Supplemental Guide. Module 1: Getting Started

Transcription

1 QUICKBOOKS ONLINE CE R T I FICATION COURSE Supplemental Guide Module 1: Getting Started

2 Copyright Copyright 2015 Intuit, Inc. All rights reserved. Intuit, Inc Headquarters Drive Plano, TX Trademarks 2015 Intuit, Inc. All rights reserved. Intuit, the Intuit logo, Intuit ProLine, Lacerte, ProAdvisor, ProSeries and QuickBooks, among others, are trademarks or registered trademarks of Intuit, Inc. in the United States and other countries. Other parties marks are the property of their respective owners. Notice to Readers The publications distributed by Intuit, Inc. are intended to assist accounting professionals in their practices by providing current and accurate information. However, no assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a client s particular situation. Accordingly, the information provided should not be relied upon as a substitute for independent research. Intuit, Inc. does not render any accounting, legal or other professional advice, nor does it have any responsibility for updating or revising any information presented herein. Intuit, Inc. cannot warrant that the material contained herein will continue to be accurate nor that it is completely free of errors when published. Readers should verify statements before relying on them.

3 Table of Contents Table of Contents About the Author... 3 Supplemental Guide Overview... 4 Purpose of this Guide... 4 Additional Resources... 4 Learning Objectives... 5 Training at a Glance Table... 6 QuickBooks Accountant Test Drive... 7 Topic 1: Introducing QuickBooks Online... 8 Identify the Benefits of Using Quickbooks Online... 8 Determine which Subscription Level of QuickBooks Online to Recommend... 9 Topic 2: QuickBooks Online Accountant Identify the Steps to Sign up for QuickBooks Online Accountant Topic 3: Setting up QuickBooks Online Recognize the Steps to Manage Company Settings Identify Accounting-Related Preferences Specify the Steps to Set up and Modify Lists and Users Identify the Steps to Import Data into QuickBooks Online Module 1: Getting Started 1

4 Table of Contents Topic 4: Navigating QuickBooks Online Recognize Key Components of the QuickBooks Online Interface Topic 5: QuickBooks Online Apps for Mac and Windows Specify the Features and Benefits of Using QuickBooks Online Accountant Apps Recognize Navigation Points in QuickBooks Online Accountant Apps Guide Conclusion Module 1: Getting Started 2

5 About the Author About the Author Authored by: Heather D. Satterley, EA Providence, RI Heather Satterley is an Advanced Certified QuickBooks ProAdvisor practicing in East Providence, Rhode Island, at the firm of Orefice & Caliri CPAs. She began using QuickBooks back in the 90s when her mother (a CPA) needed someone to help her clients with QuickBooks and heard about this great new certification program that Intuit had just started. She joined the program and became certified in After a two-year hiatus from the program so she could finish her degree in accounting, she recertified and resumed public practice in Heather became one of the first QuickBooks Advanced Certified ProAdvisors in 2007 and currently holds all certifications available in the program. She was named a Top 100 ProAdvisor by Insightful Accountant in both 2014 and Her first work love is helping business owners understand their financials and overcome their fear of bookkeeping and accounting. Heather is a member of the Intuit Trainer/Writer Network and is an enrolled agent licensed to practice before the IRS. Module 1: Getting Started 3

6 Overview Supplemental Guide Overview PURPOSE OF THIS GUIDE The recorded module provided a products overview, covered navigation points of both QuickBooks Online and QuickBooks Online Accountant, and provided guidance on setting up clients in QuickBooks Online. This guide is an accompaniment to the recorded content and contains additional features such as best practices and tips to help you learn the products. ADDITIONAL RESOURCES Intuit provides additional resources for Accounting Professionals. Check out these sites to explore various tutorials and training opportunities available: NOTE: Screenshots and instructions included in this guide use Google Chrome as the browser. It may be downloaded it free here: Many users feel that Chrome works best for QuickBooks Online. Currently, the minimum operating requirements for QuickBooks Online will work with the following supported web browser versions: Google Chrome, latest version Firefox, latest version Safari 6.1 Internet Explorer 10 Module 1: Getting Started 4

7 Overview LEARNING OBJECTIVES In this module you will complete the following hands-on activities related to the learning objectives: Identify the benefits of using QuickBooks Online Determine which subscription level of QuickBooks Online to recommend Identify steps to sign up for QuickBooks Online Accountant Recognize the steps to manage Company Settings Identify accounting-related preferences Specify the steps to set up and modify lists and users Identify the steps to import data into QuickBooks Online Recognize key components of the QuickBooks Online interface Specify the features and benefits of using QuickBooks Online Accountant apps Recognize navigation points in QuickBooks Online Accountant apps Module 1: Getting Started 5

8 Overview TRAINING AT A GLANCE TABLE Use this as a guide to selecting specific training you want to cover. Topics Step-by-Step Workflows Learning Objective 1.Introducing QuickBooks Online Benefits Subscription levels Logging in Anatomy of a QuickBooks Online company Settings overview Identify the benefits of using QuickBooks Online Determine which subscription level of QuickBooks Online to recommend 2.QuickBooks Online Accountant Signing up for QuickBooks Online Accountant Understanding an accountant user Navigating QuickBooks Online Accountant Identify steps to sign up for QuickBooks Online Accountant Recognize workflows that can be initiated from within QuickBooks Online Accountant 3.Setting up QuickBooks Online 4.Navigating QuickBooks Online 5.Online Apps for Mac & Windows Creating a new QuickBooks Online company Managing settings Managing your account Managing users Setting up lists Troubleshooting list errors Importing lists using Excel Converting from QuickBooks Desktop Left navigation pane Using centers Top navigation bar Quick Create menu Gear icon Best practices with browsers How to get the apps Benefits of using the apps Special features Navigating the apps Recognize the steps to manage Company Settings Identify accounting-related preferences Specify the steps to set up and modify lists and users Identify the steps to import data into QuickBooks Online Recognize key components of the QuickBooks Online interface Specify the features and benefits of using QuickBooks Online Accountant apps Recognize navigation points in QuickBooks Online Accountant apps Module 1: Getting Started 6

9 Overview QUICKBOOKS ACCOUNTANT TEST DRIVE Some of the demonstrations contained in this handbook are done using a QuickBooks Accountant test drive file. The test drive uses a sample company file called Craig s Design & Landscaping Services. It can be accessed through the following link: Craig's Design & Landscaping You don t have to create an account or sign in to access the test drive file; just complete the security validation and click Continue. This test drive is designed for you to explore and try out new things without worrying you will break something or make a mistake. It is not designed to retain any changes you make. Once you close this QuickBooks Online test drive company it is completely refreshed, so please remember to allow sufficient time to complete each activity. Don t worry if you have to close the test drive before you are finished, you can always begin again. You can also share the test drive with your clients. NOTE: The test drive uses QuickBooks Accountant. It contains some features that are not available in QuickBooks Online Simple Start, Essentials or Plus. In addition, some features (such as in-product Help) are not enabled inside this test drive file. This is subject to change. Module 1: Getting Started 7

10 Topic 1: Introducing QuickBooks Online Topic 1: Introducing QuickBooks Online In Module 1 we will be learning about the features and benefits of using QuickBooks Online and QuickBooks Online Accountant. We ll discuss best practices with browsers and learn how to navigate in the program. Next we ll learn strategies for setting up a new company in QuickBooks Online and how to maximize your experience by using QuickBooks Online Accountant to manage, collaborate and communicate with multiple clients. IDENTIFY THE BENEFITS OF USING QUICKBOOKS ONLINE The way accounting professionals and clients manage financial information has changed significantly over the past few years. The rate at which businesses are migrating their workflows to the cloud is increasing rapidly and, in 2015, the number of paid subscribers to QuickBooks Online surpassed 1 million. Why are so many migrating to the cloud? Let s discuss some of the many benefits of using QuickBooks Online. Company data can be accessed from multiple platforms, PC or Mac Access to data from multiple devices, browser or tablet; QuickBooks Online mobile access is included with QuickBooks Online subscriptions at no additional cost Users can access data from anywhere at any time; users in different locations can easily work in the company at the same time no reason to transfer files back and forth All the data is hosted, backed up and secured by Intuit s servers using 128 bit encryption Attached supporting documents and transactional messaging allow for greater collaboration and centralization of information Automatically create invoices and send them to clients, including delayed customer charges for unbilled time and costs Comprehensive Audit Log and Activity Log track all changes made to the company data including login information, list changes and access by third-party apps Schedule reports to be ed to anyone at regular intervals Further organize data with both class and location tracking; nomenclature can be selected for location Bank transactions are automatically downloaded nightly to the Banking Center Invite unlimited report reader and time tracker users in QuickBooks Online Plus Subscribe to and use Intuit-approved third-party apps from inside QuickBooks Online Accountant users are given special tools, such as batch reclassify and batch write-off Module 1: Getting Started 8

11 Topic 1: Introducing QuickBooks Online QuickBooks Online Accountant provides access to all clients using QuickBooks Online from a single dashboard Post to multiple Accounts Receivable and Accounts Payable lines in a single journal entry Track inventory using the first in, first out (FIFO) method (the only desktop edition that offers FIFO is Enterprise with Advanced Inventory) The list of features will continue to grow as QuickBooks Online delivers functionality its users ask for Introduction of the new QuickBooks Apps for Mac and Windows gives users an experience similar to QuickBooks Desktop products Allows accountants to spend less time entering data and more time providing advisory services DETERMINE WHICH SUBSCRIPTION LEVEL OF QUICKBOOKS ONLINE TO RECOMMEND QuickBooks Online is offered in three subscription levels plus QuickBooks Self-Employed, which is similar to QuickBooks Online but is designed for sole proprietors with limited needs. You can add payroll or merchant services to all subscription levels. Bundling a subscription with QuickBooks Payroll will typically save your client money. As a ProAdvisor, you are eligible to participate in wholesale billing, which allows you to purchase a subscription for your client from Intuit at 50% off for as long as the client stays on your wholesale billing account. You ll learn how to sign up for wholesale billing later in this module. You can find a helpful chart outlining the differences between the three subscription levels at QuickBooks Online Simple Start QuickBooks Online account Automatic data backup Bank-level security and encryption One full-access user Invite up to two accountant users at no additional charge Unlimited invoices and estimates Charge sales tax to customers Print checks and record transactions Download bank and credit card transactions Import from QuickBooks Desktop Import/export lists from Microsoft Excel (customers, vendors, Chart of Accounts) Add payroll to pay W-2 employees and file payroll taxes 20+ reports Module 1: Getting Started 9

12 Topic 1: Introducing QuickBooks Online QuickBooks Online Essentials QuickBooks Online Essentials offers access to all Simple Start features as well as: Access for three users with permission controls Manage and pay bills, including scheduling payments for later Automatic invoice creation on recurring schedule Compare sales profitability with industry trends Delayed charges and credits 40+ reports QuickBooks Online Plus QuickBooks Online Plus offers access to all Simple Start and Essentials features as well as: Access for five users with permission controls Unlimited time tracking-only users Unlimited reports-only users Track billable hours by customer Purchase orders Class and location tracking Track inventory using the FIFO method Prepare and print 1099-Misc Budgets Two-sided items Estimates 65+ reports QuickBooks Self-Employed QuickBooks Self-Employed is designed for sole proprietors who have very simple accounting needs: Sign up at Access for one user; no accountant user access Ability to separate business from personal spending Calculate estimated quarterly taxes Track mileage and Schedule C deductions Download transactions from your bank and credit card accounts No invoicing Limited reporting Module 1: Getting Started 10

13 Topic 1: Introducing QuickBooks Online Case Study Choosing the Right Subscription Level Prior to choosing which subscription level of QuickBooks Online is right for your client, you should meet with your client and document their specific needs and wants. Make sure you meet with each user who will be accessing QuickBooks Online to ensure you have a thorough understanding of their workflow and reporting needs. Once you know what their specific needs are, you can choose which level will provide the best solution. Using what you have learned about the three subscription levels of QuickBooks Online, decide which level of QuickBooks Online to recommend to the following clients: Case 1: An individual who sells cosmetics at parties for her friends and others. She doesn t keep inventory and just wants to keep track of her income and expenses. She receives payment at the time of sale using Go Payment on her phone or via cash and check. All expenses are paid via dedicated credit card. She wants her accountant to be able to periodically review her QuickBooks company. Simple Start would be a great choice for this client because she only needs access for one user and her accountant. Case 2: Our second client is a dental practice. They use third-party dental practice software that manages the billing and accounts receivable. They record their revenue and payments using one customer in QuickBooks Online. They buy most of their supplies and pay most of their bills using a company credit card but have some bills they pay by check. They need access for the doctor, office manager, bookkeeper and accountant. This client needs Essentials because they require access for more than one user and may need to enter and pay bills. Case 3: The last client is an interior design firm. In addition to design fees, they buy furnishings on behalf of their clients that must be added, with a markup, to their invoices. They also carry a few lines of specialty decor items in inventory that they use in their design jobs. They need to be able to run profitability reports by designer and would like to utilize budgets. They need access to QuickBooks Online for the two partners, the bookkeeper, the designers to track time, and the CPA. QuickBooks Online Plus is the right choice for this client because they need to track inventory and want to utilize budgets. Anatomy of a QuickBooks Company It s important to understand the anatomy of a QuickBooks company to know how the components relate to one another. QuickBooks Online is a database of tables and fields that organizes financial activity so users can utilize that data to communicate with customers, vendors and others. Once transactions are recorded in QuickBooks Online, you can create reports that show results from operations, provide information to complete tax forms and other documents, and make financial and management decisions. Module 1: Getting Started 11

14 Topic 1: Introducing QuickBooks Online Lists The foundation of the QuickBooks Online company are the lists the program uses to store information about accounts, customers, vendors, employees, and products and services. When these lists are set up and coded correctly, the program is easy to use and provides accurate financial information. To find the customer, vendor and employee lists, click on the heading in the left navigation bar. From there you can add, edit or delete a list item. Click on the gear icon at the top right of the screen then select All Lists. You will see links where you can add, edit or delete items from the following lists: Chart of Accounts Recurring Transactions Products and Services Locations Custom Form Styles Payment Methods Terms Classes Attachments Currencies Module 1: Getting Started 12

15 Topic 1: Introducing QuickBooks Online Transactions To find most transaction screens in QuickBooks Online, click the Quick Create button at the top center of the screen. The transactions menu is organized by Customer, Vendor, Employees and Other. To record a transaction, click on the type of transaction you would like to use. Module 1: Getting Started 13

16 Topic 1: Introducing QuickBooks Online Each screen in QuickBooks Online is designed to make data entry simple and straightforward for the user. We see fields that make sense for each type of transaction. The user enters information in the form and QuickBooks Online makes the appropriate accounting entry behind the scenes. Click on the Recent Transaction icon at the top left of the transaction window to see a previously recorded transaction of the same type. At the bottom of the transaction screen, click More then select Transaction Journal. Module 1: Getting Started 14

17 Topic 1: Introducing QuickBooks Online The Transaction Journal shows us the journal entry behind the transaction. Posting vs. Non-posting Transactions Not all transactions in QuickBooks Online have a transaction journal. Non-posting transactions, such as purchase orders and estimates, will not have a transaction journal because they do not actually record a transaction to the general ledger. They are memo transactions created to keep track of transactions that will happen in the future. You will learn more about purchase orders and estimates in Module 2. Module 1: Getting Started 15

18 Topic 2: QuickBooks Online Accountant Topic 2: QuickBooks Online Accountant IDENTIFY THE STEPS TO SIGN UP FOR QUICKBOOKS ONLINE ACCOUNTANT What is QuickBooks Online Accountant? QuickBooks Online Accountant is a special interface of QuickBooks Online made especially for accountants and bookkeepers. It provides a dynamic dashboard where you can access all your client s QuickBooks Online companies from one place It is a tool you can use to collaborate with both your clients and team members of your firm It includes the Accountant ToolBox, which appears when you access your client s company from within QuickBooks Online Accountant It provides a complimentary QuickBooks Online company for you to manage your firm s books If you use Intuit Tax Online you can also utilize the Books to Tax tool and post entries directly to your client s tax return If you are a ProAdvisor, QuickBooks Online Accountant is also the way to access your ProAdvisor portal Module 1: Getting Started 16

19 Topic 2: QuickBooks Online Accountant Step-by-Step: Sign up for QuickBooks Online Accountant 1. Visit Select a region and enter your name, firm information and . Choose a user ID and password. If you already have an Intuit ID, click I have an Intuit user ID then complete the other required information. NOTE: If you are a ProAdvisor, there is a link to set up a QuickBooks online accountant account from within your ProAdvisor portal. 4. Once you ve signed up for QuickBooks Online Accountant, sign in at Module 1: Getting Started 17

20 Topic 2: QuickBooks Online Accountant Understanding an Accountant User An accountant user is a free user who can be added to any QuickBooks Online company. Step-by-Step: Add an Accountant User to a QuickBooks Company Your client sends you an invitation to be an accountant user by clicking Manage Users from the gear icon. Click the Invite Accountant button and have your client enter your address and name. Click Next then Finish. TIP: Make sure you have pop-ups enabled before you add a new user You will receive an inviting you to become an accountant user for your client s company. Click the link to accept the invitation and log in to your account. If you aren t already signed up for QuickBooks Online Accountant, you can sign up on the same screen by clicking Signup. Follow the instructions outlined in the previous section. Module 1: Getting Started 18

21 Topic 2: QuickBooks Online Accountant If you are the administrator user in multiple QuickBooks Online Accountant firms, you must choose which firm you wish to add the QuickBooks Online company to. You will learn about having multiple firms in QuickBooks Online Accountant in Module 4 of the certification training. NOTE: It is good practice to log out of QuickBooks Online Accountant before accepting the invitation to avoid issues. Navigating QuickBooks Online Accountant When you create your QuickBooks Online Accountant account or are added to a new firm, you will see the Welcome to QuickBooks Accountant Box, which includes videos about some of the great features of QuickBooks Online and QuickBooks Online Accountant. If you prefer reading, you can also download a PDF guide that contains the same information. To close the guide, click on the gray X at the top right of the Welcome Box. You can bring it back by clicking on the gear icon at the top right of the green navigation bar. Module 1: Getting Started 19

22 Topic 2: QuickBooks Online Accountant Your Client list is the center of the QuickBooks Online Accountant Home screen. This is where you access your client s QuickBooks Online company, access the Books to Tax tool for use with Intuit Tax Online, and send requests and receive documents from clients. The left navigation pane in QuickBooks Online Accountant is split into two sections: Your Practice and Your Books. Your Practice includes tabs for Clients, Team and access to your ProAdvisor portal. The Client List includes information and collaboration tools to work with your clients. If you click on the Team tab, you see a list of your team members along with the number of clients they have access to in your QuickBooks Online Accountant account, their , access rights and status. You can add a new team member or edit an existing one from this screen. Module 1: Getting Started 20

23 Topic 2: QuickBooks Online Accountant The ProAdvisor tab gives you full access to your ProAdvisor portal. You ll find your certification training and exams, billing and licensing information. Once you become certified you can update your ProAdvisor Listing Profile and be listed on the Find-A-ProAdvisor website. Module 1: Getting Started 21

24 Topic 2: QuickBooks Online Accountant Your Books is the free QuickBooks Online company you receive when you sign up for QuickBooks Online Accountant. It is a fully functional QuickBooks Online Plus-level company and includes a free QuickBooks Online Payroll subscription. The Accountant Toolbar is shown across the top of the screen. It is green inside QuickBooks Online Accountant but turns gray when you access your client s QuickBooks Online company through QuickBooks Online Accountant. Module 1: Getting Started 22

25 Topic 2: QuickBooks Online Accountant 1. The client switcher allows you to choose the company you would like to open. The client switcher stays in the top navigation bar even when you are inside your client s company to make it easy to switch from one client to another. 2. The Quick Create button is the plus sign found in the center of the top navigation bar. It provides a shortcut to create a new client, user or request. Search Box The search box appears in QuickBooks Online Accountant between the Quick Create button and the gear icon. When you click in the search box, a list of recent transactions and reports is displayed in the drop-down. To perform an advanced search, click Advanced search in the bottom right of the search drop-down. The gear icon opens the settings, lists and tools menus along with the Your Company menu. TIP: In your client s version of QuickBooks Online, the search utility is found next to the Quick Create button and is designated by the recent transaction icon. Module 1: Getting Started 23

26 Topic 2: QuickBooks Online Accountant From the Your Company menu, you can access: Your account, where you can: Access and edit information about you and your firm Edit your billing information Add clients to your wholesale billing account Your team: Reactivate the Videos and Welcome Guide Sample Company Feedback Intuit s Privacy Statement Switch Company Sign out The last button on the top navigation bar is the Help menu. Here you can access: Live Chat ProAdvisor support number Accountant Community Quickopedia an online hub for support, tutorials, training and exclusive discounts Module 1: Getting Started 24

27 Topic 2: QuickBooks Online Accountant Module 1: Getting Started 25

28 Topic 3: Setting Up QuickBooks Online Topic 3: Setting up QuickBooks Online Setting up your client s QuickBooks Online company is one of the most important services you will offer your client. In fact, the way you set up the file has the greatest impact on the user s experience with QuickBooks Online. You should take the time to fully understand your client s business and workflows before choosing a subscription level and setting up the company. In this next section we ll discuss: How to create a new QuickBooks Online company Settings Managing an account Managing users Setting up lists Troubleshooting list errors Importing lists using Excel Converting from QuickBooks Desktop Module 1: Getting Started 26

29 Topic 3: Setting Up QuickBooks Online Creating a New QuickBooks Company The recommended way to set up a QuickBooks Online company for your client is from within QuickBooks Online Accountant. Step-by-Step: Add a Client 1. Click Add Client from within your QuickBooks Online Accountant Client dashboard. NOTE: The Display name as field lets you choose whether you will list your client by the client contact name or the company name in your Client list in QuickBooks Online Accountant Enter the required fields such as name, company, billing address, phone numbers and website. Click next. The Products screen is where you will choose a QuickBooks Online subscription for your client. You can choose Essentials or Plus and also add payroll services from this screen. NOTE: You cannot downgrade a QuickBooks Online Plus subscription to Essentials after it is created. Make sure you know which subscription level you need beforehand or choose Essentials so you can upgrade later if needed. Module 1: Getting Started 27

30 Topic 3: Setting Up QuickBooks Online 5. After you choose a product, you must decide how the subscription will be paid for. You can choose to have your client pay Intuit directly using the current subscription rate or you can add your client to wholesale billing by choosing My firm will pay. You ll learn more about the advantages of wholesale billing in Module Click Next Module 1: Getting Started 28

31 Topic 3: Setting Up QuickBooks Online 7. Choose which members of your firm will have access to this company then click Save. NOTE: To set up a client for Simple Start you must initiate the process from You will need to sign up for Simple Start using the client s credentials and invite yourself as an accountant user. You can t add a Simple Start subscription to your wholesale billing account. 8. Once you have created your client s QuickBooks Online company you can click on the QuickBooks icon from your Client List to open it. This launches the Set-up Wizard. The Basic info screen verifies your client s company name, address and phone number and allows you to upload the client s logo. Module 1: Getting Started 29

32 Topic 3: Setting Up QuickBooks Online The Company info screen is where you ll start to build the QuickBooks Online company based on questions asked in the wizard. These questions determine some of the default settings, accounts, lists and features that will appear in the new company. Have the following information ready for this step: Industry Whether the client sells products or services Company legal structure or type (e.g. S-Corp, partnership) Will you be importing from QuickBooks Desktop Will the client be using payroll What type of payment do they accept from their customers 9. Click next. QuickBooks Online configures your settings based on the answers you provide. Your company has been created. RECOGNIZE THE STEPS TO MANAGE COMPANY SETTINGS Once the new company has been created, you need to configure the settings in QuickBooks Online to fit the company. Account and Settings is reached from the gear icon menu in the My Company column. Module 1: Getting Started 30

33 Topic 3: Setting Up QuickBooks Online The Settings menu has five tabs: Company, Sales, Expenses, Payments and Advanced. Company Settings The Company settings include: Company name and logo Contact info Accounting method Employer ID (EIN) Tax form Categories enable classes or locations (in QuickBooks Online Plus only) Customer label choose from several options that make sense for the type of business you are setting up NOTE: While you can set the accounting method default for reports here, you can always change the accounting method on a report by customizing the report s settings. You ll learn all about customizing reports in Module 3 of this training. Module 1: Getting Started 31

34 Topic 3: Setting Up QuickBooks Online Sales Settings Customize the way the sales forms look and set defaults in the Sales tab of the Settings menu. There is a shortcut to the Custom Form Styles screen at the top. You ll learn how to customize a sales form for you client in Module 2. Sales form content section is where you set the default information that will appear on your sales forms. Settings include: Preferred invoice terms Preferred delivery method Shipping Custom fields (up to three) Custom transactions numbers Service date Discount Deposit Module 1: Getting Started 32

35 Topic 3: Setting Up QuickBooks Online 3. Products and services settings include: Show Product Service column on the sales form Track quantity and price/rate Track quantity on hand this enables inventory functionality in QuickBooks Online (Plus only) 4. Messages settings include: Default message sent with sales forms Default message shown on sales forms Online delivery options allow you to change the way forms are delivered to your customer via . Statements options enable an aging table on the bottom of your customer statements Expenses Settings You can change how QuickBooks Online manages your expenses in the Expenses tabs of the Settings menu. Settings include: 1. Bills and expenses Show items table on expense and purchase forms Track expenses and items by customer Make expenses and items billable (Plus only) Set default bill payment terms 2. Purchase orders (Plus only) Module 1: Getting Started 33

36 Topic 3: Setting Up QuickBooks Online Payments Settings You can sign up for Intuit Payments or learn more about the program. Link an existing Intuit Payments account to your QuickBooks Online company. IDENTIFY ACCOUNTING-RELATED PREFERENCES Advanced Settings Module 1: Getting Started 34

