting n yur reprts. Make the amunt equal t the difference between the crrect amunt and the amunt yu charged the custmer. Fr example, if yu charged $15.00 when yu shuld have charged $10.00, enter the credit as $5.00. In the Mem field, enter the descriptin yu want yur custmer t see n the printed statement. Fr example, yu culd enter Credit fr vercharge. Check the date f the credit mem. Make sure that the date falls within the date range f the custmer's next statement. 2 When it's time t bill yur custmer again, print the custmer's statement. The statement will include the credit mem alng with any ther charges fr the billing perid. Crrecting undercharges n statements If yu charge a custmer t little n a statement, what yu d depends n whether yu have sent the statement yet. T crrect undercharges if yu haven't sent the statement yet: 1 Open either the custmer's register r yur A/R register. 2 Find any incrrect charges. Change the amunts f thse charges. 3 Click Recrd t save yur changes. 4 Reprint the statement. QuickBks fr Mac 2012 User s Guide 83

88 Tip 1: In the Select Statements t Print windw, make sure that the date range f the reprinted statement is the same as it was fr the riginal statement. " Tip 2: If yu are reprinting a statement fr ne custmer nly, be sure t select the One custmer ptin when the Select Statements t Print windw appears. Nrmally, this windw is set t print statements fr ALL custmers. " T crrect undercharges if yu've already sent the statement: 1 Open either the custmer's register r yur A/R register. 2 Enter an adjustment charge t appear n the custmer's next statement. Enter the item yu undercharged. This ensures crrect accunting n yur reprts. Make the amunt equal t the difference between the crrect amunt and the amunt yu charged the custmer. Fr example, if yu charged $5.00 when yu shuld have charged $7.00, enter the adjustment charge as $2.00. Edit the item descriptin in the Mem field s that it shws what yu want yur custmer t see n the printed statement. Fr example, yu culd add the phrase Balance due fr t the beginning f the item descriptin. Check the date f the charge. If necessary, change the date s that it falls within yur next billing perid. 3 Click Recrd. 4 When it's time t bill yur custmer again, print the custmer's statement. The statement shuld include the adjustment charge alng with any ther charges fr the billing perid. " Including reimbursable expenses n a statement If yu have been tracking billable expenses r hurs fr a particular jb, yu can include thse csts n a billing statement. T include the csts, yu click the Time/Csts buttn in the custmer's register. T include reimbursable expenses n a billing statement: 1 Open the apprpriate custmer register. Imprtant: If the Custmer:Jb list shws mre than ne jb fr the custmer, be sure t select the crrect jb. QuickBks maintains a separate register fr each jb. " 2 In the custmer register, click Time/Csts. 3 Indicate hw yu want t date the statement charges it creates fr the csts yu select. Dates frm table belw Use the riginal date f each cst. If the dates ccurred BEFORE the date f the last statement yu sent t yur custmer, yu may want t use the This date ptin instead. When yu print a statement, QuickBks nrmally includes nly charges dated AFTER the date f the last statement t the custmer. This date Use the date shwn in the This Date field. Nrmally QuickBks shws tday's date in the field, but yu can change the date t a different date if yu want. QuickBks fr Mac 2012 User s Guide 84

89 4 Click the tab fr the kind f reimbursable cst yu want t charge yur custmer fr. Click Items t bill fr items yu purchased fr this jb. Click Expenses t bill fr ther csts and expenses yu incurred fr this jb. Click Time t bill fr time billable t this jb. 5 In the Use clumn, click next t each cst yu want t create a statement charge fr. A check mark next t an item indicates that the cst will appear n the invice r statement charge. Tab name Items Time Hw csts are calculated Fr inventry parts, resale nn-inventry parts, subcntracted services, and reimbursable ther charge items, QuickBks uses yur sales price, nt yur purchase cst. If yu want, yu can change the price n the statement. QuickBks uses the hurly rate fr the service item yu assigned t the task. If yu want, yu can change the rate n the invice. 6 If a particular item is an verhead cst that yu are nt ging t pass n t the custmer, make sure that n check mark appears next t that cst in the Use clumn. Tip: If yu knw that yu are NEVER ging t bill yur custmer fr a cst, yu can remve the cst s that it n lnger appears in the list. Click the Hide clumn next t the cst. Hiding the cst wn't remve its assciatin with the jb yu'll still see the cst alng with ther jb-related expenses n jb reprts. Applying a discunt t a statement charge Befre yu can apply a discunt t a statement charge, yu must first create an Other Charge item. T apply a discunt t a statement charge: 1 Chse Lists > Items. 2 Click the + at the bttm f the list." 3 In the Type field f the New Item windw, chse Other Charge. 4 Enter an item name, such as Statement Discunt. Yu dn't have t assign a dllar amunt r percent yet. 5 Select an accunt fr the item and click OK. 6 Open the register fr the custmer wh yu want t give a discunt. 7 On the first blank line, select the ther charge item yu created (such as "Statement Discunt"). 8 Fr Amt Chrg, enter a negative dllar amunt and a descriptin. 9 Click Recrd. QuickBks fr Mac 2012 User s Guide 85

90 10 G t Receive Payments and select the same custmer name yu chse in Step 2. The statement discunt is shwn as an existing credit which can be applied t an invice nw r when receiving payment. Sales: Marking a sale as pending Smetimes, yu might want t enter an invice, cash sale, r a credit mem, yu can mark the sale as pending. Here are sme reasns why: Order entry: When yu receive an rder frm a custmer, enter the rder as a pending sale. When the custmer pays fr the rder, mark the sale as final. Draft apprval: When yu need apprval fr a billing draft befre yu permanently enter it int QuickBks, enter the draft as a pending sale. When the draft is apprved, mark the sale as final. Pending sales d nt appear in registers, d nt affect accunt balances, and with the exceptin f the pending sales reprt d nt affect reprts. T mark a sale as pending: 1 When yu've finished filling in the invice r sales receipt, chse ne f these cmmands frm the Edit menu: Chse... If yu are writing Mark Invice As Pending An invice. Mark Sales Receipt As Pending A sales receipt. Mark Credit Mem As Pending A credit mem. 2 When yu chse the cmmand, the wrd Pending appears n the frm." 3 (Optinal) Enter a phrase like Pending sale r Fr review in the Custmer Message field. T mark a sale as final: 1 Open the transactin yu want t mark as final. (The Pending Sales reprt is a handy way t find these transactins. Yu can just duble-click the transactin n the reprt t pen it.) 2 Chse Edit > Mark As Final. 3 If yu used the Custmer Message field t indicate that the sale was pending, edit the Custmer Message field. Fr example, if yu entered Pending sale, yu culd edit the Custmer Message field t say Final sale. " QuickBks fr Mac 2012 User s Guide 86

91 When a custmer pays yu Yay! Mney! Nw yu need a recrd f that payment fr bth yu and the custmer. Sales receipts When a custmer pays yu n the spt, give them a sales receipt. It s the same as when yu g t a stre and buy smething. They give yu a receipt with yur purchase. That s exactly what yu re ding. Yu can als use sales receipts t summarize a day s sales if yu dn t want t recrd each sale ne by ne. (Create a custmer named Daily Sales Summary if yu want t d this.) Yu can print r a sales receipt. Chse Custmers > Enter Sales Receipts. T create a sales receipt: 1 Chse Custmers > Enter Sales Receipts. 2 T create a sales receipt, click the "Create a Sales Receipt" n the left panel r click the + at the bttm f the list. T edit a sales receipt, select a sales receipt in the list n the left panel. 3 Enter the infrmatin fr the sales receipt, and click Save. Nte: Yu can als create sales frms using the Custmer Center and Transactin Center. What s n a sales receipt? Custmer:Jb. Select the custmer r jb yu want t create the sales receipt fr. Yu can als enter a new custmer:jb name, and QuickBks will prmpt yu t set it up. QuickBks will autmatically alert yu if yu chse a custmer:jb that has utstanding billable time r csts. Tip fr cash sales: Yu can leave the Custmer:Jb field blank unless yu specifically want t add the custmer t the Custmer:Jb list. T include the name n the printed sales receipt, type the name in the Sld T field. Class. If yu're using classes, chse which n yu want t use. (If yu dn't see this, yu need t turn classes n in Preferences.) Sld t. The address yu have fr the custmer displays here. This is hw the custmer cntact infrmatin will appear here. Yu can make any changes yu need t. Date. Tday's date, which yu can change. Tip: Press + t increase the date by ne day; press - t decrease the date by ne day. Sale N. QuickBks autmatically increments this number by ne fr each new sales receipt. Tip: Press + t increase the number by ne; press - t decrease the number by ne. Check N. If yur custmer is paying by check, yu can enter the check's number here. Payment Methd. Select the payment methd yu custmer is using. If yu're prcessing a credit r debit card in QuickBks, select the type f credit card. Be sure Prcess credit card is selected. When yu click OK, enter the card infrmatin. Item. Select what yu've sld this custmer. Yu can include anything n the Items list here. Yu als enter a new item, and QuickBks will prmpt yu t set it up. Tip: If yu need t insert an item between tw thers, QuickBks fr Mac 2012 User s Guide 87

92 select the item line where yu want the new ne and chse Edit > Insert Line. Likewise, if yu want t delete an item, select the item then chse Edit > Delete Line. Descriptin. The descriptin f the item yu entered when yu created the item. Yu can change this if yu need t. Tip: Yu can enter multiple lines fr yur descriptin, up t 4095 characters. Use Optin-Return t put in a line break. Quantity. Hw many f the items des yur custmer need t pay yu fr? This culd be 400 antennaes r 10 hurs f web design. If yu leave this blank, QuickBks assumes the quantity is 1. Rate. Hw much yu charge fr the item. If yu entered this when yu created the item, QuickBks enters it fr yu. If yu didn't r yu need t change it, just edit this bx. Amunt. This is the ttal amunt (Quantity x Rate) fr this item that QuickBks calculates fr yu. Taxable. If the item is taxable, click this bx. Custmer Message. A message fr ur custmer, either n frm yur Custmer Messages list r enter a new ne. Tax. The tax item yu assigned t the custmer r the default tax if yu have nt assigned a tax item t the custmer. QuickBks uses the tax item t calculate the tax. Yu can als select a different rate frm the list f tax items if yu need t. Grup with ther undepsited funds/depsit t. Click "Grup with ther undepsited funds" t hld the payment in yur Undepsited Funds accunt. T depsit the payment, chse Banking > Make Depsits and select the payment. When yu recrd the depsit, QuickBks transfers the payment amunt frm Undepsited Funds t yur QuickBks bank accunt. T depsit the funds nw, click "Depsit t" and enter the name f the bank accunt where yu wuld like QuickBks t depsit the payment. Prcess a custmers credit r debit card n a sales receipt: If yu have an Intuit Merchant Services accunt, yu can prcess yur custmer's credit r debit card when yu fill ut a sales receipt. Imprtant: Yu shuld always swipe the credit card when yu have it in hand, even if yu already have the credit card n file. Only transactins frm a card swipe are eligible fr a lwer discunt rate. 1 Be sure yu select a credit card fr the Payment Type. 2 Be sure the "Prcess credit card" checkbx is selected. 3 Swipe the credit card r enter the card infrmatin. [ref t prcessing credit cards Mre detail ] Nte: When yu use the Intuit card reader, yu may see a message bx that says the card reader needs t be identified. Yu can ignre this message by clicking the red circle in the tp left crner f the message bx t dismiss it. 4 Click OK. Yu'll see a cnfirmatin when the transactin is cmplete. Other things t knw abut sales receipts: Add time and csts t yur sales receipt. If yu've incurred expenses fr yur custmer, such as mileage r ther expenes, yu can add that t as sales receipt t be reimbursed by yur custmer. QuickBks fr Mac 2012 User s Guide 88

93 " View the credit card infrmatin fr the custmer. If yu are using Intuit Merchant Accunt Service t charge custmer credit cards, yu can click Charge Inf t see the credit card infrmatin f this custmer yu selected. Print, , add t ical. Yu can mark the sales receipt as t be printed r ed later. Then chse File > Print frms r File > frms. Yu can als add a reminder t ical. Apply sales tax. If yu're charging sales tax fr the items, click Taxable t apply sales tax. Receive payments If yu ve sent a custmer an invice and then they pay yu, receive the payment (Custmers > Receive Payments). The invice is yur custmer s recrd f sale s yu dn t need t give them a sales receipt. Receiving a payment When a custmer pays an invice r a statement yu've sent them, recrd the payment in QuickBks with Custmers > Receive Payments. Watch a vide n hw t receive a payment. [ref t payments vide] Tip: There are times when a custmer pays when yu shuldn't use Receive Payments, such as when the custmer pays in full at the time f the sale. Enter a sales receipt instead. Or when yu receive a partial payment at the time yu write an invice, enter a payment item n the invice. T receive a payment: 1 Chse Custmers > Receive Payments. Nte: Yu can als receive payments using the Custmer Center and Transactin Center. 2 T receive a new payment, click the "Create an Payment" n the left panel r click the + at the bttm f the list. T edit an payment, select a payment in the list n the left panel and edit the infrmatin. 3 Select r enter the infrmatin at the tp f the Payments windw: Custmer:jb. If the payment is fr a single jb, chse the custmer's name as well as the jb; if the payment is t be applied t multiple jbs, just chse the custmer's name. The pen invices and statement charges fr the custmer yu select appear n the Payments widw. Date. QuickBks autmatically enters tday's date. Yu can enter a different date if needed. Amunt. When yu enter the amunt, QuickBks applies the amunt t the invices listed, beginning with the ldest invice. The amunts QuickBks applies appear in the Payment clumn. (Nte: Yu can set QuickBks s that it des nt apply the payment autmatically. T d this, chse QuickBks > Preferences, click Sales & Invicing, and then clear the Autmatically apply payments checkbx.) Pmt. Methd. The way yur custmer is paying yu. Yu can manage what appears n this menu with the Payment Methds list. QuickBks fr Mac 2012 User s Guide 89

94 Check N. If yur custmer is paying yu by check, enter the check number. 4 Select the utstanding invices and charges yu're receiving the payment fr by clicking in the clumn n the far left. A check will appear next t the invice r charge. Yu can duble-click any invice r charge t pen and make changes. 5 Chse hw yu want t depsit custmer payments. Grup with ther undepsited funds. Hlds the payment in yur Undepsited Funds accunt. T depsit the payment, chse Banking > Make Depsits and select the payment. When yu recrd the depsit, QuickBks transfers the payment amunt frm Undepsited Funds t yur QuickBks bank accunt. Depsit t. Click Depsit t and enter the name f the bank accunt where yu wuld like QuickBks t depsit the payment. 6 (Optinal) Change hw QuickBks applies the payment. QuickBks nrmally applies the payment t the ldest invice first, then the next ldest, and s n. T distribute the amunt f the payment differently: Click Clear Payments. In the clumn, click each invice t which yu want t apply the payment. When yu see the QuickZm symbl in the Outstanding Invices/Statement Charges area, duble-click an item t display mre detail. Each time yu select an invice, QuickBks autmatically inserts the amunt t be applied t the invice in the Payment clumn. When the undistributed amunt f the custmer's payment is greater than the amunt due, QuickBks pays the invice in full. When the undistributed amunt is less than amunt due, QuickBks applies the entire amunt t the invice, leaving a balance due n the invice. </p> 7 (Optinal) Enter a nte abut the transactin here. Yur nte will appear n reprts that include this transactin. 8 Click Save. T prcess a custmer's debit r credit card: If yu have an Intuit Merchant Services accunt, yu can prcess yur custmer's credit r debit card n the Receive Payments windw. 1 Be sure yu select a credit card fr the Payment Type. 2 Be sure the Prcess credit card checkbx is selected. 3 Enter the card infrmatin. [ref t Entering yur custmer s credit/debit card infrmatin] 4 Click OK. Yu'll see a cnfirmatin when the transactin is cmplete. Other things t knw abut receiving payments: Create a credit mem. If the payment is less than what yur invice is fr, yu may we yur custmer mney. If that's the case, click Credit Mem t recrd the credit r issue a refund. QuickBks fr Mac 2012 User s Guide 90

95 View payment histry fr the custmer. Click Histry t see the payments frm the custmer yu selected. View the credit card infrmatin fr the custmer. If yu are using Intuit Merchant Accunt Service t charge custmer credit cards, yu can click Charge Inf t see the credit card infrmatin f this custmer yu selected. Add depsit reminder t ical. Click the ical buttn t reminder yuself t depsit the payment. Accepting yur custmer's credit and debit cards With an Intuit Merchant Services accunt, yu can accept yur custmer's credit and debit cards as payment fr transactins. View a tutrial... Nte: If yu are using QuickBks in multiuser mde, yu'll need t cmplete these steps fr each cmputer yu want t use t prcess debit and credit cards. Step 1. Set up yur accunt with Intuit Merchant Accunt Services. (Apply here. Yu nly have t d this nce.) Yu must have a merchant accunt t prcess yur custmer's credit and debit cards. Once yu sign up, yu'll be given a cnnectin ticket which authrizes QuickBks t prcess credit and debit card transactins. Enter this ticket n the Merchant Service preference windw. Step 2. When yu create a sales receipt r receive a payment, use a credit/debit card payment methd. Be sure "Prcess credit card" is checked. When yu click OK, yu'll be asked t enter yur custmer's card number and ther infrmatin. Nte: Using the Custmer Center, yu can add a custmer's card infrmatin then just select it when yu're prcessing a payment. Step 3. Track credit r debit card transactins. Using yur nline Merchant Service accunt, yu can track all transactins yu cmpleted using yur custmer's credit and debit cards. Chse Custmers > Credit Card Services > Merchant Accunt Services t access yur accunt. Yu can als dwnlad card transactins yu've cmpleted utside f QuickBks using G Payments r the Merchant Services Prtal. Chse Custmers >Credit Card Services > Merchant Ac What yu shuld knw befre prcessing a credit card payment in QuickBks Befre yu prcess a credit card payment thrugh the Merchant Service fr QuickBks, it's imprtant t understand the fllwing infrmatin. Ship within 24 hurs Visa and MasterCard assciatin rules require that yu d nt charge the cardhlder fr the purchase until the prduct has been shipped (as ppsed t charging the custmer n the date the prduct was rdered r authrized). Card-swiped transactins (Available nly fr merchant accunts supprted by Merchant Service fr QuickBks.) QuickBks fr Mac 2012 User s Guide 91

96 Fr a "card swiped" transactin, the merchant swipes the credit card thrugh a terminal r ther device that reads the card's magnetic stripe. Card-swiped transactins qualify fr a lwer discunt rate because they carry a lwer risk f credit card fraud. If yu d repeat business with a custmer, yu must swipe the credit card every time yu prcess it t receive this lwer rate fr each transactin. Whenever yu are unable t swipe the card (fr example, if the card's magnetic stripe is damaged), it's a gd idea t imprint f the card and cmplete a sales slip. Imprinting the card prves that the card was physically present if a custmer later disputes a charge. Key-entered transactins Fr a key-entered transactin, the credit card des nt need t be physically present t authrize the transactin, as it des if yu use a card reader. Instead, the infrmatin is prcessed ver the Internet (as with the Merchant Service fr QuickBks), by , ver the phne, r by similar means. All yu need is the custmer name, the custmer's address, the card number, and the expiratin date. This prcessing methd gives yu mre flexibility (fr example, yu can accept credit card payments ver the phne) and enables yu t dwnlad yur payment transactins directly int QuickBks. Hwever, using this methd als means that yu, as the user f the merchant accunt, have full respnsibility fr safeguarding against fraudulent transactins. T help reduce the amunt f fraud, the Merchant Service fr QuickBks perfrms an address verificatin check fr each credit card transactin by cmparing the custmer address yu enter with the credit card bank recrds. Prcessing credit and debit cards FAQ If yu're prcessing credit and debit cards in QuickBks, yu may have a lt f questins. The answers belw may help. Yu can als check the QuickBks fr Mac supprt site and cmmunity site fr yur answers. If I remve a credit card number, what happens t the transactins assciated with that card?"they're still there. QuickBks maintains a recrd f all transactins fr a custmer. Yu can still click n the transactin in the Transactin Center which will take yu t the nline Merchant Service Center where yu can view yur full transactin detail. If I vid a credit card payment, what happens?"it's like it never happened. Yu wn't see the transactin in QuickBks. Hw can I find a credit card transactin prcessed in QuickBks?"A credit card transactin is like any ther transactin in QuickBks. Yu can find it Transactin Center r in the transactins list fr a custmer in Custmer Center. Just click n the title t pen up the transactin. Hw can I get mre details abut my credit card transactins?"yur nline Merchant Service Center is the place t g. Here's hw yu get there. On the tlbar n the Hme Page, click the Merchant Service icn. (If yu've custmized yur tlbar r Hme Page, yu may nt see this icn.) In Custmer Center, edit a custmer. On the Payment Inf pane, duble-click the transactin. G t Yu'll need yur Merchant Service username and passwrd. Yu created these when yu first signed up fr yur Merchant Service accunt. QuickBks fr Mac 2012 User s Guide 92

