Software Installation and Creating a New Company

Transcription

1 Chapter 1 Software Installation and Creating a New Company OBJECTIVES 1. System Requirements. 2. Download QuickBooks Install Software from CD. 4. Starting QuickBooks. 5. Creating a New Company. 6. Registering QuickBooks. 7. Backing up Company Data. 8. QuickBooks Learning Center. IMPORTANT MESSAGE: QuickBooks 2015 Student Trial Edition QuickBooks 2015 Student Trial Edition will operate for 160 days after registering the software on a single computer. After installation, you have 30 days to register. If you fail to register, after 30 days your software will stop working. Registering QuickBooks is shown on pages The Student Trial Edition has limited use and cannot be networked in computer labs. Schools must purchase and install QuickBooks 2015 licenses for their classrooms or computer labs. (Refer to the Preface, page v, For Students and For Classrooms sections.) SYSTEM REQUIREMENTS The following systems requirements are online at Select the Tech Specs. Windows 8, 7, Vista (SP1 or later), all editions including 64-bit Windows Server 2012, Windows Small Business Server 2011, Small Business Server 2008 Windows Server 2008 R2, Windows Server 2008, and Windows Server 2003 (SP2), including 6-bit, natively installed Windows U.S. Version. Regional settings are supported when set to English (United States) with keyboard setting to U.S. only 2.4 GHz processor 1

2 2 Chapter 1 2 GB of RAM 1.5 GB disk space recommended 1024x768 or higher screen resolutions, extended monitor is supported 4x DVD-ROM drive required for CD installations Online features require Internet access Product registration required 2GB or higher USB drive for backups Integration with Other Software Microsoft Word and Excel integration requires 2007, 2010, or 2013, or Office 365 (32 and 64-bit) QuickBooks Statement Writer requires Microsoft Office 2007 or 2010 (64-bit) Synchronization with Outlook requires QuickBooks Contact Sync for Outllok 2013, 2010, Downloadable for free at estimates, invoices and other forms with Microsoft Outlook, Window Mail, Gmail, Yahoo Mail, AOL, and Hotmail Compatible with QuickBooks Point of Sale 2014 (V12.0), V11.0, V10.0 Browser Requirement Internet Explorer 11, 10, and 9. DOWNLOAD QUICKBOOKS 2015 To download, go to 1. Select QuickBooks Accountant A dialog box asks Do you want to run or save Setup_QuickBooksPremier2015.exe from http-download.intuit.com.

3 Software Installation and Creating a New Company 3 3. Select <Run>. When the User Account Control window appear, click <Yes>. The Intuit Download Manager window shows the progress. 4. When the download is 100%, the Welcome to the InstallShield Wizard for QuickBooks Financial Software 2015 appears. When the author installed, R3 was shown. (Your Release number will differ.)

4 4 Chapter 1 5. Click <Next>. The Welcome to QuickBooks Window appears. 6. Click <Next>. The License Agreement window appears. Click on the box next to I accept the terms of the license agreement. Click <Next>. (Hint: Detailed steps with screen images are shown on pages 5-7, steps Refer to them for more detail or continue with step 7.) 7. The Choose your installation type window appears. Accept the default for Express by clicking <Next>. 8. Type the License and Product numbers shown on the CD label on the inside front cover of your textbook. The License and Product numbers can be used one time. Click <Next>. 9. The Ready to install window appears. Click <Install>. On the While QuickBooks is installing, let s take care of registration window, click <Skip this>. After installation and Creating a New Company, steps for Registering QuickBooks are on pages The Installing QuickBooks 2015 scale shows the progress of installation. Be patient. This process takes time. 10. When the Congratulations! window appears, click <Open QuickBooks>. (Hint: If the How QuickBooks uses your Internet connection window appears, read the information; click <OK>.) 11. Continue with Creating a New Company, pages 7 to 13.

5 Software Installation and Creating a New Company 5 INSTALL SOFTWARE FROM CD This section gives you instructions for installing QuickBooks 2015 software on a single computer. (Instructions for uninstalling QuickBooks are included in Appendix B, page 278.) If your computer does not have CD or DVD drive, refer to Download QuickBooks 2015, pages 2-4. Step 1: Step 2: Step 3: Step 4: Turn on your computer. Close all programs and sign off the Internet. Microsoft Outlook should not be open. If Microsoft Outlook, an Internet browser, or any Virus protection programs are open, close them, along with other programs that may be open. Insert the QuickBooks 2015 Student Trial Edition Limited Use Only CD into the CD drive. Click Run setup.exe. When the User Account Control window appears, click <Yes>. Be patient, it takes a few minutes for the installer to start. Intuit QuickBooks 2015 appears briefly. Then, the Welcome to QuickBooks! window appears. Wait for the scale to complete Click <Next>. The License Agreement window appears. Read the information. Put a checkmark in the box next to I accept the terms of the license agreement.

