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1 A Presentation of TeachUcomp Incorporated. Copyright TeachUcomp, Inc Advanced QuickBooks TeachUcomp, Inc. it s all about you

2 Copyright: Copyright 2012 by TeachUcomp, Inc. All rights reserved. This publication, or any part thereof, may not be reproduced or stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, recording, photocopying, or otherwise, without the express written permission of TeachUcomp, Inc. For PDF manuals, TeachUcomp, Inc. allows the owner of the PDF manual to make up to 2 additional copies of the PDF manual that the owner may place on up to 2 additional non-shared computer hard drives for ease of use when using the accompanying CD-ROM tutorials. TeachUcomp, Inc. also grants unlimited personal printing rights to the owner, strictly limited to the purposes of not-for-profit personal or private education or research. The unauthorized reproduction or distribution of this copyrighted work is illegal. Criminal copyright infringement, including infringement without monetary gain, is investigated by the FBI and is punishable by up to five years in federal prison and a fine of $250,000. Trademark Acknowledgements: Intuit, Quicken, QuickBooks, QuickBooks Pro, QuickBooks Premier, Turbo Tax, EasyStep, QuickReports, and QuickZoom are registered trademarks of Intuit, Inc. Windows, Windows Vista, Windows 7, Microsoft Word 2007, Microsoft Word 2010, Microsoft Excel 2007, Microsoft Excel 2010 and Outlook are registered trademarks of Microsoft Corporation. Other brand names and product names are trademarks or registered trademarks of their respective holders. Disclaimer: While every precaution has been made in the production of this book, TeachUcomp, Inc. assumes no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein. These training materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. All names of persons or companies in this manual are fictional, unless otherwise noted. TeachUcomp, Inc. Phone: (877) Web: 2

3 Welcome to the advanced section of Teachucomp, Inc. s Mastering QuickBooks Made Easy course. This class furthers the student s knowledge of Intuit s QuickBooks application. QuickBooks is one of the most popular accounting and bookkeeping programs available today. The advanced section of this class is designed to give the student with a basic skill set in using QuickBooks further enhancements to their knowledge base. QuickBooks is a terrific program to learn, as the skills that you learn in QuickBooks can save valuable time and money by automating, organizing and structuring the bookkeeping of your company. QuickBooks is a multi-featured program that allows you to create invoices, create customer statements, pay your bills, write vendor checks, track inventory, and manage your payroll, as well as perform many other accounting and business-management related tasks. Introduction and Overview 3

4 Chapters/Lessons: Pages: CHAPTER 15- Reporting Graph and Report Preferences Using QuickReports Using QuickZoom Preset Reports Modifying a Report Rearranging and Resizing Report Columns Memorizing Reports Memorized Report Groups Printing Reports Batch Printing Forms Exporting Reports to Microsoft Excel Saving Forms and Reports as PDF Files 14 Reporting- Actions Reporting- Exercise 21 CHAPTER 16- Using Graphs Using Graphs 23 Using Graphs- Actions 24 Using Graphs- Exercise 25 CHAPTER 17- Customizing Forms Creating New Form Templates Performing Basic Customization Performing Additional Customization The Layout Designer Changing the Grid and Margins in the Layout Designer Selecting Objects in the Layout Designer Moving and Resizing Objects in the Layout Designer Formatting Objects in the Layout Designer Copying Objects and Formatting in the Layout Designer Adding and Removing Objects in the Layout Designer Aligning and Stacking Objects in the Layout Designer Resizing Columns in the Layout Designer 34 Customizing Forms- Actions Customizing Forms- Exercise 41 CHAPTER 18- Estimating Creating a Job Creating an Estimate Duplicating Estimates Invoicing from an Estimate Updating Job Statuses Inactivating Estimates Making Purchases for a Job Invoicing for Job Costs Using Job Reports 47 Estimating- Actions Estimating- Exercise 51 CHAPTER 19- Time Tracking Tracking Time and Printing a Blank Timesheet Weekly Timesheets Time/Enter Single Activity Invoicing from Time Data Using Time Reports Tracking Vehicle Mileage Charging Customers for Mileage 57 Time Tracking- Actions Time Tracking- Exercise 61 Table Of Contents Chapters/Lessons: Pages: CHAPTER 20- Payroll The Payroll Process Creating Payroll Items Setting Employee Defaults Setting Up Employee Payroll Information Creating Payroll Schedules Creating Scheduled Paychecks Creating Unscheduled Paychecks Creating Termination Paychecks Voiding Paychecks Tracking Your Tax Liabilities Paying Payroll Tax Liabilities Adjusting Payroll Liabilities Entering Liability Refund Checks Process Payroll Forms Tracking Workers Compensation 71 Payroll- Actions Payroll- Exercise 79 CHAPTER 21- Using Credit Card Accounts Creating Credit Card Accounts Entering Charges on Credit Cards Reconciling and Paying Credit Cards 82 Using Credit Card Accounts- Actions Using Credit Card Accounts- Exercise 85 CHAPTER 22- Assets and Liabilities Assets and Liabilities Creating and Using Other Current Asset Accounts Removing Value from Other Current Asset Accounts Creating Fixed Asset Accounts Creating Liability Accounts Setting the Original Cost of the Fixed Asset Tracking Depreciation The Loan Manager The Fixed Asset Item List 92 Assets and Liabilities- Actions Assets and Liabilities- Exercise CHAPTER 23- Equity Accounts Equity Accounts Recording an Owner s Draw Recording a Capital Investment 99 Equity Accounts- Actions 100 Equity Accounts- Exercise 101 CHAPTER 24- Writing Letters with QuickBooks Using the Letters and Envelopes Wizard Editing Letter Templates 103 Writing Letters with QuickBooks- Actions 104 Writing Letters with QuickBooks- Exercise 105 4

5 Chapters/Lessons: Pages: CHAPTER 25- Company Management Viewing Your Company Information Setting Up Budgets Using the To Do List Using Reminders and Setting Preferences Making General Journal Entries Using the Cash Flow Projector 109 Company Management- Actions Company Management- Exercise 112 CHAPTER 26- Using QuickBooks Tools Company File Cleanup Exporting List Data to an IIF File Advanced Importing of Data Updating QuickBooks Using the Calculator Using Portable Company Files Using the Calendar 116 Using QuickBooks Tools- Actions Using QuickBooks Tools- Exercise 120 CHAPTER 27- Using the Accountant s Review Creating an Accountant s Copy Transferring an Accountant s Copy Importing Accountant s Changes Removing Restrictions 123 Using the Accountant s Review- Actions Using the Accountant s Review- Exercise 126 CHAPTER 28- Using the Help Menu Using Help 128 Using the Help Menu- Actions 129 Using the Help Menu- Exercise 130 QuickBooks Keyboard Shortcuts 131 Table Of Contents 5

6 CHAPTER 15- Reporting Graph and Report Preferences Using QuickReports Using QuickZoom Preset Reports Modifying a Report Rearranging and Resizing Report Columns Memorizing Reports Memorized Report Groups Printing Reports Batch Printing Forms Exporting Reports to Microsoft Excel Saving Forms and Reports as PDF Files 6

7 15.1- Graph and Report Preferences: Reporting You can set the default personal and company preferences for reports and graphs created within QuickBooks by changing the settings within the Preferences dialog box. You can access these settings by selecting Edit Preferences from the Menu Bar to open the Preferences dialog box. In the Preferences dialog box, click the Reports & Graphs icon in the listing of categories shown in the list at the left side of the Preferences window. Then set default personal report preferences on the My Preferences tab and set default company preferences on the Company Preferences tab. Click the My Preferences tab to begin. If you want QuickBooks to prompt you to modify report options prior to displaying a report, then check the Prompt me to modify report options before opening a report checkbox. In the Reports and Graphs section, you select how you want QuickBooks to behave when the data within a report needs to be refreshed. You can select either Prompt me to refresh, Refresh automatically, or Don t refresh. If you select the Refresh automatically option, then when you change a report parameter, QuickBooks will refresh the report to show the change immediately. In the Graphs Only section, you can check the Draw graphs in 2D (faster) option in order to show graphs in 2D versus 3D, if desired. If you prefer to use patterns versus colors when rendering graphs, then you can check the Use patterns checkbox. Then click the Company Preferences tab. In the Summary Reports Basis section, you can select how you prefer your summary reports to be displayed, by default. You can select either Cash or Accrual. In the Aging Reports section, you can select which date to use as the basis for your aging reports- Age from due date or Age from transaction date. In the Reports- Show Items by: section, select the desired option button to choose how to display items within reports. In the Reports- Show Accounts by: section, select the option button to choose how to display accounts within reports. For both items and accounts, you can select to show either the Name only, Description Only, or Name and Description. To choose which account balances are included in the Operating, Investing, or Financing sections of the Statement of Cash Flows report, click the Classify Cash button to open the Classify Cash dialog box. Here you can select an account shown and then check either the Operating, Investing, or Financing columns to assign its balance to the selected section of the Statement of Cash Flows report. Make any changes that you need to here, and then click the OK button to return to the Preferences dialog box. You can combine multiple items within a transaction shown within a report into a single line by default by checking the Collapse Transactions checkbox. Note that this may cause report generation to take longer within QuickBooks. You can also set the default appearance of the Header/Footer and Fonts & Numbers used within your QuickBooks reports by clicking the Format button to open the Report Format Preferences dialog box. Here you can set your default report preferences for the Header/Footer and Fonts & Numbers by clicking the desired tab and then making any changes you want to set as the defaults for your reports. When you are finished, click the OK button to set the defaults. Note that if you would like to review setting these report properties, please see lesson Modifying a Report. Once you have set your default graph and report preferences as desired, you can then click the OK button within the Preferences dialog box to apply your preferences. 7

8 15.2- Using QuickReports: Using QuickZoom: Reporting One way to see a report on your QuickBooks data is to create a QuickReport. QuickReports are predesigned reports that display information about the items you are currently viewing onscreen. Whenever you have a list, a register, or a form displayed onscreen, you can click a button or hyperlink to have QuickBooks create a QuickReport on the data displayed. For example, if you are viewing the Vendor List and you want to see a transaction history for a selected vendor, you can create a QuickReport. To do this, select the vendor s name from the Vendors list within the Vendor Center and then click the QuickReport hyperlink in the upper-right corner of the Vendor Center. At that point, you will see a QuickReport appear that lists your transactions with the selected vendor for the current accounting period. You can also generate a QuickReport on any form displayed in QuickBooks or on any selected record within a list by simply pressing Ctrl + Q on your keyboard with the form displayed or the list entry selected. The QuickReport will display within its own window, which you may close when you are done viewing the report by clicking the small x in the upper right corner of the window. When viewing reports displayed within QuickBooks you will often see transaction data or summary totals of those transactions. You can use the QuickZoom feature when viewing reports within QuickBooks to display the detail data used for summary values in reports. These details will appear in a separate report window. You can also use this feature on any transaction entry displayed within a report to open that transaction itself in a separate window. Also, when viewing graphs in QuickBooks, you can use the QuickZoom feature to view a breakdown of the graphic data in either a separate graph or separate report. Basically, you can use this feature to trace report data back to its original sources. As such, this tool can be an easy way to open transaction data from within reports when viewing them onscreen. To use the QuickZoom feature on any report displayed in QuickBooks, hold your mouse pointer over any line within a report until you see your mouse pointer turn into the QuickZoom symbol. The QuickZoom symbol is a magnifying glass with a small Z inside of it. When you see your mouse pointer turn into this symbol, you can double-click the report line to display the original transaction, or detail report for the selected report line, within a separate window. 8

9 15.4- Preset Reports: Reporting In addition to the QuickReports that you can view on any selected data or any form displayed within QuickBooks, QuickBooks also provides dozens of preset reports that you can view, customize, and then save as your own custom reports. The preset reports include many different types of standard business reports, such as the profit and loss report, balance sheet report, accounts receivable reports, sales reports, accounts payable reports, inventory reports, and many other types of useful business reports. The Reports menu within the Menu Bar groups the preset reports into twelve major categories, which are listed in the table below. To access any report in QuickBooks, click the Reports command in the Menu Bar, roll your mouse pointer over the desired report category, and then click on the name of the report that you want to open from the side menu of report choices that appears. Category: Company & Financial Customers & Receivables Sales Jobs, Time & Mileage (QuickBooks Pro only) Vendors & Payables Purchases Inventory Employees & Payroll Banking Accountant & Taxes Budgets List Description: Includes the Profit and Loss reports that give you a global view of your company s income, expenses, and net profit or loss over a specified period of time. Also includes the Balance Sheet Reports that show the financial position of your business by listing assets, liabilities, and equity. Also includes the Statement of Cash Flows report that shows the net change in your cash during a period of time. Contains reports about the receivables side of your company: which invoices are due or overdue, how much each customer owes, etc. Contains reports about what you sold and to whom. Contains reports about the status and profitability of the jobs/projects you track. Contains reports about the payables side of your business: which bills are due or overdue, who those bills are to, etc. Contains reports about your purchase orders and purchase information. Contains reports to assist you in tracking inventory. Summarizes the information you need to pay your current payroll liabilities and fill out your tax forms. Contains reports about banking: check details, deposit details, and missing check reports. Contains reports helpful to your accountant and also tax reporting: includes income tax summary, income tax detail, general ledger, journal, transaction journal, and audit trail reports. Shows how your income and expenses compare to the budgets you have set up. Lets you report on any information stored in a QuickBooks list. 9

10 15.5- Modifying a Report: Reporting While the preset reports provided in QuickBooks are very useful, you will probably want to create your own custom reports for your company file. You can create reports that either detail or summarize the data stored in your QuickBooks company file. You can create a custom transaction detail or summary report from scratch to specify all of the report s features, or you can modify one of the preset reports to display the data you want. Modifying a preset report can often save you a few steps in creating a custom report, especially if there is a preset report that closely resembles the data that you want to see. Once you have modified the preset report, you can then memorize the report to save it as your own custom report. Modifying a preset report is also a very good way to learn about the report customization options that are available in QuickBooks. Once you have mastered the options available for reporting, you can then design your own custom transaction detail and summary reports with much more confidence. The available report customization options will change, depending on whether or not the report you choose to modify or create is a Transaction Detail or Summary report. A Transaction Detail report displays detailed transaction information about data within QuickBooks. A Summary report summarizes totals from transaction details within QuickBooks. With the Summary reports, you have more summarization options available. In this lesson, we will examine how to set reporting options for both Transaction Detail and Summary reports within QuickBooks. If you want to begin modifying a report based on a preset report, first open the desired preset report that you want to use as the basis for your own custom report. Then click the Customize Report button in the toolbar at the top of the preset report to open the Modify Report dialog box. You use the Modify Report dialog box to customize the report settings. If you want to create a new transaction detail or summary report from scratch within QuickBooks, select Reports Custom Reports from the Menu Bar and then choose Transaction Detail or Summary. In the Modify Report dialog box that appears, you can then set all of the report s aspects on the tabs shown to create your own custom report from scratch. In the Modify Report dialog box you will see the major categories of report customization displayed as tabs across the top of the dialog box. These tabs are Display, Filters, Header/Footer, and Fonts & Numbers. Generally, on the Display tab you can add and/or customize report columns, set summarization options, and change the date range of the report. You use the Filters tab to choose which transactions are displayed within the report. Changing the options available on the Display and Filters tabs allows you to view anything you want to know about your QuickBooks data. Most report modification is made on these two tabs. In addition to the Display and Filters tabs, you use the Header/Footer tab and the Fonts & Numbers tab to control the general appearance of the report header and footer, and its text and numbers. If you click the Display tab, you will see slightly different options depending upon the type of report you are creating: Transaction Detail or Summary. For both types of reports, the Report Date Range section is used to select the range of transaction dates for the report. You can use the Dates drop-down to select from the most commonly used report ranges, or you can use the From and To date selectors to specify a starting date and ending date for the records you want to use. Also for both types of reports, you choose how the report calculates and displays income and expenses by choosing either Accrual or Cash, as desired, from the Report Basis section. The next section, Columns, is where you will see the primary difference between the Transaction Detail and Summary reports within QuickBooks. If you are creating a Transaction Detail report, then in the Columns section you can click on the name of any column shown in the scrollable listing in order to place a checkmark next to it and add it to the report. To remove a column marked as being added to the report, click it to remove the check from the column name and its display from your report. You can choose how to display a total over the transactions shown by making a choice from the Total by drop-down menu. 10

