Cheat Sheet

QuickBooks 2005 For Dummies

QuickBooks 2005 is financial software designed to help you easily manage your business accounting tasks. QuickBooks will help you keep track of your accounts and accomplish a variety of tasks by using keyboard shortcuts, mouse actions, user interface tricks, and quick calculation and editing tricks.

Tracking Your Debits and Credits in QuickBooks 2005

To keep tabs on your debits and credit in QuickBooks 2005, remember: the natural balance for asset accounts is on the left (debit); the natural balance for liability and owner’s equity accounts is on the right (credit). Assets = Liabilities + Owner’s Equity (The exceptions are contra accounts and expense accounts that add or deduct from other accounts to form a net amount.)

Account Type Debits Credits
Assets Increase asset accounts Decrease asset accounts
Liabilities Decrease liability accounts Increase liability accounts
Owner’s equity Decrease owner’s equity accounts Increase owner’s equity accounts
Income Decrease income accounts Increase income accounts
Expenses Increase expense accounts Decrease expense accounts

Speedy QuickBooks 2005 Keyboard Shortcuts

Using keyboard shortcuts can save you a lot of time when you’re working in QuickBooks 2005. This guide shows you the PC key combinations to press and the actions that follow:

Press This PC Shortcut And QuickBooks Does This
Ctrl+A Displays the Chart of Accounts window
Ctrl+C Copies your selection to the Clipboard
Ctrl+F Displays the Find window
Ctrl+G Goes to the other side of a transfer transaction
Ctrl+I Displays the Create Invoice window
Ctrl+J Displays the Customer:Job List window
Ctrl+M Memorizes a transaction
Ctrl+N Creates a new <fill in the blank> where fill in the blank is whatever is active at the time
Ctrl+P Almost always prints the currently active register, list, or form
Ctrl+Q Creates and displays a QuickReport on the selected transaction
Ctrl+R Displays the Register window
Crtl+T Displays the memorized transaction list
Ctrl+V Pastes the contents of the Clipboard
Ctrl+W Displays the Write Checks window
Ctrl+X Moves your selection to the Clipboard
Ctrl+Z Undoes your last action — usually
Ctrl+Insert Inserts a line into a list of items or expenses
Ctrl+Delete Deletes the selected line from a list of items or expenses

Right-Click to Perform Common QuickBooks 2005 Tasks

To perform a common task related to a window in QuickBooks 2005, you can use the right-mouse button to display a shortcut menu. In a register, select and right-click a specific transaction; in a list, right-click an item; in a form, display a transaction and right-click a blank area of the form. QuickBooks displays a shortcut menu of common commands for the particular transaction, item, or window. For example, it often displays commands for memorizing or voiding the transaction, or creating a QuickReport on the transaction. The commands differ based on the type of transaction you select.

Some QuickBooks 2005 User Interface Tricks

Quickbooks 2005 is easy to use. To save time and make your accounting easier, use this list of handy user interface tricks when navigating your way through QuickBooks 2005:

  • To get help, click the How Do I? button in the upper-right corner of the dialog box and choose a topic from the drop-down menu.

  • To move quickly to a specific list box entry, press the letter.

  • To select a list box entry and choose a dialog box’s suggested command button, double-click the entry.

  • To move the insertion point to the beginning of a field, press Home.

  • To move the insertion point to the end of a field, press End.

  • QuickBooks locks the active window into place and then displays a list of windows in its Navigator pane, which is like another little window. To move to a listed window, just click it.

  • To remove the Navigator, choose View→Open Window List. (You can move the other locked pane which lists windows, called the Shortcuts list, by choosing Lists→Shortcut List.)

  • To tell QuickBooks to use windows like every other program does, choose View→Multiple Windows

Some QuickBooks 2005 Calculation and Editing Tricks

You can work easily through math calculations in the amount field and edit the date in the date field with calculation and editing tricks in QuickBooks 2005. If the selection cursor is on the amount field you can follow this handy guide, just use these symbol keys to make calculations:

Press This This Happens
+ To add the number you just typed to the next number you type
- To subtract the next number you type from the number you just typed
× To multiply the number you just typed by the next number you type
/ To divide the number you just typed by the next number you type

If the selection cursor is on a date field, you can use these tricks to edit the date:

Press This This Happens
+ Adds one day to the date shown
T Replaces the date shown with today’s date
Subtracts one day from the date shown
Y Changes the date to the first day in the year
R Changes the date to the last day in the year
M Changes the date to the first day in the month
H Changes the date to the last day in the month
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