37 Topic 3: Setting Up QuickBooks Online The Advanced settings tab includes the following settings: 1. Accounting First month of fiscal year First month of income tax year Close the books (and option to set a password) Chart of accounts enable account numbers* Automation features such as Pre-fill forms with previously entered content Automatically apply credits Automatically invoice unbilled activity Copy estimates to invoices Automatically apply bill payments 4. Time tracking (Plus only) Add Service field to timesheets Add Customer field to timesheets Currency turn on multicurrency Other preferences Date and number formats Warn if duplicate transaction numbers Duration before user is logged out of QuickBooks Online (choose 1 3 hours) Module 1: Getting Started 35

38 Topic 3: Setting Up QuickBooks Online TIP: When account numbers are enabled you can easily update them from the Chart of Accounts list by clicking on the pencil icon at the top right of the Chart of Accounts list. Module 1: Getting Started 36

39 Topic 3: Setting Up QuickBooks Online Manage Your Account You can access the Your Account page by clicking on the gear icon at the top right of the top navigation bar. Here you will find information about your QuickBooks Online subscription, including company ID which you will need if you call ProAdvisor support, product version, billing frequency and payment method. It also lists your payment history. The Company Info tab is where you can update your company contact information and communication preferences. There are also tabs where you can edit your personal information and upgrade your subscription, sign up for Intuit Payroll Services or Intuit Payments and order supplies that work with QuickBooks. Module 1: Getting Started 37

40 Topic 3: Setting Up QuickBooks Online SPECIFY THE STEPS TO SET UP AND MODIFY LISTS AND USERS Manage Users Step-by-Step: Set up Users Click the gear icon in the top right top navigation bar then select Manage Users under the Your Company column. To add a user, click the blue New button. TIP: You must allow pop-ups in your browser to add a new user. Module 1: Getting Started 38

41 Topic 3: Setting Up QuickBooks Online 3. Choose the type of user you would like to add. You can choose from the following types: Regular or custom user you control which areas the user has access to Company administrator has access to all areas of the program including settings and full access rights to all other services the QuickBooks Online company subscribes to, such as payroll and Intuit Payments Reports only users log into a special version of QuickBooks Online that gives them access to almost all reports except payroll and list reports that include contact information (you can have unlimited Reports only users with your QuickBooks Online Plus subscription) Time Tracking only users log into a special version of QuickBooks Online that only has time sheets; the users fill out and change their own time sheets but do not have access to other user s timesheets (you can have unlimited Time Tracking users with your QuickBooks Online Plus subscription) Module 1: Getting Started 39

42 Topic 3: Setting Up QuickBooks Online 4. If you choose Custom user, you will need to specify the user s access rights within QuickBooks Online After you have configured access, invite the user by entering their address and name. Once the user is added they will receive an invitation with instructions to create a new user account and log in. To modify a user s rights or login information, click the Edit button from the Manage users screen. You can also delete users and view their activity from the Manage user screen. Working with Lists Lists in QuickBooks Online contain information used in the data entry screens. The Customer, Vendor and Employee lists can be found by clicking on their tab on the left navigation bar. From each center you can add, edit or delete list items. You can also have sub-lists of items. For example, if you have a customer with multiple locations, you can have a parent customer perhaps the corporate office and sub-customers for each location you sell to. You can choose whether to bill the sub-customer s transactions to the parent or the sub. Module 1: Getting Started 40

43 Topic 3: Setting Up QuickBooks Online You can also have sub-accounts in your Chart of Accounts. This is a great way to create subtotals on your financial statements and keep track of additional details. Chart of Accounts Setting up the Chart of Accounts is key to useful and meaningful reporting. You can set up your Chart of Accounts manually or by importing it using the Import tool, which will be covered later in the training. Step-by-Step: Set up the Chart of Accounts Manually Decide if you will need account numbers; if so, turn them on in the Advanced tab in customer settings. Open the Chart of Accounts by clicking on the gear icon. Click New to open the Account window. Module 1: Getting Started 41

44 Topic 3: Setting Up QuickBooks Online Choose the category type. The category type is your general account type (i.e. bank, Accounts Receivable, liability, equity, income or expense). Choose the detail type. The detail type is important if you are planning to use the Book to Tax tool with Intuit Tax Online; it references line items on the tax return and pre-fills the Name field Enter the name, number and description. If the item is a sub-account, check the box and choose the parent account from the drop- down. If creating a Balance Sheet account, the balance box should not be used. When you put an amount in this box the offsetting debit or credit is made to opening balance equity. Click Save and Close or Save and New to enter another account. TIP: If you need to edit the numbers or names of your chart of accounts, you can do so by clicking the pencil icon at the top right of the list. This opens a grid format that allows you to change the name and account number without opening the Edit screen for each account. Module 1: Getting Started 42

45 Topic 3: Setting Up QuickBooks Online Products and Services List The Products and Services list contains the items that will appear on your purchase and sales transactions. Each item must be mapped to an account in the Chart of Accounts. Each time the item is used in the transaction, the appropriate entry is made behind the scenes. You can import your Items list from Excel using the Import utility, which we will learn about later in this module. Step-by-Step: Create a new Product or Service 1. Click the blue New button at the top right of your Products and Services list. 2. If you are working in a QuickBooks Online Plus subscription with inventory enabled, you will need to choose a product type. 3. Choose a name for your item and enter a description. You can enter the SKU number and upload a photo of your item. TIP: You can have sub-items in QuickBooks Online. Sub-items of the same parent are totaled on your reports. They can also make data entry easier, you can choose the parent item in the drop-down on the sales form and the sub-items will be listed below it. This can make finding items faster, especially if you have a lot of them. Module 1: Getting Started 43

46 Topic 3: Setting Up QuickBooks Online The bottom of the screen is where you enter the description, price and code the item to the appropriate account. If you want to track the profitability of your items and use them in expense transactions, check the box I purchase this product/service from a vendor. You can enter a different description for purchases along with the cost and expense account. This two-sided item feature is available in the Plus subscription level only. Module 1: Getting Started 44

47 Topic 3: Setting Up QuickBooks Online To enable inventory tracking in QuickBooks Online Plus, you must first enable the feature in the Company Settings menu: Sales tab > Products and services > Track quantity on hand. QuickBooks Online values inventory using the FIFO method. NOTE: all versions of QuickBooks Desktop use the average cost method of inventory valuation, with the exception of QuickBooks Enterprise Solutions with Advanced Inventory. Working with the Customer, Vendor and Employee Lists You create a new customer, vendor or employee from their center in the left navigation pane. You can also add a new name from the name fields in transactions by selecting +add new from the drop-down list. Each setup screen will have fields related to the type of name you are creating. Step-by-Step: Add a New Customer 1. Click the blue New customer button at the top right of the screen. 2. Enter information about your customer, such as name, address and other contact information. TIP: You can choose how your client name is displayed in the Client list by clicking the drop-down menu next to Display name as. Module 1: Getting Started 45

