The QuickBooks Edit Menu Commands

When you’re working with a register in QuickBooks, the Edit menu provides several other useful commands for entering new transactions, editing existing transactions, and reusing transaction information:

  • Edit Check/Deposit: This command is equivalent to the Edit Transaction button (which appears in the Register window). If you choose the Edit Check/Deposit command, QuickBooks displays the Write Checks window so that you can edit the transaction with that tool.

    The command name changes depending on the selected transaction. You see the Edit Check command if the selected transaction is a check. You see the Edit Deposit command if the selected transaction is a deposit.

  • New Check: This command displays the Write Checks window so that you can record a new check transaction and record it in the register.

  • Delete Check: The Delete Check command deletes the selected transaction from the register. (The name of this command changes depending on the transaction selected in the register.)

  • Memorize Check: This command, which appears when appropriate, memorizes the selected transaction, adds the check information to the memorized transaction list, and thereby allows you to reuse the check information at some point in the future. (If you have a transaction that you record frequently — for example, every month — memorizing the transaction and then reusing it often saves you data entry time.)

  • Void Check: This command, which also appears when appropriate, lets you void the selected check transaction.

  • Copy/Paste: The Copy command copies the currently selected check. If you choose the Paste command, QuickBooks pastes the just-copied check into the next empty row of the register.

  • Go To Transfer: This command goes to the other side of a transfer transaction. The Go To Transfer command, obviously, makes sense and works only if the selected transaction is a transfer.

  • Transaction History: This command displays a window that lists all the transactions related to the current selected transaction. Typically, you use this Transaction History command when the selected transaction is a customer payment.

    In this case, the Transaction History window would list all the transactions related to the customer payment transaction. You can use the Transaction History window to go quickly to one of the related transactions. Simply click the transaction listed. You can also edit transactions shown in the Transaction History window. Click the transaction and then click the Edit Payment button to do this.

  • Notepad: Choose this command to display the Notepad dialog box so you can jot down free-form information about the selected transaction’s payee. The Notepad dialog box includes a Date Stamp button you can use to record the time when you jot a note and a Print button you can use to print hard copies.

  • Change Account Color: This command displays the Change Account Color dialog box, which lets you choose another color for the striping shown in the Register window. To select another color, click the color square that shows the color that you want and then click OK.

  • Use Register: This command displays the Use Register dialog box, which lets you select the account that you want to display in a register.

  • Use Calculator: This command, predictably, displays the Windows Calculator. If you have questions about how to work with the Windows Calculator, refer to the Windows documentation or the Windows Help file.

  • Find: The Find command displays either the Simple tab of the Find window or the Advanced tab of the Find window. Both tabs allow you to search your register and find transactions.

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    To use the Simple tab, use the Transaction Type, Customer:Job, Date, Invoice #, and Amount boxes to describe the transaction you want. Enter as much information as you can, but note that if you enter incorrect information, QuickBooks (obviously) won’t be able to find the transaction you’re looking for.

    After you describe the transaction in as much detail as you can, click the Find button. QuickBooks displays a list of transactions that match your search criteria. To go to a particular transaction, click the transaction in the list and then click the Go To button.

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    The Advanced tab lets you describe a much more precise and complex set of search criteria. Essentially, you can describe in painful detail a filter that QuickBooks should apply to each field that’s recorded for a transaction. For example, if you want to filter based on the account, select the account entry from the Filter list.

    Then open the Account drop-down list, and select one of the account groupings that QuickBooks displays. The All Accounts entry is selected so all accounts show, but you can choose the Select Accounts entry instead to display a dialog box that you can use to individually select the accounts you want to look for.

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    The Include Split Detail? radio buttons let you indicate whether you want to use split detail information. After you describe the filter or filters you want to use, click the Find button. As with the Simple tab of the Find window, QuickBooks displays a list of all the transactions that match your filter. To go to one of the transactions listed, click it and then click the Go To button.

  • Search: This command opens a search window that you can use to search for specific information within your company file.

  • Preferences: This command enables you to change the way that QuickBooks works so that it best matches your firm’s accounting requirements.

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