97 Entering yur custmer's credit/debit card infrmatin When yu're prcessing a custmer's credit r debit card, QuickBks asks yu fr the card infrmatin. Yu can either swipe the credit card with a USB card reader r enter the infrmatin manually. Imprtant: Yu shuld always swipe the credit card when yu have it in hand, even if yu already have the credit card n file. Only transactins frm a card swipe are eligible fr a lwer discunt rate. Card-swiped rate requires the card reader issued by Intuit Merchant Service fr QuickBks fr Mac. T get the card-swipe rate, yu cannt edit any f the card infrmatin after the swipe. T find ut mre, g t: 1 Enter the card number, expiratin date, name n the card, ptinal CSC (Card Security Cde) cde, and cardhlder's zip cde. (The CSC cde is the three-digit number n the back f the card and is nly required fr a credit card.) Yu can verify hw the card infrmatin is entered by the message "Keyed" r "Swiped" under the credit card symbl next t the number. 2 (Optinal) If yu're prcessing the card frm the Enter Sales Receipt r Receive Payments windw, click Optinal fr additinal security features. 3 Click Prcess. 4 On the Payment Apprved windw, yu can print r the sales receipt. Yu can als vid the payment. Duble-clicking n the transactin ID takes yu t yur nline Merchant Service accunt where yu can review mre details f the transactin. Viding a credit card transactin We all make mistakes. And if yu make ne with a credit card transactin, yu can vid it. When yu vid a transactin, it's like it never happened. T vid a credit card transactin: When yu're prcessing a custmer's card, there's a Vid Payment buttn at the bttm f the cnfirmatin windw fr the charge. Click it t vid the transactin yu just prcessed. QuickBks fr Mac 2012 User s Guide 93

98 Yu can als edit the custmer and find the transactin yu want t vid n the Payment Inf pane. Dubleclick the transactin t g t yur nline Merchant Service accunt. Yu can manage all yur credit card transactins there. Tracking GPayment and ther credit card transactins in QuickBks Yu dn't have t prcess yur custmer's credit and debit cards in QuickBks t track thse transactins with QuickBks. Yu can prcess a custmer's card using Intuit GPayments r yur Merchant Services Prtal and then dwnlad thse recrds int QuickBks and create transactins fr QuickBks t track. T dwnlad card transactins made utside f QuickBks: 1 Chse Custmer > Credit Card Activities > Dwnladed Transactins. 2 At the tp f the Intuit Payment Slutins Dwnladed Transactins windw, set the date range fr the card transactins yu want t dwnlad. 3 Click Dwnlad in the tp left crner. All the dwnladed credit and debit card transactins were made with either Intuit GPayments r using yur Merchant Services Prtal. Nw yu need t create a transactin in QuickBks t assciate the charge t. 4 On the Intuit Payment Slutins Dwnladed Transactins windw, select the card payment yu want t create a transactin fr. 5 Click Create Sales Receipt r Create Invice. 6 On the Enter Sales Receipt r Create Invice windw, enter the infrmatin fr the transactin. Things yu shuld knw: The custmer name in the dwnladed transactin may nt be the same as the name yu have in yur QuickBks Custmer list. Be sure yu select the custmer's name frm the drp dwn Custmer list. The custmer has already paid me. Why d I need t create a sales receipt r an invice? QuickBks can nly track what it knws abut. The dwnladed infrmatin is just abut the credit card prcessing. It's nt yet assciated with a transactin that yu can track in QuickBks. S even thugh it's after the fact, yu need t create a sales receipt r invice/payment s that QuickBks has a recrd f the transactin. The amunt f the credit card charge is in the Mem field. When yu enter yur item infrmatin, refer t this amunt and make sure the item amunt matches. Fr Sales Receipts, Intuit Payment Methd is always the payment methd used fr dwnladed credit card transactins and can't be changed. Handling dwn payments and verpayments If a custmer sends yu mre mney than he r she wes, there will be an amunt left ver at the Receive Payments windw after yu have applied the payment t invices. QuickBks keeps track f the credit amunt s yu can apply it the next time the custmer wes yu mney. QuickBks fr Mac 2012 User s Guide 94

99 T handle dwn payments and verpayments: 1 Enter the payment in the Receive payments windw. Cautin: If yu're recrding a dwn payment, and yu are ding mre than ne jb fr the custmer, be sure t specify bth the custmer name and the jb name in the Custmer:Jb field. This ensures that QuickBks will apply the dwn payment t invices fr the crrect jb. " 2 Fr an verpayment, apply as much f the payment as yu can t utstanding invices. 3 Nte the leftver amunt in the Unapplied Amunt field. If the payment is a dwn payment and there is n invice yet, the entire payment amunt is displayed in the Unapplied Amunt field. QuickBks hlds the unapplied amunt with this custmer's name s that when yu d have an invice fr this custmer, yu can apply the dwn payment amunt. " 4 (Optinal) Click Print Credit Mem t give the custmer a receipt fr the dwn payment r verpayment. The credit mem is fr yur custmer nly. It des nt becme part f yur financial recrds in QuickBks. Applying a discunt fr early payment When yu enter a custmer payment fr an invice, the Receive Payments windw has a Discunt Inf buttn. Yu can use this buttn t give the custmer a discunt if yur payment terms include a discunt fr payment befre the due date. Even if the custmer has sent yu a payment fr the full amunt f the invice, yu can apply a discunt. Nte: T apply discunts t statement charges, g t the Accunts Receivable register fr the custmer and use a Dis- cunt item. T apply a discunt fr early payment: 5 Enter the custmer's payment in the Receive Payments windw. 6 Click the line f the invice t which yu want t apply the discunt. 7 Click Discunt Inf. 8 (Optinal) Change the amunt f the discunt. QuickBks calculates a suggested discunt amunt based n yur payment terms with the custmer and the payment date. " 9 Enter the name f the accunt yu use t track the discunts yu give t custmers. When yu ve applied payment t the wrng invice If yu apply a payment t the wrng invice, yu can crrect the errr by editing the payment transactin. T crrect the applicatin f a payment: 1 Open the accunts receivable register. 2 Duble-click the payment transactin yu want t change. 3 Crrect the errr in the Receive Payments windw. Setting up fr finance charges If yu've set up payment terms fr yur custmers, QuickBks can assess finance charges fr any custmers whse payments are late. QuickBks fr Mac 2012 User s Guide 95

100 T set up fr finance charges: 1 Chse QuickBks > Preferences and then click Finance Charges. 2 Enter yur finance charge infrmatin (annual interest rate, minimum finance charge, grace perid). Annual interest rate: This is the interest rate QuickBks will use t calculate finance charges. QuickBks assumes the rate is a percentage. Fr example, yu wuld type 12.5 if yur rate is 12.5%. Minimum finance charge: T apply a minimum finance charge regardless f the amunt verdue, enter it here. Grace perid (days): T allw a grace perid befre finance charges apply, enter the length f the grace perid in days. This delays the applicatin f finance charges. Fr example, if the starting date is June 1st and the grace perid is 3 days, QuickBks waits until June 4th t assess finance charges. 3 (Optinal) Enter a finance charge title. 4 Indicate the date when yu want t start assessing finance charges. Due date: The day the invice is due. Transactin date: The day yu wrte the invice. 5 Chse the accunt t track incme frm finance charges. This is usually an incme accunt. 6 (Optinal) If yu dn't want t assess finance charges n verdue finance charges, clear the checkbx fr it. 7 (Optinal) T be able t print yur finance charge invices t send t custmers, select the Mark finance charge invices as 'T be printed checkbx. If yu send statements, leave this checkbx cleared. Assessing finance charges When yu assess finance charges, QuickBks creates an invice fr each charge. T assess finance charges: 1 Chse Custmers > Assess Finance Charges. 2 Select the custmers and jbs fr which yu want t assess finance charges. T... Select an individual custmer r jb Select all the custmers and jbs listed Unselect everything yu've selected D this Click in the Assess clumn ppsite the custmer r jb name. Click Mark All. Click Unmark All. Imprtant: Custmers and jbs marked with an asterisk (*) have credits in the frm f payments r credit mems that yu have nt yet applied t any invice. The verdue balance shwn in the Assess Finance Charges windw des nt reflect these credits. " 3 (Optinal) Change any finance charge amunts by typing ver the amunts shwn in the Fin. Charge clumn. T change the interest rate, click Settings and enter the new rate. QuickBks fr Mac 2012 User s Guide 96

101 4 (Optinal) If yu plan t print the finance charge invices t send t custmers, select the Mark invices T be printed checkbx. If yu send statements, leave this checkbx cleared. When yu we a custmer One f yur custmers has returned gds yu sld r canceled an rder fr which yu ve already sent an invice r billing statement and received a payment. S yu need a credit mem. A credit mem reduces the amunt the custmer wes yu. Yu can then issue a refund r apply the credit t future invices. Chse Custmers > Credit Mems/Refunds. Creating a credit mem and refund If a custmer returns smething, then yu give them a credit mem. If yu're refunding mney t a custmer, create a credit mem first, then write a refund check. T create r edit a credit mem: 1 Chse Custmers > Create Credit Mems/Refunds. 2 T create a credit mem, click the "Create a Credit Mem" n the left panel r click the + at the bttm f the list. T edit a credit mem, select a credit mem in the list n the left panel and edit the infrmatin. 3 Enter the infrmatin fr the credit mem/refund, and click Save. Nte: Yu can als create sales frms using the Custmer Center and Transactin Center. What s n a credit mem? Custmer:Jb. Select the custmer r jb yu want t create the credit mem fr. Yu can als enter a new custmer:jb name, and QuickBks will prmpt yu t set it up. QuickBks will autmatically alert yu if yu chse a custmer:jb that has utstanding billable time r csts. Class. If yu're using classes, chse which n yu want t use. (If yu dn't see this, yu need t turn classes n in Preferences.) Custmer. The address yu have fr the custmer displays here. This is hw the custmer cntact infrmatin will appear here. Yu can make any changes yu need t. Date. Tday's date, which yu can change. Tip: Press + t increase the date by ne day; press - t decrease the date by ne day. Credit N. QuickBks autmatically increments this number by ne fr each new credit mem. Tip: Press + t increase the number by ne; press - t decrease the number by ne. PO Number. If there's a related purchase rder (PO), enter that PO number here. Item. Select what yu're creating the credit mem r refund fr. Yu can include anything n the Items list here. Yu als enter a new item, and QuickBks will prmpt yu t set it up. Tip: If yu need t insert an item between tw thers, select the item line where yu want the new ne and chse Edit > Insert Line. Likewise, if yu want t delete an item, select the item then chse Edit > Delete Line. QuickBks fr Mac 2012 User s Guide 97

