QuickBooks Enterprise Solutions User Guide

Transcription

QuickBooksEnterprise SolutionsUser Guide

CopyrightCopyright 2007 Intuit Inc.All rights reserved.First printing, September 2007STATEMENTS IN THIS DOCUMENT REGARDING THIRD-PARTY STANDARDSOR SOFTWARE ARE BASED ON INFORMATION MADE AVAILABLE BY THIRDPARTIES. INTUIT AND ITS AFFILIATES ARE NOT THE SOURCE OF SUCHINFORMATION AND HAVE NOT INDEPENDENTLY VERIFIED SUCHINFORMATION. THE INFORMATION IN THIS DOCUMENT IS SUBJECT TOCHANGE WITHOUT NOTICE.Trademarks and PatentsIntuit, the Intuit logo and QuickBooks, among others, are registered trademarks and/orregistered service marks of Intuit Inc. Other parties' marks are the property of theirrespective owners. Various Intuit products and services may be protected by one or moreissued US patents.Other AttributionsThe Regex Library contained in QuickBooks software is copyright 1992, 1993, 1994,1997 Henry Spencer. All rights reserved. The Regex Library software is not subject to anylicense of the American Telephone and Telegraph Company or of the Regents of theUniversity of California.This product includes software developed by the Apache Software Foundation (http://www.apache.org). 1999-2006 Apache Software Foundation. All rights reserved.ImportantTerms, conditions, features, service offerings, prices, and hours referenced in thisdocument are subject to change without notice. We at Intuit are committed to bringing yougreat online services through QuickBooks. Occasionally, we may decide to update ourselection and change our service offerings, so please check www.quickbooks.com for thelatest information, including pricing and availability, on our products and services.PN 310562

ContentsWelcomeAudience of This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Technical Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Chapter 1. Learning Enterprise SolutionsGetting Around Enterprise Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Using the Home Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Finding Your Data in the QuickBooks Centers . . . . . . . . . . . . . . . . . . . 10Displaying Multiple Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Adding Icons to the Icon Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Getting Answers to Your Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Using In-Product Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Using the Learning Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Using the QuickBooks Coach . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Enterprise Solutions Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Working with Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Writing Checks Versus Paying Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Intuit Inc.1

QuickBooks Enterprise Solutions User GuideChapter 2. Setting Up Your BusinessCustomizing Enterprise Solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Adding an Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Using Subaccounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Creating Brand New Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Income and Expense Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Balance Sheet Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Adding Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Adding Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Adding Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Why are Item Types Important? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Setting Up Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Understanding How Sales Tax Works . . . . . . . . . . . . . . . . . . . . . . . . . . 37Before You Start Setting Up Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . 37Setting Sales Tax Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Setting Up Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Part 1: Sales Tax Payment Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Part 2: Setting Up Sales Tax Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Part 3: Sales Tax Items, Rates, and Tax Agencies . . . . . . . . . . . . . . . . 43Entering an Opening Balance for Sales Tax Liability . . . . . . . . . . . . . . 452Intuit Inc.

Setting Up Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Choosing a Payroll Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Preparing Payroll Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Setting Up Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Chapter 3. Money InCreating an Estimate. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Creating an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Entering Sales Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Receiving Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Making Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Chapter 4. Money OutPaying Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Writing Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Issuing Credits or Refunds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Paying Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Intuit Payroll Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Chapter 5. Managing Your BusinessUsing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Memorizing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72Customizing a Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Additional Services and Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Integrated Business Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Intuit Inc.3

QuickBooks Enterprise Solutions User GuideAppendix A. Frequently Asked QuestionsHow do I register my copy of Enterprise Solutions? . . . . . . . . . . . . . . 77How do I contact technical support? . . . . . . . . . . . . . . . . . . . . . . . . . . . 77How do I purchase additional user licenses? . . . . . . . . . . . . . . . . . . . . 77How do I move my company file from one computer to another?. . . . 78How do I remove older or unneeded transactions from my data file? 79How do I download and install an update or patch? . . . . . . . . . . . . . . . 80How do I back up or restore my company file? . . . . . . . . . . . . . . . . . . . 80What should I do if I forget my password? . . . . . . . . . . . . . . . . . . . . . . 81How do I update my payroll to use the latest tax tables? . . . . . . . . . . . 81How do I add another company's EIN to existing Payroll subscription?82Appendix B. Keyboard ShortcutsIndex4Intuit Inc.