48 Topic 3: Setting Up QuickBooks Online 3. You can enter notes about your customer, such as product specifications or shipping account info, in the Notes tab. Module 1: Getting Started 46

49 Topic 3: Setting Up QuickBooks Online 4. If you must collect sales tax from your customers, Tax info is where you set the default sales tax code and store an exempt customer s tax resale number. 5. You can set preferences for payment method, preferred invoice delivery method and terms using the Payment and billing tab. 6. Click Save and your customer has been added. NOTE: It is a good idea to enter as much information as you can when you initially set up a name so you can fully utilize the power of the QuickBooks Online database when creating reports and working with your list data. It can save time up front to skip fields, but you may regret it later when you realize your lists aren t complete. Module 1: Getting Started 47

50 Topic 3: Setting Up QuickBooks Online Troubleshooting Lists Merge two list names to eliminate duplicate list items. Step-by-Step: Merge a List Name 1. Click on the name in the list you wish to eliminate then click Edit Change the display name to match exactly the list name you want to keep. Click Save. When you see the following pop-up, click Yes. Module 1: Getting Started 48

51 Topic 3: Setting Up QuickBooks Online A few things you should know about merged list names: The merged name is made inactive and not deleted (deleted list names are never really deleted from QuickBooks Online) If a name is merged with another, all of the transactions that were assigned to the merged name are reassigned the remaining one You can delete any list name in QuickBooks Online regardless if it s been used in a transaction and it will no longer appear in the list menu; however, the deleted name may still appear on reports if it has been used in a transaction during the reporting period Step-by-Step: Reactivate a Deleted List Name 1. From the list center, click on the small gear icon at the top right of the list and check the box Include inactive. 2. Click on the name to be restored then click Make active. NOTE: If you need to merge a sub-item, you must make the sub-item a parent before you can merge it. Module 1: Getting Started 49

52 Topic 3: Setting Up QuickBooks Online IDENTIFY THE STEPS TO IMPORT DATA INTO QUICKBOOKS ONLINE Importing Lists into QuickBooks Online You can import the following lists into QuickBooks Online using the Import utility from a CSV or Excel file: Customers Vendors Chart of Accounts Products and Services The import utility is found by clicking on the gear icon then selecting Import Data under the Tools list. Before you attempt to import list data into QuickBooks Online, it is helpful to know what fields can be imported. You can find this by downloading a sample file from the import data screen. Use the template to format your data or simply copy and paste each column from another source. Once you have correctly formatted your Excel data, you are ready to import. Module 1: Getting Started 50

53 Topic 3: Setting Up QuickBooks Online Step-by-Step: Import a List From the Import screen, click the Browse button to find your workbook. Click Next QuickBooks will try to match the labels in your worksheet to the fields in QuickBooks Online. One of the major benefits of using the template provided is that you won t need to manually map the fields. But if you do need to map, click the drop-down next to the QuickBooks Online field name to choose the corresponding field in Excel. When you have finished your mapping, click Next. Module 1: Getting Started 51

54 Topic 3: Setting Up QuickBooks Online The Import screen displays the data before you actually import it into QuickBooks Online. You can make changes to the data here if you need to. Once you are happy with your data, click Import. QuickBooks will tell you if your data was imported successfully. Importing from QuickBooks Desktop QuickBooks Online allows users to import data from QuickBooks Desktop within the first 60 days of creating the QuickBooks Online account. When this data is imported, it replaces any data in the QuickBooks Online account. Most QuickBooks Desktop data can be imported, but there are some limitations. International versions of QuickBooks Desktop cannot be imported into QuickBooks Online s U.S. version. This link contains a comprehensive guide to converting from QuickBooks Desktop to QuickBooks Online: Module 1: Getting Started 52

55 Topic 3: Setting Up QuickBooks Online Step-by-Step: Convert from QuickBooks Desktop to QuickBooks Online This will not work with the QuickBooks Online sample company, but these steps may be followed with a new client who has been using QuickBooks Desktop. A QuickBooks Online company should be set up by the client or by the accountant user creating a QuickBooks Online company on behalf of the client from within QuickBooks Accountant (covered in Topic 2) Open the QuickBooks Desktop company data file as the administrator user. The file cannot have more than 350k targets. To view the size of your file, press the F2 key. If the file has more than 350k targets, you can still import lists. Module 1: Getting Started 53

56 Topic 3: Setting Up QuickBooks Online Navigate to File Utilities (or Maintenance) Rebuild data. A backup must be created before QuickBooks Desktop runs the Rebuild action. Navigate to File Utilities (or Maintenance) Verify Data. Correct any errors in the QuickBooks data before proceeding to the next step. Navigate to Company Export Company File to QuickBooks Online. The wizard will provide the steps to sign in and identify the proper QuickBooks Online account then import data directly from the Desktop company. NOTE: Be very careful with this step as it will overwrite all data in the QuickBooks Online account you select. If you are practicing this process, create a new QuickBooks Online account that can be cancelled Once complete, wait for confirmation that the QuickBooks Desktop file has been successfully imported. An notification will be sent within 24 hours. Often the conversion is very quick and confirmation is received almost immediately. Verify the data was imported correctly. Create a Balance Sheet and Profit & Loss report in both QuickBooks Online and Desktop. Customize the date range to All Dates. Set the accounting method to Accrual. Compare the balances, looking for any inconsistencies. NOTE: It is recommended that you do any necessary cleanup in your QuickBooks Desktop file before you convert it to QuickBooks Online. This includes cleaning up list items, writing off old invoices, etc. QuickBooks Labs QuickBooks labs is where you can try out new tools and features in QuickBooks Online. Intuit launches plug-ins created by Intuit and third-party vendors from this menu, which is found in the gear icon menu under Company settings. Some of the current offerings in QuickBooks Labs are the Collapsible Left Navigation Pane, Redesigned Reports and Company Templates for Accountants. The great thing about QuickBooks Labs is you can try the feature then turn it off if it isn t for you. Sometimes these features are discontinued and other times they become permanent features in QuickBooks Online. It s a good idea to check into the lab frequently to see what s new. Module 1: Getting Started 54

57 Topic 4: Navigating QuickBooks Online Topic 4: Navigating QuickBooks Online RECOGNIZE KEY COMPONENTS OF THE QUICKBOOKS ONLINE INTERFACE Left Navigation Pane The left navigation pane is divided into seven tabs: (in addition to Home), Customers, Vendors, Employees, Transactions, Reports, Taxes and Apps. Module 1: Getting Started 55

