User interface tricks
Here are some techniques that you can use to navigate the QuickBooks 2019 software more quickly:
- To move quickly to a specific list-box entry, press the letter. Press the s key to move to the first list entry that begins with the letter s, for example.
- 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. Alternatively, to tell QuickBooks to display just the active window, choose View→One Window.
Use the QuickBooks 2019 keyboard shortcuts shown in the following table to make your day-to-day small-business accounting easier and faster.
|Press This PC Shortcut
|QuickBooks Does This
|Saves a transaction
|Saves a transaction and goes to a new transaction
|Displays the Chart of Accounts window
|Copies your selection to the Clipboard
|Deletes check, invoice, transaction, or item from the list
|Edits transaction selected in the register
|Displays the Find window
|Goes to the other side of a transfer transaction
|Displays the Create Invoice window
|Displays the Customer:Job List window
|Memorizes a transaction
|Creates a new <fill in the blank> where <fill in the blank> is whatever is active at the time
|Almost always prints the currently active register, list, or form
|Creates and displays a QuickReport on the selected transaction
|Displays the Register window
|Displays the memorized transaction list
|Pastes the contents of the Clipboard
|Displays the Write Checks window
|Moves your selection to the Clipboard
|Undoes your last action — usually
|Saves the changes
|Inserts a line into a list of items or expenses
|Deletes the selected line from a list of items or expenses
|Closes the active window
Performing common QuickBooks tasks
To perform a common accounting or bookkeeping task in QuickBooks, use these commands. When QuickBooks displays the commands window, you just fill in the boxes and press Enter.
|To Do This
|Choose This QuickBooks Command
|Dealing with Customers
|Invoice a customer
|Record a cash sale
|Customers→Enter Sales Receipts
|Issue a credit memo
|Customers→Create Credit Memo/Refunds
|Record a customer payment
|Handling Banking Activities
|Pay a bill with a check
|Buy inventory with a check
|Move money between bank accounts
|Deposit money in a bank account
|See a bank account’s transactions
|Reconcile a bank account
|Working with Vendors
|Prepare a purchase order
|Vendors→Create Purchase Orders
|Record when items are received
|Vendors→Receive Items or Vendors→Receive Items and Enter Bill
|Record an accounts payable amount
|Vendors→Enter Bills or Vendors→Enter Bill for Received Items
|Preparing employee payroll
|Paying tax deposits
|Employees→Payroll Taxes and Liabilities→Pay Scheduled Liabilities
|Getting Financial Information
|Lists→Chart of Accounts
|Lists→Item List or Vendors→Inventory Activies→Inventory Center
|Profit and loss
|Reports→Company & Financial→Profit & Loss Standard or one of the other profit & loss reports on Company & Financial submenu
|Reports→Company & Financial→Balance Sheet Standard or one of the other balance sheet reports on the Company & Financial submenu
|Managing the QuickBooks System
|Setting up a new company
|Resetting company information
|Backing up data file
|File→Save Copy or Back Up
|Restoring a data file
|File→Open or Restore Company
|Adjusting accounting data
|Company→Make Journal Entries
Right-click for common tasks
To perform a common QuickBooks 2019 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 each particular transaction, item, or window. It often displays commands for memorizing or voiding a transaction, for example, or for creating a QuickReport on a transaction. The commands differ based on the type of transaction you select.