Archive for the 'QuickBooks How To Articles' Category

QuickBooks Automatically Open Drop-down Lists QuickTip

Wednesday, May 2nd, 2012

Automatically Open Drop-down Lists When Typing in QuickBooks

 This option works with fields on transaction windows that are linked to lists (Customer, Vendor, Item, etc). If enabled, you can start typing without clicking the down-arrow and QuickBooks will take you to the first listing that matches your typing. If no matches exist in the list (you type a Q and there are not listings that start with a Q) the list doesn’t open and you have to click the down-arrow and scroll to find your target. To have the drop-down lists open automatically:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the General icon on the left pane and then click the My Preferences tab.
  3. Select Automatically Open Drop-Down Lists When Typing option by clicking the check box.

Using the QuickBooks Add/Edit Multiple List Entries Utility

Wednesday, December 7th, 2011

How to Add/Edit Multiple List Entries in QuickBooks

The Add/Edit Multiple List Entries feature is a utility you can use to add entries to lists in to your QuickBooks company file. You can also use this utility to add data to existing entries, and to change existing data. This article, an edited excerpt from our Running QuickBooks 2012 Premier Editions book, presents a summary of some of the useful tools available in this utility. Other tools and processes are available.

The following QuickBooks lists are supported in the Add/Edit Multiple List Entries utility (we hope this utility will be expanded to include more lists and items in future editions of QuickBooks).


Applying Excess Credits for One Job to Another Job in QuickBooks

Monday, December 5th, 2011

How to Swap Credits from One QuickBooks Job to Another

A reader wrote to ask our help. He has a customer with three jobs, all of which are completed. Two of the jobs have balances due, but the third job has a substantial outstanding credit for items that were returned after the job was finished. He wants to use the credit on the third job to pay off all of the first job and part of the second job. He wants to have a logical "trail" in QuickBooks to explain to the customer and to his accountant.

We found a way to accomplish this without changing the history of the original transactions that were applied to the three jobs in QuickBooks.


Applying Payments to Multiple Jobs in QuickBooks

Tuesday, November 22nd, 2011

Receive Payments in QuickBooks

We receive many queries from readers about the correct way to apply customer payments that pay off invoices for multiple jobs in QuickBooks. Of course, the term “correct” means different things to different people.

At, we define “correct” as the solution that makes it easy to track what you did, and makes reports accurate and easy to understand. Therefore, the correct way to apply customer payments for multiple jobs is to select one job at a time in the QuickBooks Receive Payments window.

However, when we respond with these instructions we often get another message from those readers, telling us that others (especially the self-proclaimed experts in the QuickBooks Community Forums) advise receiving the payment by selecting the customer in the Receive Payments window and checking off the individual jobs for which the customer sent the payment.

The results of each method are different, and we care about those differences. To illustrate, we’ll go over both methods for a QuickBooks customer that has two open invoices, and each invoice is for a separate job. In this example, we’re using the customer named AAA.


Create a Simple QuickBooks Report on Invoices

Monday, November 21st, 2011

How to Customize a QuickBooks Report for Invoices

QuickBooks doesn’t provide a report that displays a simple listing of invoices (Date, Invoice Number, Customer, Amount on a single line). You can create this report using the following steps:

1. Choose Reports | Banking | Missing Checks (yes, that’s right, it’s not a typo) from the QuickBooks menu bar.
2. Click OK in the Specify Account dialog that opens (it doesn’t matter what bank account is displayed).
3. When the Missing Checks report opens, click Modify Report (Customize Report in QuickBooks 2012).
4. Move to the Header/Footer tab and change the text in the Report Title field to Invoices.
5. Move to the Filters tab and make the following changes: