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Stephen L. Nelson. QuickBooks 2021 For Dummies
QuickBooks® 2021 For Dummies® To view this book's Cheat Sheet, simply go to www.dummies.com and search for “QuickBooks 2021 For Dummies Cheat Sheet” in the Search box. Table of Contents
List of Tables
List of Illustrations
Guide
Pages
Introduction
About This Book
Foolish Assumptions
Icons Used in This Book
Beyond the Book
Where to Go from Here
Quickly into QuickBooks
QuickBooks: The Heart of Your Business
Why QuickBooks?
Why you need an accounting system
What QuickBooks does
Why not QuickBooks online?
What Explains QuickBooks’ Popularity?
What’s Next, Dude?
How to Succeed with QuickBooks
Budget wisely, Grasshopper
Don’t focus on features
Outsource payroll
Get professional help
Use both the profit and loss statement and the balance sheet
The Big Setup
Getting Ready for QuickBooks Setup
The big decision
The trial balance of the century
The mother of all scavenger hunts
Stepping through QuickBooks Setup
Starting QuickBooks
Using the Express Setup
The Rest of the Story
Should You Get Your Accountant’s Help?
Populating QuickBooks Lists
The Magic and Mystery of Items
Adding items you might include on invoices
USING MULTIPLE UNITS OF MEASUREMENT
Creating other wacky items for invoices
Creating Subtotal items to stick subtotals on invoices
Creating Group items to batch stuff you sell together
Creating Discount items to add discounts to invoices
Creating Sales Tax Group items to batch sales taxes
Editing items
Adding Employees to Your Employee List
INACTIVATING LIST ITEMS
Customers Are Your Business
It’s Just a Job
Adding Vendors to Your Vendor List
THE LITTLE THINGS DO MATTER
The Other Lists
The Fixed Asset Item list
The Price Level list
The Billing Rate Levels list
The Sales Tax Code list
The Class list
The Other Names list
The Sales Rep list
Customer, Vendor, and Job Types lists
The Terms list
The Customer Message list
The Payment Method list
The Ship Via list
The Vehicle list
The Memorized Transaction list
The Reminders list
Organizing Lists
Printing Lists
Exporting List Items to Your Word Processor
Dealing with the Chart of Accounts List
Describing customer balances
Describing vendor balances
Camouflaging some accounting goofiness
FOR ACCOUNTANTS AND BOOKKEEPERS ONLY
Supplying the missing numbers
Checking your work one more time
Daily Entry Tasks
Creating Invoices and Credit Memos
Making Sure That You’re Ready to Invoice Customers
Preparing an Invoice
Fixing Invoice Mistakes
If the invoice is still displayed onscreen
If the invoice isn’t displayed onscreen
Deleting an invoice
Preparing a Credit Memo
HISTORY LESSONS
Fixing Credit Memo Mistakes
Printing Invoices and Credit Memos
Loading the forms into the printer
Setting up the invoice printer
Printing invoices and credit memos as you create them
Printing invoices in a batch
Printing credit memos in a batch
Sending Invoices and Credit Memos via Email
Customizing Your Invoices and Credit Memos
Reeling in the Dough
Recording a Sales Receipt
Printing a Sales Receipt
Special Tips for Retailers
Correcting Sales Receipt Mistakes
Recording Customer Payments
Correcting Mistakes in Customer Payments Entries
Making Bank Deposits
Improving Your Cash Inflow
Tracking what your customers owe
Assessing finance charges
USING QUICKBOOKS TO WRITE A LETTER
Dealing with deposits
A WORD OF ADVICE FROM A CPA
Paying the Bills
Pay Now or Pay Later?
Recording Your Bills by Writing Checks
The slow way to write checks
The fast way to write checks
Recording Your Bills the Accounts Payable Way
Recording your bills
Entering your bills the fast way
Deleting a bill
Remind me to pay that bill, will you?
USING THE FIND DIALOG BOX
Paying Your Bills
Tracking Vehicle Mileage
Paying Sales Tax
A QUICK WORD ON THE VENDOR CENTER WINDOW
Inventory Magic
Setting Up Inventory Items
When You Buy Stuff
Recording items that you pay for up front
Recording items that don’t come with a bill
Paying for items when you get the bill
Recording items and paying the bill all at once
When You Sell Stuff
How Purchase Orders Work
Customizing a purchase order form
Filling out a purchase order
Checking up on purchase orders
Receiving purchase order items
Assembling a Product
Identifying the components
Building the assembly
Time for a Reality Check
Dealing with Multiple Inventory Locations
Manually keep separate inventory-by-location counts
Use different item numbers for different locations
Upgrade to QuickBooks Enterprise Solutions
The Lazy Person’s Approach to Inventory
How periodic inventory systems work in QuickBooks
The good and bad of a periodic inventory
Keeping Your Checkbook
Writing Checks
Writing checks from the Write Checks window
Writing checks from the register
Changing a check that you’ve written
Packing more checks into the register
PAYING FOR ITEMS WITH CASH
Depositing Money in a Checking Account
Recording simple deposits
Depositing income from customers
Transferring Money between Accounts
Setting up a second bank account
Recording deposits into the new account
About the other half of the transfer
Changing a transfer that you’ve already entered
Working with Multiple Currencies
To Delete or to Void?
Handling NSF Checks from Customers
The Big Register Phenomenon
Moving through a big register
Finding that darn transaction
Paying with Plastic
Tracking Business Credit Cards
Setting up a credit card account
Selecting a credit card account so that you can use it
Entering Credit Card Transactions
Recording a credit card charge
Changing charges that you’ve already entered
Reconciling Your Credit Card Statement and Paying the Bill
So What about Debit and ATM Cards?