58 Topic 4: Navigating QuickBooks Online Customer Center The dashboard for all your customer information includes: Customer list add, edit and make customers inactive (delete) Action column initiate customer transactions Money Bar amounts and number of transactions in each phase of your workflow Click on a customer name to show detail information about the customer and view transactions Module 1: Getting Started 56

59 Topic 4: Navigating QuickBooks Online Vendor Center The dashboard for vendors includes: Vendor list Action column initiate vendor transactions Money Bar amounts and number of transactions in each phase of your workflow Click on a vendor name to show detail information about the vendor and view transactions Prepare forms 1099 for vendors Module 1: Getting Started 57

60 Topic 4: Navigating QuickBooks Online Employee Center Manage your employees and run payroll if you subscribe to QuickBooks Online Payroll or QuickBooks Full Service Payroll. Learn about QuickBooks Online payroll options in Module 3. Transactions Tab The Transactions tab includes Banking, Sales, Expenses and Chart of Accounts. Module 1: Getting Started 58

61 Topic 4: Navigating QuickBooks Online Banking Center The Banking tab is where you ll find your bank feeds in QuickBooks Online. You can add an account and add and match your transactions from the bank feed to your QuickBooks Online data. You learn how to use the banking center in Module 3. Module 1: Getting Started 59

62 Topic 4: Navigating QuickBooks Online Sales Center The Sales tab shows you a listing of all of your recent sales transactions. You can take action for open transactions or drill down to see the details by clicking on the transaction. You can also access the revenue Money Bar from this screen. Module 1: Getting Started 60

63 Topic 4: Navigating QuickBooks Online Expenses Center The Expenses tab shows you a listing of all your recent expense transactions. Just like the Sales tab, you can take action or drill down to see the details by clicking any transaction. Module 1: Getting Started 61

64 Topic 4: Navigating QuickBooks Online Chart of Accounts The Chart of Accounts tab is another way to open the Chart of Accounts, which we discussed previously in this module. Module 1: Getting Started 62

65 Topic 4: Navigating QuickBooks Online Reports Center The Reports tab is where you will find a listing of all the reports in QuickBooks Online. They are divided into tabs across the top: Recommended, Management Reports, Frequently Run, My Custom Reports and All Reports. To run a report, click on its name and the report opens. You will learn how to create, customize and save reports in Module 3. Module 1: Getting Started 63

66 Topic 4: Navigating QuickBooks Online Taxes The Taxes tab is where you will find the Sales Tax Center and Payroll Tax Center, if these features are enabled in the QuickBooks company. Sales Tax Center The Sales Tax Center is where you can set up and manage your sales settings and payments. Module 1: Getting Started 64

67 Topic 4: Navigating QuickBooks Online Payroll Tax Center The Payroll Tax Center is where you can pay, view and file your payroll tax payments and forms if you subscribe to QuickBooks Online payroll services. Module 1: Getting Started 65

68 Topic 4: Navigating QuickBooks Online Apps Center The Apps Center gives you a listing of available apps that integrate with QuickBooks Online. There are hundreds of apps to choose from that address many different business needs. You can search for an app or launch an app that you already subscribe to using this tab. You ll learn more about using apps with QuickBooks Online in Module 3. Top Navigation Bar The top navigation bar in QuickBooks Online is home to many menus and features including: Quick Create Search box Gear icon Help menu Module 1: Getting Started 66

69 Topic 4: Navigating QuickBooks Online Quick Create The Quick Create button in QuickBooks Online is different from the Quick Create button in QuickBooks Online Accountant. In QuickBooks Online Accountant, the Quick Create button allows you to create a new client or request. In QuickBooks Online, it displays a menu of different screens, such as Invoice, Check or Weekly Timesheet. Transactions are listed by the type of entity each transaction relates to. The Other transactions list includes Bank Deposits, Transfers, Journal Entry and Statement. Search Feature The search feature in QuickBooks Online is very dynamic. Just type what you are looking for, such as an amount, name or document number, and QuickBooks Online will return all list items and transactions that match the criteria you entered. If you need to filter further, the Advanced search window opens when QuickBooks Online displays the results of your search so you can add filters. The Recent transactions icon shows you the most recent transactions entered in QuickBooks Online. This is a convenient way to get back to a previous screen. NOTE: The recent transactions icon is next to the Quick Create button in QuickBooks Online, but in QuickBooks Online Accountant it is accessible by clicking in the search box. Module 1: Getting Started 67

70 Topic 4: Navigating QuickBooks Online Gear Icon The gear icon in QuickBooks Online gives you access to your Settings, Lists, Tools and company information. We have already discussed many of these menu items during this module, but let s discuss a few we haven t yet seen Recurring Transactions Recurring transactions allow you save a copy of a transaction to be used later in your workflow. You can use recurring transactions as needed (unscheduled) or automate them by scheduling them to be recorded at an interval you specify. You can create a recurring transaction by clicking Make recurring at the bottom of many transaction screens in QuickBooks Online. You can view, use or edit them here in the list. Attachments As you will learn in Module 3, you can attach documents to transactions in QuickBooks Online. The link opens the attachments window where you can view and work with them. Tools The tools menu is where you import and export data, reconcile your bank and credit card accounts, create budgets in QuickBooks Online Plus companies and view the audit log. Module 1: Getting Started 68

71 Topic 4: Navigating QuickBooks Online Help Menu (What the Client Sees) The Help menu in QuickBooks Online includes a search box where users can search for answers to common issues. It also shows common help topics related to the screen the user has open. At the bottom of the screen are links to add an accountant user and to the Find-a-ProAdvisor website. Best Practices with Browsers The suggestions below are based on Google s Chrome browser, but many of them work in other browsers. Duplicate Tabs - Log into your QuickBooks Online company (including the Test Drive company), right-click your browser tab, left-click Duplicate. Now you have two tabs logged in to the same QuickBooks Online company. Use Multiple Monitors - Pull one tab out of the window and you can work in QuickBooks Online on two different screens side-by-side. You can work on these two windows independently of each other. Repeat as needed. Create a QBO Chrome User - Chrome allows you to create different users (Customize Settings Users). If you have two different QuickBooks Online companies, you can log in to each of them using a different Chrome user and operate each account simultaneously. (Or you can log in using two different browsers, such as Chrome and Firefox.) Bookmark Bar: Log into a separate Chrome user for your QuickBooks Online clients. Open up the screens you use most often and bookmark them (click on the ) to create a QuickBooks Online icon bar to be used with multiple QuickBooks clients. Module 1: Getting Started 69