WelcomeWelcome to QuickBooks Enterprise Solutions financial software. Use thisguide to learn how to use QuickBooks Enterprise Solutions and performessential tasks.To install and set up Enterprise Solutions, refer to the QuickBooks EnterpriseSolutions Installation and Setup Guide.Audience of This GuideThe QuickBooks Enterprise Solutions User Guide has been prepared foraccounting and business management professionals who manage businessfinances, inventory, customers, vendors, and employees.Technical SupportThe QuickBooks Support Site is available at www.quickbooks.com/support.Enterprise Solutions offers a Full Service Plan that includes productupgrades, dedicated technical support, interactive training tools, and dataprotection services. For members of the Full Service Plan, your dedicatedsupport team is available weekdays from 5:00 a.m. to 5:00 p.m. (pacifictime). Intuit reserves the right to limit each telephone contact to one hour andto one incident. Additional terms and conditions apply. To speak to yourdedicated support team, you can either request a call-back using the inproduct Help or call 1.866.340.7237.You can also visit the QuickBooks Enterprise Solutions User Community atwww.quickbooksgroup.com/enterprise to connect with other EnterpriseSolutions users and experts to ask questions and share advice.Intuit Inc.5

QuickBooks Enterprise Solutions User Guide6Intuit Inc.

1Learning Enterprise SolutionsRead this chapter to learn QuickBooks Enterprise Solutions basics, includinghow to get around and how to get answers to your questions:Intuit Inc. Getting Around Enterprise Solutions on page 8 describes the Homepage and shows you how to find your data. Getting Answers to Your Questions on page 14 describes the variety oftools and resources that help you find answers to questions aboutQuickBooks Enterprise Solutions. Enterprise Solutions Basics on page 19 explains important concepts youneed to understand to use QuickBooks Enterprise Solutions effectively.7

QuickBooks Enterprise Solutions User GuideGetting Around Enterprise SolutionsThe Enterprise Solutions work area is designed to enable you to completetasks quickly. Enterprise Solutions provides several ways for you to work;choose the method that works best for you.Using the Home PageWhen you open a company file, the Home page is displayed automatically.Figure 1 shows the Home page.The menu barprovides access to alltasks, features, andreporting functionsThe In-product Helpprovides detailedinstructions on how toperform tasksThe navigationbar provides oneclick access toQuickBookscenters and theHome pageThe Home pageprovides a quickglance aroundthe state of yourbusinessFigure 18The Home PageIntuit Inc.

Getting Around Enterprise SolutionsThe Home page provides a big picture of how all your essential businesstasks fit together. Tasks are organized into logical categories (Customers,Vendors, Employees, Company, and Banking) with workflow arrows to helpyou learn how tasks relate to each other and to help you decide what to donext.NoteThe workflow arrows indicate a logical progression of business tasks.However, these arrows do not restrict you from doing tasks in a differentorder, or an order that works better for your business needs.To start a task, click the icon for the task you want to do. For example, tocreate an invoice, click the Invoices icon.To return to the Home page, click the Home button in the navigation bar.The Home page also provides a quick glance around the state of yourbusiness. In the Account Balances list, you can see your current accountbalances, which are updated automatically as you do work.The Home page is customized to display only those tasks and features youuse, based on the questions you answer in the EasyStep interview. Functionsyou do not need do not clutter your workspace. However, if you decide touse these functions later, you can always add them back to the Home page.Go to the Edit menu and click Preferences. Click the Desktop View optionand then click the Company Preferences tab.If you are a new business owner or new to QuickBooks Enterprise Solutions,the QuickBooks Coach walks you through the business flows you see onyour Home page. The QuickBooks Coach uses spotlights and tips to explaineach step in your workflow. Turn coach tips on and then mouse over andclick the Coach icons to see tips and spotlights.Intuit Inc.9

QuickBooks Enterprise Solutions User GuideFinding Your Data in the QuickBooks CentersEnterprise Solutions includes Customer, Vendor, and Employee Centerswhere you can view and manage all of your customer, vendor, and employeeinformation and transactions. You can go to one of the centers by clickingthe appropriate button in the navigation bar (on the left side of the toolbar).Customer CenterThe Customer Center is a lens into all your customer information. Withouthaving to sift through multiple screens, you can view a list of all yourcustomers and see pertinent information for each of them. Click on acustomer's name and you immediately see all the activity you have had withthem as well as their contact information (phone number, fax number, andpayment terms).You can use the Customer Center to find out how much money a specificcustomer owes you or to view a list of all your customers with openbalances. You can also look at your customer transactions (estimates, salesorders, invoices, credit memos, refunds, and so on) across all of yourcustomers in the transactions list rather than having to run separate reports.10Intuit Inc.

Getting Around Enterprise SolutionsVendor CenterThe Vendor Center gives you a complete picture about where your moneyis going. From one screen, you can see all your vendors and exactly whatyou owe them

Enterprise Solutions offers a Full Service Plan that includes product upgrades, dedicated technical support, interactive training tools, and data protection services. For members of the Full Service Plan, your dedicated support team is available weekdays from 5:00 a.m. to 5:00 p.m. (pacific time). Intuit reserves the right to limit each telephone contact to one hour and to one incident .File Size: 1MBPage Count: 90