QuickBooks Getting Started

Welcome back to educator.com. This is getting started with QuickBooks.0000

Now, the first thing we are going to talk about is general overview and using forms and what forms are in QuickBooks.0006

QuickBooks uses a combination of several databases out there.0014

And there is a customer database. There is a vendor database.0020

There is employs database. There is a database that has our bank information.0024

And there is a chart of accounts that links all that together and all sorts of things.0028

So, we are kind of look at the various forms that QuickBooks uses.0033

So, under the customers. In order to get to a form we are going to look at the customer center.0038

And we will see the form here. Customer center is a basic format of where we organize and keep a list of all of our customers.0045

And we if we pull up our first customer here Christie Abercrombie, for example. And we go ahead and edit that.0057

So, if we highlight Christie Abercrombie and we look over here to the right we have customer information.0065

And we have detailed information on our invoice and in payments and all the sort of stuff that we have done.0071

Well, the form that we use is when we edit the customer.0078

It is a general form of the name and the address and additional information etc.0083

So, it is a general format. Well, if we notice that is for a customer.0088

But, if we go over and look at the vendors to the vendor center like clicking on the menu bar, vendor center.0092

We can do the same thing and edit a vendor.0101

And it is very similar to uniform form, unified format that QuickBooks uses.0105

So, everything is unified. Everything is consistent.0113

It is easy to navigate that way so you are not dealing with different things, different looks.0116

So, you can navigate fairly simple.0121

Now, in QuickBooks of course we have our menu bar which starts with file, edit, view, lists, favorites.0123

Accounting, a company, customers, vendors, employees, making.0132

And there are icon bar which would be the home center, the calendar, snapshots.0137

Customer center, the vendor center, employee center etc.0143

Invoices and quick little icons we can add to that as we need to.0147

OK, we are going to talk about using lists, the various lists there are.0152

There is the customer list when we click on the I customer icon bar. There is a list here of customers.0158

It looks very similar to the vendor list.0165

So, if we click on the vendor icon here it looks just like the customer center. This is a customer list.0168

If we will click on employees it is going to give us a similar format.0179

Very similar unified so we can navigate easily and get around the various forms in the list that we have.0184

Now, registers are different thing. What is a register?0195

Well, using registers we might have a check register.0199

If you used to having a manual check you would have a check register.0203

So, if we look at that. if I can go over to my icon bar just using a check register.0208

Or if I go up to the lists and look at a chart of accounts.0214

Let us look at list and go chart of accounts.0219

I see I have got a banking, a checking account.0221

I am going to highlight the checking account in my chart of accounts.0225

This is where it lists our assets, our liabilities, our equity accounts, our income and expense accounts.0229

This is where everything happens. This is account central right here.0236

This is where everything is connected. It is through the chart of accounts.0241

One of the most important list you will ever deal with is the chart of accounts.0246

Other lists. We have our item lists here.0252

This is where we have our service and products that we sell.0257

We may have inventory parts. we might have services, consulting, framing, labor.0261

We may have other sales tax items were we had to charge sales tax for product that was selling.0266

We also have our fixed asset list.0276

We can set up fixed assets and track the values of those.0279

And in the depreciation of our fixed assets that we have in our office or copier printer etc.0283

And we can track those. we have our list.0289

There is a unit measured set list.0292

So, if we are going to sell things by unit or square foot or by the case we can set that up there.0295

We have our price level list. we can have a standard price.0303

But on that standard price we might offer commercial vendor or commercial accounts a 10 percent discount.0309

If they are industrial they get a 5 percent discount.0316

If they are residential they get whichever. we can set up various price levels.0319

And we have our billing rate list. we can set up billing rates.0324

So, we can do various billing rates for customers even or for certain services and so far.0328

Our sales tax codes. We can set up our sales tax code here.0336

And if it is a taxable item. if is not taxable.0341

So, that is where we find all of our list here under the list menu.0346

We have our payroll item list. We have our class list.0352

Class list? What is that?0355

That is if we have divisions in our business.0356

Maybe we have departments and we want to track our expenses and income by department in our business.0359

Or in this case with this construction company.0368

They want to track at a new construction how much business they do.0371

They want track on that or if it is remodeling or overhead expenses etc.0374

So, there is a variety of things what we can do on lists.0379

OK, so we are going to show you how to use a register and what they do.0383

So, as much like a check register if I am going to go to my chart of accounts under lists.0389

And here it is. I can highlight my checking account.0395

I can either double click on it or if I go down to account I can edit.0399

I can go down and use the register by clicking on activities at the very bottom of that box.0405

Click on activities and say use the register.0411

Now, pull it up and it looks just like your check register once the bank has gave you a piece of paper.0413

And it lists all of your checks that you have written, things that needed to be printed already.0423

And it gives you the balance and it will keep track of everything just like a check register.0431

Now, if we close that down I can go down to Accounts Receivable.0436

Double click on it and it will open up a register as well.0439

They will show all the transactions in a register format and what we have done with them.0442

Here is an amount charge.0449

OK, we can see all these different things.0451

All the different information that we have on invoices in our Accounts Receivable in a register format.0456

We can pull up a variety of chart accounts and using the register.0460

So, registers are like a check register and it lists it by date.0465

Now, getting around QuickBooks is rather simple.0473

Couple of ways. I prefer using the menu bar and I prefer using the icon bar.0477

But for those that are may not be familiar with that.0483

In the flow of how work flows we can use the home screen.0485

So, we click on the home screen on the icon bar. It will pull up a flowchart of how our business runs.0490

You can see under the customer section here.0500

In this area we can click on customers and it will pull up the customer center.0504