11 15.5- Modifying a Report- (cont.): Reporting You can then use the Sort by drop-down to choose by which column s values you wish to sort the report. You can choose any report column that you have added to the report from this drop-down menu. You can then select either Ascending order or Descending order to select the sorting method to use on the selected column s values. Next, for Transaction Detail reports, you can click the Advanced button to open the Advanced Options dialog box. Here you will see the Include and Open Balance / Aging sections. In the Include section, you can select either the All option to include all accounts, regardless of whether or not there was any activity within the account for the date range selected, or you can select the In Use option to only use accounts that had activity within the date range specified. For aging reports, you can select to view the customer s open balance as of the Current date or As of Report Date by selecting the desired option button. Once you have set any advanced options, if needed, click the OK button in the Advanced Options dialog box to apply them and return to the Modify Report window. Now, for Summary reports, the Columns section within the Display tab looks very different. Most Summary reports will show columns of totals for selected rows of data. In this section, you choose what type of data to display within the columns of the report by making a selection from the Display columns by drop-down. You can then choose the values to summarize within the rows by making a choice from the Display rows by drop-down. To the right of that, you can then select to display columns for the Amount, Quantity, or Both by selecting an option button below the Display columns for text. Then, to the right you can choose how to sort the data by making a selection from the Sort by drop-down. You can then select either to perform an Ascending or Descending sort on this data by making a choice from the Sort in option button group. For some types of report date ranges, such as This Fiscal Year, you can also add comparison subcolumns to the report by checking any desired checkboxes shown within the Add subcolumns for section. The choices available will depend on the date range selected. Simply check the checkboxes shown to add those summary subcolumns to your report, if desired. Finally, if needed, you can click the Advanced button to open the Advanced Options dialog box. For Summary reports, you can choose what records to use in the report by making your choice from the Select Columns and Select Rows sections. You can select Active accounts to only show data from accounts that had activity in the selected report period; All accounts, regardless of activity in the selected report period; or Non-zero accounts to show any account that has a non-zero balance, regardless of activity. You can then choose the reporting period to use for your data from the Reporting Calendar section. Your choices are Fiscal Year, Calendar Year, or Income Tax Year. Once you have set any advanced options within the Advanced Options dialog box, click the OK button to apply them and return to the Display tab within the Modify Report window. For both Transaction Detail and Summary reports, the Filters tab within the Modify Report window is used to create and modify the report filters that allow you to further refine your data selection within the report. For example, assuming that you decided to display the Account data within your report on the Display tab, you could then apply a filter to the account data to only display Expense account types. This is simply one example of filtering the selected report data, and you can set and modify any of the available filters shown within this tab to customize your report content to create hundreds of possible filter variations. If the report you are modifying already has filters applied, such as the filters applied to many of the preset reports, you will see the current filters and their settings shown in the Current Filter Choices section of the Filters tab. You can click on any filter shown in this list to view its settings to the left, within the Choose Filter section. In this section, you can change the settings of the filter by using the options available. Depending upon which filter you select, the options for filtering it may vary. Some filters need you 11

12 15.5- Modifying a Report- (cont.): Reporting to type a matching value, some allow you to select from a drop-down menu of choices, and some simply allow you to select a desired option from one or two possible options. You can add new filters to the report by selecting the name of a filter to apply from the Choose Filter list, and then changing its settings as desired. If you want to read a bit more about how a filter that you have selected can be applied, you can click the Tell me more button at the bottom of this tab to open a help file about the filter and how it can be used in reports. This is a good way to familiarize yourself with many of the report filtering options available. If you want to completely remove a filter that has been applied to a report, start by selecting the name of the filter to remove from the Current Filter Choices list at the right side of the Filters tab. Then click the Remove Selected Filter button to delete the filter from the report. Also note that both the Display and Filters tabs contain a Revert button that will revert any changes you have made to them, if needed. You can click the Header/Footer tab in the Modify Report window to change the display of content within the header and footer of your report. In the Show Header Information section, check any content that you want to show in the header of your report. You can then type the text to display into the adjacent fields. You then repeat this process for the Show Footer Information section to display the content you choose in the report footer area. You can then use the Alignment drop-down in the Page Layout section to select the desired layout for your header and footer content within the report. You can click the Fonts & Numbers tab in the Modify Report window to set the display of the font used within the various sections of your report shown in the Fonts section of this tab. You can also set the display of number values in your report within this tab. To set the font used within a report section, start by selecting the report section to format from the Change Font For list. The current font used for the display of the selected item will be shown to the right of the list. Then click the Change Font button to open a dialog box that will allow you to change the appearance of the text. Select your desired font options from the choices shown and then click the OK button in the dialog box to apply them and return to the Modify Report window. You then repeat this process for any other report sections whose fonts you wish to modify. You can set the display of negative numbers within the report by making your desired selections from the options shown in the Show Negative Numbers section. You can then set optional display settings for all numbers in the Show All Numbers section by checking any available checkboxes, if desired. Once you have finished modifying your report, click the OK button within the Modify Report window to apply your report settings Rearranging and Resizing Report Columns: You can rearrange the order of columns from left to right within any QuickBooks report. To do this, first display the report you want to rearrange onscreen. Then place your mouse pointer over the name of the column to move that appears in the column headings at the top of the report until you see your mouse pointer change into a hand icon. You can then click and drag the column left or right. As you are dragging the column, you will see a small upward-pointing red arrow appear between the column names. This arrow indicates where the column will be placed when you release the mouse button. When it is in the desired location, release the mouse button to move the column to the selected location. You can also resize columns in a report by placing your mouse pointer to the right of the name of the column that you want to resize, where the diamond icon is located, until the mouse pointer changes into a thin vertical line intersected by a horizontal arrow. Click and drag with your mouse at that point in time to resize the column. Then release the mouse button when the column is the size that you desire. 12

13 15.7- Memorizing Reports: Reporting After you have modified a report, you can have QuickBooks memorize the report so that you can quickly reproduce the same report in the future without having to reapply all of your customization. To memorize a modified report, click the Memorize button in the toolbar at the top of the modified report s window to open the Memorize Report dialog box. Type a name for the new report into the Name field. If you want to save it into a memorized report group, check the checkbox for Save in Memorized Report Group and then choose the desired group to save it into from the adjacent drop-down menu. When you are finished naming the memorized report, click the OK button to save it. Note that when you memorize a report, you cannot name it the same thing as one of the preset reports because that would overwrite them. So you will have to change the name if modifying a report that was originally based on one of the preset reports. Once you have memorized the report, you can access it in the future by selecting Reports Memorized Reports from the Menu Bar. You will see the names of all of your memorized reports in a side menu from which you can select the name of the memorized report that you wish to display Memorized Report Groups: As you begin to create your own custom reports within QuickBooks, you can create memorized report groups that allow you to organize your memorized reports in a way that makes sense for your company. Memorized report groups allow you to quickly print or view a batch of memorized reports at once. For illustrative purposes, QuickBooks comes with a few preset memorized report groups that contain common reporting examples for each grouping. You can add your own memorized report to these memorized report groups, or you can create your own groups. When you create a memorized report, note that you can click the checkbox for Save in Memorized Report Group and then select the desired memorized report group to save it into from the adjacent drop-down field. To create a new memorized report group, select Reports Memorized Reports Memorized Report List from the Menu Bar. In the Memorized Report List window, click the Memorized Report button and select New Group from the pop-up menu that appears. In the Name field of the New Memorized Report Group window, type a name for the new report group. Click the OK button to have QuickBooks add this memorized report group to the list. Once you have added reports to the memorized report groups, you can then use the groups that appear within the Memorized Report List to batch print or batch display the reports contained within a selected group. To do this, just select the name of the memorized report group to print or display within the Memorized Report List. Then click either the Display or Print buttons shown at the bottom of the Memorized Report List to open the Process Multiple Reports window. In this window, you can use the Select Memorized Report From drop-down at the top of the window to select the desired memorized report group that contains the reports you wish to batch display or print. Note that you can choose the <Ungrouped Reports> choice from this drop-down menu to select memorized reports that you have not saved into a memorized report group. For whichever grouping is selected, the reports within the group will then be displayed in the list below. If there are reports that you do not want to batch print or display, then you can click the checkmark at left side of their name in this list to remove the checkmark and de-select them. When you have the reports that you want to batch print or batch display selected, then click either the Display or Print buttons at the bottom of this window to batch display or batch print the reports. 13

14 15.9- Printing Reports: Exporting Reports to Microsoft Excel: Reporting You can easily print any report displayed in QuickBooks. To do this, open the report you want to print and then click the Print button in the toolbar of the report. That will display the Print Reports window where you can set options for the printer that you would like to use, page orientation, page breaking behavior, the print range, and the number of copies of the report. Once you have set the options that you would prefer, just click the Print button in the Print Reports window to print the currently displayed report Batch Printing Forms: If you want to batch print a set of forms, like all your paychecks or all your bill payment checks, you can. You can also print mailing labels and other assorted forms. To print forms, you can select File Print Forms from the Menu Bar. You can then select the type of form to print from the side menu of choices that appears. You can export report data from QuickBooks to Microsoft Excel. You must have Excel 2000, XP, 2003, 2007, or 2010 for this feature to work and either QuickBooks Pro or Premier. Since the data is exported to Excel, changes that you make to it in Excel will not impact the data in QuickBooks. So feel free to change it as needed in Excel. To do this, open the report that you want to export. Then click the Excel button in the toolbar at the top of the report, and select either the Create New Worksheet or Update Existing Worksheet commands. When you export a report to Excel in the dialog box, you can save it as a new sheet in a workbook or create a new workbook. You can also save it as a CSV file, which would be opened using Excel. You can also indicate whether or not you want to preserve the QuickBooks formatting by clicking the Advanced button. You can then turn on or off several Excel options, including: AutoFit, which sets column widths in Excel wide enough to display all of the data; Freeze Panes, which allows you to scroll through information while keeping row and column headers in view; and Show Gridlines, which shows the gridlines in Excel. Also, you can select the option to update an existing worksheet in Excel. When you are ready, click the Export button to export your report data Saving Forms and Reports as PDF Files: In QuickBooks, you can also save any report, invoice, estimate or any other form as a PDF (Portable Document Format) file that you can then send as an attachment through your program. To save any form or report as a PDF document, just open the form or report that you want to save as a PDF document. Then select File Save as PDF from the Menu Bar. This will launch the Save document as PDF dialog box where you can select where you want to save the PDF file and what to name it. Just click the Save button when you are finished to create the PDF file. 14

15 SETTING GRAPH AND REPORT PREFERENCES: ACTIONS- Reporting 1. Select Edit Preferences from the Menu Bar to open the Preferences dialog box. 2. In the Preferences dialog box, click the Reports & Graphs icon in the listing of categories shown at the left side of the Preferences window. 3. Click the My Preferences tab. 4. If you want QuickBooks to prompt you to modify report options prior to displaying a report, then check the Prompt me to modify report options before opening a report checkbox. 5. In the Reports and Graphs section, select how you want QuickBooks to behave when the data within a report needs to be refreshed. You can select either Prompt me to refresh, Refresh automatically, or Don t refresh. 6. In the Graphs Only section, you can check the Draw graphs in 2D (faster) option in order to show graphs in 2D versus 3D, if desired. 7. If you prefer to use patterns versus colors when rendering graphs, then you can check the Use patterns checkbox. 8. Click the Company Preferences tab. 9. In the Summary Reports Basis section, select how you prefer your summary reports to be displayed, by default. You can select either Cash or Accrual. 10. In the Aging Reports section, select which date to use as the basis for your aging reports- Age from due date or Age from transaction date. 11. In the Reports- Show Items by: section, select the desired option button to choose how to display items within reports. 12. In the Reports- Show Accounts by: section, select the option button to choose how to display accounts within reports. 13. To choose which account balances are included in the Operating, Investing, or Financing sections of the Statement of Cash Flows report, click the Classify Cash button to open the Classify Cash dialog box. 14. Here you can select an account shown and then check either the Operating, Investing, or Financing columns to assign its balance to the selected section of the Statement of Cash Flows report. 15. Make any changes needed and then click the OK button to return to the Preferences dialog box. 16. You can combine multiple items within a transaction shown within a report into a single line by default by checking the Collapse Transactions checkbox. 17. You can set the default appearance of the Header/Footer and Fonts & Numbers used within reports by clicking the Format button to open the Report Format Preferences dialog box. 18. Here you can set your default report preferences for the Header/Footer and Fonts & Numbers by clicking the desired tab and then making any changes you want to set as the defaults for your reports. 19. When you are finished, click the OK button to set the defaults. Note that if you would like to review setting these report properties, please see lesson Modifying and Filtering Reports. 20. Once you have set your default graph and report preferences as desired, you can then click the OK button within the Preferences dialog box to apply your preferences. 15

