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QuickBooks 
2014 
Bonnie Biafore
Beijing  |  Cambridge  |  Farnham  |  Köln  |  Sebastopol  |  Tokyo
The book that should have been in the box®
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QuickBooks 2014: The Missing Manual
by Bonnie Biafore
Copyright © 2014 Bonnie Biafore. All rights reserved. 
Printed in the United States of America.
Published by O’Reilly Media, Inc.,  
1005 Gravenstein Highway North, Sebastopol, CA 95472.
O’Reilly books may be purchased for educational, business, or sales promotional use. Online edi-
tions are also available for most titles (
http://my.safaribooksonline.com
). For more information, 
contact our corporate/institutional sales department: (800) 998-9938 or 
corporate@oreilly.com
.
October 2013: 
First Edition.
Revision History for the First Edition:
2013-10-11 
First release
See 
http://oreilly.com/catalog/errata.csp?isbn=0636920027478
for release details.
The Missing Manual is a registered trademark of O’Reilly Media, Inc. The Missing Manual logo, 
and “The book that should have been in the box” are trademarks of O’Reilly Media, Inc. Many 
of the designations used by manufacturers and sellers to distinguish their products are claimed 
as trademarks. Where those designations appear in this book, and O’Reilly Media is aware of a 
trademark claim, the designations are capitalized. 
While every precaution has been taken in the preparation of this book, the publisher assumes no 
responsibility for errors or omissions, or for damages resulting from the use of the information 
contained in it.
ISBN-13: 978-1-449-34175-6
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iii
Contents
The Missing Credits
........................................
xi
Introduction
..............................................
xv
What’s New in QuickBooks 2014 .....................................xv
When QuickBooks May Not Be the Answer ..........................xvii
Choosing the Right Edition ........................................xviii
Accounting Basics: The Important Stuff ............................. . xxi
About This Book .................................................xxiii
About the Outline ................................................xxiv
The Very Basics ...................................................xxv
About→These→Arrows ..........................................xxvi
About the Online Resources .......................................xxvi
Safari® Books Online ............................................xxviii
Part One:
Setting Up QuickBooks
CHAPTER 1:
Creating a Company File
...................................
3
Opening QuickBooks ................................................3
Before You Create a Company File ....................................4
Creating a Company File .............................................7
Converting from Another Program to QuickBooks .....................20
Opening an Existing Company File ...................................23
Modifying Company Info ............................................26
CHAPTER 2:
Getting Around in QuickBooks
............................
29
Menus and the Icon Bars ............................................30
Switching among Open Windows ....................................32
The Home Page ....................................................34
The Company Snapshot ............................................42
CHAPTER 3:
Setting Up a Chart of Accounts
...........................
43
Acquiring a Chart of Accounts .......................................44
Planning the Chart of Accounts ......................................46
Creating Accounts and Subaccounts .................................51
Working with Accounts .............................................58
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COntents
iv
CHAPTER 4:
Setting Up Customers, Jobs, and Vendors
................
63
Creating Customers in QuickBooks ..................................64
Creating Jobs in QuickBooks ........................................75
Setting Up Vendors ................................................78
Working with Customers, Jobs, and Vendors ..........................81
Managing Leads ...................................................90
CHAPTER 5:
Setting Up Items
..........................................
93
What Items Do ....................................................93
When You Don’t Need Items ........................................95
Should You Track Inventory with Items? ..............................95
Planning Your Items ................................................98
Creating Items .................................................... . 101
Service Items .....................................................104
Product Items ....................................................107
Other Types of Items ..............................................108
Working with Items ................................................113
CHAPTER 6:
Data Entry Shortcuts for Lists
.............................
117
Adding and Editing Multiple Records ................................ . 118
Importing Customer, Vendor, and Item Information ...................126
CHAPTER 7:
Setting Up Other QuickBooks Lists
......................
133
Categorizing with Classes ..........................................134
Price Levels ......................................................136
Customer and Vendor Profile Lists ..................................139
Fixed Asset Items .................................................146
Managing Lists ...................................................147
Part two:
Bookkeeping
CHAPTER 8:
Tracking Time and Mileage
...............................
157
Setting Up Time Tracking ..........................................158
Entering Time in QuickBooks ....................................... . 161
Running Time Reports .............................................168
Tracking Mileage ..................................................168
Generating Mileage Reports ........................................174
CHAPTER 9:
Paying for Expenses
.....................................
175
When to Pay Expenses ............................................175
Entering Bills .....................................................176
Recording a Deposit to a Vendor ................................... . 181
Handling Reimbursable Expenses ...................................183
Paying Your Bills ..................................................185
COntents
v
Writing Checks Without Entering Bills ...............................193
Producing Checks .................................................197
Paying Using Other Payment Methods ...............................203
Recording Vendor Refunds and Credits ..............................207
Running Expense-Related Reports .................................208
CHAPTER 10:
Invoicing
..................................................
211
Choosing the Right Type of Form ...................................212
Sales Forms and Accounts .........................................214
Creating Invoices .................................................216
Creating Batch Invoices ............................................236
Deposits, Down Payments, and Retainers ...........................240
Invoicing for Billable Time and Costs ................................245
Invoicing for Backordered Products .................................252
Estimating Jobs ..................................................258
Creating Progress Invoices ........................................ . 264
Handling Customer Refunds and Credits .............................268
Modifying Invoices ................................................275
CHAPTER 11:
Producing Statements
...................................
277
Generating Statements ............................................277
CHAPTER 12:
Transaction Timesavers
..................................
289
Printing Forms ...................................................290
Emailing Forms ...................................................299
Memorizing Transactions ..........................................303
Finding Transactions ..............................................310
CHAPTER 13:
Managing Accounts Receivable
..........................
