QuickBooks 2012 Keyboard Shortcuts

Using QuickBooks 2012 keyboard shortcuts will make your day-to-day small-business accounting easier and faster. Whether you're working with invoices, customer job lists, or the QuickBooks Clipboard, you can access them quickly with these keyboard shortcuts:

Press This PC Shortcut	QuickBooks Does This
Ctrl+A	Displays the Chart of Accounts window
Ctrl+C	Copies your selection to the Clipboard
Ctrl+D	Deletes check, invoice, transaction, or item from the list
Ctrl+E	Edits transaction selected in the register
Ctrl+F	Displays the Find window
Ctrl+G	Goes to the other side of a transfer transaction
Ctrl+I	Displays the Create Invoice window
Ctrl+J	Displays the Customer:Job List window
Ctrl+K	Displays QuickBooks Service Keys window
Ctrl+L	Open list for current drop-down menu
Ctrl+M	Memorizes 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	Displays the Register window
Crtl+T	Displays the memorized transaction list
Ctrl+U	Use List Item
Ctrl+V	Pastes the contents of the Clipboard
Ctrl+W	Displays the Write Checks 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
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

Right-Click for Common QuickBooks 2012 Tasks

To perform a common QuickBooks 2012 task related to a window, right-click anywhere within the QuickBooks window 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.
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 memorizing or voiding the transaction or for creating a QuickReport on the transaction. The commands differ based on the type of transaction you select.

QuickBooks 2012 Calculation and Editing Tricks

QuickBooks 2012 makes it easy to calculate numbers. If the selection cursor is in an amount field, you can use these symbol keys to make quick calculations:

Press This Key	This Happens
+	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:

Press This Key	This Happens
+	Adds one day to the date shown
T	Replaces the date shown with today’s date
–	Subtracts one day from the date shown
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

QuickBooks 2012 User Interface Tricks

Using QuickBooks 2012 with confidence helps you maximize your efficiency with bookkeeping and accounting tasks. Quickly navigating the QuickBooks 2012 software is easy with these tips and techniques:

·       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.

This article was printed from QuickBooks 2012 for Dummies website

http://www.dummies.com/how-to/content/quickbooks-2012-for-dummies-cheat-sheet.html

Move or renaming a company (data) file

So you set up your data file and you realize you spelled something wrong on the company name in the file.  How do you fix this?

You do it outside of the QuickBooks program and directly in windows.  Go to your company file folder.

Quick tip:  If you don't know where you store the company files, do a windows search for .qbw files--these are your company files.  Then remember the path to them.

Once you have found it, right click on the file.

And select rename and rename it.

Here I have made the name correction.

Here I try to go to file, open previous, but it is no longer there.

So I have to re-browse to it to open it.

Another place you may have to correct is within the file under company, company information.

And that is really all you have to do to rename a company file.

Courtesy of our colleague Lynda Artesani, Certified QuickBooks ProAdvisor in SW Florida

Handling Security deposit returns if you are the Landlord

When you receive the payment for a security deposit, you enter it as a deposit to the security deposit liability account.  So what happens when the tenant moves out?  Perhaps they owed for utilities or maybe the tenant damaged the apartment.  You have to deduct some of the security deposit, but also return the balance.

This is how you do it.  You enter a check to the tenant.  Under account, use the security deposit account and enter that amount in full.  Then tab down to the next line and under the security deposit account, enter the utilities expense as a negative amount.  This will refund your expense account the from the funds that were in the security deposit account.  Tab down again and enter repairs and maintenance account and reimburse your expenses for repairing the unit for damages over normal wear and tear.

Here is a screenshot to show you how the check would look in QuickBooks:

I like to enter notes in the memo line for future reference.  Of course, I always send a cover letter with the check explaining the charges.  When there are repairs or damages to the unit, I also send pictures of the damages so there is no chance that the tenant can complain that they did not know of or cause these damages.  Pictures speak "one thousand" words.   These are also beneficial if you end up in court defending the charges to the security deposit.

(On a side note:  We always fill out a "condition of apartment" form when the new tenant initially  moves into the apartment.  We note any "damages" that occurred prior to the tenant's moving in.  We will also note when there is new carpet, etc.  This paperwork is extremely beneficial if you charge any damages to the security deposit.)

I hope everyone up north stays safe with Hurricane Irene coming up the coast.  We are very happy down here in Southwest Florida that a Hurricane has passed us by.  Hurricanes are not to be messed with.  Stay inside and stay safe.


Courtesy of our colleague Lynda Artesani, Certified QuickBooks ProAdvisor in SW Florida

Reconciliation shows zero in QuickBooks

I entered my entire new bank account's transactions for the month and when I went to do the bank reconciliation, the beginning balance is zero.  It had a beginning balance when I entered the original journal entry to start my new company in QuickBooks.  What did I do wrong?

Nothing, actually.  You just have to reconcile the beginning balance entry to get started:

Enter the beginning balance of the new account as your ending balance

Clear the opening balance transaction (usually on the deposit side).

Once the initial deposit entry is reconciled, you are now all set to do the month's bank reconciliation.

That is really all there is to clearing that initial transaction for your new or newly entered checking account.

Courtesy of our colleague Lynda Artesani, Certified QuickBooks ProAdvisor in SW Florida