16 CREATING A QUICKREPORT: ACTIONS- Reporting 1. Select an item in a list, open a transaction form, or otherwise display the data. 2. Press Ctrl + Q on your keyboard. 3. The QuickReport will appear within a separate window. 4. Close the report when finished. QUICKZOOMING DATA WITHIN A REPORT OR GRAPH: 1. Open a report or graph. 2. Put your mouse pointer on a data entry in the report or graph until a magnifying glass with a Z inside of it appears. 3. Double-click on the entry. 4. The original transaction information or another report showing the transaction appears in a new window. 5. Close it when finished. MODIFYING A REPORT: 1. To modify a report based on a preset report, open the desired preset report that you want to use as the basis for your own custom report. 2. Click the Customize Report button in the toolbar at the top of the preset report to open the Modify Report dialog box. 3. To create a new transaction detail or summary report from scratch, select Reports Custom Reports from the Menu Bar and then choose Transaction Detail or Summary from the side menu that appears to open the Modify Report dialog box. 4. In the Modify Report dialog box you will see the Display, Filters, Header/Footer, and Fonts & Numbers tabs. You use the settings on these tabs to modify the associated report content. 5. If you click the Display tab, you will see slightly different options depending upon the type of report you are creating: Transaction Detail or Summary. 6. For both types of reports, in the Report Date Range section you can use the Dates drop-down to select a commonly used report date range, or you can use the From and To date selectors to specify a starting date and ending date for the report s data. 7. For both types of reports, choose how the report calculates and displays income and expenses by choosing either Accrual or Cash, as desired, from the Report Basis section. 8. If you are creating or modifying a Transaction Detail report, then in the Columns section click the name of any column shown in the scrollable listing to place a checkmark next to it and add it to the report. If you are creating or modifying a Summary report, skip to step # To remove a column added to the report, click its name to remove the check from the column name and its display from your report. 10. You can choose how to display a total over the transactions shown by making a choice from the Total by drop-down menu. 11. You can then use the Sort by drop-down to choose by which column s values you wish to sort the report. You can choose any report column that you have added to the report from this drop-down menu. 12. You can then select either Ascending order or Descending order to select the sorting method to use on the selected column s values. (cont d.) 16

17 MODIFYING A REPORT- (CONT D.): ACTIONS- Reporting 13. You can click the Advanced button to open the Advanced Options dialog box. 14. In the Include section, you can select either the All option to include all accounts, regardless of whether or not there was any activity within the account for the date range selected, or you can select the In Use option to only use accounts that had activity within the date range specified. 15. For aging reports, you can select to view the customer s open balance as of the Current date or As of Report Date by selecting the desired option button. 16. Once you have set any advanced options, if needed, click the OK button in the Advanced Options dialog box to apply them and return to the Modify Report window. You can now skip to step # If you are creating or modifying a Summary report, then in the Columns section you choose what type of data to display within the columns of the report by making a selection from the Display columns by drop-down. 18. Choose the values to summarize within the rows by making a choice from the Display rows by dropdown. 19. You can select to display columns for the Amount, Quantity, or Both by selecting an option button below the Display columns for label. 20. You can choose how to sort the data by making a selection from the Sort by drop-down. 21. You can then select either to perform an Ascending or Descending sort on this data by making a choice from the Sort in option button group. 22. For some types of report date ranges, you can also add comparison subcolumns to the report by checking any desired checkboxes shown within the Add subcolumns for section. The choices available will depend on the date range selected. Simply check the checkboxes shown to add those summary subcolumns to your report, if desired. 23. If needed, you can click the Advanced button to open the Advanced Options dialog box. 24. For Summary reports, you can choose what records to use in the report by making your choice from the Select Columns and Select Rows sections. You can select Active accounts to only show data from accounts that had activity in the selected report period; All accounts, regardless of activity in the selected report period; or Non-zero accounts to show any account that has a non-zero balance, regardless of activity. 25. You can then choose the reporting period to use for your data from the Reporting Calendar section. Your choices are Fiscal Year, Calendar Year, or Income Tax Year. 26. Once you have set any advanced options within the Advanced Options dialog box, click the OK button to apply them and return to the Display tab within the Modify Report window. 27. For both Transaction Detail and Summary reports, click the Filters tab within the Modify Report window. 28. If the report you are modifying already has filters applied, you will see the current filters and their settings shown in the Current Filter Choices section of the Filters tab. 29. You can click on any filter shown in this list to view its settings to the left, within the Choose Filter section. 30. In the Choose Filter section, you can change the settings of the filter by using the options available. Depending upon which filter you select, the options for filtering it may vary. Some filters need you to type a matching value, some allow you to select from a drop-down menu of choices, and some simply allow you to select a desired option from one or two possible options. 31. You can add new filters to the report by selecting the name of a filter to apply from the Choose Filter list, and then changing its settings as desired. (cont d.) 17

18 MODIFYING A REPORT- (CONT D.): ACTIONS- Reporting 32. If you want to read about how a filter that you have selected can be applied, you can click the Tell me more button at the bottom of the tab to open a help file about the currently selected filter. 33. To completely remove a filter that has been applied to a report, start by selecting the name of the filter to remove from the Current Filter Choices list at the right side of the Filters tab. 34. Then click the Remove Selected Filter button to delete the filter from the report. 35. Also note that both the Display and Filters tabs contain a Revert button that will revert any changes you have made to them, if needed. 36. Click the Header/Footer tab in the Modify Report window to change the display of content within the header and footer of your report. 37. In the Show Header Information section, check any content that you want to show in the header of your report. 38. Then type the text to display into the adjacent fields. 39. In the Show Footer Information section, check any content that you want to show in the footer of your report. 40. Then type the text to display into the adjacent fields. 41. You can use the Alignment drop-down in the Page Layout section to select the desired layout for your header and footer content within the report. 42. Click the Fonts & Numbers tab in the Modify Report window. 43. To set the font used within a report section, start by selecting the report section to format from the Change Font For list. 44. The current font used for the display of the selected item will be shown to the right of the list. 45. Click the Change Font button to open a dialog box that will allow you to change the appearance of the text. 46. Select your desired font options from the choices shown and then click the OK button in the dialog box to apply them and return to the Modify Report window. 47. Repeat steps #43 through #46 for any other report sections whose fonts you wish to modify. 48. You can set the display of negative numbers within the report by making your desired selections from the options shown in the Show Negative Numbers section. 49. You can then set optional display settings for all numbers in the Show All Numbers section by checking any available checkboxes, if desired. 50. Once you have finished modifying your report, click the OK button within the Modify Report window to apply your report settings. 18

19 ACTIONS- Reporting REARRANGING AND RESIZING REPORT COLUMNS: 1. Display the report that contains the columns you want to rearrange or resize. 2. To rearrange the report columns, place your mouse pointer over the name of the column to move that appears in the column headings at the top of the report until you see your mouse pointer change into a hand icon. 3. Click and drag the column left or right. As you are dragging the column, you will see a small upwardpointing red arrow appear between the column names. This arrow indicates where the column will be placed when you release the mouse button. 4. When it is in the desired location, release the mouse button to move the column to the selected location. 5. To resize columns in a report, place your mouse pointer to the right of the name of the column that you want to resize, where the diamond icon is located, until the mouse pointer changes into a thin vertical line intersected by a horizontal arrow. 6. Click and drag left or right with your mouse at that point to resize the column. 7. Release the mouse button when the column is the size that you desire. MEMORIZING A REPORT: 1. To memorize a modified report, click the Memorize button in the toolbar at the top of the modified report s window to open the Memorize Report dialog box. 2. Type a name for the new report into the Name field. 3. If you want to save it into a memorized report group, check the checkbox for Save in Memorized Report Group and then choose the desired group to save it into from the adjacent drop-down menu. 4. When you are finished naming the memorized report, click the OK button to save it. 5. To display a memorized report, select Reports Memorized Reports from the Menu Bar. 6. Select the name of the memorized report to display from the side menu that appears. CREATING AND USING MEMORIZED REPORT GROUPS: 1. To create a new memorized report group, select Reports Memorized Reports Memorized Report List from the Menu Bar. 2. In the Memorized Report List window, click the Memorized Report button and select New Group from the pop-up menu that appears. 3. In the Name field of the New Memorized Report Group window, type a name for the new memorized report group. 4. Click the OK button to have QuickBooks add this memorized report group to the list. 5. To batch print or batch display reports contained within a memorized report group, select the name of the memorized report group to print or display within the Memorized Report List. 6. Click either the Display or Print buttons shown at the bottom of the Memorized Report List. 7. In the Process Multiple Reports window that appears, use the Select Memorized Report From dropdown to select the memorized report group that contains the reports you wish to batch display or print. 8. The reports within the selected group will then be displayed in the list below. If there are reports that you do not want to batch print or display, click the checkmark at left side of their name in this list to remove the checkmark and de-select them. 9. When you have the reports that you want to batch print or batch display selected, then click either the Display or Print buttons at the bottom of this window to batch display or batch print the reports. 19

20 PRINTING A REPORT: ACTIONS- Reporting 1. Open the report you want to print and then click the Print button in the toolbar of the report. 2. In the Print Reports window that appears, set options for the printer that you would like to use, page orientation, page breaking behavior, the print range, and the number of copies of the report. 3. Once you have set the printing options, click the Print button in the Print Reports window to print the currently displayed report. BATCH PRINTING FORMS: 1. Select File Print Forms from the Menu Bar. 2. Select the type of form to print from the side menu of choices that appears. EXPORTING A REPORT TO MICROSOFT EXCEL: 1. Open the report that you want to export. 2. Click the Excel button in the toolbar at the top of the report. 3. Select either the Create New Worksheet or Update Existing Worksheet commands from the dropdown menu that appears. 4. In the Send Report to Excel dialog box, select the desired option button to choose how to send the data to Excel. 5. You can click the Advanced button to open the Advanced Excel Options dialog box where you can enable or disable several Excel options. 6. After setting any advanced options, click the OK button to return to the Send Report to Excel dialog box. 7. Click the Export button to export your report data to excel using the method selected. SAVING A FORM OR A REPORT AS A PDF DOCUMENT: 1. Open up the form or report that you want to save as a PDF document. 2. Select File Save as PDF from the Menu Bar. 3. QuickBooks will open the Save document as PDF dialog box. 4. Browse to and then select the location to save the document. 5. Enter a name for the file into the File name field. 6. Click the Save button when you are finished to create the PDF file. 20

21 Purpose: Exercises: EXERCISES- Reporting To be able to modify and memorize reports in QuickBooks 1. Open QuickBooks. 2. Select File Close Company from the Menu Bar if you have a company file open to get to the No Company Open dialog box. 3. Click the Open a sample file button, and select Sample product-based business from the dropdown of choices. 4. Click OK on the sample file message box. 5. Select File Back Up Company Create Local Backup from the Menu Bar. 6. Use the Create Backup window to make a local backup of this company file, so that you may restore the file back to its original condition when you are done using it. 7. After backing up the file, select Reports Customers & Receivables Open Invoices from the Menu Bar. 8. Click the Customize Report button in the report toolbar. 9. Click the Filters tab. 10. In the Current Filter Choices section, click on the Paid Status field. 11. In the Choose Filter section, click the Closed option. 12. Click the Header/Footer tab. 13. Type Closed Invoices into the Report Title text box. 14. Click the OK button. 15. Click the Memorize button in the report toolbar. 16. Click the OK button. 17. Click the X button in the upper right corner of the report to close it. 18. Select Reports Memorized Reports Closed Invoices from the Menu Bar to open the memorized report again. 19. Click the X button in the upper right corner of the report to close it again. 20. You can close the company file by selecting File Close Company from the Menu Bar. 21. You can close QuickBooks by selecting File Exit from the Menu Bar. 21

22 16.1- Using Graphs CHAPTER 16- Using Graphs 22

23 16.1- Using Graphs: While a report can show numbers that are critical to understanding the overall health of your company, some people like a visual representation of the data. That s where graphs come into play in QuickBooks. A QuickInsight graph shows your data as either a bar graph or a pie chart (except for the Budget vs. Actual and Net Worth graphs). The bar graphs and pie charts are just different visual ways of presenting the same financial information that you view in a typical report. QuickBooks has six types of graphs that can provide up to 15 different views of your data. The types of graphs available are shown in the table below. GRAPH NAME: Income and Expense Graph Sales Graph Accounts Receivable Graph Accounts Payable Graph Net Worth Graph Budget vs. Actual Graph The QuickInsight graphs that QuickBooks produces have several features in common. One commonality is that every graph window (except Net Worth and Budget vs. Actual ) shows a bar graph in the top half of the graph window and a pie chart in the bottom half of the window. In the graph window, the bar graph will display totals of the data broken down by a specified period and the pie chart will show a summary total of some type of information shown in the bar graph above. Also, every graph comes with a graph toolbar which you can use to customize the graphs in much the same way as reports. Like the reports, you can also use QuickZoom in a graph to see the actual numbers represented by the selected items in the graph. You will typically get summary reports that you can continue to QuickZoom to trace backwards to the original transactions from which the totals you view in the graph are derived. Using Graphs DESCRIPTION: Show the company s income and expenses for the date range that you specify. Shows your company s sales income for the period that you specify. Shows how much your customers owe your company. Shows how much your company owes its vendors. Shows your company s net worth. Shows the difference between budgeted and actual amounts earned or spent. 23

24 USING GRAPHS: ACTIONS- Using Graphs 1. Graphs are distributed among report categories found under the Reports command in the Menu Bar. 2. Open the graph that you want to display. 3. Use the toolbar at the top of the graph window to change the data displayed in the graph area. 4. Set the date range used for the graph data. 5. You can double-click on any item in a graph to view the detail data using QuickZoom. This will bring up another graph or another report which you can then also QuickZoom. 24

25 Purpose: Exercises: To be able to create and modify a graph. EXERCISES- Using Graphs 1. Open QuickBooks. 2. Select File Close Company from the Menu Bar if you have a company file open to get to the No Company Open dialog box. 3. Click the Open a sample file button, and select Sample product-based business from the dropdown of choices. 4. Click OK on the sample file message box. 5. Select File Back Up Company Create Local Backup from the Menu Bar. 6. Use the Create Backup window to make a local backup of this company file, so that you may restore the file back to its original condition when you are done using it. 7. After backing up the file, select Reports Company & Financial Income & Expense Graph from the Menu Bar. 8. Click the Dates button in the upper left corner of the graph. 9. Use the Graph Dates drop-down to select Last Quarter. 10. Click the OK button. 11. Click the By Customer button in the graph s toolbar to view the data by customer. 12. In the Show on Pie Chart section at the bottom of the graph, click Income. 13. Use QuickZoom to double-click the Income column within the bar graph for Aug to view the income summary for that month in a separate graph window. 14. Close the income summary graph window that you just opened. 15. Click the X in the upper right corner of the Income and Expense graph window to close it. 16. You can close the company file by selecting File Close Company from the Menu Bar. 17. You can close QuickBooks by selecting File Exit from the Menu Bar. 25

26 CHAPTER 17- Customizing Forms Creating New Form Templates Performing Basic Customization Performing Additional Customization The Layout Designer Changing the Grid and Margins in the Layout Designer Selecting Objects in the Layout Designer Moving and Resizing Objects in the Layout Designer Formatting Objects in the Layout Designer Copying Objects and Formatting in the Layout Designer Adding and Removing Objects in the Layout Designer Aligning and Stacking Objects in the Layout Designer Resizing Columns in the Layout Designer 26

