Cheat Sheet

QuickBooks 2011 For Dummies

From QuickBooks 2011 For Dummies by Stephen L. Nelson

QuickBooks 2011 makes small-business accounting fast and easy. But your day-to-day business bookkeeping will go even smoother if you employ a handful of QuickBooks keyboard shortcuts and data-entry, and interface tricks.

QuickBooks 2011 Keyboard Shortcuts

Use the QuickBooks 2011 keyboard shortcuts shown in the following table to make your day-to-day small business accounting easier and faster. You can save valuable time and energy with these handy key combinations:

Press This PC Shortcut QuickBooks Does This
Ctrl+A Displays the Chart of Accounts window
Ctrl+C Copies your selection to the Clipboard
Ctrl+D Deletes check, invoice, transaction, or item from the list
Ctrl+E Edits transaction selected in the register
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

QuickBooks 2011 Calculation and Editing Tricks

QuickBooks 2011 makes it easy to calculate numbers. If the selection cursor is in an amount field in, you can use these symbol keys to make calculations:

Press This Key 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

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

Press This Key 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

Right-Click for Common QuickBooks 2011 Tasks

To perform a common QuickBooks 2011 task related to a window, right-click 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.

QuickBooks 2011 User Interface Tricks

To aid in maximizing efficiency when you're using QuickBooks 2011, here are some tips and techniques that you can use to more quickly navigate the accounting and bookkeeping software:

  • To move quickly to a specific list box entry, press the letter. For example, press S to move to the first list entry that begins with the letter S.

  • To select a list box entry shown within a dialog box and simultaneously choose a suggested command button for the active dialog box (probably the OK 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 can display a list of open windows in its Open Window list. To display the Open Window list, choose View→Open Window List. To move to a listed window, just click it.

  • 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.

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