102 " Descriptin. The descriptin f the item yu entered when yu created the item. Yu can change this if yu need t. Tip: Yu can enter multiple lines fr yur descriptin, up t 4095 characters. Use Optin-Return t put in a line break. Quantity. Hw many f the items are yu crediting the custmer fr? This culd be 400 antennaes r 10 hurs f web design. If yu leave this blank, QuickBks assumes the quantity is 1. Rate. Hw much yu charge fr the item. If yu entered this when yu created the item, QuickBks enters it fr yu. If yu didn't r yu need t change it, just edit this bx. Amunt. This is the ttal amunt (Quantity x Rate) fr this item that QuickBks calculates fr yu. Taxable. If the item is taxable, click this bx. Custmer Message. A message fr ur custmer, either n frm yur Custmer Messages list r enter a new ne. Tax. The tax item yu assigned t the custmer r the default tax if yu have nt assigned a tax item t the custmer. QuickBks uses the tax item t calculate the tax. Yu can als select a different rate frm the list f tax items if yu need t. T write a refund check: When yu need t refund a custmer sme mney, create an credit mem first. Then yu can write a refund check. 1 Open the credit mem yu want t use fr the refund. 2 Click Refund at the tp f the windw. 3 Make sure all the infrmatin n the check is crrect. Cautin: Leave Accunts Receivable as the accunt in the detail area f the refund check. This ensures that QuickBks will accunt fr the credit and refund crrectly. 4 Click OK. Althugh yu have recrded bth the credit mem and the check, yu still need t cnnect the check t the credit mem s that QuickBks can track the transactin crrectly. Yu use the Receive Payments windw t cnnect the tw. T cnnect the refund check t the credit mem: 1 Chse Custmers > Receive Payments. 2 Chse the custmer t whm yu just wrte the refund check. Yu'll see the amunt f the credit included in the Existing Credits field and the refund check in the bttm sectin f the windw. 3 Select the Apply Existing Credits checkbx. 4 On the Refund Chk line, enter the check amunt in the Payment clumn, if nt already entered by QuickBks, and then click OK. If yu nw chse Custmers > Create Credit Mems/Refunds t display the credit mem yu just entered and click Tx Histry, yu shuld see the refund check listed in the Transactin Histry - Credit mem windw. QuickBks fr Mac 2012 User s Guide 98

103 " Other things t knw abut credit mems: View payment histry fr the credit mem. Click histry t see the payments fr this credit mem. Print, , add t ical. Yu can mark the credit mem as t be printed r ed later. Then chse File > Print frms r File > frms. Yu can als add a reminder t ical. Apply sales tax. If yu're charging sales tax fr the items, click Taxable t apply sales tax. Charges fr late payments This sectin will be available sn. Assessing finance charges This sectin will be available sn. Prcessing credit and debit cards This sectin will be available sn. Setting up MAS This sectin will be available sn. Prcessing payment This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 99

104 Getting paid fr time and csts This sectin will be available sn. Time This sectin will be available sn. Expenses This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 100

105 Mileage Mileage is a cmmn expense fr a lt f businesses. Yu can either charge custmers fr mileage yu drive while ding business with them, r yu can deduct yur mileage frm yur taxes. Manage yur list f vehicles Befre yu can enter mileage, yu need t add each vehicle yu are using fr yur business t the Vehicle list. Yu can cme back later and make any changes. 1. Chse Lists > Vehicles. 2. Add a new vehicle. --OR-- Click the + at the bttm f the Vehicle list Cntrl-click anywhere in the list and chse New Vehicle. Open an existing vehicle. Duble-click the vehicle name. In the Vehicle list, Cntrl-click the name f the vehicle yu want t edit and chse Edit Vehicle. Select the name f the vehicle and click the Edit buttn at the bttm f the list. Enter the vehicle infrmatin. Vehicle and Descriptin. Enter a name and descriptin fr the vehicle. Yu can use anything that's meaningful t yu. We're nt picky. Picture. Yu can click n the pht bx and brwse fr a pht r yu can drag and drp a pht right int the bx. Other things yu can d n the Vehicle list Make a vehicle inactive. This means that the histry f the vehicle's use stays in QuickBks but yu can't use the vehicle t track mileage. Edit the vehicle and check Inactive. If yu nly want t see active vehicles in the list, chse Active Vehicles frm the View menu at the bttm f the list. Search fr vehicles. If yu have a lng list f vehicles, yu can search fr the ne yu want in the Search bx at the tp f the list. Enter mileage When yu have mileage yu want t track, chse Cmpany > Enter Mileage and use the Enter Mileage windw. QuickBks fr Mac 2012 User s Guide 101

106 Vehicle. Select the vehicle yu used. If yu dn't have any vehicles, yu can type the name here and add it with QuickAdd. Or yu can add the vehicle t the Vehicle list (Lists > Vehicles). Trip Dates. Enter the dates f yur travel time. If it was just ne day, use the same date fr bth dates. Odmeter and Ttal Miles. Yu can tell QuickBks hw far yu drve by entering yur starting and ending dmeter settings. The Ttal Miles is calculated frm thse numbers. Or yu can just click in the Ttal Miles bx and enter the number f miles yu drve. Ntes. Enter any ntes yu may have abut this trip, such as "Travel t planning meeting" r "Whpee cushin delivery." Billable. If yu plan t bill a custmer fr this mileage, check Billable. The status tells yu whether the mileage has already been billed t a custmer. Once Billable is checked, yu can then use the mileage with the Time/Csts ptin when yu create and invice. Assign t Custmer:Jb. If yur trip was fr a specific custmer, yu can select that Custmer:Jb and item, and assign a class. Be sure t select a Service r Other Charge item s QuickBks knw what mileage rate t apply. Then when yu create an invice fr that custmer, yu'll be reminded yu have mileage expenses assigned t that custmer. Enter mileage rates fr taxes If yu plan t deduct trips n yur taxes, yu need t enter the rates allwed by the IRS. The rate and yur trips appear n Mileage reprts (Reprts > Nte: Be sure t check the IRS s rules abut deducting mileage at 1. Chse Cmpany > Mileage Rates. 2. Click the + key t add a new rate r the - key t delete ne. 3. Enter the date the rate is effective and the rate. 4. Click OK. Categrizing fr mre insight int yur business Custmer and Jb types When yu re running reprts, wuld it help t knw what grup f custmers are generating the mst sales? If yu knew that, then yu culd identify areas t fcus yur business. Yu can d this with custmer types. Fr example, if yu have categrized yur custmers by market segment, yu can create a separate sales reprt fr each segment. Custmer types are just a categry f custmer that means smething t yu. Once yu have assigned a custmer type t each custmer in the Custmer Center, yu can create reprts that rganize the data by custmer type. T create a custmer type, chse Lists > Custmer & Vendr Prfile > Custmer Type. Then when yu can assign the custmer type t a user in the Custmer Center. QuickBks fr Mac 2012 User s Guide 102

107 Examples f custmer types Here are sme examples f custmer types that might be useful t yu. By industry: Manufacturing, Financial, Technlgy, Publishing, Health Care, Banking Different types f clients yu serve: Crprate, Individual, Nn-Prfit, Gvernment Hw a client was referred: Other Client, Advertising, Clleague (Knwing the surces f client referrals can help yu decide hw best t spend yur marketing dllars.) Different types f clients yu serve: Residential, Cmmercial, Individual (This lets yu create reprts that shw exactly where yu generate the mst revenue.) Recrd a client s market segment: Residential, Cmmercial, Industrial By lcatin: Nrth Bay, Suth Bay, East Bay, Lcal, Out f State, Internatinal Type f membership: Cmplimentary, New, Renewal. Jb title: Marketing Executive, Directr Order type: Catalg Order, Phne Order, Internet. A custmer s age: 55 and Under, Over 55 (Yu can then track senir citizens wh may be eligible fr discunts r special mailings.) Dnatin type: Dnr, Patrn, Crprate Spnsr, Subscriber Frequency f service yu prvide: Mnthly, Weekly, Drp-In By service tier: One-Time, Basic, Premium By type f rental: Sublet, Tenant, Prperty Manager (a tenant wh gets a discunt n rent in return fr ding sme n-site residential management, such as cllecting rent r taking care f small repairs.) Categrize yur jbs Just like custmers, yu can als categrize yur jbs. T create a jb type, chse Lists > Custmer & Vendr Prfile > Jb Types. Yu can then categrize the jb n the Jb Inf pane when yu edit the custmer by chsing ne f the jb types frm the list. This gives yu much mre flexibility when yu create reprts abut yur jbs. Fr example, if yu are a graphic designer and ne f yur jb types is brchure, yu culd create a jb prfitability reprt and filter the reprt s that it lists nly yur brchure jbs. Yu wuld then knw hw much mney yu had made frm designing brchures. Use types in reprts Nw that yu re using custmer and jb types, yu can apply that filter t a reprt t get better insight int yur business. QuickBks fr Mac 2012 User s Guide 103

108 Classes I m a data nerd. Seriusly. It s being able t see hw the numbers fall int what categries that makes me g all mnyeyed. S that s why classes are ne f my favrite features abut QuickBks. Classes are simply categries. Yu can then apply a class t transactins t get mre insight int yur business data. A class can be a department name, a lcatin, r anything that means smething t yu. Say yu re a magician. Yu might create the classes crprate event and children s party. That way when yu need t buy a custm cstume fr yur rabbit, Hpsctch, that spells ut Happy Birthday, Princess in pink glitter, yu can classify that expense as being related t a crprate event. (Hey, it culd happen. Really, it culd.) Then yu can create a class reprt t shw all yur incme and expenses related t a class. Creating classes The first thing yu need t d t use classes is be sure they are turned n in yur Preferences. Chse QuickBks > Preferences and g t the Transactins preferences. Be sure that Use class tracking is checked. Nw yu can create classes n yur class list. Chse Lists > Classes. T add a new class, just click the + buttn. The example t the right is frm ne f the sample files that cmes with QuickBks. The file is fr a landscaping business, s yu can see that the categries reflect the type f wrk the business des. Applying classes With a list f classes in place, yu can start using thse classes in transactins t track yur incme and expenses. Fr example, take a lk at this invice. QuickBks fr Mac 2012 User s Guide 104

109 A cl thing yu may nt knw abut is that yu can custmize frms using Layut Designer and add Class t the clumns n the invice. That way, yu can assign a class t each item n the frm as I ve dne belw. Using classes in reprts OK, s I ve assigned classes in my transactins. What des that get me? Well, nw when I run reprts, I can filter the reprt by Class. S fr example, I can use my Expenses by Vendrs Summary reprt and filter it by the class Landscaping. Nw I have a reprt that shws me expenses by vendr fr all my Landscaping transactins. QuickBks fr Mac 2012 User s Guide 105

110 QuickBks fr Mac 2012 User s Guide 106

111 Paying thers Part f ding business is paying thers fr services r gds that ther businesses have prvided. This prbably isn t a mystery fr yu. Yu d this in yur nn-business life, t. Yu g t the stre t buy things yu need. Yu pay bills fr yur utilities and yur Internet service. It wrks the same way with yur business. Setting up yur vendrs If yu pay them, they're a vendr. Vendrs are peple r cmpanies yu pay because yu've bught things frm them r they've prvided a service fr yu. A vendrs can be the electric cmpany, a the supplier yu buy inventry frm, r the cntractr yu hired t help yu with a prject. Vendr Center The Vendr Center gives yu access t infrmatin abut all f yur vendrs and yur transactins in ne place. Here yu can quickly find vendr cntact infrmatin, what yu've bught in the past, what bills yu've paid, the balance yu we, ntes yu want t keep abut a vendr, and mre. Yu can als quickly access transactins such as bills, payments, and purchase rders. In the default view f yur Vendr Center, the Vendr list is displayed n the left side f the Center, and the detail infrmatin and transactins list fr the selected vendr are displayed n the right. Use the views and icns at the bttm f the Vendr Center t manage yur vendr infrmatin. Nte: Yu can click Expand t expand the Vendr list t the full Vendr Center. QuickBks fr Mac 2012 User s Guide 107

