Cheat Sheet

QuickBooks 2012 For Dummies (UK Edition)

QuickBooks 2012 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 along with data-entry and interface tricks.

Keyboard Shortcuts for QuickBooks 2012

Learn these QuickBooks 2012 keyboard shortcuts to save time opening, closing, and working with your business data. QuickBooks shortcuts on your PC ease your business accounting efforts.

PC Keyboard Shortcut Result in QuickBooks
Esc Closes the active window
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
Ctrl+A Shows the Chart of Accounts window
Ctrl+C Copies your selection to the Clipboard
Ctrl+D Deletes a transaction or entry in a list
Ctrl+E Edits the selected transaction in a register or entry in a list
Ctrl+F Shows the Find window
Ctrl+G Goes to the register of the Transfer To account in a transfer transaction
Ctrl+I Shows the Create Invoice window
Ctrl+J Shows the Customer:Job List window
Ctrl+L Opens the list for current drop-down menu
Ctrl+M Memorises 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 Shows the Register window
Crtl+T Shows the memorised transaction list
Ctrl+U Use List Item
Ctrl+V Pastes the contents of the Clipboard
Ctrl+W Shows the Write Cheques window
Ctrl+X Moves your selection to the Clipboard
Ctrl+Y Open Transaction Journal
Ctrl+Z Undoes your last action — usually
Ctrl+1 Displays product information, including statistical information about your QuickBooks company

Calculation and Editing Tricks in QuickBooks 2012

QuickBooks 2012 makes calculating numbers simple. Place the selection cursor in an amount field and then use the following symbol keys to make quick calculations.

Key Result
+ 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:

Key Result
+ Adds one day to the date shown
T Replaces the date shown with today’s date
Subtracts one day from the date shown
] Moves the date shown one week forward
[ Moves the date shown one week back
Moves the date shown one month forward
; Moves the date shown one month back
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 to Display a Menu of Common QuickBooks 2012 Tasks

You can right-click anywhere within a QuickBooks window to display a relevant shortcut menu, allowing you to perform common QuickBooks 2012 tasks quickly. 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. The available commands differ based on the type of transaction you select.

In each case, QuickBooks displays a shortcut menu of common commands for the particular transaction, item, or window. For example, it often displays commands for memorising or voiding the transaction or for creating a QuickReport on the transaction.

User Interface Tips for QuickBooks 2012

You can navigate the QuickBooks 2012 software quickly and easily by using these tricks. Before you begin working with QuickBooks for your small business accounting needs, run through this handy list.

  • 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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