Quikbooks Tutorial

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Learning to use QuickBooks can help a small business manage its finances.
Learning to use QuickBooks can help a small business manage its finances. (Image: computer and money image by Valentin Mosichev from Fotolia.com)

QuickBooks is an accounting and financial software program developed by Intuit for small businesses. There are several QuickBooks products and services, including QuickBooks Online - which allows you to access your business financial records anytime. QuickBooks Pro and QuickBooks Mac is designed to help you to get your business up and running on a PC or Mac. Learning to use QuickBooks can help a small business manage its finances and possibly increase its cash-flow.

Open the “File” menu from the toolbar at the top of the screen and select “New Company”. This will open up the EasyStep Interview wizard which will guide you through the set-up process for your business. Click “Next” to start the wizard. The wizard has four sections with four to five question tabs per section - answer all the questions appropriately for your business. At the conclusion of the EasyStep Interview, on the “Finishing Up” tab, click “Leave”.

Use your Open Windows list, found on the left panel toolbar of your main screen, to navigate the menu items in the QuickBooks program. These menu items include the “Invoice” button that allows you to create invoices for your customers and the “Check” and “Bill” buttons, which allow you to write checks and pay bills.

Click the "Check" button to display a virtual check that will allow you to write a check from your bank account. Type the standard checking information (i.e. the recipient/vendor, the amount, etc.) onto the virtual check and click "OK" to save the checking information, or "Send" to send the check electronically to the recipient.

Backup your data by clicking the “Backup” button. You will have the option of backing up your files on your computer and, for a fee, online. Select a filename and location. Set up your automatic backup settings on the “Schedule a Backup” tab. The settings allow you the option of automatically saving your progress every few minutes or after certain actions - such as closing windows. Click “OK” to save these settings.

Add "Usernames" and "Passwords" by accessing “Set Up Users” from the “Company” menu. Click “Add User” to access the "Set Up User" Password and Access window. Enter a Username and optional password for the new user. Click “Next” to make your selections, using the access wizard, to which portions of QuickBooks the a new user will have. Click “Finish” at the conclusion of the access wizard.

Set up new accounts by either clicking the “Accnt” button from the QuickBooks toolbar or “Chart of Accounts” from the list menu, where you must select “Account” and then “New”. Either method will lead you to the New Account window. Here you will select the account type from the drop-down menu and enter the account’s name, description, bank account number and other necessary information.

Enter your customers’ information by using the “Cust” button from the toolbar or the Customer button from the list menu. Either method will allow you to create, edit, or delete a customer. Select “New” to enter information for your new customer; there are tabs for information such as name, contact information and payment details. Click “OK” when you are finished.

Manage your vendors (any other agency or business that you do business with) by clicking the “Vend” button or “Vendor List” from the list menu. Either method will allow you to create, edit, or delete a vendor. Select “New” to enter information such as name, address and contact information for your new vendor. Click “OK” when you are finished. Clicking the "Bill" button, from the Open Windows list, will display your upcoming and outstanding bills and amounts according to the information in your vendor's list.

Track the goods and services that you sell, as well as, any taxes that are collected from them using the “Item” button or by selecting “Item List” from the list menu. Either method will allow you to create, edit, or delete an item in your item list. Select “New” to access the New Item window to enter information about items or services your company provides. This information includes details such as the items name, a description and its rate. Click “OK” when you are finished.

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