6 6 Chapter 1 Step 5: Step 6: After clicking <Next>, the Choose your installation type window appears. Accept the default for Express (recommended) by clicking <Next>. When the License Number and Product Numbers window appears, type the numbers shown on the CD label on the inside front cover of your textbook. These numbers can be used once. Step 7: Step 8: Step 9: Before clicking <Next>, verify your License and Product numbers. The Ready to install window appears. Read the information. Click <Install>. On the While QuickBooks is installing, let s take care of registration window, click <Skip this>. After installation and Creating a New Company, steps for Registering QuickBooks are on pages The Installing QuickBooks 2015 scale shows the progress of installation. Be patient. This process takes time. While QuickBooks installs, read the screens. If any Firewall or Security pop-up windows occur during installation, select <Always Allow>.

7 Software Installation and Creating a New Company 7 Step 10: The Congratulations! window appears. Select <Open QuickBooks>. Step 11: If the How QuickBooks uses your Internet Connection window appears, read the information. Then, click <OK>. Continue with the next section, Creating a New Company. CREATING A NEW COMPANY Steps 12 through 25 on pages 8-13 show how to create a new company. After creating your company, you must register the software in order to have access for 160 days. Refer to Registering QuickBooks on pages QuickBooks updates periodically. Release R5P was used to create a new company. To check your release, press the function key <F2>. To update, select Help > Update QuickBooks > Update Now > Get Updates. Exit QB > restart > select <Install Now> and follow the screen prompts to update. From the menu bar, select File > New Company. After updating to R5P or later, your fields match the ones shown. Continue with Step 12 on the next page. Troubleshooting: What if I exited QuickBooks after installation? To create a new company, start QuickBooks. From the menu bar, select File > New Company.

8 8 Chapter 1 Step 12: The Let s get your business set up quickly! window appears. Step 13: After selecting, type Your Name Retailers Inc. (use your first and last name) in the Business Name field. Red asterisks (*) indicate fields that must be completed. Step 14: For Industry, link to Help me choose. The Select Your Industry window appears. Scroll down the list and highlight Retail Shop or Online Commerce.

9 Software Installation and Creating a New Company 9 Step 15: After clicking <OK>, link to Help me choose in the Business Type field. Select Corporation.

10 10 Chapter 1 Step 16: After selecting Corporation, then <OK>, you are returned to the Glad you re here! window. Leave the Employer Identification Number (EIN) field blank. Complete the following fields: Business Address: type your address City: State: Reno NV ZIP: Step 17: Compare the Glad you re here! window to the one shown. Your first and last name Retailers Inc. should be shown for the Business Name. Step 18: After selecting, a working window appears. Wait while QB creates your company.

11 Software Installation and Creating a New Company 11 Step 19: When the Get all the details into QuickBooks window appears, select Add your bank accounts by clicking on. Step 20: On the Add your bank accounts window, type Home State Bank for the account name.

12 12 Chapter 1 Step 21: After selecting <Continue>, click on the radio button for No Thanks for ordering checks from Intuit. Step 22: After selecting <Continue>, you are returned to the Get all the details into QuickBooks window. Select. Step 23: If the Accountant Center window appears, uncheck the box next to Show Accountant Center when opening a company file.

13 Software Installation and Creating a New Company 13 Step 24: Click on the <X> on the Accountant Center window s title bar to close it. The Close Accountant Center window appears. Click <OK>. Step 25: The QuickBooks Home Page appears. The title bar shows Your first and last name Retailers Inc. QuickBooks Accountant Desktop On the left side there is an Icon Bar. Continue with the next section, Registering QuickBooks. REGISTERING QUICKBOOKS To use QuickBooks more than 30 days, you must register. Follow these steps to register your account with QuickBooks. 1. From the Help menu, select Register QuickBooks. The Register QuickBooks Now window appears saying You have 30 days remaining. Comment: If you exited and started QB, your days remaining will be less than 30 days.

14 14 Chapter 1 2. After selecting <Register>, the Register QuickBooks window appears. Complete these fields: Address, Create a Password (6-32 characters, no spaces), and Confirm Password. (If you already have an account, link to Already have an account.) 3. A Confirmation window appears showing that your registration is complete. Select <No, Thanks, Start QuickBooks>. The Home Page appears.

