Full Quickbooks Course Part 1 of 3 - Welcome To Quickbooks

hi welcome to computer shop video I'm Chris Wood dream and today I'm here with Lauren DeLong Laura is a university accounting instructor and is very familiar with QuickBooks she is a certified public accountant and today you're me showing us a little bit about QuickBooks though yes I'm going to be showing you basic navigation through QuickBooks and working with the lists in QuickBooks okay if you're used to viewing some of our other videos they're more technical hands-on where we're you know pointing a camera right at hardware and things like that this can be a little bit different we're actually using screen recording software so most of this is going to be basically just voice instruction over screen recording so we're going to go ahead get started okay on this screen is the registration screen now we're not going to register right now because you can do this later but the next time you open your QuickBooks this reminder will pop up and you will click this button that says begin registration and you will enter your unique registration number but for now click on the button that says remind me later the next screen that's going to pop up is the QuickBooks Learning Center and this also will open each time that you open your QuickBooks and this is a good resource for you it is basically a tutorial where you can understand some of the basics of QuickBooks and learn more in depth about the different areas in QuickBooks as you see on the Left customers and sales vendors and expenses and inventory and notice it does give you the time for each of their little orientation videos but for now let's go down to the bottom right where it says begin using QuickBooks now we are on the QuickBooks homepage and I'm going to first show you how to navigate in QuickBooks QuickBooks offers you usually at least three different ways to get to a screen that you're interested in the most popular way to navigate in QuickBooks is on this large area which is called the QuickBooks navigators and it's broken into different areas starting at the top is your vendors area and notice how it's designed like a flowchart to follow the activities that you would have with your vendors for example starts with a purchase order this is where you would create a purchase order that you would send to your vendor and then the next item on the flowchart is where you would receive inventory and then you would enter your bills that you receive for the inventory and then following the flowchart is where you would pay bills the next section down and the Navigator is the customer area and again set up like a flow chart where you would create a sales order and or an estimate if your company does estimates and then to create an invoice you would click on this icon and then just follow the flow chart for the rest of the activities receiving payments from your customers creating receipts and then eventually recording deposits in your bank which leads us to the banking area where you would record deposits or when you need to reconcile with your bank account writing cheques printing checks and entering credit card charges okay back to the left of the screen and the bottom is the employee area so anything involving your employees you would find down here on the bottom entering time for your employees actually paying them processing their cheques paying the payroll liabilities associated with your employees and then also creating and processing your payroll forms okay so basically this navigation area covers almost all the activities that you'll have with your business okay one last area the company area in the upper right has kind of some miscellaneous items on the chart of accounts this is where all of your company's accounts will be items and services this is a list where you can get a quick view of all of the items that your company sells and services that you provide and here's a miscellaneous item just adjusting your inventory quantity if you have inventory and then to the far right of the screen is a nice summary of some of your primary account balances this gives you a quick snapshot of what your current balances are in your checking and savings accounts notice here a checking account and savings accounts basically you can customize this to show whichever accounts you want to show just to give you a quick snapshot okay so this is the primary way of navigating QuickBooks is following these flowcharts now some other ways to navigate you go to the very top of the screen you'll see a traditional menu bar some people still like to use the traditional menu bar but notice it's got the same types of headings that we had in the navigation area got your company area and then here's your customers and I'll just click on the customers and you'll see it's the same activities that we had on the navigation screen creating estimates sales orders invoices entering sales receipts and so forth so this is another way that you can process your activities with your customers is through this menu here's the vendors again entering bills paying bills sales tax purchase orders and receiving your items and employees entering time paying employees and so forth so the same activities here we see in the navigation area okay and then one other way to navigate is through this icon bar and again if you ever want to get back to the home screen there's your home button your customer center again it gets you to your customer listings vendor center and employee center reports we'll spend more time in this area in a later course and then online banking and this icon bar also can be customized to your taste and we will spend some time again on that later for now I want to spend time going through the different lists that QuickBooks uses list is a very user-friendly way that QuickBooks has set up for for you to run your business and notice up here in the menu bar there is an item that says the lists will click on this and this gives you again a quick snapshot of the different lists in QuickBooks your chart of accounts which is listing of all your accounts item list if you have inventory fixed asset list and so forth kind of down the line here all right but I'm going to show you that was popular