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Cheat Sheet

QuickBooks 2009 For Dummies

From QuickBooks 2009 For Dummies by Stephen L. Nelson

QuickBooks is designed to make your accounting tasks easy to record, change, and calculate so that your debits balance your credits and vice versa. QuickBooks offers a variety of methods to accomplish common tasks, including shortcut keys and mouse actions and simple ways to get to where you want to go, and QuickBooks For Dummies gives you the ins and outs of all of them and more.

How to Keep Your Debits and Credits Straight with QuickBooks 2009

In any accounting system, including QuickBooks, the natural balance for asset accounts is on the left (debit), and the natural balance for liability and owner’s equity accounts is on the right (credit). The exceptions are contra accounts and expense accounts that add or deduct from other accounts to form a net amount. The following table lists common accounts and what you put in their debit and credit columns.

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

Keyboard Shortcuts for QuickBooks 2009

Doing your accounts shouldn’t take all day, and with the handy keyboard shortcuts in QuickBooks 2009, they don’t. Use the keys in the following table to speed through the QuickBooks functions:

Press This PC Shortcut 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+Ins Inserts a line into a list of items or expenses
Ctrl+Del Deletes the selected line from a list of items or expenses

How to Perform Common QuickBooks 2009 Tasks with a Right-Click

QuickBooks 2009 strives to make your accounting easy by making use of every available tool. You have the keyboard for shortcuts and the right-click button of the mouse for help opening windows and accessing menus.

To perform a common task related to a window, click 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 for creating a QuickReport on the transaction. The commands differ based on the type of transaction you select.

Tips for Navigating in QuickBooks 2009

QuickBooks 2009 aims to make your accounting life easier, and to that end offers keyboard shortcuts, mouse actions, and other user interface tricks like the ones in the following list:

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

  • To select a list box entry and choose a suggested command button for the active dialog box, 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 can display a list of open windows in its Open Window list. To move to a listed window, just click it.

  • To display the Open Window list, choose View→Open Window List.

  • To tell QuickBooks to use windows the same way every other program does, choose View→Multiple Windows. Or, to tell QuickBooks to just display the active window, choose View→One Window.

QuickBooks 2009 Calculation and Editing Tips

If you’re using QuickBooks 2009, you’re probably using QuickBooks it a lot to make calculations and change dates. QuickBooks gives you options for doing some of the more common calculations and edits quickly and easily.

To make calculations, move the selection cursor to an amount field and use the symbols in the following table:

Press This This Happens
+ Adds the number you just typed to the next number you type
Subtracts the next number you type from the number you just typed
* Multiplies the number you just typed by the next number you type
/ Divides the number you just typed by the next number you type

To edit the date when the selection cursor is on a date field, use these tricks:

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 (remember that it's the last letter in year)
m Changes the date to the first day in the month
h Changes the date to the last day in the month (remember that it's the last letter in month)
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