112 Hw d I use it? Select a vendr name n the left side f the Center t view infrmatin abut the vendr. As yu click a vendr name, the right side f the Vendr Center displays infrmatin abut yur selectin. Yu can perfrm many tasks within the Vendr Center. Add a vendr. Click the + menu at the bttm f the vendr list and click Add Vendr. Create a transactin. Click the + menu at the bttm f the transactins area and chse the type f transactin yu want t create. Search fr a vendr. Use the search field abve the vendr list t find the vendr name yu need. Edit a vendr. Select the name f the vendr and then click Edit Vendr in the tp right crner f the center. Keep ntes abut a vendr. Select a vendr and click Add Nte r Edit Nte in the tp right crner f the center. Get a map r driving directins. Select the name f a vendr and click Map r Directins. Intuit Maps displays the map f r directins t the vendr's address. (Yu must be nline t get maps and directins.) If yu see an errr with Maps r Directins, be sure the infrmatin in the Billing Address area is a street address. Incmplete infrmatin r nn-address infrmatin (such as a phne number) may cause an errr. QuickBks fr Mac 2012 User s Guide 108

113 Add vendr cntact infrmatin t Address Bk. Turn n Cntact Sync (Cmpany > Cntact Sync Settings). Select names f vendrs yu want t sync with Address Bk, and then Cntrl-click and select Sync Vendr(s) with Address Bk. A symbl ( ) displays t remind yu which names are synced. Hw des Cntact Sync wrk? Filter the infrmatin yu see. Yu can filter the vendr list as well as the transactins by using the filters lcated under each list. Fr example, yu can select Vendrs with Open Balances frm the View pulldwn menu under the custmer list, then select a custmer name. Then yu can use the filters under the transactins n the right pane t filter the transactins t view Bills filtered by Open in the date range f This Mnth. Tips and tricks Try these tips and tricks t make using Vendr Center even easier. Srt infrmatin by clicking a the clumn titles. Rearrange the clumns by clicking and dragging the tp f a clumn t mve it t anther lcatin. Select multiple names in ne f these ways: Shift-click t select a range f names. Select the first name yu want, hld dwn the Shift key, and then select the last name in the range. Cmmand-click t select a grup f nnadjacent names. Select a name, hld dwn the Cmmand key ( ), and then select each additinal name. Cmmand-A t select all names. N need t click; just press Cmmand-A t select the entire list. Cntrl-click a name in the left pane t access a shrtcut menu t cmmn tasks. Entering vendrs in QuickBks Yu can use the Vendr Center r the Vendr List t add vendrs t QuickBks Adding r editing a vendr 1 Chse Vendrs > Vendr Center r Lists > Vendrs. 2 Add a new vendr r pen an existing vendr. Add New Vendr. Click the + menu at the bttm f the vendr list and click New Vendr. Or Cntrl-click anywhere in the Vendr list and chse New Vendr frm the shrtcut menu. QuickBks fr Mac 2012 User s Guide 109

114 Edit Existing Vendr. Select the name f the vendr and click the Edit buttn at the bttm f the list. Or In the Vendr list, cntrl-click the name f the custmer yu want t edit and chse Edit Vendr frm the shrtcut menu. Or in Vendr Center, select the name f the vendr yu want t edit in the Vendr list and click Edit Vendr in the tp right crner f the center. Nte: Yu can click Expand t expand the Vendrs list t the full Vendr Center. 3 Enter infrmatin abut the Vendr and click OK. What s in a vendr s entry? Vendr Enter the name f the vendr as yu'd like it t appear n yur Vendr list. Fr example, if the vendr's name is Russell Ple and yu want the list t shw last names first, yu wuld enter Ple, Russell. Vendr is inactive. If yu dn t wrk with this vendr anymre, yu can make the vendr inactive. This keeps the vendr name ut f lists, but maintains all the vendr s infrmatin. Address Inf On the Address Inf pane, enter the cntact infrmatin fr the vendr. Take special nte f the fields needed fr 1099s. Cmpany Name If yu send a 1099-MISC frm t this vendr, enter the cmpany's legal name. First Name, M.I., Last Name If the vendr is a large crpratin (fr example, yur utility cmpany), yu can leave these fields blank. If yu send a 1099-MISC frm t this vendr, enter the vendr's LEGAL name in these fields. Address The vendr's address (QuickBks has partially filled in the Address field n the basis f what yu've entered s far). Enter the address as yu want it t appear n printed checks t the vendr. Click Address Details t make sure each individual address field is filled in crrectly, especially if yu are using cntact sync. Mail merge: If yu use mail merge, be sure t include in the last line f the address the tw letter state abbreviatin and the zip cde. This ensures that the address will print crrectly in mail merge dcuments. Print n check as The vendr's name as it will appear n printed checks yu send t the vendr. QuickBks prefills this field with the vendr's cmpany name, but yu can edit the name if yu want it t print differently n yur checks. Nte: The infrmatin in shaded fields are synchrnized with Mac OS X Address Bk and ther applicatins that use Sync Services. Additinal Inf On the Additinal Inf pane, enter the infrmatin abut yur credit terms with the vendr and hw yu want t categrize the vendr n yur reprts. Accunt Enter any infrmatin that yu want QuickBks t print in the Mem field n checks that yu send t the vendr. Fr example, if yu enter yur cmpany's accunt number with the vendr, QuickBks QuickBks fr Mac 2012 User s Guide 110

115 autmatically adds the accunt number t the Mem field n each bill payment check that ges t that vendr. (Yu can als enter a shrt nte r message instead f an accunt number.) Type This is a wrd r phrase that categrizes this vendr fr yur reprts. Use vendr types t categrize vendrs by the types f prducts r services they prvide. A building cntractr might use vendr types t keep track f where subcntractrs are lcated, fr example, by cunty. Terms This field lets yu assciate a specific set f payment terms with the vendr. When yu enter a bill frm the vendr, QuickBks autmatically fills in the payment terms yu specified. QuickBks accepts tw types f terms: Standard This type specifies (1) the number f days until yu earn a discunt frm the vendr, and (2) the number f days until payment is due. Date-driven This type specifies (1) the day f the mnth by which yu earn a discunt frm the vendr, and (2) the day f the mnth by which payment is due. QuickBks uses a shrthand ntatin t express terms. Fr example, 2% 10 Net 30 means 2% discunt if paid within 10 days, net due in 30 days if the terms are standard, r 2% discunt if paid by the 10th f the mnth, net due by the 30th f the mnth if the terms are date-driven. Credit limit Enter the credit limit that yur cmpany has with this vendr. QuickBks remembers the limit and warns yu when yu are abut t exceed the limit. Opening balance...as f These tw fields apply nly if yu are setting up recrds fr a new QuickBks cmpany. T keep yur recrds up t date, enter all histrical transactins frm the day after yur start date thrugh tday. Fr example, if yu paid bills t this vendr between yur start date and tday, yu must enter thse bills and recrd yur payments in QuickBks. This allws QuickBks t prvide full financial reprts fr yur cmpany fr any perid f time after yur start date. Tax ID If the vendr is a sle prprietr, enter the vendr's scial security number. If the vendr is nt a sle prprietr, enter the vendr's nine-digit tax identificatin number. Vendr eligible fr 1099 Check if yu plan t send a 1099 fr this vendr. If the checkbx desn't appear n the Additinal Inf tab, yu need t set up QuickBks fr 1099 tracking. Fr details, see setting up 1099 tracking. Other things t knw: Add ntes. If yu want t add any ntes abut the vendr, g t the Ntes pane. Create custm fields. Capture infrmatin that is imprtant t yur business but QuickBks des nt prvide a field fr such as spuse's name r the vendr's birthday. QuickBks fr Mac 2012 User s Guide 111

116 Ordering items yu ll pay fr later T rder gds r services t be paid fr at a later time, use a purchase rder (PO). QuickBks uses POs t track utstanding rders fr yu. Then, when yu receive the items r the services, yu can mark them as received n the purchase rder. Als, when yu get the bill, yu can just use the purchase rder t enter the bill. When yu use POs t buy gds, QuickBks keeps track f which gds are n rder s yu'll knw when they're due t be received. Usually, yu ll use a PO t buy inventry gds, but yu can als use POs fr nn-inventry items fr example, t rder ffice supplies fr yur business. Creating r editing a purchase rder 1 If yu haven't already, turn n inventry and purchase rders. (QuickBks > Preferences > Inventry) 2 Chse Vendrs > Create Purchase Orders. Yu can als create purchase rders using the Vendr Center and Transactin Center. 3 T create a new PO, click the "Create Purchase Order" n the left panel r click the + at the bttm f the list. T edit a PO, select a PO in the list n the left panel. (If yu dn't see this list, click the Left View.) 4 Fill in the PO, then click Next t create anther PO r Save and clse the windw. Nte: Yu can als create POs using the Vendr Center and Transactin Center. QuickBks fr Mac 2012 User s Guide 112

117 What's n a purchase rder? Vendr The vendr yu're rdering frm. If the vendr isn't in this list, yu can add them in the Vendr Center r thrugh Quick Add here. Class If yu are using classes, select the class yu want t use here. If yu dn't see this list, turn Classes n thrugh QuickBks > Preferences > Transactins. Vendr (address) When yu select a vendr frm the drpdwn menu at the tp f the frm, the address appears here. Yu make any changes yu need t. (If yu're adding the vendr thrugh QuickAdd, yu'll need t manually enter the address.) Ship T The address that yu want the gds shipped t. By default, this is yur cmpany's address. Expected The date yu expect the gds t arrive. FOB Indicate t the vendr hw yu want yur rder t be shipped. FOB refers t "free n bard." Set yur preferred FOB n Preferences. Item Select what yu are rder. Yu can include anything n the Items list here. Yu als enter a new item, and QuickBks will prmpt yu t set it up. Tip: If yu need t insert an item between tw thers, select the item line where yu want the new ne and chse Edit > Insert Line. Likewise, if yu want t delete an item, select the item then chse Edit > Delete Line. Yu can use a purchase rder fr items yu dn't stck r even resell. When yu write a purchase rder fr nn-inventry items, yu can include these types f items n the PO frm: Nn-inventry Part Service Other Charge When yu write purchase rders fr nn-inventry items, yu can still track yur pen POs t see what yu have and have nt received. Nte, hwever, that QuickBks excludes nn-inventry items frm reprts that shw items n rder. Descriptin The descriptin f the item yu entered when yu created the item. Yu can change this if yu need t. Tip: Yu can enter multiple lines fr yur descriptin, up t 4095 characters. Use Optin-Return t put in a line break. Quantity Hw many f the items are yu rdering? If yu leave this blank, QuickBks assumes the quantity is 1. Rate Hw much des yur vendr charge fr the item? If yu entered this when yu created the item, QuickBks enters it fr yu. If yu didn't r yu need t change it, just edit this bx. Amunt This is the ttal amunt (Quantity x Rate) fr this item that QuickBks calculates fr yu. Vendr Message A message fr yur vendr. QuickBks fr Mac 2012 User s Guide 113