27 17.1- Creating New Form Templates: Customizing Forms Every form that you enter information into has its own layout of fields, images and labels used for data entry and printed display. In QuickBooks, you can customize the layout of a form to better suit your company s needs. For example, there are three preset formats for invoices: professional, service, and product. If these templates don t precisely fulfill your needs, you can customize them as needed. You can also customize much more than just invoices in QuickBooks. The forms that you can customize in QuickBooks are: invoices, sales receipts, credit memos, statements, purchase orders, and estimates. Note that estimates are only available in QuickBooks Pro and Premier. For each form, you can choose which fields and columns to include, where they are placed in the form, and what they are called. Once you have finished customizing the form, you can save the new layout as a custom template to use at your convenience. In QuickBooks, you use the Basic Customization and Additional Customization windows to make general customization settings for your forms. In these windows, you decide what fields to add to your form for both onscreen display and within the printed version. After performing the basic customization, you can then use the Layout Designer to arrange the selected fields, set additional formatting options, and add text boxes and images to the printed version of the form. You begin the process by selecting Lists Templates from the Menu Bar to open the Templates list. In the Templates list, click the Templates button in the lower left corner to show a menu of choices. To make a new template, select the New command from the pop-up menu. That will present you with the Select Template Type dialog box, where you select the option button that corresponds to the type of form you are trying to create. Then click the OK button to begin customizing your selected form template. 27

28 17.2- Performing Basic Customization: Customizing Forms Once you have selected a type of form to customize, you will then be presented with the Basic Customization window. This window displays the most commonly used and basic customization options for forms. You can make any changes to the options shown here, and then examine how your choice impacts the preview of the form displayed at the right side of the window. At the very top of the Basic Customization window, you will see the name of the new template that you have created shown within the Selected Template section. In the Logo & Fonts section, you can check the Use logo checkbox to add your company logo to the printed version of the form. When you do this, the Select Image dialog box will appear. Use this dialog box to browse for and then select the image file to use as your logo. Once it has been selected, click the Open button to return to the Basic Customization window. You can choose a color scheme for your form by making a selection from the Select Color Scheme drop-down menu. You can then click the Apply Color Scheme button to apply the selected scheme to the preview shown at right. You can change the font used within the sections of the form by selecting a section within the Change Font For list. Then click the Change Font button to open an Example dialog box where you can change the font attributes for the selected item. When you have finished making your font choices, click the OK button to return to the Basic Customization window. Your choices will then be displayed in the preview to the right. In the Company & Transaction Information section, check the checkboxes for any company information that you want to add to the printed version of the form. If you need to update your company information, note that you can click the Update Information button to open the Company Information window where you can input any company information required. If you do this, click the OK button to return to the Basic Customization window when finished. Once you have completed the basic customization, you can then choose what you would like to do next. You can click the Additional Customization button to display the Additional Customization window where you can set more advanced features of the template. You can click the Layout Designer button to open the Layout Designer window where you can change the placement of elements within the printed version of the form. You can click the OK button to save the template into your Template List as it is. You can also click the Cancel button, if needed, to cancel the changes as well as the creation of the new template. 28

29 17.3- Performing Additional Customization: Customizing Forms After completing the basic form customization within a template, you can click the Additional Customization button to set additional form customization options within the Additional Customization window. The Additional Customization window uses several tabs to display different sets of options for customizing the various sections of the selected type of form. Each area within the form is represented by a tab. Click on the name of the tab that corresponds to the area of the form you would like to customize. Next, check or uncheck the checkboxes next to the names of the fields underneath the Screen and Print columns to show or hide their display within both the Screen version of the form- where you perform data entry, and the Print version of the form- which is the version that you print. Then enter the titles you want to display for those fields into the adjacent text boxes. Note that for some fields you can have a field that appears in one version but not the other, if desired. For example, if you have a custom field that you want to enable within the screen version so that you can enter or view information, but don t want the customer to see this information within the printed version, then select the Screen checkbox for that field and clear the Print checkbox. For any tabs that display columnar information, such as the Columns tab, you can change the order that the columns are displayed from left to right within the line item area of the form by typing a number into the Order field. The columns will be arranged and displayed from left to right from the lowest to the highest number. To apply print settings to the printed version of the template, click the Print tab. On this tab, you can specify default print settings for the template, if desired. After performing additional customization on the form template, you can click the Layout Designer button to change the display of elements within the printed version of the form template within the Layout Designer window. Alternately, you can click the OK button to return to the Basic Customization window. 29

30 17.4- The Layout Designer: Customizing Forms The Layout Designer window lets you change the appearance and placement of data fields, text boxes, labels, and images within the printed version of the form template. Within the Layout Designer window you will see the printed version of the form within the main screen, surrounded by a ruler at the left and top sides for measurement purposes. You should also see the margins of the printed version of the form. There is also a grid displayed onscreen that you can use to align onscreen objects. You can scroll the content within the window to view the objects within the printed version of the form template. There is a toolbar at the top of the window that contains buttons that allows you to manipulate the selected objects within the window. At the bottom of the window you will see the name of the currently selected object, the current magnification level, the placement of the selected object onscreen, and its dimensions. There are also two buttons, named Margins and Grid that allow you to control the appearance of the margins and grid within the window. You also have a checkbox for Show envelope window, which you can check in order to display two areas within the window where window envelopes will display billing and return address information. This can assist you in placing that data within the correct areas within the form if you intend to use window envelopes for mailing these forms. You can change the magnification level of the Layout Designer window by clicking the In and Out buttons within the Zoom button group in the toolbar at the top of the window to increase or decrease the size of the area shown onscreen. As you learn how to make changes to the objects within the Layout Designer, you may find that you make a mistake or make change that you do not like. You can click the Undo button in the Undo/Redo button group of the toolbar at the top of the window to reverse the changes that you make. If you accidentally click the Undo button too many times, you can click the Redo button to reapply a change you have accidentally reversed. After making your changes within this window, you can click the OK button at the bottom of the window to save the layout changes and return to either the Basic Customization or Additional Customization window, depending upon which window you were previously viewing before you clicked the Layout Designer button. Note that you can also click the Cancel button, if needed, to cancel any layout changes you made and return to the previously opened customization window. In the next few lessons within this chapter, we will examine the tasks that you can perform within the Layout Designer window. 30

31 Customizing Forms Changing the Grid and Margins in the Layout Designer: Before you begin changing the layout of objects within the Layout Designer window, you should ensure that the margins and the grid shown onscreen are set as needed. The margins and grid aid you in placing the objects into the correct positions within the form so that they will appear correctly when printed. To change the margin settings for the form, click the Margins button at the bottom of the window to open the Margins dialog box. Here you can input the desired margin width in inches into the Top, Bottom, Left, and Right fields shown. After settings the margins for the printed form, click the OK button to apply them to the view shown within the Layout Designer window. You can change the settings of the grid shown within the Layout Designer window by clicking the Grid button at the bottom of the window to open the Grid and Snap Settings dialog box. In this dialog box, you can hide the display of the grid within the Layout Designer window by removing the checkmark from the Show grid checkbox. If you do not want to have the objects within the Layout Designer window align themselves to the grid when moving them, then remove the checkmark from the Snap to grid checkbox. This allows for more precise placement of objects onscreen, but makes aligning those same objects more difficult. Finally, you can change the amount of spacing between the lines in the grid by making a selection from the Grid spacing drop-down menu. When you have finished changing any grid settings you want, click the OK button to apply them to the Layout Designer window Selecting Objects in the Layout Designer: Before you can perform any task within the Layout Designer window, you must first learn how to select the form objects shown within the window. You can select an object within the Layout Designer window by clicking it to select it. You can tell when an onscreen object has been selected because it will appear with a border comprised of slashes with eight squares around it. These squares are the resizing handles and are used to resize the object. For some activities you perform within this window, you may also want to select multiple objects simultaneously. When multiple objects are simultaneously selected, actions that you perform are then applied to all selected objects. This is helpful when applying the same formatting to multiple objects or when moving multiple objects as a single group. For example, if you want to move a label and its associated data field from one area of the form to another, you could select them both and then move them together to a new area within the form. To select multiple form objects, click the first object to select it and then hold down the Shift key with your free hand. Then click on any other objects that you want to select as part of the group. Then release the Shift key when you are finished. To de-select a selected object or objects, simply click into the blank or empty area within the form. 31

32 Customizing Forms Moving and Resizing Objects in the Layout Designer: To move selected objects within the Layout Designer window, click and drag the objects from one place to another in the form. To resize a selected object, place your mouse pointer over one of the resizing squares until the mouse pointer turns into a double-pointed arrow. At that point, click and drag with your mouse to resize the selected object in either direction shown by the arrows. Note that you cannot resize multiple selected objects using this method. However, you can make multiple selected objects the same height, the same width, or the exact same size. To do this, first simultaneously select the objects that you want to make the same height, width, or size. Then click either the Height, Width, or Size buttons within the Make Same button group in the toolbar at the top of the window. The selected objects will then be the same height as the tallest, the same width as the longest, or the exact same size as the largest, depending upon which of the three buttons you click Formatting Objects in the Layout Designer: You can change the text, border, and background of a text box or data field within the Layout Designer window. To do this, double-click the text box or data field that you want to format to open the Properties dialog box. Alternately, you can select a text box or data field and then click the Properties button in the toolbar at the top of the Layout Designer window to also open the Properties dialog box. Within the Properties dialog box you can set the appearance of the text box or data field by changing the settings shown within the Text, Border, and Background tabs. For text boxes and labels, you can enter the text to display into the text box field that appears at the top of the Properties dialog box. To set the appearance of the font used to display the text within the object, click the Text tab. In the Justification section, you can select either Left, Right, or Center for the Horizontal section and Top, Bottom, or Center for the Vertical section to set the horizontal and vertical text alignment. Note that if you want to indent the first line of text within a text box, then click the Indent First Line of Text checkbox within the Horizontal section. To select the font used to display the text within the object, click the Font button to open the Example dialog box. Here you can change the Font, Font style, Size, Effects, and Color of the text within the object by making your choices from the fields within this dialog box. When you have finished setting the font attributes, click the OK button to apply them and return to the Properties dialog box. You can set the font color for the object within the Text tab by clicking the Color button shown to open the Change Color dialog box. Here you can select any color you want for the font, and then click the OK button to return to the Properties dialog box. To change the border of the selected object, click the Border tab within the Properties dialog box. Then choose the sides of the object to apply a border to by checking the Top, Bottom, Left, and Right checkboxes, as desired. If you apply a border to the object, you can select the increment used to round the corners of the borders by making a selection from the Rounded Corners section. You can select the desired border pattern to use from the Pattern section, as well as select a desired border thickness from the Thickness section. You can click the Color button to open the Change Color dialog box. Here you can select a color for the border, and then click the OK button to return to the Properties dialog box. To set a background color for the object, click the Background tab within the Properties dialog box. Then check the Fill Background checkbox. After checking this checkbox, click the Color button shown to open the Change Color dialog box. Here you can select any color you want for the background of the object, and then click the OK button to return to the Properties dialog box. After you have finished applying any formatting settings that you want the object to have, click the OK button within the Properties dialog box to apply your changes to the selected text box or label. 32

33 Customizing Forms Copying Objects and Formatting in the Layout Designer: You can easily copy a selected object within the Layout Designer window by clicking the Copy button within the toolbar at the top of the window. The copy of the selected object will then appear slightly down and to the right of the original. You can then move the copy to a new place within the window and edit it as needed. You can also copy the formatting properties of a selected object and then paste only the formatting onto other objects within the Layout Designer window. This is a useful feature that allows you to format the appearance of a single object and then copy that appearance onto other objects without having to manually open the Properties dialog box in order to change the formatting for each item individually. To copy the formatting of a selected object, click the Copy Format button within the toolbar at the top of the window. The button will then change to the End Format button. You then place your mouse pointer over the object to which you want to paste the formatting of the object whose formatting you just copied. Note that your mouse pointer now appears as a paint brush icon when held over the objects within the window. Then click on the object to paste the copied formatting. Repeat this process until you have applied the copied formatting to all of the necessary objects within the Layout Designer window. When you are finished, click the End Formatting button to turn this feature off and return to your normal arrow selector mouse pointer Adding and Removing Objects in the Layout Designer: You can also add additional images, data fields, and text boxes to your form by clicking the Add drop-down button in the toolbar at the top of the Layout Designer window. From the drop-down menu that appears, you can then choose the type of object to add to the form: Text Box, Data Field, or Image. If you select the Text Box choice, then the Properties dialog box will appear onscreen. Enter the text that you want the text box to display into the Text field at the top of the dialog box and then set any formatting properties you want the text box to possess in the Text, Border, and Background tabs. Then click the OK button to add the text box to the form. If you select the Data Field choice, then the Add Data Field dialog box will appear onscreen. Click on the name of the data field that you want to add to the form within this dialog box. Then click the OK button to add the data field and its associated label into the form. If you select the Image choice, then the Select Image dialog box will appear onscreen. Use this dialog box to navigate to and then select the image that you want to add to the form. After selecting the desired image, click the Open button to add the image to the form. Note that if the image is not within the same directory as the company file, then QuickBooks will display a message informing you that the image must be copied into the Images folder within the company file s directory. Click the OK button within the Warning message box to then copy the image to the correct folder and add the image to your form. You can remove objects from your form by selecting them and then clicking the Remove button in the toolbar at the top of the window. 33

34 Customizing Forms Aligning and Stacking Objects in the Layout Designer: In QuickBooks you must manually align objects to one another by clicking and dragging the objects into position and using the grid for alignment of the left and right edges. You must also manually align objects vertically by clicking and dragging the objects and using the grid for alignment. If you wish to center two differently sized object over one another horizontally, it is possible by using the Horz button within the Center button group in the toolbar at the top of the Layout Designer window. To do this, first align the objects vertically within the form. Then select the first object and click the Horz button. Doing this will align the selected object horizontally within the center of the form. Then deselect the first object. Next, select the second object to align horizontally to the first and click the Horz button again. As before, the object will align itself with the center of the form. You can then use the multiple selection method to select both objects as a group, as they should now be centered over one another, and then move the grouped objects as a single unit to the desired destination within the form. Note that if you attempt to perform a multiple selection of objects and then click the Horz button, QuickBooks will not center the objects in relation to each other, but rather center the objects as a single unit in relation to the form. So if you wish to center objects in relation to each other, use the previous method described, instead. You can also change the stacking level of objects within the form. This can be useful when dealing with overlapping images or with text objects that contain a background fill. When you add objects to the form, the newer objects added to the form may appear either on top of or behind older objects within the form if they overlap. You can change the order of overlapping form objects within a stack by first selecting the object whose stacking order you wish to change. Then right-click on the selected object and roll over the Order command in the pop-up menu that appears. From the side menu of choices that then appears, select either Bring Forward to move the object to the foreground of the stack or select Send Backwards to send the object to the background of the stack. Note that sometimes moving stacked objects can disrupt their stacking order. If that occurs on an object for which you have already selected the Send Backwards or Bring Forwards command, then the command will appear greyed-out or unavailable within the pop-up menu. If this occurs, you can fix it by selecting each object within the stack individually and then choosing the Send Backwards or Bring Forwards command, based on which command is available, on each object to reset their positions. You can then right-click on the ones that need to be brought forward or sent backwards again and choose the desired command from the pop-up menu, which should then be available, to reset the positions of the necessary objects within the stack Resizing Columns in the Layout Designer: You can resize the columns displayed within the line items area of your printed form, if you have one. To do this, simply click once on the columns shown towards the bottom of the form to select the entire table of columns. Then place your mouse pointer between any two columns to the left or right of the column that you want to resize until your mouse pointer turns into an icon of a single vertical line intersected by a horizontal arrow. When your mouse pointer changes, click and drag either left or right to increase or decrease the size of the columns. Note that you cannot select the far right or far left column borders within the table to resize those columns. You can only resize the entire table in order to change the far right or far left borders of the table area. Note that you should not expand the size of the table into the margins of the printed form. 34

