User Guide

QuickBooks Pro for Windows

QuickBooks Premier for Windows

QuickBooks Premier Industry-Specific Editions for Windows

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Important

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First printing, July 2005

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iii

Contents

Chapter 1 Welcome to QuickBooks, 1

Where to start, 2

If you’re new to QuickBooks, 2

Using this guide, 2

Chapter 2 Setting up a new company, 3

Decisions to make before you start, 4

Locating an advisor to help you with QuickBooks, 4

How many companies should you set up?, 5

What accounting method should I use?, 6

What accounting do I need to know?, 7

What’s the best way to track my type of detail?, 10

Reports to measure profitability, 14

Setting up your company in QuickBooks, 17

Determining a start date, 17

Information to collect, 18

Using the EasyStep Interview, 20

Should I track customers and jobs?, 22

What does QuickBooks mean by a customer?, 22

What does QuickBooks mean by a job?, 22

Changing the opening balance for a customer or job, 23

Why you probably need to set up items, 24

Items for what you sell, 24

Items for services or products you purchase, 25

Deciding how items should affect accounts, 26

How many different items do you need?, 27

Setting up items, 28

Where to find information about your items, 28

Types of QuickBooks items, 30

Setting up your items with different units of measure, 32

Reporting in different units of measure, 36

Adding items to your Item or Fixed Asset Item list, 37

Items for reimbursable costs (QuickBooks Pro and better), 38

Working with items, 41

Using items, saving time, 41

Using items to subtotal on sales forms, 42

Showing partial payments received at the time of sale, 44

Changing prices or rates, 46

Editing item information, 46

Final steps to complete your setup, 47

Fine-tune your accounts, 47

Enter your company’s historical transactions, 49

Complete your customer, vendor, and item information, 51

Adjusting opening balances for balance sheet accounts, 51

Setting up accounts to track equity details, 53

Things to think about after you’re finished, 54

Create reports to check your setup, 54

Maintain your previous accounting system, 54

Set up other company files, if needed, 55

Connect QuickBooks to the Internet, 55

Update QuickBooks to the latest release, 57

Set number, currency, time, and date formats in QuickBooks, 60

Chapter 3 Importing and exporting data, 61

Converting data from Quicken, 62

Preparing your Quicken data for conversion, 62

Converting your Quicken file to QuickBooks, 64

Fine-tuning your data after converting to QuickBooks, 65

How QuickBooks converts accounts receivable transactions, 68

Changing to QuickBooks accounts payable, 69

Comparing QuickBooks and Quicken, 71

New and renamed balance sheet accounts, 72

When you convert from Quicken, 73

Should you continue using Quicken for some things?, 73

Converting data from MYOB, 74

What’s Next after conversion, 74

Setting up your payroll in QuickBooks, 76

Importing from / exporting to other software, 84

Importing from other software, 84

Exporting to other software, 85

Give your accountant permission to access your QuickBooks file remotely, 86

Exporting data for your accountant (Accountant’s Review), 86

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