118 Nte: Yu'll see a mark in the Rec'd clumn when yu've tld QuickBks yu've received the items. Other things t knw abut POs View histry fr the purchase rder. Click histry t see the histry fr this invice. Print, , add t ical. Yu can mark the PO t be printed r ed later. Then chse File > Print frms r File > frms. Yu can als add a reminder t ical that the items n the PO are due t arrive. Clse the purchase rder. When yu receive all the items n the purchase rder, QuickBks marks the PO as "Received in Full." If yu d nt expect t receive all the items yu rdered, yu can clse either part r all f the PO manually s that QuickBks desn't shw the items as "n rder" anymre. When yu clse a PO manually, QuickBks marks the PO as "Clsed." When yu receive yur gds When yu receive gds yu rdered with the PO, yu als recrd that in QuickBks. The transactin yu use depends n when yu pay fr the items. Item receipt Yu ve received the gds, but wn t get the bill until later. Bill Yu ve received the gds and the bill at the same time. Check r credit card charge Yu ve received the gds and paid fr them at the same time. Paying yur bills This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 114

119 Types f vendr transactins With vendrs, it s all abut spending mney. Yu need stuff t run yur business, whether that s new inventry r just paper clips. Nw that yu ve added vendrs t QuickBks, yu can create any transactin fr a vendr frm the Vendrs menu r frm the Vendr Center. In this sectin, yu ll learn abut the different transactins yu use with vendrs and when t use them. Yu receive the things yur rdered and need t pay fr them OK, nw yu ve received yur rder, and yu re ready t pay. Yu have a few chices n hw yu d that. Check r Credit Card Charge. If yu want t pay the bill right away, yu can just write a check r use yur credit card t pay the bill. Yu recrd these transactins with Write Checks r Enter Credit Card Charges n the Banking menu. Yur balances reflect the payments right away. Bill and Bill Payment. Yu may want t pay the bill later, say after yu ve received payments frm yur clients r because yu pay all yur bills at nce. But QuickBks shuld knw yu received this bill s that it can accurately tell yu hw much mney yu actually have. Use Vendrs > Enter Bills t enter the infrmatin abut the bill. Once yu pay the bill, use Vendrs > Pay Bills t enter the payment. Item Receipt. If yu receive the things yu rder but are getting the bill later, use an item receipt t tell QuickBks yu received the items. Use Vendrs > Receive Items. Then when yu get the bill later n, yu can pay it right away with a check r credit card r enter the bill. Yu have a credit frm a vendr Smetimes, a vendr may we yu mney. Yu can then enter a bill credit. Chse Vendrs > Enter Bills and select Credit at the tp f the windw. Then yu can apply the credit when yu pay a future bill frm the vendr. Yu can als d the same thing fr credit card credits. Use Banking > Credit Card Charges and select Credit in the windw. Yu need t pay yur sales taxes When yu need t pay yur sales taxes, use a sales tax payment (Vendrs > Pay Sales Tax). QuickBks recrds the sales tax payment fr the rganizatin yu ve set up as yur tax agency. QuickBks fr Mac 2012 User s Guide 115

120 Banking This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 116

121 Selling things Inventry This sectin will be available sn. Tracking Sales This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 117

122 Sales tax If yu sell stuff, sales tax is part f yur life. Ugh. Oh, I mean, lucky yu! OK, I tried t be upbeat, but there s really n way arund the fact that sales tax takes a bite ut f yur dnut. But QuickBks can make it easier fr yu, even if yu have t deal with many tax rates in multiple jurisdictins. Befre I g n, here s a cuple f things yu shuld knw: It s imprtant yu understand the sales tax rules fr yur area. Yu can learn what these are by cntacting the sales tax agencies that will cllect sales tax frm yu. Nt sure wh the agencies are? Yur state s web site is a gd place t start searching fr infrmatin. When yu set up a cmpany that charges sales tax, r when yu enter yur first sale, QuickBks autmatically creates a current liability accunt called Sales Tax Payable. The Sales Tax Payable accunt keeps track f as many tax agencies as yu need. S, wrking with sales tax in QuickBks here we g. Set up tax rates and agencies Befre yu can charge and track sales tax, yu must let QuickBks knw which agencies yu cllect tax fr, and at what rates. Yu d this by creating tax items. A tax item represents a single tax rate payable t a single agency. In yur Items list, add an item and fr the type, chse Sales Tax Item. (If yu need help with adding items, check the Help in QuickBks.) If yu cllect fr mre than ne agency, create a separate tax item fr each agency. Yu can then grup the items tgether s that yur custmers will nly see a single tax rate n yur sales frms. Indicate wh and what gets taxed After yu set up yur tax rates and agencies, QuickBks still needs t knw which custmers yu cllect tax frm, and which items yu charge tax fr when yu make a sale. Once yu enter this infrmatin, QuickBks autmatically calculates sales tax whenever yu sell a taxable item t a taxable custmer. Fr each item and custmer, there s a Taxable checkbx. It s up t yu t knw if yu need t use it r nt. If yur custmer is purchasing items frm yu fr resale, they may nt be taxable. Als, the items yu sell prducts and services may r may nt be taxable. Yu may sell services that are nt taxed and prducts that are. Again, this is where knwing the rules fr the tax agencies is imprtant. That will guide yu as t whether smething is taxable. Either way, if an item r a custmer is taxable, be sure yu use that Taxable checkbx. QuickBks fr Mac 2012 User s Guide 118

123 When yu sell smething, apply tax t a sale When yu fill ut an invice r sales receipt with taxable items, the bttm f the frm autmatically shws the tax item. QuickBks uses that tax item t calculate the tax fr the sale. The tax amunt appears n the frm, belw the ther line item amunts. If yu need t apply a different tax t the sale, select a different tax item frm the list n the sales frm. QuickBks then recalculates the tax by using the rate fr the tax item yu selected. Find ut hw much tax yu we As yu write invices and sales receipts, QuickBks autmatically tracks hw much tax yu we in yur Sales Tax Payable accunt. When it s time t pay yur tax agencies, yu need t knw what yu we and t whm. T view yur tax liability, chse Reprts > Vendrs & Payables > Sales Tax Liability. The reprt shws yur ttal taxable sales as f a date yu chse, the ttal nntaxable sales, and the amunt yu we each tax agency. Pay yur tax agencies When it s time t pay yur sales tax, chse Vendrs > Pay Sales Tax t see hw much yu currently we t each tax agency. Yu can then write a check t each agency. Once yu ve paid, QuickBks autmatically updates yur Sales Tax Payable accunt. In a nutshell, that s hw sales tax wrks in QuickBks. If yu need mre detail n using any f the features in this article, the Help in QuickBks gives yu step-by-step instructins. Setting up tax rates and agencies If yu cllect ne tax fr ne agency, yu may have already set up yur sales tax rate and agency when yu created yur QuickBks cmpany. If yu did nt, cmplete the first and third steps listed belw. If yu cllect several taxes: Step 1: Create a tax item fr each single tax yu apply. (See page 58.) Step 2: Set up tax grups (if needed). (See page 58.) Step 3: Identify yur mst cmmn tax. Identifying yur mst cmmn tax rate If yu use ne tax r tax grup mre ften than any ther, yu can autmatically apply that tax when yu enter a sale. If yu set up a tax item when yu created yur cmpany file, QuickBks uses it as yur mst cmmn tax. T use a different tax item r grup as yur mst cmmn tax, fllw the prcedure belw. QuickBks fr Mac 2012 User s Guide 119

124 T identify yur mst cmmn tax rate: 1 Chse QuickBks > Preferences and click Sales Tax. 2 Select the Custmers are charged sales tax checkbx. 3 Chse whether yu pay sales tax mnthly, quarterly, r annually. This chice sets up the perid f time cvered by yur sale tax reprts. 4 Chse when yu we tax t this tax agency: As f invice date. Yu are liable fr tax frm the mment yu write an invice r make a sale (accrual basis). Upn receipt f payment. Yu are liable fr tax nly when yu receive cash frm a custmer (cash basis). Yur chice determines the amunt yu we in the Pay Sales Tax windw, and determines the amunts displayed in the sales tax liability reprt. " 5 Frm the Mst cmmn sales tax list, chse the tax item r grup yu use mst ften. Indicate wh and what gets taxed Nw yu tell QuickBks what items and what custmer are taxable. Marking items yu sell as taxable Yu can set up QuickBks distinguish between taxable and nn-taxable items when yu make a sale. When yu add an item t yur Item list, yu can indicate whether yu charge tax fr the item. QuickBks remembers this infrmatin and autmatically shws whether r nt an item is taxable when yu enter the item n a sales frm. QuickBks fr Mac 2012 User s Guide 120

125 T set up an item as taxable: 1 Chse Lists > Items. 2 Add a new item r edit an existing item. 3 Select the Taxable checkbx. T apply tax t a nn-taxable item: 1 On a sales frm, enter the item as yu nrmally wuld. 2 Click the Tax clumn (t the right f the Amunt clumn). What happens When yu enter a taxable item (r click next t the amunt f a nn-taxable item), a T appears beside the item amunt. If the custmer is taxable, QuickBks includes all items marked with a T in its tax calculatin. Assigning a tax rate t a custmer Yu can set autmatically charge sales tax when yu make a sale t a particular custmer. D this by cmpleting tw fields n the custmer's recrd in the Custmer:Jb list. T assign a tax rate t a custmer: 1 Chse Lists > Custmer:Jbs. 2 Find the custmer yu want t make taxable and edit the custmer. (Duble-click the name f custmer r select the name and click Edit Custmer.) 3 Click the Additinal Inf tab. 4 If a custmer is smetimes exempt frm sales tax, enter the custmer's tax exemptin ID in the Resale N field. 5 Select the Custmer is taxable checkbx. 6 In the Tax Item field, select the tax yu usually charge this custmer. When yu make a sale t the custmer QuickBks autmatically calculates the tax by using the tax item yu chse fr the custmer. If yu want, yu can calculate the tax at a different rate by chsing a different tax item directly frm the sales frm. Applying tax t a sale If yu have set up a default sales tax, assigned taxes t yur custmers, and marked taxable items yu sell as taxable, QuickBks autmatically calculates and applies the tax when yu make a sale. T apply a different tax t a sale, select the tax yu want t apply frm the list f tax items at the bttm f the sales frm. QuickBks fr Mac 2012 User s Guide 121