35 CREATING A NEW FORM TEMPLATE: ACTIONS- Customizing Forms 1. Select Lists Templates from the Menu Bar to open the Templates list. 2. Click the Templates button in the lower left corner of the Templates list. 3. Select the New command from the pop-up menu. 4. In the Select Template Type dialog box, select the option button that corresponds to the type of form template you want to create. 5. Click the OK button to begin customizing your selected form template. PERFORMING BASIC CUSTOMIZATION: 1. In the Basic Customization window you will see the name of the new template that you have created, or the name of the template you are editing, shown within the Selected Template section. 2. To add a logo to your form, check the Use logo checkbox in the Logo & Fonts section to open the Select Image dialog box. 3. Use this dialog box to browse for and then select the image file to use as your logo. 4. Once it has been selected, click the Open button to return to the Basic Customization window. 5. You can choose a color scheme for your form by making a selection from the Select Color Scheme drop-down menu. 6. You can then click the Apply Color Scheme button to apply the selected scheme to the preview shown at right. 7. You can change the font used within the sections of the form by selecting a section within the Change Font For list. 8. Then click the Change Font button to open an Example dialog box where you can change the font attributes for the selected item. 9. When you have finished making your font choices, click the OK button to return to the Basic Customization window. 10. In the Company & Transaction Information section, check the checkboxes for any company information that you want to add to the printed version of the form. 11. If you need to update your company information, note that you can click the Update Information button to open the Company Information window where you can input any company information required. 12. If you do this, click the OK button to return to the Basic Customization window when finished. 13. After completing basic customization, choose what to do next from the following four choices. 14. You can click the Additional Customization button to display the Additional Customization window where you can set more advanced features of the template. 15. You can click the Layout Designer button to open the Layout Designer window where you can change the placement of elements within the printed version of the form. 16. You can click the OK button to save the template into your Template List as it is. 17. You can click the Cancel button, if needed, to cancel the editing changes as well as the creation of the new template, if applicable. 35

36 PERFORMING ADDITIONAL CUSTOMIZATION: ACTIONS- Customizing Forms 1. In the Additional Customization window, click the name of the tab that corresponds to the area of the form you would like to customize. 2. Within the selected tab, check or uncheck the checkboxes next to the names of the fields underneath the Screen and Print columns to show or hide their display within both the Screen version of the form- where you perform data entry, and the Print version of the form- which is the printed version. 3. Enter the titles you want to display for those fields into the adjacent text boxes. 4. For tabs that display columnar information, such as the Columns tab, you can change the order that the columns are displayed from left to right within the line item area of the form by typing a number into the Order field. The columns will be arranged and displayed from left to right from the lowest to the highest number. 5. To apply print settings to the printed version of the template, click the Print tab to specify default print settings for the template, if desired. 6. After performing additional customization on the form template, you can click the Layout Designer button to change the display of elements within the printed version of the form template within the Layout Designer window. 7. Alternately, you can click the OK button to return to the Basic Customization window. USING THE LAYOUT DESIGNER WINDOW: 1. Within the Layout Designer window you will see the printed version of the form within the main screen, surrounded by a ruler at the left and top sides for measurement purposes. 2. You should also see the margins of the printed version of the form. 3. There is also a grid displayed onscreen that you can use to align onscreen objects. 4. You can scroll the content within the window to view the objects within the printed version of the form. 5. There is a toolbar at the top of the window that contains buttons that allows you to manipulate the selected objects within the window. 6. At the bottom of the window you will see the name of the currently selected object, the current magnification level, the placement of the selected object onscreen, and its dimensions. 7. There are also two buttons, named Margins and Grid that allow you to control the appearance of the margins and grid within the window. 8. You also have a checkbox for Show envelope window, which you can check in order to display two areas within the window where window envelopes will display billing and return address information. 9. You can change the magnification level of the Layout Designer window by clicking the In and Out buttons within the Zoom button group in the toolbar at the top of the window to increase or decrease the size of the area shown onscreen. 10. You can click the Undo button in the Undo/Redo button group of the toolbar at the top of the window to reverse the changes that you make. 11. If you accidentally click the Undo button too many times, you can click the Redo button to reapply a change you have accidentally reversed. 12. After making changes within this window, you can click the OK button to save the layout changes and return to either the Basic Customization or Additional Customization window, depending upon which window you were previously viewing before you clicked the Layout Designer button. 13. Note that you can also click the Cancel button, if needed, to cancel any layout changes you made and return to the previously opened customization window. 36

37 ACTIONS- Customizing Forms CHANGING THE GRID AND MARGINS IN THE LAYOUT DESIGNER: 1. To change the margin settings for the form, click the Margins button at the bottom of the window to open the Margins dialog box. 2. Input the desired margin width in inches into the Top, Bottom, Left, and Right fields shown. 3. Click the OK button to apply the margins to the view shown within the Layout Designer window. 4. To change the settings of the grid shown within the Layout Designer window, click the Grid button at the bottom of the window to open the Grid and Snap Settings dialog box. 5. You can hide the display of the grid within the Layout Designer window by removing the checkmark from the Show grid checkbox. 6. If you do not want to have the objects within the Layout Designer window align themselves to the grid when moving them, then remove the checkmark from the Snap to grid checkbox. 7. You can change the amount of spacing between the lines in the grid by making a selection from the Grid spacing drop-down menu. 8. Click the OK button to apply the grid settings to the Layout Designer window. SELECTING OBJECTS IN THE LAYOUT DESIGNER: 1. To select an object within the Layout Designer window, by click it to select it. 2. When an onscreen object has been selected, it will appear with a border comprised of slashes with eight squares around it. 3. To select multiple form objects, click the first object to select it. 4. Hold down the Shift key with your free hand. 5. Click on any other objects that you want to select as part of the group. 6. Release the Shift key when you are finished. 7. To de-select a selected object or objects, click into the blank or empty area within the form. MOVING AND RESIZING OBJECTS IN THE LAYOUT DESIGNER: 1. To move selected objects within the Layout Designer window, click and drag the objects from one place to another in the form. 2. To resize a selected object, place your mouse pointer over one of the resizing squares until the mouse pointer turns into a double-pointed arrow. 3. At that point, click and drag with your mouse to resize the selected object in either direction shown by the arrows. 4. To make multiple selected objects the same height, the same width, or the exact same size, simultaneously select the objects that you want to make the same height, width, or size. 5. Click either the Height, Width, or Size buttons within the Make Same button group in the toolbar at the top of the window. 6. The selected objects will then be the same height as the tallest, the same width as the longest, or the exact same size as the largest, depending upon which of the three buttons you click. 37

38 ACTIONS- Customizing Forms FORMATTING OBJECTS IN THE LAYOUT DESIGNER: 1. Double-click the text box or data field that you want to format or select a text box or data field and then click the Properties button in the toolbar at the top of the Layout Designer window to open the Properties dialog box. 2. Within the Properties dialog box you can set the appearance of the text box or data field by changing the settings shown within the Text, Border, and Background tabs. 3. For text boxes and labels, you can enter the text to display into the text box field that appears at the top of the Properties dialog box. 4. To set the appearance of the font used to display the text within the object, click the Text tab. 5. In the Justification section, you can select either Left, Right, or Center for the Horizontal section and Top, Bottom, or Center for the Vertical section to set the horizontal and vertical text alignment. 6. If you want to indent the first line of text within a text box, click the Indent First Line of Text checkbox within the Horizontal section. 7. To select the font used to display the text within the object, click the Font button to open the Example dialog box. 8. Change the Font, Font style, Size, Effects, and Color of the text within the object by making your choices from the fields within this dialog box. 9. After setting the font attributes, click the OK button to return to the Properties dialog box. 10. You can set the font color for the object within the Text tab by clicking the Color button shown to open the Change Color dialog box. 11. Select any font color you want, and then click the OK button to return to the Properties dialog box. 12. To change the border of the selected object, click the Border tab within the Properties dialog box. 13. Choose the sides of the object to apply a border to by checking the Top, Bottom, Left, and Right checkboxes, as desired. 14. If you apply a border to the object, you can select the increment used to round the corners of the borders by making a selection from the Rounded Corners section. 15. You can select the desired border pattern to use from the Pattern section. 16. You can select a desired border thickness from the Thickness section. 17. You can click the Color button to open the Change Color dialog box. 18. Select a color for the border, and then click the OK button to return to the Properties dialog box. 19. To set a background color for the object, click the Background tab within the Properties dialog box. 20. Check the Fill Background checkbox. 21. Click the Color button shown to open the Change Color dialog box. 22. Select the background color you want, and click the OK button to return to the Properties dialog box. 23. Click the OK button within the Properties dialog box to apply your changes to the selected text box or label. 38

39 ACTIONS- Customizing Forms COPYING OBJECTS AND FORMATTING IN THE LAYOUT DESIGNER: 1. To copy a selected object within the Layout Designer window, click the Copy button within the toolbar at the top of the window. 2. To copy the formatting of a selected object, click the Copy Format button within the toolbar at the top of the window. The button will then change to the End Format button. 3. Place your mouse pointer over the object to which you want to paste the formatting of the object whose formatting you just copied. Note that your mouse pointer now appears as a paint brush icon when held over the objects within the window. 4. Click on the object to paste the copied formatting. 5. Repeat steps #3 and #4 until you have applied the copied formatting to all of the necessary objects within the Layout Designer window. 6. When you are finished, click the End Formatting button to turn this feature off and return to your normal arrow selector mouse pointer. ADDING AND REMOVING OBJECTS IN THE LAYOUT DESIGNER: 1. To add objects to the form, click the Add drop-down button in the toolbar at the top of the Layout Designer window. 2. From the drop-down menu that appears, choose the type of object to add to the form: Text Box, Data Field, or Image. 3. If you select Text Box, then the Properties dialog box will appear onscreen. 4. Enter the text that you want the text box to display into the Text field at the top of the dialog box and then set any formatting properties you want the text box to possess in the Text, Border, and Background tabs. 5. Click the OK button to add the text box to the form. 6. If you select Data Field, then the Add Data Field dialog box will appear onscreen. 7. Click on the name of the data field that you want to add to the form within this dialog box. 8. Click the OK button to add the data field and its associated label into the form. 9. If you select Image, then the Select Image dialog box will appear onscreen. 10. Use this dialog box to navigate to and then select the image that you want to add to the form. 11. After selecting the desired image, click the Open button to add the image to the form. 12. Note that if the image is not within the same directory as the company file, then QuickBooks will display a message informing you that the image must be copied into the Images folder within the company file s directory. Click the OK button within the Warning message box to then copy the image to the correct folder and add the image to your form. 13. To remove objects from your form, select them and then click the Remove button in the toolbar at the top of the window. 39

40 ACTIONS- Customizing Forms ALIGNING AND STACKING OBJECTS IN THE LAYOUT DESIGNER: 1. To align objects to one another, click and drag the objects into position using the grid for alignment of the top, bottom, left and right edges. 2. To center align two differently sized object over one another horizontally, first align the objects vertically within the form. 3. Select the first object and click the Horz button in the toolbar at the top of the Layout Designer window to align the selected object horizontally within the center of the form. 4. De-select the first object. 5. Select the second object to align horizontally to the first and click the Horz button again to align the object with the center of the form. 6. You can then use the multiple selection method to select both objects as a group, as they should now be centered over one another. 7. Move the grouped objects as a single unit to the desired destination within the form. 8. To change the stacking level of objects within the form, select the object whose stacking order you wish to change. 9. Right-click on the selected object and roll over the Order command in the pop-up menu that appears. 10. From the side menu of choices that then appears, select either Bring Forward to move the object to the foreground of the stack or select Send Backwards to send the object to the background of the stack. RESIZING COLUMNS IN THE LAYOUT DESIGNER: 1. To resize the columns displayed within the line items area of your printed form, click once on the columns shown towards the bottom of the form to select the entire table of columns. 2. Place your mouse pointer between any two columns to the left or right of the column that you want to resize until your mouse pointer turns into an icon of a single vertical line intersected by a horizontal arrow. 3. When your mouse pointer changes, click and drag either left or right to increase or decrease the size of the columns. 40

41 Purpose: Exercises: EXERCISES- Customizing Forms To be able to create and modify an invoice template. 1. Open QuickBooks. 2. Select File Close Company from the Menu Bar if you have a company file open to get to the No Company Open dialog box. 3. Click the Open a sample file button, and select Sample product-based business from the dropdown of choices. 4. Click OK on the sample file message box. 5. Select File Back Up Company Create Local Backup from the Menu Bar. 6. Use the Create Backup window to make a local backup of this company file, so that you may restore the file back to its original condition when you are done using it. 7. After backing up the file, select Lists Templates from the Menu Bar. 8. Click the Templates button in the lower left corner of the Templates list window and select the New command from the pop-up menu that appears. 9. In the Select Template Type dialog box, click the Invoice option button and then click the OK button. 10. Click the Additional Customization button at the bottom of the Basic Customization window that appears. 11. Click the Header tab. 12. Remove the checks for the Screen and Print columns next to the P.O. Number field. 13. Place checkmarks under the Screen and Print columns next to the Due Date field. 14. Click the Layout Designer button to launch the Layout Designer window. 15. Double-click the Rock Castle Construction field in the upper left corner of the window to open the Properties dialog box. 16. On the Text tab, click the Color button and select a different color for the font from the Change Color dialog box. 17. Click the OK button within the Change Color dialog box to set the new color. 18. Click the OK button in the Properties dialog box to see the change applied. 19. Click the OK button in the Layout Designer window. 20. Click the OK button in the Additional Customization window. 21. Click the OK button in the Basic Customization window. 22. Select Customers Create Invoices from the Menu Bar to open the Invoices window. 23. Select the name of the invoice template that you just created from the Templates drop-down menu in the upper-right corner of the Create Invoices window. 24. Click the drop-down arrow below the Print button in the Main tab within the Ribbon at the top of the invoice screen and select the Preview command from the drop-down menu. 25. Click the Zoom In button in the toolbar at the top of the Print Preview window to view the changes made to the Print version. 26. Click the Close button in the toolbar at the top of the Print Preview window. 27. Close the Create Invoices window and the Templates list window. 28. You can close the company file by selecting File Close Company from the Menu Bar. 29. You can close QuickBooks by selecting File Exit from the Menu Bar. 41

42 18.1- Creating a Job Creating an Estimate Duplicating Estimates Invoicing from an Estimate Updating Job Statuses Inactivating Estimates Making Purchases for a Job Invoicing for Job Costs Using Job Reports CHAPTER 18- Estimating 42