Or it will show us a flowchart of how business runs here.0510

For instance, for our customers the first thing we want to do is a create a an estimate.0514

With that estimate we may have to then order supplies or order product to fulfil that job.0519

And from ordering those supplies will actually issue a purchase order.0530

Then we will go ahead and receive those products.0535

And then we will go ahead and enter a bill on those products or inventory that we have received.0540

From that we will enter those bills and will pay that bill to that vendor.0545

On the same size as part of that estimate for that new job.0550

Once they accept that job, of course, we will convert that to an invoice.0554

And then we can then receive the payment from that invoice.0560

And in that point in time we can issue a sell receive if we like and record a deposit.0565

We can accept credit cards as a form of payment.0570

Also with the statement charges we may have an overdue balance of a customer.0575

So we can issue a statement charge against our customer. A late fee or a finance fee.0581

And we can charge in those finer charges, issue them a statement and collect the money and then we to the deposit.0587

On the employee side of things we have the payroll center where we can run our payroll.0598

We can keep track of our employee time and by job.0604

And if we track it by job then we want to go ahead and build our customers on that time.0610

So, that enter time will flow right into the invoice of which we can bill.0617

From that we can actually pay our employees based on their timesheets.0621

And at that point in time when we pay our employees on payroll.0627

It will generate a liability that we owe to the government for our taxes.0632

For the federal income taxes that we withheld and the state income taxes that we withhold.0636

And the Medicare and social security taxes that are withheld.0642

And we can then actually pay those liabilities to the various tax agencies and tax minorities.0645

We can then process the payroll forms and complete the payroll cycle.0652

When we report to the various tax agencies are DE6 and our 940 and our 941 forms for payroll to the federal government.0656

We have a quick link over here for chart of accounts and inventory activities.0668

And reconciling our bank accounts and writing checks is a nice little flowchart and getting around in QuickBooks.0673

When we have a variety of windows open...0684

If I have gone into the vendor center and I have got a snapshot for company up already0686

And I have a couple of things up here. I have got a variety of windows.0692

I am not sure how I have all this windows up but I have got a lot.0697

So, to manage that a quick way to do that – in single we have open -- is go from menu bar go to window.0700

And you will see all. I have got 3 windows open here. I am going to close them all.0709

I can close them all or I can go to the home screen from there or I can go back to window.0713

Well, I am going to close them all at this point in time.0718

The menu bar, as I have explained before, it is a quick way to get around.0721

There is a help screen we can ask into it. We can type in our questions.0726

We can look at our online services for a variety of helpful services that they have.0730

Reports center. There is reports menus. There is our banking section, employees, vendors, customers.0740

We also have the icon bar which I like to use. It is a quick way to do it.0747

If I am going to write a check I just go straight to the icon check.0751

And Bam I have got it open. I can write a check quickly.0754

You can get it done at out of the way.0757

I can go and pull up a register at any given moment.0759

Let us say I want to pull up this check and register whichever is done. It is a quick little icon bar which I prefer using.0762

QuickBooks centers. We showed you a little bit of those QuickBooks centers.0769

There is the customer center, the vendor center, the employee center and all of this up there.0772

We have the report center. The report center is there as well.0779

We have the banking, the banking online center, the online banking center.0785

So, we can go on the online banking center. There is that center0791

These are different forms. The online banking centers is one we link our bank accounts to QuickBooks.0795

We can go online, we can download all our activities and transactions from there.0801

We can reconcile our bank accounts, we can sync what our records are with the banks.0807

Maybe you find an error that the bank might of made and get them rectified.0812

So, as the banking center the report center is simple.0817

And it gives us a variety of reports, of financial reports that we can get around.0819

There is the lead center. so, to get to the lead center when we look at the customers.0825

And under the customer center when we are looking at that.0833

We have a hundred customers. There is a lead center that we have.0836

Under the customer menu bar there is a lead center that we can look at which tracks our prospects.0841

Potential customers that we are dealing with.0848

We can search information anywhere in QuickBooks.0852

If I am trying to look for something here.0856

I wanted to look for some information on Mr. Baker.0860

And I could not remember what I had but I knew it dealt with my client Mr. Baker.0863

I can search it in the upper right corner in the search bar and say what do I have on Mr. Baker here?0867

And it says some results right here. So, we will look at that.0874

$1000 contracting, view contracting, dawn view.0878

Open that, I can look at the various things that we have.0883

There is 8 transactions. There is 3 customers that deal with Baker, the name Baker.0886

So, I can pull it all up and find what I am looking for on this list.0891

And it searches my entire, all my databases, customers renders etc. and I can find what I am looking for.0895

Here it is. Garage repair for Chris Baker. Ok.0901

So, it is a quick way to look around for anything in your database.0906

And again with the windows. I have got all these windows open.0912

So, if I go to the menu bar. Click on win-deal.0917

Close all. It is going to close everything down.0921

And I can go right back to my homepage in the workflow.0923

And go right back to something that is easy for me to follow systematically.0927

To know what the next step is on all of that.0933

Again, our chart of accounts.0938

One last review looking in our chart of accounts. How do we get there? A couple ways.0941

From the home screen we can go to the upper right section where it says chart of accounts and click on that.0945

And this is where we have everything stored.0953

This is the central location of QuickBooks is our chart of accounts.0958

Your assets, your liabilities, your equity which includes your income and expense accounts.0962

And this is the lifeblood of everything and how you can.0970

We are going to teach you in this how to customize it, how to edit it.0973

How to add accounts, how to make certain accounts inactive as well if you are not using it.0979

That is our getting started with QuickBooks.0987

Thank you for visiting educator.com. We will see you next time.0990