126 T apply tax t an item yu nrmally dn't tax, in the Amunt clumn f the sales frm, click the space between the line item amunt and the right edge f the clumn. A T appears next t the line item t indicate yu are cllecting tax n the item. T make a nn-taxable sale: If yu never tax the custmer, clear the Taxable checkbx n the custmer's recrd. If yu usually tax the custmer, but dn't want t fr this particular sale, clear the Tax checkbx at the bttm f the sales frm, but leave the crrect sales tax. QuickBks then recrds the sale as a nntaxable sale fr the tax district. T sell t an ut f state custmer, chse the special Out f state, 0.00% tax rate item as the tax fr the sale. QuickBks then recrds the sale as nn-taxable, ut f state, s yu can reprt it when yu pay taxes. If yu use a tax grup, QuickBks calculates each tax in the grup individually and then adds the individual taxes tgether t get the ttal tax. Because QuickBks runds the individual tax amunts t the nearest cent, the ttal fr tax grup may be slightly different than the ttal yu wuld get if yu cmbined the rates f the individual taxes and applied the single rate t the sale. Dn't wrry abut this discrepancy; QuickBks calculates and reprts each individual tax amunt crrectly. Keeping track f hw much tax yu we QuickBks prvides three ways t find ut hw much tax liability yu are accruing: the sales tax liability reprt, the Sales Tax Payable register, and the Pay Sales Tax windw. Sales tax liability reprt See a summary f hw much yu have billed (r cllected) n behalf f each sales tax agency. Sales Tax Payable register Scan the tax-related transactins QuickBks has recrded in yur Sales Tax Payable register. Pay Sales Tax windw See hw much yu we each tax agency. Pay the sales tax yur business wes. Creating a sales tax liability reprt The sales tax liability reprt prvides cmplete infrmatin abut the sales tax yur cmpany wes fr a particular perid. QuickBks displays yur sales tax liability in reprts n an accrual basis unless yu changed the setting (see belw). T display the reprt: 1 Chse Reprts > Vendrs & Payables > Sales Tax Liability. 2 Check the dates shwn in the Frm and T fields. If yu want the reprt t cver a different perid f time, d ne f the fllwing: Enter new dates in the Frm and T fields. Chse ne f the preset date ranges frm the list. QuickBks fr Mac 2012 User s Guide 122

127 T change the accunting basis f the reprt: 1 Chse QuickBks > Preferences and click Sales Tax. 2 In Sales Tax Accrues, select the basis yu want. Select As f invice date t get an accrual-basis reprt Select Upn receipt f payment t get a cash-basis reprt If yu use a grup tax... QuickBks calculates each tax in the grup individually and then adds the individual taxes tgether t get the ttal tax. Because QuickBks runds the individual tax amunts t the nearest cent, the ttal fr tax grup may be slightly different than the ttal yu wuld get if yu cmbined the rates f the individual taxes and applied the single rate t the sale. Dn't wrry abut this discrepancy; QuickBks calculates and reprts each individual tax amunt crrectly. Using the Sales Tax Payable register Each time yu write an invice r sales receipt that includes sales tax, QuickBks enters the infrmatin in yur Sales Tax Payable register. N matter hw many tax agencies (QuickBks tax vendrs) yu must cllect fr, QuickBks keeps track f transactins fr all tax vendrs in the same Sales Tax Payable accunt. T display the Sales Tax Payable register: 1 Chse Lists > Chart f Accunts. 2 Duble-click yur Sales Tax Payable accunt. Each entry in the register is a single tax transactin. Taxes yu recrd n invices and sales receipts appear as increases, and payments yu make t tax agencies appear as decreases. The ending balance f the register is yur current tax liability. T get mre infrmatin: T see a list f all the transactins that invlve a particular tax agency, select any transactin in which the agency's name appears. Then chse Reprts > QuickReprt. T see the details f a transactin in which yu charged r paid sales tax, duble-click the transactin. QuickBks fr Mac 2012 User s Guide 123

128 Paying sales tax T pay sales tax: 1 Chse Vendrs > Pay Sales Tax. 2 If yu have mre than ne checking accunt, chse the checking accunt frm which yu want t pay the tax. 3 Check the date that QuickBks shws in the Shw sales tax due thrugh field. If necessary, edit the date. T change yur sales tax perid: chse QuickBks > Preferences, click Sales Tax frm the Shw pp-up menu, and then set hw yu pay sales taxes (Mnthly, Quarterly, r Annually). " 4 In the detail area, select the tax agencies yu want t pay: 5 T select agencies individually, click in the Pay clumn. 6 T select all the agencies, click Pay All Tax. 7 T make a partial payment t an agency, edit the amunt that QuickBks shws in the Amt Paid clumn. QuickBks fr Mac 2012 User s Guide 124

129 Finding ut hw yu re ding Cmpany snapsht Use the Cmpany Snapsht t get real-time cmpany infrmatin and perfrm tasks in ne place. Here yu can quickly see trends in yur incme and expenses, wh wes yu mney, wh yu we mney, reminders f things t d, and the balances in yur accunts. Yu can als quickly access transactins fr all yur custmers, such as sales receipts, received payments, and statement charges. T access the Cmpany Snapsht: Chse Cmpany > Cmpany Snapsht. QuickBks fr Mac 2012 User s Guide 125

130 Infrmatin fund n the Cmpany Snapsht Incme and Expense Trends. Shws mney ging in and ut f yur business fr a time perid. It gives yu a quick snapsht f hw yur business is ding and lets yu cmpare incme and expenses. T change the time perid, use the pull dwn menu belw the graph. Place yur cursr ver a bar in the graph t see the exact amunt. Why can't I see all f this infrmatin? Yu can nly view thse areas f QuickBks t which yu've been granted access. Cntact yur QuickBks Administratr if yu need t change yur permissins. Reminders. Lists reminders, gruped by categry, based n yur Reminder preferences. Past due reminders are in red. Click the arrw next t a categry name t see the reminders in that categry. Click an item t pen the transactin r nte fr that reminder. Click Preferences beneath the list t change yur Reminder settings. Accunt Balances. Displays all cash, credit card, accunts receivable, accunts payable, and liability accunts. Duble-click a line item accunt t pen the register windw fr that accunt. Click Chart f Accunts t pen the Chart f Accunts windw. Click the t select the accunts yu want t see. Custmers Wh Owe Mney. Shws balances wed by custmers. Past due items are in red. Duble-click a line item t pen the Custmer Center and see transactins fr that custmer. Click Receive Payments t pen the Receive Payments windw. The ttal amunt wed is displayed at the bttm. Click n the ttal t see a Custmer Balance Summary reprt. Vendrs t Pay. Shws balances yu we t vendrs. Past due items are nted in red. Duble-click a line item t pen the Enter Bills windw fr that bill. Click Pay Bills t pen the Enter Bills windw fr all bills. The ttal amunt yu we is displayed at the bttm. Click n the ttal t see a Vendr Balance Summary reprt. Custmizing Snapsht Yu can custmize the Cmpany Snapsht t display the infrmatin that's imprtant t yu. 1 Chse Cmpany > Cmpany Snapsht. 2 Click the Custmize buttn in the bttm left crner. A drawer extends belw the Snapsht with icns fr all the panels yu can use. 3 Make changes yu want. 4 Click the Custmize buttn again t save yur changes. Changes yu can make Remve a panel. Mve the muse ver the title bar f the panel yu want t remve then click the X. Add a panel. Frm the drawer at the bttm f the Snapsht, drag and drp the icn fr the panel yu want t see nt the Snapsht. When yu drp the icn n the Snapsht, the panel appears. Yu can then click QuickBks fr Mac 2012 User s Guide 126

131 the title bar and drag the panel wherever yu want. Click Aut Align t let QuickBks decide where t psitin everything. Resize a panel. Click and drag the lwer right crner f a panel t resize it. G back t the beginning. If yu want t g back t the way QuickBks displayed yur Snapsht at the start, click Restre Default. Tips and tricks Srt any clumn by clicking the clumn title. Rearrange the clumns by clicking and dragging the tp f a clumn t mve it t anther lcatin. Custmize what yu see. Use the links and pull dwn lists belw a pane n the Cmpany Snapsht t change the infrmatin the pane displays. Set this as yur pening page. First, pen the Cmpany Snapsht then chse QuickBks > Preferences. In the Preferences windw, chse Views in the Shw menu. Click Manually by clicking the Save Desktp Nw buttn then click Save Desktp Nw. QuickBks fr Mac 2012 User s Guide 127

132 Reprts and graphs This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 128

133 Changing what yu see in QuickBks Yur tlbar: Picking the icns yu want S yu dn't have emplyees but yu use statements all the time. And there's a reprt yu view every day. Guess what? Yu can custmize yur tlbar with links t what yu use the mst. Chse Cmpany > Cnfigure Cmpany Tlbar, r Cntrl-click inside the tlbar. On the sheet f icns, yu can: Change the icns n the tlbar. Drag any icn yu want t add t the tlbar. Drag an icn ff the tlbar t remve it. Yu can als drag icns arund n the tlbar t rearrange them. Shw either text, icns, r bth. On the drpdwn list at the bttm f the sheet, select hw yu want text and icns t display. Change the icn size. Click Use small size t display smaller icns in the tlbar by selecting the Use Small Size checkbx. Other things yu can d t the tlbar Resize the tlbar. Drag the lwer right crner f the tlbar t the right t lengthen it, r t the left t shrten it. Mve the tlbar. Drag the tlbar's title bar t its new psitin. Hide the tlbar. Chse Cmpany > Hide Cmpany Tlbar, r click the tlbar's clse buttn. T redisplay the hidden tlbar, chse Cmpany > Shw Cmpany Tlbar. Add link t a windw n the tlbar. Yu can add a link t a windw, such as a reprt, t the tlbar. Open the windw yu'd like t link t and chse Cmpany > Add Windw t Tlbar. Pick an icn t use fr the link as well as a label and descriptin. QuickBks fr Mac 2012 User s Guide 129

134 Layut Designer Layut Designer is a QuickBks tl yu can use t custmize yur frms t give them a prfessinal and distinctive lk fr yur business. Yu can use Layut Designer t custmize the lk f yur invices, sales receipts, estimates, credit mems, statements, and purchase rders. 1 Open Layut Designer. "At the tp f each frm, chse an existing template and click New Template r Edit Current Template. 2 Chse what ges n the template. When yu custmize a template, yu can chse what infrmatin shws up n the frm using the Fields windw. 3 Frmat the template. "Add a lg, change the fnts, add text bxes r brders r lines r a backgrund image. Yur ptins are wide pen. Things t knw: Add lgs, backgrund graphics, and ther images t the template. In the template windw, click Add Image n the tlbar. Chse the image yu want t add, and then click Open. Yu can add PDF, GIF, TIF, JPG, BMP, PICT, and PNG images. Change the fnt. In the template windw, select the text yu want t change. OIn the Frmatting Palette, use the ptins under Text t change the fnt. Exprt a template. In Layut Designer, chse File > Exprt. Chse the frmat yu want t exprt the template t:.layutdesigner (can be used with anther QuickBks cmpany file),.tiff, r.pdf. Open Layut Designer Yu custmize the lk f frms in QuickBks (invices, sales receipts, estimates, credit mems, statements, and purchase rders) by applying a template t them. Open the frm, then chse a template frm the Template pp-up menu at the tp f the frm. Things t knw: QuickBks prvides several standard templates. And if thse templates dn't wrk fr yu, keep reading. Yu can custmize a template. Select the template in the Template menu and click Custmize. Layut Designer will pen and yu can use it t chse the infrmatin yu want t see n the frm r change the frm's frmat. Yu can't change the standard templates, but yu can custmize them and save them under a different name. QuickBks fr Mac 2012 User s Guide 130