319
Receivables Aging ................................................320
Receiving Payments for Invoiced Income ............................326
Applying Credits to Invoices .......................................332
Discounting for Early Payment .....................................334
Correcting Misapplied Customer Payments ..........................338
Applying Finance Charges ........................................340
Cash Sales .......................................................342
Making Deposits ................................................. . 349
CHAPTER 14:
Bank Accounts and Credit Cards
.........................
355
Entering Transactions in an Account Register ........................356
Handling Bounced Checks ........................................360
Transferring Funds ................................................368
Reconciling Accounts .............................................371
Managing Loans ..................................................383
COntents
vi
CHAPTER 15:
Doing Payroll
............................................
393
Getting Started with QuickBooks Payroll ........................... . 394
Intuit Payroll Services  .............................................397
Signing Up for an Intuit Payroll Service ..............................399
Setting Up Payroll in QuickBooks ..................................400
Running Payroll ...................................................414
Paying Payroll Liabilities ...........................................421
Preparing Payroll Tax Forms .......................................424
Running Payroll Reports ...........................................426
Recording Transactions from a Payroll Service .......................427
Paying Yourself ...................................................428
CHAPTER 16:
Making Journal Entries
...................................
433
Balancing Debit and Credit Amounts ............................... . 434
Some Reasons to Use Journal Entries ...............................435
Creating Journal Entries ...........................................436
Checking Journal Entries .........................................440
Reclassifications and Corrections ...................................441
Recording Depreciation with Journal Entries ........................ . 442
Recording Owners’ Contributions ..................................445
CHAPTER 17:
Performing Year-End Tasks
.............................
449
Checking for Problems ...........................................449
Viewing Your Trial Balance .........................................452
Generating Financial Reports .......................................453
Generating Tax Reports ...........................................467
Sharing a Company File with Your Accountant .......................470
1099s ............................................................476
Closing the Books for the Year ....................................480
Part three:
Managing Your Business
CHAPTER 18:
Keeping Track of Financial Tasks
.........................
485
Tracking To-Dos .................................................486
Adding Notes
489
Reminders .......................................................491
Your Financial Calendar ...........................................494
CHAPTER 19:
Managing QuickBooks Files
..............................
497
Switching Between Multi- and Single-User Mode .....................497
Backing Up Files .................................................499
Restoring Backups ...............................................508
Sending Company Files to Others ....................................511
COntents
vii
Verifying Your QuickBooks Data ....................................514
Condensing Data .................................................516
Cleaning Up after Deleting Files ....................................521
CHAPTER 20:
Managing Inventory
.....................................
523
Following the Inventory Money Trail .................................524
Setting Up Inventory Items .........................................525
Purchasing Inventory ..............................................529
Selling Inventory ..................................................538
Running Inventory Reports ........................................539
Working with the Inventory Center .................................544
Performing a Physical Inventory ...................................546
Adjusting Inventory in QuickBooks ................................. . 548
CHAPTER 21:
Working with Sales Tax
..................................
553
Setting Up Sales Tax ..............................................553
Producing Reports of the Sales Tax You Owe ........................560
Paying Sales Tax ..................................................561
CHAPTER 22:
Budgeting and Planning
.................................
563
Types of Budgets ................................................564
Ways to Build Budgets ...........................................564
Creating Budgets in QuickBooks ....................................565
Creating Customer:Job or Class Budgets ............................568
Filling in Budget Values ............................................570
Creating and Copying Budgets with Excel ...........................573
Running Budget Reports ..........................................578
CHAPTER 23:
Tracking Finances with Reports and Graphs
.............
583
Finding the Right Reports ......................................... . 584
Running Reports ..................................................588
Printing and Saving Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591
Customizing Reports ..............................................595
Memorizing Reports ..............................................606
Swapping Reports Between Company Files .........................609
Part Four:
QuickBooks Power
CHAPTER 24:
Banking Online with QuickBooks
........................
613
Setting Up Your Accounts for Online Services ........................614
Exchanging Data with Your Bank ...................................617
Banking Online Using Express Mode ................................622
Banking Online Using Classic Mode .................................631
COntents
viii
CHAPTER 25:
Configuring Preferences to Fit Your Company
...........
637
Preferences: The Basics ............................................638
Accounting .......................................................639
Bills .............................................................642
Calendar ........................................................ . 643
Checking ........................................................644
Desktop View ....................................................647
Finance Charge ..................................................650
General ..........................................................652
Integrated Applications ............................................656
Items & Inventory .................................................657
Jobs & Estimates .................................................657
Multiple Currencies ................................................659
Payments .......................................................660
Payroll & Employees ...............................................661
Reminders .......................................................662
Reports and Graphs ...............................................663
Sales & Customers ................................................665
Sales Tax .........................................................667
Search .......................................................... . 668
Send Forms ..................................................... . 668
Service Connection ...............................................671
Spelling ..........................................................672
Tax: 1099 ........................................................672
Time & Expenses ..................................................672
CHAPTER 26:
Integrating QuickBooks with Other Programs
...........
675
Mail Merge to a Word Document ....................................676
Synchronizing Contacts ............................................682
Working with Other Apps ..........................................685
Exporting QuickBooks Data ....................................... . 688
Importing Data from Other Programs ..............................696
CHAPTER 27:
Customizing QuickBooks
................................
699
Customizing the Home Page ......................................700
Fast Access to Favorite Features ....................................703
Customizing the Company Snapshot ............................... . 709
Customizing Forms ................................................711
CHAPTER 28:
Keeping Your QuickBooks Data Secure
..................
725
Setting Up the Administrator .......................................726
Creating QuickBooks Users ........................................730
Restricting Access to Features and Data .............................733
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