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How to Use QuickBooks

If you are starting up your own business and you want a program that is affordable and effective in handling all your financial procedures, QuickBooks is the choice for you. Quick Books enables you to track all your employees, customers and vendors through one system. With all of these details properly organized, sorting out your revenues, expenses and taxes is made easier and you have a better idea of your bills since they are in a formal manner. This article will provide you with details of how to use your Quick Books software.

Things you will need

  • Computer system
  • QuickBooks

Instructions

  1. Purchase the QuickBooks software from an electronic store or an online store. There are about four (4) versions to choose from QuickBooks: Pro, Premier, Enterprise and Simple. When you have received it, follow the procedure and install the software. When this is completed go to the desktop and double click the QuickBooks shortcut icon or go to ‘Start’ then ‘Program Files’ and then to QuickBooks.
  2. When the program opens, look at all the categories that are available. You will be asked to setup the profile of your business, so provide this information, read the instructions and follow along. The best way to familiarize yourself with the program is to watch some of its tutorials. This will provide you with an overview of the basic functions.
  3. There are various sections to input the necessary information for your business procedures; one such option is adding a new vendor. To access this option click the ‘new vendor’ button and input all the required information for a vendor. There will then be a display showing a list of all your vendors and the transactions that take place between your business and them.
  4. Another option is ‘new transaction which allows you to enter all your billing information and mark them off as paid when necessary. It also provides you with the option to type in invoices, sales receipts, payments received, estimates, credit memos and statement charges done between you and your customers.
  5. If you would like to transfer the information into Excel as a spreadsheet use the cursor and click the ‘Excel’ button. Sometimes an excel file may be needed to take information from one PC to the next.
  6. If you would like to type and print letters to give your vendors, click the ‘Word’ document button. QuickBooks also provides you with the option of printing on envelopes. Use this option to prepare letters for either a single customer or a number of customers.
  7. When you are ready to input customer information choose the ‘new customer’ and ‘job’ buttons. This allows you to record multiple jobs that have been done under the customer title which they have been done for and at the end of each financial year; a description will be provided for the revenue that was received from each customer and job.
  8. You will need to print listings of all the customer transactions and their job information. When you are ready to export a customer listings and transactions, click the ‘Export’ button and you can also import this information into MS Excel as a spreadsheet.
  9. When you are ready to add and record your employee’s information, click the option ‘new employee’. Click the ‘Print’ button to print employee listings, information, transactions, pay stubs and pay checks. Click ‘excel’ button if you want to export your employee listings, transactions, and payroll data.
  10. Use the ‘word’ option again to prepare and print letters for both employer and employees.

Do’s and Don’ts

  • Check the internet from time to time to have your QuickBooks updated. The updates may contain information that may be vital for the QuickBooks to continue to function.
  • Make sure you always backup all your information as often as possible. Loss of this type of information would be crucial to the operations of your business. The backing up can be done on both internal and external storages like a flash drive or external hard drive.
  • Continue to read notes and watch various QuickBooks tutorials to constantly keep abreast of how to take advantage of QuickBooks. There are various levels and details that you will need to know through experience and continued use.
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