43 18.1- Creating a Job: Project-based businesses that want to track income and expenses for customer projects can use the Jobs feature within QuickBooks to do this. You can create a job for a customer in the Customers & Jobs list. To do this, open the Customer Center window and then select the name of the customer for whom you want to make a job within the Customers & Jobs list. Then click the New Customer & Job button in the upper-left corner of the Customer Center and choose the Add Job command from the drop-down to open the New Job window. This window is just like the New Customer window, except that the first three tabs in the New Job window will already be filled-in with the selected customer s information. All you will need to do is enter a name for the job into the Job Name field at the top of the window and then click the Job Info tab to enter the specific job information. On this tab, you can enter a longer description for the job into the Job Description field. You can then enter the type of job into the Job Type field, or choose a previous entry made within this field from the drop-down menu. This field can help you categorize the types of projects you perform for customers. You can use its values as a report filter so that you can see income and expense by job type. You can then select the status of the job from the Job Status drop-down field. Be sure to update the value within this field as the project progresses. When the job starts, you can enter the start date into the Start Date field. You can then enter the best estimate as to when the job will be completed into the Projected End Date field. When the project finally finishes, enter its actual end date into the End Date field. When you are finished, click the OK button to add the job to the Customers & Jobs list. Note that the Jobs for the Customers appear as subaccount entries within this list. Once you have created a job for a customer, you can then track income and expenses for the customer job by using the Customer:Job column that appears within the line items area in your forms, such as the Enter Bills form, for example. You can also create estimates to give to a customer for a proposed job within QuickBooks Creating an Estimate: Estimating An estimate is a preliminary sales proposal that is often created for a customer s job. You can create multiple estimates for each customer or each job. If the customer accepts an estimate, you can create an invoice from the estimate, changing it as needed. QuickBooks allows you to create invoices from estimates either by transferring the entire estimate amount to an invoice or by billing only a portion or percentage of the estimate amount over several invoices. The ability to bill for only a percentage of the estimate or for various amounts of selected items in an estimate is called progress invoicing or partial billing. If you have a job for which you want to create an estimate, select Customers Create Estimates from the Menu Bar to open the Estimates window. Creating an estimate is very much like creating an invoice, except that the amounts entered into the Estimate form do not affect any posting accounts within the Chart of Accounts. Within the Estimates window, select the name of the job for which you are creating the estimate from the Customer:Job drop-down menu. Note that you can create estimates for customers without jobs, but that is less common. Then select the desired estimate template to use from the Template drop-down. Then enter the date the estimate is created into the Date field. Ensure that the correct estimate number is displayed within the Estimate # field, and double-check the customer and job information. After that, click into the Item column within the line item area and select the first item within the estimate. Then enter any associated Quantity, Rate, and Amount information for the line item. Continue entering line items until you have entered all of the items needed for the estimate. You can then print the estimate to send to the customer and click either the Save & Close or Save & New button to finish. 43

44 18.3- Duplicating Estimates: Invoicing from an Estimate: Estimating You can create multiple estimates for the same job, if needed. Perhaps you have a client that needs a couple of different pricing options for a job, and thus needs multiple estimates for the same job. With QuickBooks, you can easily duplicate and modify an estimate to save time. If you make a copy of an estimate and then make modifications to the copy, as needed, you ll probably save some typing time. To do this, first display the estimate that you want to duplicate within the Estimates window. Then select Edit Duplicate Estimate from the Menu Bar to duplicate the estimate. You should see the next highest estimate number appear within the Estimate # field. You can then edit the details of the estimate, as needed, by changing the information in the line item area of the new estimate. Be sure to save the new estimate that you create when you are finished by clicking either the Save & Close or Save & New button. Note that if you did not want create the second estimate by duplicating an existing estimate, you can always just create a new estimate for the same job, as well. Also, if you choose to duplicate an estimate you should be careful when you select this command from the Menu Bar, as it is located right next to the Delete Estimate command in the drop-down menu. Once you have created an estimate and the customer has approved it, you can use the estimate to invoice the customer. You can either send them an invoice for the entire amount or you can send out several invoices for smaller portions of the estimated amount. This is called progress invoicing. Progress invoicing, which is sometimes called progress billing or partial billing, allows you to invoice for jobs that you work on and complete in phases. When using progress invoicing, you start by creating an estimate for the total job. Then as you complete each phase within the job, you transfer items from the original estimate to an invoice. You can specify which items to include on each invoice and change the estimated amounts or percentages of each item. When you use estimates to create progress invoices, you can run reports to help you compare your estimated cost and revenue to your actual cost and revenue. To create an invoice from an estimate, open the Create Invoices window by selecting Customers Create Invoices from the Menu Bar. Then select the job for which you have created an estimate from the Customer:Job drop-down field. At that point, QuickBooks will automatically display the Available Estimates window, which shows all of the available estimates for the selected job. Select the estimate from which you want to create the invoice. Then click the OK button to continue. In the Create Progress Invoice Based on Estimate window that then appears, select the option button for the invoicing option that you want to use for the invoice. You can select either Create invoice for the entire estimate (100%), Create invoice for a percentage of the entire estimate, or Create invoice for selected items or for different percentages of each item. If you select the first option, then click the OK button to transfer all of the items from the estimate to the invoice. If you select the second option, then enter the percentage of the total estimate to place into the current invoice by typing the percentage to bill into the % of estimate field. Then click the OK button to transfer the selected percentage of all amounts within the estimate to the invoice window. If you select the third option, then click the OK button to open the Specify Invoice Amounts for Items on Estimate window. In this window you will see all of the items listed from the estimate. You can then enter the amounts or percentage of each item to transfer to the invoice by entering the desired percentages, rates, and quantities into the columns shown. Ensure that the Show Quantity and Rate and Show Percentage checkboxes are checked to enable the display of those columns, if desired. Once you have entered the 44

45 18.4- Invoicing from an Estimate- (cont d.): Estimating amounts for the items you want to transfer to the invoice, click the OK button. Note that all of the items will transfer to the invoice, but you can set zero amount line items to not print, if desired, by changing the settings within the Jobs and Estimates category within the Preferences dialog box in QuickBooks. At that point, you will then see the items that you want to bill displayed within the Create Invoices window. You can then double-check and change any information needed within the invoice. After you have done that, click either the Save & Close or Save & New buttons to finish Updating Job Statuses: Each time the status of a job changes, you should update its status in the Customers & Jobs list within the Customer Center window. For instance, if you began work on a job that was labeled Pending, you should update the information for the job to reflect the fact that you have started work on it. You can update a job status by double-clicking on the job entry within in the Customers & Jobs list or by selecting the job within this list and then selecting Edit Edit Customer:Job from the Menu Bar to open the Edit Job window. Within this window, select the Job Info tab. Then use the Job Status dropdown to change the job s status. When finished, click the OK button to save your changes Inactivating Estimates: Once you have a customer with multiple outstanding estimates for a job that accepts one of the estimates, you should make any other estimates for that job inactive. When you make an estimate inactive, QuickBooks keeps a record of it but removes its value from the total estimated amount for the selected job. To inactivate the estimate, you need to display the estimate you want to inactivate within the Estimates window. One way to do this is to use the Find feature within the Estimates window. Another way to find the estimate is to open the Customer Center and then select the desired job for which you have created the estimate. You should then see the estimates for the job displayed on the Transactions tab at the bottom of the right side of the Customer Center. You can select the desired estimate to inactivate within this list and then click the Manage Transactions button at the bottom of the Transactions tab. Then choose the Edit Selected Transaction command from the pop-up menu that appears to open the selected estimate in the Estimates window. With the estimate that you want to inactivate displayed within the Estimates window, click the Mark As Inactive button within the Main tab of the Ribbon at the top of the window. Then click the Save & Close button to save your changes and close the window. 45

46 18.7- Making Purchases for a Job: Estimating You can assign purchases that you make to a specific customer or job, so that you can bill for the costs later. To do this, simply use the drop-down within the Customer:Job column that appears in the line item area within forms such as the Enter Bills window to select the name of the customer:job that you will be billing for the purchase as you create a bill in the Enter Bills window. Notice that this column appears in almost every type of transaction form within the line items area, from the Create Purchase Orders and Enter Bills windows to the Write Checks and Enter Credit Card Charges window. You use the Customer:Job column to assign line item amounts to a customer:job for future billing or to simply record job costing amounts. For the line items entered into many forms, if you want to bill the customer for the costs later then ensure that there is a checkmark within the Billable? column within the same line item area for each line item that you want to bill back to the customer. If you wish to make the line item non-billable to simply record the job costing information but not be able to bill the cost, then simply click the checkbox for that line item to remove the check from the checkbox. You can then save and close the form Invoicing for Job Costs: If you assign job costs that you incur to the correct customer:job, then the next time that you create an invoice for that customer:job, you can bill for the job costs. To do this, create an invoice by selecting Customers Create Invoices from the Menu Bar. Then use the Customer:Job drop-down to select the customer:job to which you have assigned job costs. When you do this, QuickBooks will then display the Billable Time/Costs window. To bill the costs, click the Select the outstanding billable time and costs to add to this invoice? option button and then click the OK button to continue and open the Choose Billable Time and Costs window. Note that even if you select not to bill the time and costs at this moment, you can later click the Add Time/Costs button that appears within the Main tab of the Ribbon at the top of the invoice to open the Choose Billable Time and Costs window. In the Choose Billable Time and Costs window, click the Expenses and Items tabs, as needed, to display the outstanding expenses recorded and items purchased for the selected customer:job. Select the expenses to bill to the customer by clicking the leftmost column next to each line item to mark it with a checkmark. On the Expenses tab, you can even markup expenses if needed, by entering the amount or percentage to mark up the items into the Markup Amount or % field. Note that if you mark up the selected items by a percentage, then you must enter the percent sign into this field, otherwise QuickBooks will assume it is an amount. If you mark up expenses, select the income account to which you attribute the markup by selecting it from the Markup Account drop-down. If the selected expenses are taxable, check the Selected expenses are taxable checkbox. In both tabs, you can check the Print selected time and costs as one item checkbox to add all of the billable time and costs to the invoice as a single item, if needed. Once you have checked the billable items and expenses, click the OK button to add them to the invoice. You can then complete and save the invoice as you normally would, and close the Create Invoices window when you are finished. 46

47 18.9- Using Job Reports: QuickBooks provides you with various reports that display general job information, job costing information, and estimate information. You can access these reports from the Reports menu within the Menu Bar, under the Jobs, Time & Mileage report category in QuickBooks Pro. The names of the reports and descriptions of their content are listed below. REPORT NAME: Job Profitability Summary Job Profitability Detail Job Estimates vs. Actuals Summary Job Estimates vs. Actuals Detail Job Progress Invoices vs. Estimates Item Profitability Item Estimates vs. Actuals Profit & Loss by Job Estimates by Job Unbilled Costs by Job Open Purchase Orders by Job Estimating DESCRIPTION: Summarizes the money made from each customer s job. Shows the details of how much was made for a single customer s job. Compares estimated cost to actual cost and estimated revenue to actual revenue for all customers and jobs. For a selected customer or job, compares estimated costs to actual costs and estimated revenues to actual revenues. Compares estimates to the estimate s progress invoices. Shows how much money has been made from each item sold. For each item, compares estimated cost to actual cost and estimated revenue to actual revenue. Shows how much money has been made or lost on each job. Lists all estimates by job. Shows all unbilled costs for each customer job. Shows all open purchase orders for each customer job. 47

48 TO CREATE A NEW JOB: ACTIONS- Estimating 1. Open the Customer Center window. 2. Select the name of the customer for whom you want to make a job within the Customers & Jobs list. 3. Click the New Customer & Job button in the upper-left corner of the Customer Center and choose the Add Job command from the drop-down to open the New Job window. 4. Enter a name for the job into the Job Name field at the top of the window. 5. Click the Job Info tab. 6. Enter a description for the job into the Job Description field. 7. Enter the type of job into the Job Type field, or choose a previous entry made within this field from the drop-down menu. 8. Select the status of the job from the Job Status drop-down field. 9. When the job starts, enter the start date into the Start Date field. 10. You can then enter the best estimate as to when the job will be completed into the Projected End Date field. 11. When the project finally finishes, enter its actual end date into the End Date field. 12. Click the OK button to add the job to the Customers & Jobs list. TO CREATE AN ESTIMATE: 1. Select Customers Create Estimates from the Menu Bar to open the Estimates window. 2. Select the name of the job for which you are creating the estimate from the Customer:Job drop-down menu. Note that you can create estimates for customers without jobs, but that is less common. 3. Select the desired estimate template to use from the Template drop-down. 4. Enter the date the estimate is created into the Date field. 5. Ensure that the correct estimate number is displayed within the Estimate # field, and double-check the customer and job information. 6. Click into the Item column within the line item area and select the first item within the estimate. 7. Then enter any associated Quantity, Rate, and Amount information for the line item. 8. Repeat steps # 6 and #7 until you have entered all of the items needed for the estimate. 9. You can then print the estimate to send to the customer by clicking the Print button within the Main tab of the Ribbon at the top of the Estimates window. 10. Click either the Save & Close or Save & New button to finish. TO DUPLICATE AN ESTIMATE: 1. Display the estimate that you want to duplicate within the Estimates window. 2. Select Edit Duplicate Estimate from the Menu Bar to duplicate the estimate. You should see the next highest estimate number appear within the Estimate # field. 3. Edit the details of the estimate, as needed, by changing the information in the line item area of the new estimate. 4. You can then print the estimate to send to the customer by clicking the Print button within the Main tab of the Ribbon at the top of the Estimates window. 5. Click either the Save & Close or Save & New button. 48

49 CREATING AN INVOICE FROM AN ESTIMATE: ACTIONS- Estimating 1. Open the Create Invoices window by selecting Customers Create Invoices from the Menu Bar. 2. Select the job for which you have created an estimate from the Customer:Job drop-down field. 3. In the Available Estimates window, select the estimate from which you want to create the invoice. 4. Click the OK button to continue. 5. In the Create Progress Invoice Based on Estimate window that then appears, select the option button for the invoicing option that you want to use for the invoice. You can select either Create invoice for the entire estimate (100%), Create invoice for a percentage of the entire estimate, or Create invoice for selected items or for different percentages of each item. 6. If you select the first option, click the OK button to transfer all of the items from the estimate to the invoice. Skip to step # If you select the second option, enter the percentage of the total estimate to place into the current invoice by typing the percentage to bill into the % of estimate field. Then click the OK button to transfer the selected percentage of all estimate amounts to the invoice window. Skip to step # If you select the third option, click the OK button to open the Specify Invoice Amounts for Items on Estimate window where you will then enter the amounts or percentage of each item to transfer to the invoice by entering the desired percentages, rates, and quantities into the columns shown. 9. Once you have entered the amounts for the items you want to transfer to the invoice, click the OK button to transfer the items to the invoice. 10. At that point, you will then see the items that you want to bill displayed within the Create Invoices window. 11. Double-check and change any information needed within the invoice. 12. Click either the Save & Close or Save & New buttons to finish. UPDATING A JOB STATUS: 1. Open the Customer Center window. 2. Double-click on the job entry within in the Customers & Jobs list or select the job within the list and then selecting Edit Edit Customer:Job from the Menu Bar to open the Edit Job window. 3. Select the Job Info tab. 4. Use the Job Status drop-down to change the job s status. 5. Click the OK button to save your changes. INACTIVATING AN ESTIMATE: 1. Display the estimate you want to inactivate within the Estimates window. 2. Click the Mark As Inactive button within the Main tab of the Ribbon at the top of the window. 3. Click the Save & Close button to save your changes and close the window. 49