135 Yu can als create a new template frm scratch. Frm the Template menu, select New Template. Layut Designer pens, and yu can design t yur heart's cntent. Chsing what ges n a template In Layut Designer, use the Fields windw t chse what infrmatin yu want displayed n the frm. Yu can chse t shw fields nly n the screen in QuickBks, n the printed frm, r bth. Yu can als use Layut Designer t custmize the lk f yur invices, sales receipts, estimates, credit mems, statements, and purchase rders. Tip: Yu can als change the frmat f the frm, such as adding a lg r changing the fnt. Using Layut Designer t chse what ges n yur frms: Pick the fields yu want t see. Use the Fields windw t chse what infrmatin shuld appear n yur frm. Click the Print r Screen bx fr the fields yu want t see either n-screen in QuickBks r n the printed frm. If yu aren't using a field, clear its checkbx t remve it. Depending n which frm yu're custmizing, there will be sme fields that yu can't remve. Lk fr any custm fields yu've created in the Fields area f the windw. Mve a field. In the template, select any field. When yu see bxes n the crners f the field, it's selected. Mve the field t where yu want it. Change the name f a field. Select the field name yu want t change, delete the current name, and replace it with the name yu want t appear n the frm. Add text, bxes, and lines t the template. In the template windw, click the Text, Text Bx, Bx, r Line buttn n the tlbar, then draw the bject in the template windw. Yu can then use the Frmatting Pallette t custmize the way the bject lks. Duble-click n text t edit it. Add a status stamp (such as Pending, Paid, Received in Full, r Clsed) t the printed frm. The stamp that displays depends n the type f frm yu select. PENDING: this stamp appears n invices, sales receipts, and credit mems that yu mark as pending. PAID: this stamp appears n invices fr which the balance due is zer. RECEIVED IN FULL: this stamp appears n purchase rders fr which the balance due is zer. CLOSED: this stamp appears n purchase rders that yu mark as clsed. At the bttm f the Fields windw, g t the Print Optins sectin and select the size f the stamp. Click Preview t see what it will lk like n the template. Click Nne if yu dn't want a stamp. Frmatting a template In Layut Designer, use the Frmatting Pallette t custmize hw a frm lks. Yu can use Layut Designer t custmize the lk f yur invices, sales receipts, estimates, credit mems, statements, and purchase rders. Tip: Yu can als custmize what infrmatin is displayed n a frm. QuickBks fr Mac 2012 User s Guide 131

136 Using Layut Designer t frmat yur template: Add lgs, backgrund graphics, and ther images t the template. In the template windw, click Add Image n the tlbar. Chse the image yu want t add, and then click Open. Yu can add PDF, GIF, TIF, JPG, BMP, PICT, and PNG images. Frmat text. In the template windw, select the text yu want t refrmat. In the Frmatting Palette, change the hrizntal alignment, vertical alignment, clr, r fnt f the text. Add text, bxes, and lines. In the template windw, click the Text, Text Bx, Bx, r Line buttn n the tlbar, then draw the bject in the template windw. Yu can then use the Frmatting Pallette t custmize the way the bject lks. Nte: Yu can't edit the sample data n the template in Layut Designer. Mve stuff arund and resize it. Anything n yur template can be selected. (It's selected when yu see the square handles n the crner.) Then yu can drag and drp it anywhere yu like. Drag a crner handle t make the bject bigger r smaller. Mve multiple bject tgether by hlding dwn the Shift key when yu select them. Guidelines can help. Layut Designer has guidelines that can help yu align the bjects n yur frm. Chse View > Smart Guides t turn n guides that mve with the bject. Chse Insert > Guides t insert vertical r hrizntal guidelines yu can psitin n yur page. Guidelines d nt appear n the frm when yu print. The grid can help, t. Click Grid in the Layut Designer tlbar. Yu can then use the Grid bar that appears belw the tlbar t set the size f the grid squares and units, turn the grid n and ff, and set the Snap t Grid. Layut Designer: FAQs Have questins abut custmizing yur frms with Layut Designer? Check ut these tips. I have pre-printed frms I use. Hw can I create a template that wrks with them? T create templates that wrk with yur wn pre-printed frms, chse File > Print Withut Labels t print yur template withut field labels. This will let yu see the labels in the Template windw while yu are creating yur template, but the labels will nt appear n yur printed frm. The default size fr templates is 8.5" x 11" prtrait. Hw can I change that? T change the paper size, chse File > Page Setup t chse a different size r rientatin. When yu change the paper size r rientatin, the Template windw canvas size changes t. The page setup is saved with the template s that all transactins that use the template will be frmatted accrding t the template settings. What happens t a template I custmized in a previus versin f QuickBks fr Mac and then upgraded t the mst recent versin f QuickBks fr Mac? Templates created in the 2010 and 2011 versins f QuickBks fr Mac will wrk in Fr templates created befre the 207 versin, it will appear in the Template pp-up menu n yur frms as QB2007 Custm Invice. Yu can cntinue t apply the template t transactins and print it, but yu will n lnger be able t edit it. Can I use templates I created in QuickBks fr Windws? N, QuickBks fr Windws saves templates in a different frmat and will nt be cnverted fr use in QuickBks fr Mac. Can I apply my template frmat t anther template? Yu can cpy and paste fields and ther bjects t anther template, which will preserve the frmatting f the bjects. If yu are pasting fields int a different frm type (fr instance invice fields int a purchase rder), any fields that d nt apply t purchase rders will nt QuickBks fr Mac 2012 User s Guide 132

137 be pasted. A template can nly have ne set f clumns, s yu cannt cpy and paste clumns int a template that already has a set f clumns. QuickBks fr Mac 2012 User s Guide 133

138 Maintaining yur data This chapter will be available sn and will include infrmatin n these tpics: Backing up and restring Cndensing yur data Peridic husekeeping tasks QuickBks fr Mac 2012 User s Guide 134

139 Appendix: Keybard shrtcuts Keybard shrtcuts are a great way t get t cmmands faster and enter data mre easily and efficiently. With mst sftware prgrams, I tend t lk fr keybard shrtcuts t speed things up, and Quickbks is n exceptin. If yu re nt currently using keybard shrtcuts r are nly using a few f them, I think yu ll find sme f these will really enhance yur data entry experience. Check ut this vide n keybard shrtcuts and see them in actin. General Shrtcut QuickBks > Preferences QuickBks > Hide QuickBks QuickBks > Hide Others QuickBks > Quit QuickBks File > New Cmpany File > Open Cmpany File > Clse Cmpany File > Clse windw File > Print Windw > Minimize Help > QuickBks Help Display cntextual menu Display prduct and cmpany file infrmatin Cmmand-, (cmma) Cmmand-H Optin-Cmmand-H Cmmand-Q Optin-Cmmand-N Cmmand-O Optin-Cmmand-W Cmmand-W Cmmand-P Cmmand-M Cmmand-? Cntrl-click Cmmand-1 QuickBks fr Mac 2012 User s Guide 135

140 Editing Shrtcut Edit > Und Edit > Cut Edit > Cpy Edit > Paste Edit > Insert Line Edit > Delete Line Edit > Edit Edit > New Edit > Delete Edit > Memrize Edit > Transactin Histry Edit > Cpy Transactin Edit > G T Transfer Edit > Shw List Edit > Use Register Edit > Find Delete character t left f insertin pint Increase check r ther frm number by ne Decrease check r ther frm number by ne Cancel Cmmand-Z Cmmand-X Cmmand-C Cmmand-V Cmmand-Y Cmmand-B Cmmand-E Cmmand-N Cmmand-D Cmmand-+ (plus) Cmmand-U Optin-Cmmand-C Cmmand-G Cmmand-L Cmmand-R Cmmand-F Delete + (plus key) - (minus key) Cmmand-. (perid) QuickBks fr Mac 2012 User s Guide 136

141 Activities Shrtcut Lists > Chart f Accunts Lists > Custmer:Jbs Lists > Emplyees Lists > Items Lists > Memrized Transactins Lists > Vendrs Custmers > Create Invices Banking > Write Checks Reprts > Transactin Jurnal Shift-Cmmand-A Shift-Cmmand-J Shift-Cmmand-E Shift-Cmmand-I Shift-Cmmand-M Shift-Cmmand-V Cmmand-I Cmmand-K Cmmand-T Mving arund a windw Shrtcut Next field Previus field Reprt clumn t the right Reprt clumn t the left Reprt rw belw r line belw in frm detail area Reprt rw belw r line abve in frm detail area Custmers > Create Invices Banking > Write Checks Reprts > Transactin Jurnal Display list if cursr is in cmb bx field like the Custmer:Jb field in the Create Invices windwnte: This keybard shrtcut may interfere with the same shrtcut used in the Mac OS prgram Spaces. T prevent this, g t the Mac OS system preferences and change the keystrkes fr Spaces. Tab Shift-Tab Right Arrw Left Arrw Dwn Arrw Up Arrw Cmmand-I Cmmand-K Cmmand-T Cntrl-Dwn Arrw QuickBks fr Mac 2012 User s Guide 137

142 Mving arund a windw Shrtcut Dwn ne screen Page Dwn Up ne screen First item n list r first transactin f a mnth in register Last item n list r last transactin f a mnth in register Page Up Cmmand-Page Up * Cmmand-Page Dwn * First transactin in register Cmmand-Hme * Last transactin in a register Cmmand-End * Clse all windws in QuickBks Shift- + click t clse the bx * On ntebk cmputers, press the Fn key at the same time. Dates Shrtcut Next day Previus day Tday First day f the week Last day f the week First day f the mnth Last day f the mnth First day f the year Last day f the year + (plus key) - (minus key) t w k m h y r QuickBks fr Mac 2012 User s Guide 138

143 Appendix: Intuit Interchange Frmat (IIF) This sectin will be available sn. QuickBks fr Mac 2012 User s Guide 139

144 Appendix: Preferences Preferences let yu set up QuickBks t wrk the way yu need it t. Use Preferences t d things like set up backups, yur cmpany infrmatin, and many ther features f QuickBks. D preferences affect every cmpany file I use in QuickBks? If yu've been a QuickBks user in the past, yu may be lking fr Cmpany Settings in the Cmpany menu. These settings are nw lcated in Preferences. What abut Cmpany Settings I used in earlier versins f QuickBks? Nearly all preferences are set fr the cmpany file currently pen. This gives yu the freedm t custmize QuickBks per file. A few preferences affect hw QuickBks wrks fr all cmpany files. T change yur preferences: Chse QuickBks > Preferences. Select the preference yu want t change. T change anther preference, chse Shw All t shw all preferences. When yu're dne, dismiss Preferences. QuickBks fr Mac 2012 User s Guide 140