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6 Power Tips & Tricks Every QuickBooks User Should Know
There are many accounting software for small and medium-sized businesses to control business expenses, manage invoices, organize customer and payroll data. But software can’t do everything like a human, it has some limitations. Obviously, if you’re going to use multiple software options to handle all of these financial tasks, unwanted work is almost guaranteed. This can spoil some of your precious time, so I guess everyone is looking for a multitasking cloud accounting software that can work as per their requirements. When we talk about flexibility that can facilitate your daily accounting practice, then it is obvious to talk about QuickBooks – an accounting software package that is ideal for most small and medium-sized businesses.
But how will you react if I tell you some interesting things about QuickBooks that will make your daily financial work easier? For example, did you know that there is a quick way to find the payment of the corresponding bill? Did you know about the company snapshot feature? Do you know how to make your new QuickBooks look like your old one? If you don’t, then you are in the right place to learn all these quick steps. So keep reading!
1. Customize the icon bar:
QuickBooks offers a standard icon bar just below the menu. You can use this to add, remove or change icons according to your needs.
- To add an icon: From the context menu, select Customize icon bar, click Add. Navigate to the items you want from the row and change the label and description to suit your needs. Click OK.
- To remove an icon: Select Customize Icon Bar from the View menu. Select the icon you want to remove and click Remove.
- To change the icon: After selecting Customize Icon Bar, select the item you want to change, then click Edit, make your changes, and click OK.
2. Use keyboard shortcuts:
In today’s busy life, no one wants to take their hands off the keyboard to use the mouse because it slows down their work. So, for that I am going to share some QuickBooks shortcuts that will work as a booster in your daily work. There are many, but below is my list of some shortcuts –
- Ctrl-I Create an invoice
- Ctrl-E Edit the transaction selected in the register
- Ctrl-F Find a transaction
- Ctrl-J Open the Customer Service Center
- Ctrl-M Remember a transaction or report
- Ctrl-N A new invoice, bill, check, or list item in context
- Ctrl-Q A quick transaction report or list item
- Ctrl-T Open a list of saved transactions
- Ctrl-W Write a new check
- Ctrl-A Open chart of accounts
- Ctrl-D Delete the current transaction or list item
3. Use the QuickMath calculator:
Just imagine if you are paying multiple bills in the system for a certain supplier and you have a hard time calculating the data. He could use a calculator or go to his cell phone to do the math, but what if the same thing could be done in QuickBooks? Is this a call? Well, that’s true. You can do this with QuickBooks’ built-in calculator – QuickMath.
1. In QuickBooks, click the number field where you want to make a calculation.
2. Press the equals key (=) and type the numbers you want to calculate, followed by the desired function key (+, -, /, * or =) in the open ribbon.
3. To complete the calculations, enter the numbers and press the appropriate sign.
a. Press C once to clear the last entry
b. Press C twice to clear the entire tape.
4. Use the Enter or Tab key to enter the calculated result, or press the Esc key to cancel.
4. Export reports to Excel:
Every QuickBooks report has customizable options, but doesn’t have the What-If analysis capabilities of Excel. So, to get this functionality and manipulate the data as per the need, exporting QuickBooks report to Excel will be the best choice. You just have to follow these simple steps:
Open your QuickBooks report; click the Excel button at the top of the screen.
Choose to either create as a comma-separated values (.csv) file, or to a new or existing Excel workbook.
Confirm your actions, then click the Export button. This will automatically open the reports in Excel.
5. Right-click to perform common tasks easily
QuickBooks makes extensive use of the right-click menu to provide common commands for specific transactions throughout the program. While looking for specific toolbar icons, you can try these shortcuts. For example, customizing columns, editing or deleting an account, or a quick report.
6. Set the program settings
QuickBooks provides default settings that are perfectly adequate, perhaps much more time can be saved by changing them to suit the specific needs of the user. To make it more convenient and comfortable for users, QuickBooks has already developed a settings section. To take advantage of this, the first step is to log in as an administrator in QuickBooks, then click the Edit button, then click Preferences. After that, many lists of categories will appear on the screen. Select the category you want, or you can customize preferences for all users by selecting the “Campaign Setup” tab. After setting the parameters, click OK to confirm and save.
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