50 MAKING PURCHASES FOR A JOB: ACTIONS- Estimating 1. Open the desired purchasing form, such as the Create Purchase Orders, Enter Bills, Write Checks, or Enter Credit Card Charges window. 2. Enter the vendor information. 3. Enter the first Item or record the expense for the job in the line items area. 4. For each line item entered, use the drop-down within the Customer:Job column to select the name of the customer:job you will be billing for the line item. 5. To bill the customer for the costs later, ensure that there is a checkmark within the Billable? column for the same line item. If you wish to make the line item non-billable to record the job costing information only, then click the checkbox for that line item to remove the check from the checkbox. 6. You can then save and close the form as normal. INVOICING FOR JOB COSTS: 1. Create an invoice by selecting Customers Create Invoices from the Menu Bar. 2. Use the Customer:Job drop-down to select the customer:job to which you have assigned job costs. 3. In the Billable Time/Costs window that appears, to enter the billable costs you can click the Select the outstanding billable time and costs to add to this invoice? option button and then click the OK button to continue and open the Choose Billable Time and Costs window. 4. Note that even if you select not to bill the time and costs at this moment, you can later click the Add Time/Costs button that appears within the Main tab of the Ribbon at the top of the invoice to open the Choose Billable Time and Costs window. 5. In the Choose Billable Time and Costs window, click the Expenses and Items tabs, as needed, to display the outstanding expenses recorded and items purchased for the selected customer:job. 6. Select the expenses to bill to the customer by clicking the leftmost column next to each line item to mark it with a checkmark. 7. On the Expenses tab, you can markup expenses by entering the amount or percentage to mark up the items into the Markup Amount or % field. Note that to mark up selected items by a percentage, you must enter the percent sign into this field, otherwise QuickBooks will assume it is an amount. 8. If you mark up expenses, select the income account to which you attribute the markup by selecting it from the Markup Account drop-down. 9. If the selected expenses are taxable, check the Selected expenses are taxable checkbox. 10. In both tabs, you can check the Print selected time and costs as one item checkbox to add all of the billable time and costs to the invoice as a single item, if needed. 11. Once you have checked the billable items and expenses, click the OK button to add them to the invoice. 12. Complete and save the invoice, and close the Create Invoices window when finished. CREATING JOBS, TIME & MILEAGE REPORTS: 1. Select Reports Jobs, Time & Mileage from the Menu Bar. 2. Click on the name of the desired report to display within this category from the side menu of choices that appears. 50

51 Purpose: Exercises: EXERCISES- Estimating To be able to create a job, an estimate, and an invoice based on an estimate. 1. Open QuickBooks. 2. Select File Close Company from the Menu Bar if you have a company file open to get to the No Company Open dialog box. 3. Click the Open a sample file button, and select Sample product-based business from the dropdown of choices. 4. Click OK on the sample file message box. 5. Select File Back Up Company Create Local Backup from the Menu Bar. 6. Use the Create Backup window to make a local backup of this company file, so that you may restore the file back to its original condition when you are done using it. 7. Select Customers Customer Center from the Menu Bar to open the Customer Center window. 8. Within the Customers & Jobs tab, select Natiello, Ernesto. 9. Click the New Customer & Job button above the tab, and then select Add Job from the menu. 10. In the New Job window, type Bathroom Remodel into the Job Name field. 11. Click the Job Info tab, and enter Bathroom Remodel into the Job Description field. 12. Select Remodel from the Job Type drop-down. 13. Select Pending from the Job Status drop-down. 14. Delete the values from the Projected End Date and the End Date fields. 15. Click the OK button to create the new job. 16. Ensure that the Bathroom Remodel job is selected within the Customers & Jobs tab and then select Customers Create Estimates from the Menu Bar. 17. Click into the first row under the Item column, and type Removal. 18. Press the Tab key on your keyboard twice to move to the Qty column and type Click the Save & Close button to save the estimate and close the Estimates window. 20. Ensure that the Bathroom Remodel job is selected within the Customers & Jobs tab and then select Customers Create Invoices from the Menu Bar. 21. Press the Tab key on your keyboard to exit the Customer:Job field. 22. In the Available Estimates window that appears, select the estimate and click the OK button. 23. In the Create Progress Invoice Based on Estimate dialog box, select the option button for Create invoice for a percentage of the entire estimate. 24. Type 25 into the % of estimate text box, and then click the OK button to continue. 25. Use the Template drop-down in the upper right corner of the Create Invoices window to select the Progress Invoice template. 26. Click the Save & Close button to save the progress invoice. 27. Close the Customer Center window. 28. You can close the company file by selecting File Close Company from the Menu Bar. 29. You can close QuickBooks by selecting File Exit from the Menu Bar. 51

52 19.1- Tracking Time and Printing a Blank Timesheet Weekly Timesheets Time/Enter Single Activity Invoicing from Time Data Using Time Reports CHAPTER 19- Time Tracking Tracking Vehicle Mileage Charging Customers for Mileage 52

53 19.1- Tracking Time and Printing a Blank Timesheet: QuickBooks provides time tracking for any job. Time tracking lets you keep track of the time that a person spends on each job. The person whose time you track can be an employee, an owner, a partner, or a subcontractor, as long as you have created the subcontractor as a vendor within the Vendors list. You can then use the time data to perform tasks like invoicing a customer for job labor, providing hours worked on an employee s paycheck, tracking the cost of an employee s gross pay by job, or simply reporting the number of hours worked by a person, on a job, or with an item, like equipment. You can enter data into QuickBooks using the Weekly Timesheet window or the Time/Enter Single Activity window. If you want to enter time for multiple jobs or multiple days, then the Weekly Timesheet window is the best choice. If you tend to enter a lot of detailed notes about your activities or prefer to enter time data as you complete an activity, then use the Time/Enter Single Activity window. Either way, the time information that you record in one displays in the other. They are simply two different ways of recording the same information. So- don t enter the same data into both forms, as that would duplicate the time data that is recorded! Also note that you can print blank weekly timesheets to manually record hours worked by employees or vendors on paper, which you can later transfer into QuickBooks. To do this, open the Weekly Timesheet window by selecting Employees Enter Time Use Weekly Timesheet from the Menu Bar. Within this window, you can then click the drop-down arrow that appears to the right of the Print button within the toolbar at the top of the window. Then choose the Print Blank Timesheet command from the drop-down menu to open the Print Timesheets window. You can then click the Print button to print the blank timesheets. Time Tracking 53

54 19.2- Weekly Timesheets: You can use the Weekly Timesheet window to enter the hours worked by a person within a week, what they did, for which customer:job, and, optionally, how much you paid them. You can open the Weekly Timesheet window by choosing Employees Enter Time Use Weekly Timesheet from the Menu Bar. In the Weekly Timesheet window, use the Name drop-down to select the name of the individual for whom you want to view or track time. If you want to change the week you are viewing, select any date within the week you want to view from the calendar selector button at the top of the window. The days of the selected week for the selected individual will then be displayed in the window. Then enter the Customer:Job, Service Item, Payroll Item, if you enable your employees to enter hours via the timesheet, WC Code, Notes, and the hours per day that the selected person spent doing the selected type of work into the columns of the same names that are displayed. Note that you can click the Copy Last Sheet button in the lower left corner of this window to copy any hours that were entered for the selected person for the previous week forward into the currently selected week. This can save your some time when performing data entry for individuals who tend to have consistent timesheet entries. After entering the information, click the Save & Close button to save the time recorded and close the window when you are finished Time/Enter Single Activity: Time Tracking You can use the Time/Enter Single Activity timesheet to enter the hours worked by a person, what they did, for which customer:job, and, optionally, how much you paid them to do it for a single day. You can open the Time/Enter Single Activity window by selecting Employees Enter Time Time / Enter Single Activity from the Menu Bar. Within the Time/Enter Single Activity window, select the date for the activity from the Date calendar selector field. Use the Name drop-down to select the person whose time you are entering. Then enter the Customer:Job, Service Item, Payroll Item, if you enable your employees to enter hours via the timesheet, WC Code, and Notes that you want to record into the fields of the same names. You can then enter the duration of time to record this activity into the Duration field. If you prefer to actively record the time you spend performing an activity, like Legal Research for example, then you can click the Start button when you begin the activity, Pause when you want to pause the time recording, and Stop when you have finished the activity in order to record the actual time as an entry in the Duration field. When you are finished entering time data, just click the Save & Close button to save the time and close the window Invoicing from Time Data: After you have recorded the time that your employees or subcontractors spend performing services for a customer s job, you can bill the customer for the work performed in an invoice. To do this, create an invoice by selecting Customers Create Invoices from the Menu Bar. Then use the Customer:Job dropdown to select the customer:job to which you have assigned billable time. When you do this, QuickBooks will then display the Billable Time/Costs window. To bill the time, click the Select the outstanding billable time and costs to add to this invoice? option button and then click the OK button to continue and open the Choose Billable Time and Costs window. Note that even if you select not to bill the time and costs at this moment, you can later click the Add Time/Costs button that appears within the Main tab of the Ribbon at the top of the invoice to open the Choose Billable Time and 54

55 19.4- Invoicing from Time Data- (cont d.): Time Tracking Costs window. In the Choose Billable Time and Costs window, click the Time tab to display the billable hours that have been recorded for the selected customer:job. Select the hours to bill to the customer by clicking the leftmost column next to each line item to mark it with a checkmark. If you would like to choose how QuickBooks will import the timesheet data into the invoice, then click the Options button in the upper right corner of the tab to open the Options for Transferring Billable Time dialog box. Here you can select the desired option button to indicate how you want the time data to be imported. Then click the OK button to set your desired preference and return to the Time tab. You can check the Print selected time and costs as one item checkbox to add all of the selected billable time and costs to the invoice as a single item, if needed. Once you have checked the billable hours, click the OK button to add them to the invoice. You can then complete and save the invoice as you normally would, and close the Create Invoices window when you are finished Using Time Reports: QuickBooks provides you with reports that assist you in time tracking. They can be accessed by selecting Reports Jobs, Time & Mileage from the Menu Bar in QuickBooks Pro. The following is a listing of the names and functions of the time reports available in QuickBooks Pro 2013 REPORT NAME: Time by Job Summary Time by Job Detail Time by Name Time by Item DESCRIPTION: Shows hours worked totaled by customer job, and then totaled by service item per job. Lists each time activity (work done by a person for a particular customer or job on a specific date), and shows whether the work is billed, unbilled, or not billable. The report groups and subtotals the activities first by customer and job and then by service item. Shows hours worked (or tracked as sick or vacation time), subtotaled first by the name of the person who performed the work, and then by the customer job for whom the work was performed. Totals the hours by service item, and then subtotals the hours worked by customer job. 55

56 19.6- Tracking Vehicle Mileage: Time Tracking You can track mileage for your vehicles in QuickBooks so that you have a record of your vehicle s mileage for tax purposes. You can also assign mileage to a specific customer job, so that you can bill the customer for the mileage. There are some limitations to the use of this data, however. You cannot use the data to reimburse employees or vendors for mileage. You also cannot track specific vehicle expenses like tolls paid, gas and other types of expenses. You can work around this by simply entering these charges as a bill, which can be charged to the customer. Also, vehicle mileage information from Quicken will not be imported into QuickBooks. Generally, you can use either the Standard mileage rate or the actual expenses for calculating vehicle mileage expenses. You should consult with your tax advisor or the IRS to determine which method you should use, if any. To enter vehicle mileage, select Company Enter Vehicle Mileage from the Menu Bar. This will launch the Enter Vehicle Mileage window. Use the Vehicle drop-down at the top of the window to select for which vehicle you will be entering mileage. You can type a new vehicle description into this dialog box and then use the Quick Add feature to quickly add the vehicle to the Vehicle List. Note that you can click the Vehicle List button in the toolbar at the top of the Enter Vehicle Mileage window to open the list of vehicles if you would like to enter a detailed description about the vehicles used by your company. Next, use the Trip Start Date and Trip End Date calendar drop-down fields to input the start and end dates of the trip you are recording. Then input the odometer start and end values into the boxes provided. That will fill-in the Total Miles by subtracting the two values. You may also simply type the total miles of the trip into the Total Miles box, if needed. If you want to assign the miles to a specific customer or job, check the Billable checkbox in the upper right corner of the window and then use the Customer:Job drop-down to select which customer or job to assign the mileage. You can then use the Item drop-down to select your Mileage item from your Item List. If you are going to be reimbursed for mileage by the customer, you will need to create a Mileage item as an Other Charge or Service type item within the Item List so that you can use it to collect the mileage amounts in an invoice at a later point. After entering the mileage, feel free to add any additional notes into the Notes field and then click the Save & Close button when you are finished. Note the Mileage Rates button at the top of the Enter Vehicle Mileage window. If you click this button, you will be presented with the Mileage Rates dialog box. Here you can input the most recent Effective Date of the federal mileage rate in the column available. You can also set the rate in the Rate column next to the specified date. You should check with the IRS for any effective rate changes and make sure that you keep this information current. Just click the Close button when you are finished entering the mileage rates. 56

57 19.7- Charging Customers for Mileage: Time Tracking As long as you entered the vehicle mileage, marked it as billable, and assigned it to a customer job, you can then invoice the customer:job to collect the mileage. To do this, create an invoice by selecting Customers Create Invoices from the Menu Bar. Then use the Customer:Job drop-down to select the customer:job to which you have assigned billable mileage. When you do this, QuickBooks will then display the Billable Time/Costs window. To bill the mileage, click the Select the outstanding billable time and costs to add to this invoice? option button and then click the OK button to continue and open the Choose Billable Time and Costs window. Note that even if you select not to bill the mileage costs at this moment, you can later click the Add Time/Costs button that appears within the Main tab of the Ribbon at the top of the invoice to open the Choose Billable Time and Costs window. In the Choose Billable Time and Costs window, click the Mileage tab to display the billable mileage recorded for the selected customer:job. Select the mileage to bill to the customer by clicking the leftmost column next to each line item to mark it with a checkmark. If you would like to choose how QuickBooks will import the data into the invoice, click the Options button in the upper right corner of the tab to open the Options for Transferring Billable Mileage dialog box. Here you can select the desired option button to indicate how you want the mileage data to be imported. Then click the OK button to set your desired preference and return to the Mileage tab. You can check the Print selected time and costs as one item checkbox to add all of the selected billable time and costs to the invoice as a single item, if needed. Once you have checked the billable mileage, click the OK button to add them to the invoice. You can then complete and save the invoice as you normally would, and close the Create Invoices window when you are finished. 57