So What about Customer Credit Cards?
Stuff You Do from Time to Time
Printing Checks
Getting the Printer Ready
Printing a Check
A few words about printing checks
Printing a check as you write it
Printing checks by the bushel
What if I make a mistake?
Oh where, oh where do unprinted checks go?
Printing a Checking Register
Payroll
Getting Ready to Do Payroll without Help from QuickBooks
Doing Taxes the Right Way
Getting an employer ID number
Signing up for EFTPS
Employees and employers do their part
Getting Ready to Do Payroll with QuickBooks
Paying Your Employees
Paying Payroll Liabilities
Paying tax liabilities if you use a full-meal-deal payroll service
Paying tax liabilities if you don’t use a full-meal-deal payroll service
Paying other nontax liabilities
Preparing Quarterly Payroll Tax Returns
Using the Basic Payroll service
Using a full-meal-deal payroll service
Using the QuickBooks Enhanced Payroll service
Filing Annual Returns and Wage Statements
The State Wants Some Money Too
Building the Perfect Budget
Is This a Game You Want to Play?
All Joking Aside: Some Basic Budgeting Tips
A Budgeting Secret You Won’t Learn in College
Setting Up a Secret Plan
Adjusting a Secret Plan
Forecasting Profits and Losses
Projecting Cash Flows
Using the Business Planner Tools
Online with QuickBooks
Doing the Electronic Banking Thing
So what’s the commotion about?
A handful of reasons to be cautious about banking online
FINDING A BANK YOU CAN TRUST
Making sense of online banking
Signing up for the service
Making an online payment
Transferring money electronically
Changing instructions
Transmitting instructions
Message in a bottle
A Quick Review of the Other Online Opportunities
Housekeeping Chores
The Balancing Act
Balancing a Bank Account
Giving QuickBooks information from the bank statement
Marking cleared checks and deposits
If the difference equals zero
WHY ISN’T MY OPENING BALANCE THE SAME AS THE ONE IN QUICKBOOKS?
If the difference doesn’t equal zero
Eleven Things to Do If Your Nononline Account Doesn’t Balance
Reporting on the State of Affairs
What Kinds of Reports Are There, Anyway?
Creating and Printing a Report
Visiting the report dog-and-pony show
Editing and rearranging reports
Modifying
Commenting on a report
Sharing templates
Memorizing
Emailing
Exporting
The other buttons and boxes
Reports Made to Order
Processing Multiple Reports
Your Other Reporting Options
Last but Not Least: The QuickReport
Job Estimating, Billing, and Tracking
Turning On Job Costing
Setting Up a Job
Creating a Job Estimate
Revising an Estimate
Turning an Estimate into an Invoice
Comparing Estimated Item Amounts with Actual Item Amounts
Charging for Actual Time and Costs
Tracking Job Costs
File Management Tips
Backing Up Is (Not That) Hard to Do
Backing up the quick-and-dirty way
BACKING UP FILES ONLINE
Getting back the QuickBooks data you backed up
Using the Accountant’s Copy
Working with Portable Files
Using an Audit Trail
Using a Closing Password
Fixed Assets and Vehicle Lists
What Is Fixed-Assets Accounting?
Fixed-Assets Accounting in QuickBooks
Setting Up a Fixed Asset List
Adding items to the Fixed Asset list
Adding fixed-asset items on the fly
Editing items in the Fixed Asset list
Tracking Vehicle Mileage
Identifying your vehicles
Recording vehicle miles
Using the vehicle reports
Updating vehicle mileage rates
The Part of Tens
Tips for Handling (Almost) Ten Tricky Situations
Tracking Depreciation
Selling an Asset
Selling a Depreciable Asset
Owner’s Equity in a Sole Proprietorship
Owner’s Equity in a Partnership
Owner’s Equity in a Corporation
Multiple-State Accounting
Getting a Loan
Repaying a Loan
(Almost) Ten Secret Business Formulas
The First “Most Expensive Money You Can Borrow” Formula
The Second “Most Expensive Money You Can Borrow” Formula
The “How Do I Break Even?” Formula
The “You Can Grow Too Fast” Formula
How net worth relates to growth
How to calculate sustainable growth
The First “What Happens If … ?” Formula
The Second “What Happens If …?” Formula
The Economic Order Quantity (Isaac Newton) Formula
The Rule of 72
Appendixes
Installing QuickBooks in Ten Easy Steps
If Numbers Are Your Friends
Keying In on Profit
Let me introduce you to the new you
The first day in business
Look at your cash flow first
Depreciation is an accounting gimmick
Accrual-basis accounting is cool
DIFFERENT NAMES, SAME LOGIC
Now you know how to measure profits
Some financial brain food
In the Old Days, Things Were Different
What Does an Italian Monk Have to Do with Anything?
And now for the blow-by-blow
Blow-by-blow, Part 2
How does QuickBooks help?
Two Dark Shadows in the World of Accounting
The first dark shadow
The second dark shadow
The Danger of Shell Games
Sharing QuickBooks Files
Sharing a QuickBooks File on a Network
User permissions
JUST WHAT IS A NETWORK, ANYWAY?
Record locking
Installing QuickBooks for Network Use
CHOOSING A GOOD PASSWORD
Setting User Permissions
User permissions in Enterprise Solutions
User permissions in QuickBooks Pro and Premier
Specifying and Working in Multiuser Mode
Index. Numerics
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
P
Q
R
S
T
U
V
W
About the Author
Dedication
Author’s Acknowledgments
WILEY END USER LICENSE AGREEMENT