way to get to your lists let's start in the vendor area and if you will click on where it says vendors ok I click on this and now we are in what we call the vendor center and this is a summary of all of your vendors in a list format so down the left hand side are your vendors and it has the current balance which you owe these vendors and whichever one your highlighted on which this one is a Cheung limited to the right shows all of this vendors information their contact information such as address phone numbers and then down at the bottom it's a summary of all the transactions that you've had with this vendor and then so let's click on another vendor click on I guess that's California Gas and Electric so we click on this and then notice that now we see California Gas and Electric information and all of its transactions with this offender ok so very user friendly and if you would like to add a new vendor then you would do this right here which says new vendor in the upper left corner let's click on that let's go ahead and add a vendor I'm just going to make up a vendor name how about Smith if I can spell Smith manufacturing if you had an opening balance with this vendor then you would type in what that balance would be and the appropriate date and you type in the address information and I'll just make up some names and we can type in the address notice I'm just pressing the tab button to move between fields here say their address is 1 2 3 Main Street okay and then you can type in the phone number and fax numbers email addresses all the information that you needed now the next tab it says additional info let's click on this if you have an account number with this particular vendor you would type that in here just make one up and also you can categorize your vendors by type and notice that in this sample company QuickBooks has already got some different types if this is a consultant vendor and that you consider one your consultants you can select that could be a subcontractor tax agency or if nothing falls into those categories if you click click add new then we can set up our own vendor type and I'll just make up one call this industrial and if it's a sub type of one of the other types then you could type that in here but we'll just leave it here and click OK and now it's an industrial type vendor terms this would be credit terms that your vendor is offering you their terms might be you have to pay in 30 days so you can select net 30 days if there's a credit limit that they've established for you we could type that in I'll type in 20,000 and notice you don't have to put any commas or decimal points and if there's no change no commas just type in the number and then I hit the tab key the tax ID number of this vendor if you know it but you might not even know it if this vendor is eligible to receive a 1099 form from your company then you would check that here and that way QuickBooks could track you know how much their 1099 form would be that you need to send at the end of the year I'm going to leave that unchecked for now and then any other information that you wanted maybe they offer some type of discount you can put that here and this is basically all the information you need for this vendor you would click OK when you're done ok and notice we're back out to the vendor center and there is Smith manufacturing added right down here at the bottom ok now let's close out of the vendor center click the red X in the right-hand corner now let's go do the same thing in the customer center so if you click on customers in the navigation area and here we are to our customer listing and notice it's the same design on the screen as the vendor center and so if you'll click new customer and job and when you click on that it's going to ask do you want to add a new customer or a new job well this depends on your company our sample company here is a construction company so construction companies usually have jobs as their different classifications if you want to add a new customer just select new customer and again here's the same type screen that we saw with the vendors so I'll just make up a customer name Jane Jones again if it's already an opening balance you would put that here type in their address information okay other contact information such as phone numbers and so forth address information okay and notice that's the billing address and if you if it's the same shipping address then you can hit this copy button and it's going to say is this the shipping address and just select okay and it automatically copies it into the shipping area I notice if you ever wanted to edit this information there are edit buttons you can add a new shipping address if you need to and I'm going to leave this checked as the default shipping address but you could create more shipping addresses if necessary if you pull down this arrow then we can add new shipping addresses calling it you know ship two number two number three and so forth okay let's go to the next tab the additional info tab again you can categorize your customers by type if you pull down this arrow right now we have commercial and residential customers or you could create a new type so I could add new and I'll just create another industrial category because we might have some industrial customers if we're a construction company terms at this time this would be the credit terms that you're offering your customers and you could select any of these or create your own I'll put add new and we'll create our own the name that you want to give this we might be a 5% in say 5% you can establish the credit terms for your customers you can select one of the preset credit terms already in QuickBooks or create your own if you want to create your own you can click add new you can create your own I'll just select one of these now rip notice there's nothing here this would be if you have sales representatives with your company you can actually put in the name of the sales rep or it could be an ID number for the sales rep that is associated with this customer totally fit blink for now I prefer to send method email or mail or could just leave it none either way there might be another method you could add fax as a sales tax information first of all