58 TO PRINT BLANK WEEKLY TIMESHEETS: ACTIONS- Time Tracking 1. Select Employees Enter Time Use Weekly Timesheet from the Menu Bar. 2. Click the drop-down arrow to the right of the Print button within the toolbar at the top of the Weekly Timesheet window. 3. Select the Print Blank Timesheet. command from the drop-down menu that appears. 4. In the Print Timesheets window that appears, click the Print button. USING A WEEKLY TIMESHEET: 1. Select Employees Enter Time Use Weekly Timesheet from the Menu Bar. 2. In the Weekly Timesheet window, use the Name drop-down to select the name of the individual for whom you want to view or track time. 3. To change the week you are viewing, select any date within the week you want to view from the calendar selector button at the top of the window. The days of the selected week for the selected individual will then be displayed in the window. 4. Enter the Customer:Job, Service Item, Payroll Item, if you enable your employees to enter hours via the timesheet, WC Code, Notes, and the hours per day that the selected person spent doing the selected type of work into the columns of the same names that are displayed. 5. You can click the Copy Last Sheet button in the lower left corner of this window to copy any hours that were entered for the selected person for the previous week forward into the currently selected week. 6. Click the Save & Close button to save the time recorded and close the window when you are finished. USING THE TIME/ENTER SINGLE ACTIVITY WINDOW: 1. Select Employees Enter Time Time / Enter Single Activity from the Menu Bar. 2. Within the Time/Enter Single Activity window, select the date for the activity from the Date calendar selector field. 3. Use the Name drop-down to select the person whose time you are entering. 4. Enter the Customer:Job, Service Item, Payroll Item, if you enable your employees to enter hours via the timesheet, WC Code, and Notes that you want to record into the fields of the same names. 5. Enter the duration of time to record this activity into the Duration field. 6. If you prefer to actively record the time you spend performing an activity, you can click the Start button when you begin the activity, Pause when you want to pause the time recording, and Stop when you have finished the activity in order to record the actual time as an entry in the Duration field. 7. When you are finished entering time data, just click the Save & Close button to save the time and close the window. 58

59 INVOICING A CUSTOMER BASED ON TIME: ACTIONS- Time Tracking 1. Select Customers Create Invoices from the Menu Bar. 2. Use the Customer:Job drop-down to select the customer:job to which you have assigned billable time. 3. In the Billable Time/Costs window, click the Select the outstanding billable time and costs to add to this invoice? option button and then click the OK button to continue and open the Choose Billable Time and Costs window. 4. Note that even if you select not to bill the time and costs at this moment, you can later click the Add Time/Costs button that appears within the Main tab of the Ribbon at the top of the invoice to open the Choose Billable Time and Costs window. 5. In the Choose Billable Time and Costs window, click the Time tab to display the billable hours that have been recorded for the selected customer:job. 6. Select the hours to bill to the customer by clicking the leftmost column next to each line item to mark it with a checkmark. 7. If you would like to choose how QuickBooks will import the timesheet data into the invoice, click the Options button in the upper right corner of the tab to open the Options for Transferring Billable Time dialog box. 8. Here you can select the desired option button to indicate how you want the time data to be imported. 9. Then click the OK button to set your desired preference and return to the Time tab. 10. You can check the Print selected time and costs as one item checkbox to add all of the selected billable time and costs to the invoice as a single item, if needed. 11. Once you have checked the billable hours, click the OK button to add them to the invoice. 12. You can then complete and save the invoice as you normally would, and close the Create Invoices window when you are finished. DISPLAYING TIME TRACKING REPORTS: 1. Select Reports Jobs, Time & Mileage from the Menu Bar. 2. In the side menu that appears, select the name of the report you want to view. TO ENTER VEHICLE MILEAGE: 1. Select Company Enter Vehicle Mileage from the Menu Bar. 2. In the Enter Vehicle Mileage window, use the Vehicle drop-down at the top of the window to select for which vehicle you will be entering mileage. 3. You can type a new vehicle description into this dialog box and then use the Quick Add feature to quickly add the vehicle to the Vehicle List. 4. Note that you can click the Vehicle List button in the toolbar at the top of the Enter Vehicle Mileage window to open the list of vehicles if you would like to enter a detailed description about the vehicles used by your company. 5. Use the Trip Start Date and Trip End Date calendar drop-down fields to input the start and end dates of the trip you are recording. 6. Input the odometer start and end values into the boxes provided. That will fill-in the Total Miles by subtracting the two values. You may also simply type the total miles of the trip into the Total Miles box, if needed. (cont d.) 59

60 TO ENTER VEHICLE MILEAGE- (CONT D.): ACTIONS- Time Tracking 7. If you want to assign the miles to a specific customer or job, check the Billable checkbox in the upper right corner of the window and then use the Customer:Job drop-down to select which customer or job to assign the mileage. 8. Then use the Item drop-down to select your Mileage item from your Item List. 9. If you are going to be reimbursed for mileage by the customer, you will need to create a Mileage item as an Other Charge or Service type item within the Item List so that you can use it to collect the mileage amounts in an invoice at a later point. 10. After entering the mileage, feel free to add any additional notes into the Notes field. 11. Click the Save & Close button when you are finished. 12. To enter mileage rates, click the Mileage Rates button at the top of the Enter Vehicle Mileage window to open the Mileage Rates dialog box. 13. Here you can input the most recent Effective Date of the federal mileage rate in the column available. 14. Enter the rate in the Rate column next to the specified date. Check with the IRS for any effective rate changes and make sure that you keep this information current. 15. Click the Close button when you are finished entering the mileage rates. TO INVOICE A CUSTOMER FOR BILLABLE MILEAGE: 1. Create an invoice by selecting Customers Create Invoices from the Menu Bar. 2. Use the Customer:Job drop-down to select the customer:job to which you have assigned billable mileage. 3. In the Billable Time/Costs window, click the Select the outstanding billable time and costs to add to this invoice? option button and then click the OK button to continue and open the Choose Billable Time and Costs window. 4. Note that even if you select not to bill the mileage costs at this moment, you can later click the Add Time/Costs button that appears within the Main tab of the Ribbon at the top of the invoice to open the Choose Billable Time and Costs window. 5. In the Choose Billable Time and Costs window, click the Mileage tab to display the billable mileage recorded for the selected customer:job. 6. Select the mileage to bill to the customer by clicking the leftmost column next to each line item to mark it with a checkmark. 7. If you would like to choose how QuickBooks will import the data into the invoice, click the Options button in the upper right corner of the tab to open the Options for Transferring Billable Mileage dialog box. 8. Here you can select the desired option button to indicate how you want the mileage data to be imported. 9. Then click the OK button to set your desired preference and return to the Mileage tab. 10. You can check the Print selected time and costs as one item checkbox to add all of the selected billable time and costs to the invoice as a single item, if needed. 11. Once you have checked the billable mileage, click the OK button to add them to the invoice. 12. You can then complete and save the invoice as you normally would, and close the Create Invoices window when you are finished. 60

61 Purpose: Exercises: EXERCISES- Time Tracking To be able to enter hours worked into a weekly timesheet. 1. Open QuickBooks. 2. Select File Close Company from the Menu Bar if you have a company file open to get to the No Company Open dialog box. 3. Click the Open a sample file button, and select Sample product-based business from the dropdown of choices. 4. Click OK on the sample file message box. 5. Select File Back Up Company Create Local Backup from the Menu Bar. 6. Use the Create Backup window to make a local backup of this company file, so that you may restore the file back to its original condition when you are done using it. 7. After backing up the file, select Employees Enter Time Use Weekly Timesheet from the Menu Bar. 8. Use the Name drop-down to select Gregg O. Schneider from the list. 9. Click into the next available blank row in the Customer:Job column and select Natiello Ernesto: Bathroom Remodel from the list to select the job created in the Exercise from Chapter Click into the Service Item column, and type Removal. 11. Type 8 under the Tu, W, Th, and F columns to the right in that row. 12. Click the Save & Close button. 13. You can close the company file by selecting File Close Company from the Menu Bar. 14. You can close QuickBooks by selecting File Exit from the Menu Bar. 61

62 20.1- The Payroll Process Creating Payroll Items Setting Employee Defaults Setting Up Employee Payroll Information Creating Payroll Schedules Creating Scheduled Paychecks Creating Unscheduled Paychecks Creating Termination Paychecks Voiding Paychecks Tracking Your Tax Liabilities Paying Payroll Tax Liabilities Adjusting Payroll Liabilities Entering Liability Refund Checks Process Payroll Forms CHAPTER 20- Payroll Tracking Workers Compensation 62

63 20.1- The Payroll Process: Before you can use the payroll features of QuickBooks, you must set up payroll for your company in QuickBooks. To find out how you do this, select Employees Payroll Turn on Payroll in QuickBooks from the Menu Bar. In the window that then appears, you can evaluate the payroll plans and purchase a payroll plan through QuickBooks to begin the setup of your initial payroll data. After you have purchased a payroll plan you can setup basic payroll information by selecting Employees Payroll Setup from the Menu Bar. Use the QuickBooks Payroll Setup wizard to input the information that QuickBooks will need to know in order to begin processing payroll for your company file. QuickBooks uses the tax tables that come with your payroll subscription to calculate employee payroll. QuickBooks calculates each employee s gross pay, taxes, deductions, and net pay. In QuickBooks, you can write the paycheck, record the transactions for the correct accounts, print payroll forms, and keep track of your tax liabilities. As an employer, you must subtract taxes and other deductions before issuing an employee s paycheck. Some typical paycheck deductions are federal and state withholding taxes (income taxes), social security taxes (FICA), Medicare taxes, and state unemployment insurance. You may also deduct for benefits such as 401 (k) plan, or contributions to your company s medical/dental plan. When you withhold social security, Medicare, and federal withholding taxes from employee paychecks, you must submit regular deposits of the withheld money and file quarterly forms that list the amounts withheld from each employee paycheck. Here is an overview of the payroll process and the steps that you must complete to do payroll. INFORMATION: Enter information about your company. Enter information about your employees. Enter information about your payroll items. Payroll DESCRIPTION: This includes information about your federal and state tax ID numbers. You enter this information when you set up your QuickBooks company in the EasyStep interview. You can later view company information by selecting Company Company Information from the Menu Bar. The QuickBooks Employees list stores general information about your employees, and specific information related to payroll (such as the employee s salary or hourly rate, filing status, number of exemptions, and miscellaneous additions, deductions, and company contributions). You can store payroll information that most employees have in common in employee defaults. Then, whenever you have a new employee to add, simply enter information that s specific to that employee (name, address, etc ). QuickBooks maintains a Payroll Item List that contain items that affect the amounts on a paycheck, including company payroll expenses. When you specify you want to use payroll, QuickBooks creates most payroll items for you but you add others if needed. Tax tables for fed, state, and local withholdings. QuickBooks uses tax tables for payroll calculations. You get the current tax tables and keep them current when you subscribe to one of the QuickBooks payroll plans. If you choose not to subscribe to one of these plans, you must calculate and enter payroll tax deductions manually for each paycheck 63

64 20.2- Creating Payroll Items: QuickBooks maintains a list of all the items that affect payroll amounts, including payroll expenses, in the Payroll Item list. There are payroll items for compensation, taxes, other additions and deductions, and employer-paid expenses. QuickBooks uses payroll items to track individual amounts on a paycheck and accumulated year-to-date wage and tax amounts for each employee. When you set up payroll for your company in QuickBooks, many items are added to the list for you. However, you can also manually create others if you need them. You can view the current set of payroll items by selecting Lists Payroll Item List from the Menu Bar. You can access the commands that you need to manage the entries in this list by clicking the Payroll Item button in the lower-left corner of this list. To add a new payroll item, click the Payroll Item button in the lower-left corner of the Payroll Item List and then select the New command from the pop-up menu that appears. In the Add new payroll item window, answer the questions posed to you on each screen and then click the Next button until you have set up the new item. Click Finish when you are done to add the selected item into the Payroll Item list Setting Employee Defaults: Payroll You can store information you want to set as the default value when you create a new employee record into your employee defaults in the Employees list. After setting default employee values, when you later add a new employee, QuickBooks will automatically fill-in the default information from the employee defaults so that you won t have to re-enter it. All you will need to do is enter the employeespecific information. You can access the employee defaults within the Employee Center by selecting Employees Employee Center from the Menu Bar to open it. Then click the Manage Employee Information button in the toolbar at the top of the Employee Center window and select the Change New Employee Default Settings command. In the Employee Defaults window that appears, enter any information that you would like to have appear by default whenever you create a new employee record. You can also set default tax information, or default sick and vacation time information, by clicking either the Taxes or Sick/Vacation buttons to set default values for those categories in the separate Taxes Defaults and Sick and Vacation Defaults dialog boxes. When you have finished setting all of your employee defaults, click the OK button to save them Setting Up Employee Payroll Information: You can enter employee payroll information when you add new employees to the Employees list within the New Employee window. You can also edit the employee s payroll data by using the Edit Employee window, if the payroll info changes. In either the New Employee or Edit Employee windows, you can enter or edit payroll information by selecting the Payroll Info tab at the left side of either window. On the Payroll Info tab, select the payroll schedule for the employee from the Payroll Schedule drop-down menu. Then enter the type of pay the employee receives by selecting a compensation Payroll Item from the Item Name column within the Earnings section. To the right of that selected item, you can then enter the amount of compensation into the Hourly/Annual Rate column. Then enter any additions, deductions or company contributions in the Additions, Deductions & Company Contributions section by selecting the name of the desired Payroll Item from the Item Name column. Then enter the Amount for each item entered, as well as the annual Limit for each, if needed. If the employee uses time data entered 64

65 Payroll Setting Up Employee Payroll Information- (cont d.): into the Weekly Timesheet or the Time/Enter Single Activity windows in order to record their hours worked, then select the Use time data to create paychecks checkbox at the bottom of the tab. If the employee is covered by a qualifying pension plan, check the Employee is covered by a qualifying pension plan checkbox. You can then set the employee s payroll tax data by clicking the Taxes button to open the Taxes dialog box. Here you enter the employee s payroll tax withholding information into the Federal, State, and Other tabs. Note that the Other tab is used for any special state or local payroll tax information required. Once you have entered their payroll tax information, click the OK button within the Taxes dialog box to return to the New Employee or Edit Employee window. You can enter the employee s sick and vacation time by clicking the Sick/Vacation button within the Payroll Info tab to open the Sick and Vacation dialog box. In the Sick and Vacation sections, you can use the Accrual Period drop-down to select how the employee accrues sick and vacation time. You can then enter the number of hours to accrue, the maximum number of hours to accrue, as well as if and when the number of hours are to be reset by entering the desired values into the fields available. When you have finished entering the sick and vacation information for the employee, click the OK button within the Sick and Vacation dialog box to return to the New Employee or Edit Employee window. When you are finished setting up the employee s payroll data, click the OK button within either the New Employee or Edit Employee windows to close the window and save your changes. 65

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