QuickBooks Help

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QuickBooks Help Page

This page contains hints, tips and how-to papers to help you understand and get the most from QuickBooks

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QuickBooks Help Page

This page is to help you sort out some problems or learn some techniques to help you run your business.
Make sure you read the disclaimer first!

Hints & Tips

 

"How To" Papers

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Hints & Tips

QuickBooks Win7 Email Issue

In you have Windows 7 64 Bit, you may have issues emailing invoices, or QuickBooks may hang on finalising a bank reconciliation.  This is an issue with the QuickBooks PDF print driver. Reckon Knowledgebase Article #3577 on the issue can be found here.  This article gives a step by step guide on fixing the issue.  If it all looks too hard, I can do this for you via remote access.

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Updating Tax Tables in QuickBooks

If you have the latest version of QuickBooks, you will be able to download a service pack containing the updated tax tables. Quicken generally release this in the last week of June. You can download the update here. You will need your User Id and PIN to logon. If you have received any correspondence from Reckon in the last few years, it will have this information printed on the top of the letter.

If you don't have the latest issue, you cannot update the tax tables.  You have two options:

  • Manually override the tax calculation each pay with the correct tax amount which you have looked up from the Tax Tables; or
  • Buy an upgrade to the latest version of QuickBooks.If you are using the payroll function, you should consider QuickBooks Subscription or QuickBooks Advantage.  You can buy these products from us here.

Invoice Listing

To get a listing of invoices in numeric order, generate a "Missing Cheques Report" (Reports > Banking > Missing Cheques).  Instead of selecting a Bank Account, select "Accounts Receivable".  This will generate an invoice listing showing duplicate invoices and missing invoices.  Change the heading of the report to "Invoice List" then memorise the report for future use.

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Getting the "Amts inc Tax" Tickbox to stay ticked on Tax Invoices & Sales Receipts

If you need the "Amts inc Tax" box to be ticked (or unticked) when you open a Tax Invoice or Sales Receipt, change the preference in Edit > Preferences > Tax Icon > Company Preference Tab > Sales figures.  The Net (Exclusive of GST) Radio Button means the tick stays off, whilst the Gross (Inclusive of GST) Radio Button means the tick stays on. 

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Most Used Keyboard Shortcuts

  • Place the cursor in any date field:
    • Plus sign (+)  adds a day to the date
    • Minus sign (-) subtracts a day to the date
    • "m" changes the date to the 1st of the month (note that "m" is the first letter of the word "month").
    • "h" changes the date to the last day of the month (note that "h" is the last letter of the word "month").
    • combine these and "m" then "-" takes you to the last day of last month.
    • "t" changes the date to today's date.
  • Alt - Down Arrow will open a dropdown list (Customer, Account, etc).  The down arrow will then move down the list.
  • Ctrl-Enter records a transaction.
  • Type "keyboard shortcut" in help for a full list.
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QuickBooks Dates are Showing in American format (mm/dd/yyyy)

This is not a QuickBooks setting, but a Windows one.  Close QuickBooks, then go into the Region and Language Setting on the Control Panel (Start > Control Panel > Clock, Language & Region > Region & Language on Vista).

Change the current format from English (United States) to English (Australia) then Apply.  When you open QuickBooks, all the dates now show as dd/mm/yyyy.

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"How To" Papers

Tracking Quantities Purchased in QuickBooks

[Graham Boast - Posted 07-Apr-07]
In business, it is often necessary or desirable to track quantities of items purchased. This is mostly done for items that are purchased for resale, but it can also be used for tracking items that are used internally by the business or are used as a component for manufacture. Some examples of these purchases are: litres of diesel for use in a truck; tonnes of feed purchased for stock; litres of a component used in manufacture.
Download Here
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Handling Bad Debts in QuickBooks

[Graham Boast - Posted 15-Apr-07]
Unfortunately in business, you will sometimes get a Debt that will need to be written off as a Bad Debt.  This paper shows the correct way of handling this in QuickBooks.  The procedure can also be used for making minor adjustments against Customer Accounts.
Download Here
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QuickBooks Integrated Payroll

[Wayne Holman (Bendigo, Vic) & Kelly Day (Bacchus Marsh, Vic)]
This paper covers the ins and outs of setting up and using the Payroll features in QuickBooks.   Wayne and Kelly presented this session to Accredited Consultants at the 2005 Quicken Conference and it was highly regarded.  This paper is the session notes from this presentation.  The Authors have kindly given permission for its publication.  Please note that the intended audience for this paper is QuickBooks Trainers, so it assumes a good understanding of QuickBooks payroll and payroll processes.
Download Here
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Recipient Created Tax Invoice (RCTI) - Purchaser's Perspective

[Graham Boast 24-Apr-07]
In some businesses, it is practice for the purchaser of goods and services to provide the Tax Invoice rather than the usual case of the supplier of the goods doing this (RCTIs).   Some examples of this are: Purchasers of Rural Produce such as a stock agent; Providers of Grants; Second-Hand shops and Scrap Metal Dealers.  This paper shows how RCTIs can be handled in QuickBooks.
The modified statement of supplier image used in the template on page 5 can be downloaded by clicking here.
Download Here
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Recipient Created Tax Invoice (RCTI) - Seller's Perspective