15 Software Installation and Creating a New Company 15 Failure to complete registration within 30 days will result in being locked out of the program with no recourse. Software Registration If Register QuickBooks is available on the Help menu, you have not registered your copy of QuickBooks. When QuickBooks is open, verify that your copy of QuickBooks is registered by pressing the function key. The Product Information window appears and displays either REGISTERED or UNREGISTERED based on the registration status. 4. To view your completed registration information, press the function key. You have 160 days of use. After that time, the software is not accessible. The Product Information window shows REGISTERED. Your Release number may differ. Your license and product numbers are shown and the date QB was installed. (Hint: Your Release number may differ.) 5. To close the Product Information window, click <OK>. BACKING UP COMPANY DATA Frequent saving or backing up of company data is a good business practice. In this textbook, you are shown how to backup to the desktop or external media location. Backing up to a drive other than the computer s hard drive or network drive is called backing up to external media. (Words that are boldfaced and italicized are defined in Appendix C, Glossary.) Authors suggest you backup to an USB flash drive. When you back up, you are saving to the current point in QuickBooks. Each time you save or make a backup, the date and time of the backup

16 16 Chapter 1 will distinguish between them. In this way, if you need to restore an earlier backup (for example, you make a mistake), you have the data for that purpose. See Preface, page x, for a list of backups that are made in this text and their file size. In the business world, backups are unique for each business day. Daily backups are necessary. If you are working in a computer lab, never leave the computer lab without first backing up your data to external media, for example, your USB flash drive. Saving to the Desktop or External Media As a part of QuickBooks attention to internal control and risk avoidance, the program will ask if you are certain that you want to back up company data to your desktop since the backup will reside in the same place as the actual data. Saving or backing up to external media such as a USB drive minimizes risk! Follow these steps to save Your Name Retailers Inc. company data. 1. From the QuickBooks Desktop, click File > Back Up Company, Create Local Backup. 2. The Create Backup window appears. Local backup is selected. Insert a USB flash drive.

17 Software Installation and Creating a New Company After selecting <Next>, the Backup Options window appears. Click <Browse>. Go to the location of your USB drive, click <OK>. In the illustration, drive F:\ is shown on the Browse for Folder window. (Your drive letter may differ.) You can back up to a USB drive, other external media, or the desktop.

18 18 Chapter 1 4. After clicking <OK>, you are returned to the Backup Options window. Your USB drive letter is shown in the <Browse> field. (The author s USB drive is F:\.) The number 4 is shown in the Remind me to backup up when I close my company. 5. After selecting <OK>, the screen prompts When do you want to save your backup copy? The default is Save it now.

19 Software Installation and Creating a New Company After selecting <Finish>, a Verifying data integrity window appears. Then, the Working window appears while your file is being backed up. When the backup is complete, a window like the one shown below appears to confirm the date, time, and location of the saved company data. 7. After selecting <OK>, you are returned to the QuickBooks Home Page. Exit or continue working on the next section. If you exit QB, an Automatic Backup window may appear. Read it, then click <No>. QUICKBOOKS LEARNING CENTER QuickBooks includes extensive learning resources, videos, and guides available as you learn the program. Let s take a look at how QuickBooks coaches you. 1. If you started QB, a Warning window appears that says You have 160 day(s) to use QuickBooks. Click <OK>. 2. If a Set Up an External Accountant User window appears, read the information. Click on the box next to Don t show this again. Then select <No>. 3. If a QuickBooks Usage & Analytics window appears, read the information. Click <Continue>. 4. From the menu bar, select Help > Learning Center Tutorials.

20 20 Chapter 1 5. In the Setting up QuickBooks section, select a video to learn how to set up the basics, for example, Setting up QuickBooks, 1:51 (minutes). 6. Watch the videos. Close windows to return to the QuickBooks Learning Center. Explore the Tracking Money In and Tracking Money Out links. When you are through, select <Go to QuickBooks>. 7. To close all windows, from the menu bar, select Window, Close All. To see the Home Page, on the Icon bar, click.

21 Software Installation and Creating a New Company 21 SUMMARY AND REVIEW OBJECTIVES: 1. System Requirements. 2. Download QuickBooks Install Software from CD. 4. Starting QuickBooks. 5. Creating a New Company. 6. Registering QuickBooks. 7. Backing up Company Data. 8. QuickBooks Learning Center. Additional resources are on the textbook website at They include chapter resources, online quizzes, narrated PowerPoints, QA Templates, etc. RESOURCEFUL QUICKBOOKS Go to the QuickBooks website at Explore the website, then answer the following questions. 1. Select the Overview tab. Link to Take a tour of QuickBooks for Premier. Link to Industry-Specific Reports. What are Industry-Specific Reports. Close the Feature List window. 2. Link to Powerful Add-on Features. What are the Powerful Add-on Features? 3. What is the Business Plan Tool? 4. Go to Select the Features tab. What industries does QB work with?

