QuickBooks For Dummies (Australian Edition)
You can use a range of data-entry tips and keyboard shortcuts to work smarter and faster in QuickBooks. These tips, shortcuts and handy reminders ensure you spend less time bookkeeping and more time managing your business activities.
Everyday Shortcuts in QuickBooks
If you can type, then using keyboard shortcuts in QuickBooks works much faster toying with a mouse. Simply press the Ctrl key on your PC, together with one of these letters or symbols, and off you go!
|QuickBooks Key or Keystroke Combination||Shortcut Result|
|Ctrl-A||Opens your Chart of Accounts|
|Ctrl-F||Finds transactions, by amount, date, memo or name|
|Ctrl-G||Takes you to a transfer account’s register|
|Ctrl-H||Displays the history of any accounts receivable or payable transaction|
|Ctrl-I||Takes you to the Create Invoice window|
|Ctrl-J||Opens the Customer Centre|
|Ctrl-L||Opens a drop-down menu’s list|
|Ctrl-M||Memorises the current transaction or report|
|Ctrl-N||Creates a new transaction for the active window|
|Ctrl-P||Prints an on-screen form or register|
|Ctrl-Q||Produces a QuickReport for a transaction or item|
|Ctrl-R||Displays the account register|
|Ctrl-T||Opens a memorised transaction list|
|Ctrl-U||Uses a list item (try Ctrl-L and Ctrl-U together for a super shortcut)|
|Ctrl-W||Takes you to Write Cheques (where you record all types of withdrawals)|
|Ctrl-Y||Opens an account’s transactional journal|
|Ctrl-F4||Closes the active window|
|F1||Opens help for active window|
|F2||Displays info about your current QuickBooks version|
|Right-click||Shows a list of nifty commands relevant to wherever you are in QuickBooks|
Speed Dating in QuickBooks
Typing dates is fiddly, so why not take an easier route with financial recordkeeping? In QuickBooks, instead of typing in a date you can use these shortcuts:
|W||First day of the Week|
|K||Last day of the weeK|
|M||First day of the Month|
|H||Last day of the montH|
|Y||First day of the Year|
|R||Last day of the yeaR|
Editing Tricks in QuickBooks
You can copy, delete, move or undo text in QuickBooks as you would in any word processor. Here are some shortcuts for your financial recordkeeping:
|Keystroke Combination||Shortcut Result|
|Ctrl-C||Copies your selection to the Clipboard|
|Ctrl-D||Deletes current transaction or item (if allowed)|
|Ctrl-E||Opens transaction selected in register, ready for editing|
|Ctrl-V||Pastes whatever is currently sitting in your Clipboard|
|Ctrl-X||Moves your selection to the Clipboard|
|Ctrl-Z||Undoes your last action (with the current field only)|
|Ctrl-Del||Deletes line from detail area|
|Ctrl-Ins||Inserts line in detail area|
|Ctrl-Enter||Records the current transaction|
Using the ALT Key in QuickBooks
Every command in QuickBooks includes an underlined letter. To execute these commands, just press the Alt key, followed by each relevant letter. Here's an example:
|Alt+B+I||Goes to the Banking menu, followed by Import Bank Statement|
|Alt+C+T||Goes to the Company menu, followed by the To Do List|
You can also combine (press together) the Alt key with a few other keyboard tricks to fly around QuickBooks at a rate of knots. For example:
|Alt-Home||Beginning of current field|
|Alt-End||End of current month|
|Alt-Ctrl-Page Up||First item on list or previous month in register|
|Alt-Ctrl-Page Down||Last item on list or next month in register|
Your QuickBooks Health Check
Doing your books in QuickBooks isn’t simply about getting the job done quickly. You also want to ensure that your business information is accurate and safe. This QuickBooks checklist helps you to sleep easy at night, knowing that your accounts are in top-top shape.
Make a backup every time your work in QuickBooks, then store the backup offsite.
Always reconcile every back account at least once a month.
Chase all debts as soon as they reach 30 days or are overdue.
Click the Audit Company button at least once a month and work through all four steps.
If you’re not sure where to allocate a transaction, don’t guess — ask your accountant.
Learn how to reconcile your GST liability accounts (relevant in Australia) and do this every time you pay your Business Activity Statement.
Reconcile all payroll liability accounts.
Every month, scan transaction reports for weird stuff or mistakes.
Print a Balance Sheet for the current date and a Profit & Loss for the year so far, then check that both reports make sense.
Important QuickBooks Deadlines
Forget birthdays, anniversaries and Christmas. Instead, punctuate your diary with a list of QuickBooks deadlines relevant to your Australian business. Here are some important ones to start out with:
|Payment or report||Due Date|
|Business Activity Statements||Monthly payments: 21 days after the end of each month
Quarterly payments: 28 days after the end of each quarter (except for the December quarter, where the deadline is 28 February)
|Payment summaries||14 July|
|Annual withholding declaration||14 August|
|Superannuation||28 days after the end of each month or quarter, depending on the superannuation fund|
|PAYG withholding tax||Monthly payments: 21 days after the end of the month
Quarterly payments: 28 days after the end of the quarter