[Graham Boast 3-Mar-07]
In many agricultural businesses, it is common practice to send your product to market or to an agent, and later be given a RCTI  detailing the income and expenditure relating to the transaction.  Whether you are recording the sale of livestock, selling grain, or recording a Milk Statement, the principles are the same.  This paper shows how RCTIs can be handled in QuickBooks.
Download Here
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Using QuickBooks Automatically Recall Last Transaction Feature

[Graham Boast 23-May-07]
One of the best features of QuickBooks is the Automatically Recall Last Transaction for this Name feature.  Learn how it can save you time and help your data entry be more consistent.
Download Here
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Using QuickBooks Memorised Transaction Feature

[Graham Boast 2-May-08]
One of the most powerful features of QuickBooks is its ability to do a lot of the work for you.  Memorised Transactions can make data entry of recurring transactions a breeze.  This paper shows you how to set up Memorised Transactions, how to edit them (and change the amount), and shows some creative uses of Memorised Invoices and Sales Orders to manage and lessen workload.
Download Here
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Recording Cash Back Promotions In QuickBooks

[Graham Boast 10-Mar-08]
As an inducement to buy a new piece of equipment from a supplier, manufacturer often offer "Cash Back" or "Factory Bonus" promotions where they give you cash on your purchase.  A great deal, but a little tricky to record properly in QuickBooks.  This paper shows you how.
Download Here
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Understanding and Using QuickBooks Tax Codes

[Graham Boast 8-Sept-08]
"Which QuickBooks Tax Code do I Use?" This paper explains QuickBooks Tax Codes and gives you an understanding of how to correctly use QuickBooks Tax Codes.
Download Here
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Reversing Unpresented (Stale) Cheques in QuickBooks

[Graham Boast 8-Sept-08]
Occasionally, a cheque will go unpresented month after month in your Bank Reconciliation.  If it isn't presented after 15 months, it will need to be reversed as a stale cheque.  Alternatively, you may get the bank to put a "Stop Cheque" on the original cheque because the payee has lost the cheque, so you will need to reverse the original cheque.  This paper shows how to deal with this in QuickBooks.
Download Here
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Handling Purchases and Trade-in of Motor Vehicles in QuickBooks

[Graham Boast 14-Mar-09 - Revised 09-Apr-09]
This paper gives the reader an understanding of how to correctly record the  purchase of a motor vehicle.  To make the transaction as real as possible, the example I use involves a deposit, a trade-in, financing, and payout of an existing loan.   It covers how to do the transaction in such a way that the correct GST amounts will appear on your BAS if you need to claim an Input Tax Credit for the purchase of the vehicle.  The procedures are equally applicable to other assets.  My thanks go to Vija Platacis from Wizards in Effective Business Solutions Pty Ltd - a fellow Reckon Accredited Consultant - for her valuable comments and corrections.
See also Recording Loan Payments in QuickBooks. 
Download Here
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Bill of Materials in QuickBooks

[Graham Boast 21-July-09]
Draft Paper
Download Here
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Handling Reimbursable Expenses in QuickBooks

[Graham Boast 03-December-09]
This paper discusses how a service business can invoice for reimbursement of expenses they incur on behalf of clients.
Download Here
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Handling Billable Mileage & Consumables in QuickBooks

[Graham Boast 03-December-09]
This paper discusses how a service business can invoice a client for mileage and consumables used for clients (disbursements).
Download Here
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Recording Dishonoured Cheques in QuickBooks

[Graham Boast 30-Apr-10]
Occasionally you may be unlucky enough to receive a cheque from a customer that the bank dishonours - the dreaded bounced cheque.  This paper shows how to handle this correctly in QuickBooks.
Download Here
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Using Excel to help you reconcile your Payroll Liabilities in QuickBooks

[Graham Boast 30-May-10]
It’s always a good idea to reconcile your Payroll Liability Accounts at the end of the financial year, but this can be a difficult and time consuming job if you haven’t reconciled for a whole year.   This paper shows you how you can combine the power of QuickBooks with the power of Excel to help you do this task.
Download Here
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QuickBooks Units of Measure

[Graham Boast 21-Nov-10]
This powerpoint presentation shows show to set up Units of Measure in QuickBooks.  It was prepared as a presentation to other Reckon Accredited Partners.
Download Here
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Recording Cash Transactions and Petty Cash in QuickBooks

[Graham Boast 28-Nov-10]
This paper discusses the way you can record cash transactions, petty cash and business payments made via personal credit card in QuickBooks.
Download Here
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Recording Loan Payments QuickBooks

[Graham Boast 08-Apr-12]
This paper shows how to record Loan Payment in a manner that correctly accounts for the interest and correctly shows the decreasing balance in the Balance Sheet.
Download Here
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The information on this site has been made available for general personal use only and is provided without any express or implied warranty as to its accuracy or currency.