22 22 Chapter 1 Multiple Choice Questions: The Online Learning Center includes the multiple-choice questions at select Student Edition, Chapter 1, Multiple Choice. 1. QuickBooks Student Trial Edition will operate for how many days after registration? a. Only 30 days. b. Not more than 60 days. c. Up to 120 days. d. 160 days. 2. Once QuickBooks Student Trial Edition is installed, which of the following icons appear on the desktop: a. Support for QuickBooks. b. QuickBooks Library. c. QuickBooks d. Payroll for QuickBooks. 3. The Welcome to QuickBooks window allows users to: a. Explore QuickBooks. b. Open an existing company file. c. Create a new company. d. All of the above. 4. The name of the company created in Chapter 1 is: a. Your Name Retailers Inc. b. Your Name Merchandisers. c. Sample product-based business. d. Sample service-based business. 5. The type of business created in Chapter 1 is: a. Nonprofit. b. Repair and maintenance. c. Retail shop or online commerce. d. Sales-independent contractor.

23 Software Installation and Creating a New Company The business created in Chapter 1 will operate as a: a. Sole proprietorship. b. Corporation. c. LLP. d. LLC. 7. The business created in Chapter 1 does: a. Accept credit cards. b. Print checks. c. Employ many employees. d. Accept cash and checks. 8. Software registration with Intuit must be completed within how many days of installation? a. 30 days. b. 60 days. c. 120 days. d. 160 days. 9. Account registration information can be viewed from the QuickBooks desktop by selecting which function key? a. <F1>. b. <F2>. c. <F3>. d. <F4>. 10. The cash balance at Home State Bank is: a. $0. b. $50,000. c. $80,000. d. $100,000.

24 24 Chapter 1 True/Make True: To answer these questions, go online to link to Student Edition, Chapter 1, QA Templates. The analysis question on page 28 is also included. 1. QuickBooks Pro 2015 Student Trial Edition can only run on personal computers with the Windows Vista operating system. 2. QuickBooks 2015 Student Trial Edition can be installed on both individual and computer lab computers. 3. If QuickBooks is registered, the Help menu shows Register QuickBooks. 4. Creating a new company in QuickBooks is easy with the Express screens. 5. You can close the application you are working with if you single click with your mouse on the close button ( ). 6. It is a good idea to regularly back up or save to the hard drive instead of external media such as a USB drive. 7. The new company that you created is a sole proprietorship. 8. A new company can be set up from the File menu s Create Copy selection. 9. The new company that you created orders checks from Intuit. 10. The software included with the book does not have a time limit.

25 Software Installation and Creating a New Company 25 Exercise 1-1: Follow the instructions below to complete Exercise 1-1: 1. Start QuickBooks. If an Update Company window appears, refer to pages or Appendix B, page 279. The authors recommend installing the update. 2. From the menu bar, select File > New Company from Existing Company File. 3. The Create From Existing File window appears. The Select a company to copy from field shows the location of Your Name Retailers.qbw. In QB, files that end in a.qbw extension are known as company files or QuickBooks working files. 4. In the Enter a name for the new company field, type Your Name Hardware Store (use your first and last name). This is the business you will use to complete Project 1.

26 26 Chapter 1 5. After selecting <Create Company>, the Filename for New Company window appears. The Save in field automatically defaults to the Company Files folder. Observe that the File name field shows Your Name Hardware Store.QBW. The Save as type field shows QuickBooks Files (*.QBW). Observe that the company set up in Chapter 1, Your Name Retailers Inc.qbw, is also shown in the Company Files list. 6. After selecting <Save>, the Verify window then the Working window appear while your company file is being set up.

27 Software Installation and Creating a New Company When the QuickBooks Information window appears with this message, QuickBooks has successfully created your new company file. The original file is unchanged, click <OK>. 8. After selecting <OK>, you are returned to the QB desktop. Close the Accountant Center. Continue with Exercise 1-2.

28 28 Chapter 1 Exercise Back up. The suggested file name is Your Name Hardware Store. Detailed steps for backing up data are shown on pages 16-19, steps Exit QuickBooks Analysis Questions: 1. How do you locate information about whether or not your software is registered? 2. How long do you have to register the software? 3. After registering the software, what is the time period for accessing the QuickBooks Accountant 2015 student trial edition software included with the textbook?