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QuickBooks Tips

Take a look our free QuickBooks tips.

Filtering a Report - Selecting most of the items from a list

When filtering reports in QuickBooks, you may want to select most of the items on a particular list, but not all items to appear on your report. First choose the "selected" option from the list (selected accounts. selected names, etc).

Normally you would check each item that you want to appear on your report. However, if you want to check all the items on the list, click the first item and do not release the mouse button. While holding down the mouse button, slide the mouse pointer down just below the list.

When QuickBooks is done – all of the items on the list will be checked. Release the mouse button. Now you can manually click the items to remove the ones that you do not wish to include in your filter.

Recording of Barter Exchanges

If you have customers who are also vendors you may decide to trade some or all of your services / products in exchange for payment.

To record such a barter transaction, invoice the customer for the goods provided or services performed as you normally would. To record the "payment" use the "Receive Payment" function to apply the barter amount against the invoice the same as you would when receiving cash or a check as follows:

Go to Customers: Receive Payment. Payment Amount will be the barter amount (the amount of the invoice you received from your vendor). Pmt. Method will be Barter. Check the radio button for "Group with other undeposited funds". Save this transaction.

Go to Banking: Make Deposits. The payment you just received will come up in the Payments to Deposit screen. If there are also other payments to deposit, make sure you select only the payment(s) being recorded for the barter exchange. When you hit OK the Make Deposits screen will come up with the barter deposit(s) showing. Before recording the deposit make a negative deposit entry on the next blank line below the barter deposit for the amount of the barter as follows:

Deposit To is your normal operating checking account. Date is the date you would have normally paid your vendors invoice. Memo should be changed from Deposit to Barter.

If you have entered the vendors invoice as a bill for payment, Received From is the vendor name and From Account is Accounts Payable.

If you have not entered the vendors invoice as a bill for payment, leave Received From blank. In the From Account column select the expense account you would charge the vendors invoice to, the same as if you were entering it for payment. In the Memo column note the vendors invoice number.

In the Amount column enter the vendors invoice amount with a negative sign first. This negative amount should exactly offset the deposit amount above, resulting in a "Zero" deposit transaction. Save the "deposit" and the transaction is complete.

Keeping Your 941 Report Accurate

Do not pay your payroll liabilities from the "Write Checks" window. If you use this window, QuickBooks will warn you to use the "Pay Liabilities" window, but will let you write the check. However when you print the 941, it will not reflect any payments that you made using the "Write Checks" window.

Use the "Pay Liabilities" window to create checks for all tax liabilities. Using this window will ensure that the payments are reflected accurately on the 941 report and that your liability accounts are properly reduced.

To close all open QuickBooks Windows quickly, click on Window on the menu bar, and then Close All.

Don't forget about the History button:

  • It shows you all the transactions related to the one you are currently viewing.
  • For example, view any invoice that you know is paid, then click on the History button.
  • Then you'll see the payment details on your screen instantly.

The following keys can help you save LOTS of time when working with dates:

(Just type the key shown in the date field.)
  • T = today's date
  • M = First day of the month you are working in
  • H = Last day of the month you are working in
  • Y = First day of the year
  • R = Last day of the year
  • + = Move the date forward by one day
  • - = Move the date backward by one day

CTRL+A brings up the Chart of Accounts right away

ALT+F4 closes QuickBooks software

When working in a register, you can use the = to bring up the calculator when adding or subtracting from an account

Don't forget to turn on the Reminders feature when opening a company file:

  1. Click on Edit
  2. Click on Preferences
  3. Click the picture of Reminders from the list that appears
  4. Make sure a check mark is in the box marked "Show Reminders list when opening a company file"
  5. Click the OK button

Customize the settings on your QuickBooks desktop by clicking on:

  1. Edit
  2. Preferences
  3. Desktop View

Use the Open Previous Company option found on the File menu to give you fast access to company files you have used recently

CTRL+T will bring up your Memorized Transaction list immediately

Don't forget to back up your important QuickBooks data:

  1. Click on File
  2. Click Back Up
  3. Complete the location where the file will be backed up (i.e. floppy disk in A: or other disk)
  4. Click the Back Up button


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