under tax code you want to tell QuickBooks if this customer is taxable or not taxable it depends on the customer and also depends on your business I'm going to go ahead and leave this as a taxable customer and then you would need to tell QuickBooks what tax rates should you tax them and this would have to be set up ahead of time depending on where you are located in the country notice there are some preset items here you have to set up both local tax and state tax so you would first get those set up and then you would select from the list as to which one this customer falls into and if there's a resale number associated with this customer then you could add that in here price level again this will be dependent on your company as to what you would select here or I could leave it blank and then there are some custom fields that you could design here contract numbers if you have those for your jobs you could put the birthday of your customer or spouse's name and let me show you here how you how you create custom fields because we saw this in the vendor area also at the bottom of this custom field screen you see it says define fields click on this and here is where you create your custom fields notice there are already some entered here if we wanted to add another one we would just click in the next available opening and type in whatever the custom field is I might put pager number okay then you can tell QuickBooks if you want this custom field for your customers select that vendors and maybe your employees also you might want to know this information for all four customers vendors and employees you select ok it says you have activated custom fields for this list you can also use these fields in transactions by turning them on in your custom templates I just hit OK for now okay in notice that our custom field has been added right here on our customer screen and once we finish this customer screen we'll go open our vendor screen again and we'll see that this pager number field has also appeared in the vendor area all right payment information again if you're assigning your customers account numbers you would put that information here credit limit if you assign your customers a credit limit preferred payment method this customer might have a preferred payment method particularly with credit cards you would select on these credit cards and then you could actually go ahead and enter the number expiration date name on the card so forth so it just make transactions with this customer a lot quicker finally job information if you set up jobs for particular customers than this would be useful for example construction company does typically have different jobs for their customers you could set up the job status maybe it's pending maybe you've put out an estimate maybe you've been awarded the job or it's currently in progress or it's closed you can put start date projected end date actual end date and then a description of the job and then job type if you pull down the arrow since this is a sample construction company again they've got some different job types here remodeling new construction we could add a new job type not all companies are going to use this job info tab but it is there if if you find it useful okay so we've entered everything for this customer so click OK and here's our customer James Jones balance of zero and here is all the contact information and summary information of course no transactions yet ok so that's how you enter a new customer go up to the upper right and hit the red X we're back to our home page now one more time allows to go into the vendors so click the vendors button and I'll show you that where we entered okay we're back in the vendor screen and I want to show you that we entered a custom field I want to show you that it does appear in the vendor area also if you'll - if we click on a vendor I notice that a double clicked on this vendors name and gets me into the Edit vendor screen and if we go to the additional info tab under custom fields here's the pager number that was the custom field that we created just a few minutes ago if we cancel to close out of this okay so any vendor or customer that you want to edit notice that you can just double click on the vendor and it gets you to the Edit screen and let me cancel this or you can always right-click with your cursor if you right click on the highlighted vendor then you could go down to edit vendor and you'd be right back here in the Edit screen okay one more area I want to show you is the employees listing so at the bottom left is employees so we'll click there and you'll see that this is all starting to look very similar because all these screens are designed in a similar manner this is your listing of employees we have three of them and again we can go add a new employee so select new employee on the upper right upper left corner and this looks slightly different notice it says tabs we've got our personal info tab so here you would enter the name of the employee so I'll just again make up an employee let's say this will be mr. all right mr. Keith Smith and you would put in their social security number I'll just make one up and gender I can put in the date of birth I'll just make up the date of birth okay address and contact information you just type in their address and select the state just I would just pull one select the arrow to pull down the menu and select the state then you can type in phone number cell number fax number email so forth if there's a PIN number okay then go to the additional info tab if you assign your employees ID numbers then you could type it in here again here's that same custom fields area we saw you could put in their birthday date of last raise spouses name and there's the pager number custom field that we set up so you can always add more custom fields whether you're in the employee screen vendor screen or customer screen just you would select define fields and add in your new fields now back up here to where it says change tabs if you pull down the arrow and you've got the payroll and compensation info so select this and here is where you would put in the payroll information for this employee under earnings if they are an hourly rate then you would type in