1. McGraw-Hill/Irwin Introduction to QuickBooks Pro, 2004 © 2005 The McGraw-Hill Companies, Inc., All Rights Reserved. Chapter 11 Customizing QuickBooks

2. Chapter 11 Textbook page ref. 2 Objectives 1. Modify QuickBooks Preferences 2. Customize the Icon Bar and Display 3. Customize the Shortcut List 4. Use the Item List and Other Lists 5. Create and customize sales forms 539

3. Chapter 11 3 Objective 1. Modify QuickBooks Preferences

4. Chapter 11 Textbook page ref. 4 QuickBooks Preferences 1. There are two types of preferences in QuickBooks:  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  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 2. To access QuickBooks preferences,  Select the Edit menu, and then select Preferences  Then select My Preferences or Company Preferences tab 539

5. Chapter 11 Textbook page ref. 5 Setting User Preferences 1. Accounting 2. Checking 3. Desktop View 4. General 5. Reminders 6. Reports and Graphs 7. Service Connection 8. Spelling 540

6. Chapter 11 Textbook page ref. 6 User Preferences - Accounting 540

7. Chapter 11 Textbook page ref. 7 User Preferences – Checking 540

8. Chapter 11 Textbook page ref. 8 User Preferences – Desktop View 541

9. Chapter 11 Textbook page ref. 9 User Preferences – General 542

10. Chapter 11 Textbook page ref. 10 User Preferences – Reminders 543

11. Chapter 11 Textbook page ref. 11 User Preferences – Reports and Graphs 544

12. Chapter 11 Textbook page ref. 12 User Preferences – Service Connection 545

13. Chapter 11 Textbook page ref. 13 User Preferences – Spelling 545

14. Chapter 11 Textbook page ref. 14 Setting Company Preferences 1. Accounting 2. Checking 3. Finance Charges 4. General 5. Integrated Applications 6. Jobs & Estimates 7. Payroll & Employees 8. Purchases & Vendors 9. Reminders 10. Reports & Graphs 11. Sales & Customers 12. Sales Tax 13. Send Forms 14. Service Connection 15. Tax:1099 16. Time Tracking 546

15. Chapter 11 Textbook page ref. 15 Company Preferences - Accounting 546

16. Chapter 11 Textbook page ref. 16 Company Preferences – Checking 548

17. Chapter 11 Textbook page ref. 17 Company Preferences – Finance Charges 549

18. Chapter 11 Textbook page ref. 18 Company Preferences – General 550

19. Chapter 11 Textbook page ref. 19 Company Preferences – Integrated Applications 551

20. Chapter 11 Textbook page ref. 20 Company Preferences – Jobs & Estimates 552

21. Chapter 11 Textbook page ref. 21 Company Preferences – Payroll & Employees 552

22. Chapter 11 Textbook page ref. 22 Company Preferences – Purchases & Vendors 553

23. Chapter 11 Textbook page ref. 23 Company Preferences – Reminders 553

24. Chapter 11 Textbook page ref. 24 Company Preferences – Reports & Graphs 554

25. Chapter 11 Textbook page ref. 25 Company Preferences – Sales & Customers 554

26. Chapter 11 Textbook page ref. 26 Company Preferences – Sales Tax 556

27. Chapter 11 Textbook page ref. 27 Company Preferences – Send Forms 557

28. Chapter 11 Textbook page ref. 28 Company Preferences – Service Connection 557

29. Chapter 11 Textbook page ref. 29 Company Preferences – Tax:1099 558

30. Chapter 11 Textbook page ref. 30 Company Preferences – Time Tracking 558

31. Chapter 11 31 Objective 2. Customize the Icon Bar and Display

32. Chapter 11 Textbook page ref. 32 Customizing QuickBooks Icons and Windows There are three menu bars in QuickBooks 1. Icon Bar 2. Shortcut List 3. Open Window List 559

33. Chapter 11 Textbook page ref. 33 Customizing the Icon Bar There are two ways to customize the Icon Bar: 1. 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 2. Using the View Menu  To turn the Icon Bar on or off, click Icon Bar on the View menu  To add icon shortcuts to other windows, use the View menu 560

34. Chapter 11 34 Objective 3. Customize the Shortcut List

35. Chapter 11 Textbook page ref. 35 Customizing the Shortcut List There are two ways to customize the Shortcut List: 1. Using the Customize Shortcut List window  Select the View menu and then select Customize Shortcut List  QuickBooks displays the Customize Shortcut List window  You can add or delete shortcuts  To conserve space you can use the Auto Popup setting, which shows the icons of the Shortcut list only and is expanded to display both the icons and labels when you place your cursor over the Shortcut List 2. Using the View Menu  To turn the Shortcut List on or off, click Shortcut List on the View menu  To add shortcuts to other windows, use the View menu 566

36. Chapter 11 36 Objective 4. Use the Item List and Other Lists

37. Chapter 11 Textbook page ref. 37 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  The Templates List 570

38. Chapter 11 Textbook page ref. 38 QuickBooks Items 1. The Item list is a very special list which identifies products and services your business purchases and/or sells and are used on the sales forms 2. QuickBooks automatically handles the behind the scene accounting for items 3. There are several different types of items in QuickBooks 4. When you create an Item, you indicate the Item type along with the name of the Item and the account with which the Item is associated  Select the Lists menu and then select Item List  Select the Item menu and then select New 570

39. Chapter 11 Textbook page ref. 39 Design Service Item 571

40. Chapter 11 Textbook page ref. 40 Subcontracted Services Item 572

41. Chapter 11 Textbook page ref. 41 Non-Inventory Parts Item 573

42. Chapter 11 Textbook page ref. 42 Non-Inventory Parts - Passed Through Item 574

43. Chapter 11 Textbook page ref. 43 Other Charge Items 575

44. Chapter 11 Textbook page ref. 44 Sales Tax Items 575

45. Chapter 11 Textbook page ref. 45 The Terms List 1. The Terms List is where you define the payment terms for your Invoices and Bills  Select the Lists menu, select Customers & Vendor Profile Lists, and then select Terms List 2. QuickBooks uses the terms to calculate when the Invoice or Bill is due 3. If the terms specified on the transaction include a discount for early payment, QuickBooks also calculates the date on which the discount expires 4. 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 577

46. Chapter 11 Textbook page ref. 46 Price Levels List 1. In QuickBooks Pro or Premier, you can create Price Levels which are used on Invoices or Sales Receipts to adjust the sales amount of particular Items  Select the Lists menu and then select Price Level List 2. 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 579

47. Chapter 11 47 Objective 5. Create and customize sales forms

48. Chapter 11 Textbook page ref. 48 Custom Fields 1. 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 2. You can define up to fifteen custom fields in the QuickBooks data file and you can assign up to seven custom fields each for the customer, vendor, and employees lists 582

49. Chapter 11 Textbook page ref. 49 Adding Custom Field Data to Customer Records 583

50. Chapter 11 Textbook page ref. 50 Modifying Sales Form Templates 1. QuickBooks provides templates so that you can customize your sales forms 2. You can customize the way your forms appear on both the screen and the printed page 3. The templates for all forms (invoice, credit memo, Sales Receipt etc.) are in the Templates list  Select the Lists menu, and then select Templates 584

51. Chapter 11 Textbook page ref. 51 Summary of Key Points 1. Modify QuickBooks Preferences 2. Customize the Icon Bar and Display 3. Customize the Shortcut List 4. Use the Item List and Other Lists 5. Create and customize sales forms 593