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Customizing QuickBooks

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  1. Customizing QuickBooks Chapter 7

  2. Objectives • Modify QuickBooks User Preferences • Modify QuickBooks Company Preferences • Customize QuickBooks Menus and Windows • Customize the Icon Bar and Display Settings • Use the Item List and Other Lists • Use Custom Fields to Track Extra Data on Transactions • Create and customize sales forms 325

  3. QuickBooks Preferences • QuickBooks has many customizable options that allow you to configure the program to meet your own needs • There are two types of preferences in QuickBooks: • Company Preferences • User Preferences • To access QuickBooks preferences: • Select the Edit menu, and then select Preferences • Then select My Preferences or Company Preferences tab 325

  4. User Preferences • In QuickBooks, user preferences are specific to the user that is currently using the file • You can identify User Preferences on the My Preferences tab in the Preferences window • The changes will not affect other users of the data file 325

  5. Company Preferences • Use Company Preferences to make global changes to the features and functionality of the data file • Only the Administrator of the data file can make changes to Company Preferences 325

  6. Setting User Preferences • Accounting • Checking • Desktop View • General • Reminders • Reports and Graphs • Send Forms • Service Connection • Spelling 326

  7. User Preferences - Accounting 326

  8. User Preferences – Checking 326

  9. User Preferences – Desktop View 327

  10. User Preferences – General 328

  11. User Preferences – Reminders 330

  12. User Preferences – Reports and Graphs 330

  13. User Preferences – Send Forms 331

  14. User Preferences – Service Connection 331

  15. User Preferences – Spelling 332

  16. Accounting Checking Desktop View Finance Charges General Integrated Applications Jobs & Estimates Payroll & Employees Purchases & Vendors Reminders Reports & Graphs Sales & Customers Sales Tax Send Forms Service Connection Tax:1099 Time Tracking Setting Company Preferences 333

  17. Company Preferences - Accounting 333

  18. Company Preferences – Checking 334

  19. Company Preferences – Desktop View 336

  20. Company Preferences – Finance Charges 336

  21. Company Preferences – General 337

  22. Company Preferences – Integrated Applications 337

  23. Company Preferences – Jobs & Estimates 338

  24. Company Preferences – Payroll & Employees 339

  25. Company Preferences – Purchases & Vendors 339

  26. Company Preferences – Reminders 340

  27. Company Preferences – Reports & Graphs 341

  28. Company Preferences – Sales & Customers 341

  29. Company Preferences – Sales Tax 343

  30. Company Preferences – Send Forms 343

  31. Company Preferences – Service Connection 344

  32. Company Preferences – Tax:1099 344

  33. Company Preferences – Time Tracking 345

  34. Customizing QuickBooks Menus and Windows • Open Window List • Navigation Bar • Icon Bar Navigation Bar Open Window List Icon Bar 346

  35. Customizing the Icon Bar There are two ways to customize the Icon Bar: • Using the Customize Icon Bar window: • Select the View menu and then select Customize Icon Bar • QuickBooks displays the Customize Icon Bar window • You can add icons, edit or delete existing icons, add separators between icons, and reposition icons • Using Add “window-name” to Icon Bar: • With the window open, select Add “window-name” to Icon Bar from the View menu • Choose an icon and enter a Label, then click OK. 347

  36. QuickBooks Items and Other Lists To help you track more details about your sales, QuickBooks provides several lists: • The Items List • The Terms List • The Price Levels List 353

  37. QuickBooks Items • The Item list identifies products and services a business purchases and/or sells and are used on the sales forms • QuickBooks automatically handles the behind the scene accounting for items • There are several different types of items in QuickBooks • To create an item: • Select the Lists menu and then select Item List • Select the Item menu and then select New 353

  38. Item Types 353

  39. Service Item 354

  40. Subcontracted Services Item 355

  41. Non-Inventory Parts Item 356

  42. Non-Inventory Parts - Passed Through Item 356

  43. Other Charge Items 357

  44. Sales Tax Items 357

  45. The Terms List • The Terms List is where you define the payment terms for your Invoices and Bills • QuickBooks uses the terms to calculate when the Invoice or Bill is due • If the terms specified on the transaction include a discount for early payment, QuickBooks also calculates the date on which the discount expires 359

  46. The Terms List Setup • Select the Lists menu, select Customers & Vendor Profile Lists, and then select Terms List • QuickBooks allows you to define two types of terms: • Standard terms calculate based on how many days from the Invoice or Bill date the payment is due or a discount is earned • Date-Driven terms calculate based on the day of the month that an Invoice or Bill is due or a discount is earned 359

  47. Price Levels List • You can create Price Levels which are used on Invoices or Sales Receipts to adjust the sales amount of particular Items • Per Item price levels are only available for QuickBooks Premier or above • Select the Lists menu and then select Price Level List • Options when using Price Levels on sales forms: • You can adjust each item individually by selecting the applicable price level in the RATE column drop-down list • You can assign a Price Level to a Customer’s record so QuickBooks will change the default sales price for each sales item for the customer 361

  48. Custom Fields • When you set up a new Customer or vendor record, you can define custom fields for tracking additional information specific to your customers, vendors, and employees: • Click the Define Fields button on the Additional Info tab of a Customer or Vendor record • You can define up to fifteen custom fields in the QuickBooks data file 364

  49. Adding Custom Field Data to Customer Records Click this button to define custom fields for your company. 365

  50. Modifying Sales Form Templates • QuickBooks provides templates so that you can customize your sales forms • You can customize the way your forms appear on both the screen and the printed page • The templates for all forms (invoice, credit memo, Sales Receipt etc.) are in the Templates list • Select the Lists menu, and then select Templates 366