72 Topic 4: Navigating QuickBooks Online If a specific client has special screens you use regularly, create a folder on the Chrome bookmark bar, bookmark those screens then save them in the folder. Back Arrow: Right-click the back arrow on the browser to display a recent history of the screens you were on previously. Left-click the one you want to return to and resume working. Clear the Cache: If you are getting unexpected results when working in QuickBooks Online or are having problems logging in, make sure to clear your cache and cookies in Chrome (Customize History Clear browsing data). CTRL+ and CTRL allow you to zoom in and out quickly. TIP: This browser functionality works best in a Chrome browser and is useful because many accounting professionals use two (and sometimes three) monitors. (Internet Explorer also allows the user to right-click on a tab and select Duplicate. Other browsers, namely Firefox and Safari, do not necessarily have the ability to select Duplicate by right-clicking a tab. However, it is possible to highlight the entire URL of the tab, rightclick and select Copy, and then open a new tab in the same browser window, right click and select either Paste or Paste & Go depending on the browser being used.) All the browsers mentioned do feature the ability to drag a tab off to open in separate instance of a browser window. Keyboard Shortcuts You may be used to working with keyboard shortcuts when using desktop programs, whether QuickBooks Desktop, Word, Excel or other programs. There are also keyboard shortcuts when working in QuickBooks Online. Some common keyboard shortcuts can be found by clicking Ctrl+Alt+/. If you re on a Mac use Option+CTRL+/. Notice that the same shortcut key acts differently depending on which screen you are on. For example, Ctrl+Alt+C opens up the Customer Center as long as you are not on a transaction. If you are on a transaction, it cancels the transaction. If you re using a Mac, substitute Command+Alt+letter. Module 1: Getting Started 70

73 Topic 4: Navigating QuickBooks Online This screen also is where you find your Company ID, which you might need if you have to call technical support. Other keyboard shortcuts you may be interested in are the date shortcuts. When you are in a date field, you can move forward and back a day at a time by using your + (plus) and (minus) keys. To go to today, use the letter T. Here are some other date shortcuts: W for first day of the week K for the last day of the week M for the first day of the month H for the last day of the month Y for the first day of the year R for the last day of the year Do you see the pattern? Use the first letter of the word to go to the beginning and the last letter to go to the end. Also, the Escape key will cancel the transaction you are on. Module 1: Getting Started 71

74 Topic 4: Navigating QuickBooks Online Calculations There s a simple calculator available directly on the rate or amount fields of a transaction. Enter your first number then use your keyboard to add (+), subtract (-), multiply (*) or divide (/). The beauty of this feature is the results are entered directly into the transaction; no retyping of numbers. Module 1: Getting Started 72

75 Guide Conclusion Topic 5: QuickBooks Online Apps for Mac and Windows SPECIFY THE FEATURES AND BENEFITS OF USING QUICKBOOKS ONLINE ACCOUNTANT APPS Intuit has introduced desktop apps that work with QuickBooks Online and QuickBooks Online Accountant without the use of browsers. These apps provide an experience that is much closer to the QuickBooks Desktop products. Benefits include: Drop-down menus to access screens and reports Keep multiple screens open in the same monitor workspace just like QuickBooks Desktop Tile your windows across multiple monitors How to Get the Apps The best place to find the free QuickBooks Mac and Windows apps is quickbooks.intuit.com/apps. Module 1: Getting Started 73

76 Guide Conclusion Step-by-Step: Get the Apps 1. Click the Download button. 2. If you are prompted, choose which operating system you are using and the required installation package will be downloaded. 3. Follow the installation instructions. 4. When the program is installed you will be prompted to log in using your QuickBooks Online credentials. The QuickBooks Apps are available for your clients too and offer some robust features to enhance the QuickBooks Online experience. Logging into the Apps Once you enter your login credentials, the App lists all the QuickBooks Online companies you have access to, regardless of what QuickBooks Online Account firm the company is attached to. In this way the app becomes a central hub for all your QuickBooks Online companies. Module 1: Getting Started 74

77 Guide Conclusion RECOGNIZE NAVIGATION POINTS IN QUICKBOOKS ONLINE ACCOUNTANT APPS The app replaces the need to use a browser to access your QuickBooks Online companies. The left navigation pane and Accountant Toolbar are in the same place within the apps. In fact, the entire interface below the list menus looks exactly the same as if you had opened QuickBooks Online with a browser. The app has some of the features of a browser built into it; for example, at the top left of the screen (above the QB Accountant logo) you have a back button and a refresh button just like in Chrome. You also have a favorites menu which is represented by the star icon. As you favorite various screens, they will be added to the drop-down list. The chat icon next to the favorite button is where you leave Intuit feedback about the apps. Drop-down Menus The menus at the top of the QuickBooks App are reminiscent of QuickBooks Desktop. File menu where you can refresh our screen, save a transaction, switch to another QuickBooks Online company, sign out of our QuickBooks Online Accountant account, view our subscription information and close the app Module 1: Getting Started 75

78 Guide Conclusion Edit menu which includes a list of hot keys to help with data entry; you can also open the search utility from here by clicking on Search QuickBooks or pressing Ctrl+F Module 1: Getting Started 76

79 Guide Conclusion Create menu includes selections found by clicking on the Quick Create button in QuickBooks Online Module 1: Getting Started 77

80 Guide Conclusion Company Menu includes items found by clicking on the gear icon in QuickBooks Online Navigate is another way to access the centers found on the left navigation pane Module 1: Getting Started 78

81 Guide Conclusion Reports provides shortcuts to commonly used reports such as the Balance Sheet, Profit & Loss, Company Snapshot and A/R and A/P Aging reports; you can also access the Reports Center from this menu to view all your reports NOTE: The reports you have access to will depend on which subscription level the QuickBooks Online your company has. Favorites offers another point of entry for your Favorites list View allows you to zoom in and out and toggle to full screen mode Module 1: Getting Started 79

82 Guide Conclusion Window - change the location and size of the app on your screen and, very important, the option to open new windows each time you open a new screen in QuickBooks Online TIP: a new window will only open if you use the menus or hot keys to open new screens. If you use the Left Navigation Pane and Top Navigation Bar to open windows, it will not open a new window. Windows tiling allows the user to move open windows onto multiple display monitors. This means you can view a report on one monitor and a transaction on another. You can t do that in QuickBooks Desktop. Help includes the following: F2 About QuickBooks this tells you which release is installed on the computer F1 Opens the QuickBooks Help options and links You can click the links to learn more about the apps and view the list of shortcut keys (which you can print) Options for clients to add an accountant user or search the Find-A-ProAdvisor website for an accountant Link to Intuit s privacy statement and the send feedback window Module 1: Getting Started 80