what their hourly rate was if they were salaried then that would have to be set up ahead of time in another area of QuickBooks okay now some of these items in this payroll area would have to be set up ahead of time which we'll spend another video going over a payroll but once these items were preset then you would enter them here if this was an hourly employee then you would put in their hourly rate pay period if they are bi-weekly or weekly or monthly you would select whichever one your Editions deductions and company contributions again some of these are going to be preset ahead of time but for right now in the sample company they do have a mileage reimbursement health insurance workers compensation setup so you would you know select whatever one's of these applied for your employee taxes if you select the taxes this is where you would put in this employees tax information their filing status are they single are they married our don't withhold married using single rates any allowances that they might have that's usually how many dependents you have I might just be to three might just be one if they're single any extra withholding they want withheld from their paycheck and then down here are they subject to Medicare Social Security federal unemployment tax which that's something that's company paid but pretty much everyone is going to be subject to Medicare and Social Security I then you go to the state tab and put in the state where they've worked which that should come up as what you put in earlier for their address and the state withholding which again should be the same as where they live filing status extra withholding again allowances some miscellaneous miscellaneous data and notices depends on state selected different states have some different taxes that might be withheld so a lot of that QuickBooks will pull up automatically based on the state that you've selected and finally there is another tab and this is usually used for local taxes since we selected California this tax automatically pulled up because it's California but some states have no local taxes so nothing might pull up here it just depends on the state alright so select okay I will close out of this tax area also they're sick and vacation button here you can put in how your company accrues sick time and vacation time and this is going to be very unique to your particular company so you can just fill in these items as they apply to your company alright I'm just going to hit cancel to close this and then direct deposit again this would have to be something set up through your bank if you are working online with your bank then you may be able to do direct deposit into your employees bank accounts okay back up here to change tabs pull down the arrow and we go to employment info and it's pretty short you just put in the hire date of the employee their release date or last date of employment and employment details regular officer statutory owner it's like those back up here to change tabs the last one is workers compensation SS use the menu below to assign a default code to this employee if this employee is exempt from workers comp she was exempt from the menu okay so again if you offer workers comp then you would select one of these items all right so hit OK and we are done with adding an employee notice here's our employee and the different information if you need to edit any of that information we put in you can click Edit employee and we're right back to the edit screen I'll cancel that or you can always come over here to the employee and right click or double click and it will also get you to that edit screen if I right click then there it is edit employee okay so let me go over here to the red X to the upper right and close okay so we've covered the main lists and QuickBooks vendors customers and employees and the one last list I want to show you is the chart of accounts and you can get to it here and the company Navigator or if you go up to the top gray menu under live this is chart of accounts click there and you'll probably need to maximize this so hit the blue square that maximize button this is simply a listing of all of your accounts that are set up for your QuickBooks company notice it's organized starting with your checking and savings accounts so you get the name of the account in this first large column and then the type of account it is bank account with your cash accounts your receivable accounts which is that's what your customer owes you and other asset accounts fixed assets accounts payable which that starts off our liabilities credit cards other liabilities long-term liabilities we scroll down a little bit get to the equity accounts which that's the owner accounts and then your income also known as revenue accounts and then at the very bottom which is most of the list of your expenses right caustic assaults and expense and all the rest of these as we scroll down our expenses ok so pretty long listing we have kind of some miscellaneous items down here at the bottom so let me scroll back up alright so notice the last column to the far right is your balance notice that QuickBooks only shows balances for your asset liability and equity accounts because these these balances carry forward from month to month year to year whereas your revenue or your income expense accounts do not carry forward from period to period so but this gives you a quick view of basically what's going on with your business what you have right now what you owe right now and just another list well I don't think that was too hard thing you've not going to understand that that's going to wrap it up for this this episode of computer shop video I hope you enjoyed the video there are other videos in a QuickBooks series and we're continually adding them so look forward to those we'll see you soon thanks for visiting

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Views: 2,060,806

Rating: 4.7400575 out of 5

Keywords: QuickBooks (Software), Computer Course, Microsoft, Intuit, Quickbooks 2006, Laura DeLaune, Learn Accounting, Accounting, Computer Accounting, Using Quickbooks, Learn Quickbooks, Windows, Tutorial, Tips, Help, Tricks

Id: R247wAd7lko

Length: 29min 58sec (1798 seconds)

Published: Sun Jan 06 2013