Customizing Quick Books Chapter 7 Objectives Modify Quick

Customizing Quick. Books Chapter 7

Objectives • Modify Quick. Books User Preferences • Modify Quick. Books Company Preferences • Customize Quick. Books Menus and Windows • Customize the Icon Bar and Display Settings • Use the Item List and Other Lists • Use Custom Fields to Track Extra Data on Transactions • Create and customize sales forms PAGE REF # 325 CHAPTER 7: Customizing Quick. Books SLIDE # 2

Quick. Books Preferences • Quick. Books has many customizable options that allow you to configure the program to meet your own needs • There are two types of preferences in Quick. Books: – Company Preferences – User Preferences • To access Quick. Books preferences: – Select the Edit menu, and then select Preferences – Then select My Preferences or Company Preferences tab PAGE REF # 325 CHAPTER 7: Customizing Quick. Books SLIDE # 3

User Preferences • In Quick. Books, user preferences are specific to the user that is currently using the file • You can identify User Preferences on the My Preferences tab in the Preferences window • The changes will not affect other users of the data file PAGE REF # 325 CHAPTER 7: Customizing Quick. Books SLIDE # 4

Company Preferences • Use Company Preferences to make global changes to the features and functionality of the data file • Only the Administrator of the data file can make changes to Company Preferences PAGE REF # 325 CHAPTER 7: Customizing Quick. Books SLIDE # 5

Setting User Preferences 1. 2. 3. 4. 5. 6. 7. 8. 9. Accounting Checking Desktop View General Reminders Reports and Graphs Send Forms Service Connection Spelling PAGE REF # 326 CHAPTER 7: Customizing Quick. Books SLIDE # 6

User Preferences - Accounting PAGE REF # 326 CHAPTER 7: Customizing Quick. Books SLIDE # 7

User Preferences – Checking PAGE REF # 326 CHAPTER 7: Customizing Quick. Books SLIDE # 8

User Preferences – Desktop View PAGE REF # 327 CHAPTER 7: Customizing Quick. Books SLIDE # 9

User Preferences – General PAGE REF # 328 CHAPTER 7: Customizing Quick. Books SLIDE # 10

User Preferences – Reminders PAGE REF # 330 CHAPTER 7: Customizing Quick. Books SLIDE # 11

User Preferences – Reports and Graphs PAGE REF # 330 CHAPTER 7: Customizing Quick. Books SLIDE # 12

User Preferences – Send Forms PAGE REF # 331 CHAPTER 7: Customizing Quick. Books SLIDE # 13

User Preferences – Service Connection PAGE REF # 331 CHAPTER 7: Customizing Quick. Books SLIDE # 14

User Preferences – Spelling PAGE REF # 332 CHAPTER 7: Customizing Quick. Books SLIDE # 15

Setting Company Preferences • • • Accounting Checking Desktop View Finance Charges General Integrated Applications • Jobs & Estimates • Payroll & Employees PAGE REF # 333 • • • Purchases & Vendors Reminders Reports & Graphs Sales & Customers Sales Tax Send Forms Service Connection Tax: 1099 Time Tracking CHAPTER 7: Customizing Quick. Books SLIDE # 16

Company Preferences Accounting PAGE REF # 333 CHAPTER 7: Customizing Quick. Books SLIDE # 17

Company Preferences – Checking PAGE REF # 334 CHAPTER 7: Customizing Quick. Books SLIDE # 18

Company Preferences – Desktop View PAGE REF # 336 CHAPTER 7: Customizing Quick. Books SLIDE # 19

Company Preferences – Finance Charges PAGE REF # 336 CHAPTER 7: Customizing Quick. Books SLIDE # 20

Company Preferences – General PAGE REF # 337 CHAPTER 7: Customizing Quick. Books SLIDE # 21

Company Preferences – Integrated Applications PAGE REF # 337 CHAPTER 7: Customizing Quick. Books SLIDE # 22

Company Preferences – Jobs & Estimates PAGE REF # 338 CHAPTER 7: Customizing Quick. Books SLIDE # 23

Company Preferences – Payroll & Employees PAGE REF # 339 CHAPTER 7: Customizing Quick. Books SLIDE # 24

Company Preferences – Purchases & Vendors PAGE REF # 339 CHAPTER 7: Customizing Quick. Books SLIDE # 25

Company Preferences – Reminders PAGE REF # 340 CHAPTER 7: Customizing Quick. Books SLIDE # 26

Company Preferences – Reports & Graphs PAGE REF # 341 CHAPTER 7: Customizing Quick. Books SLIDE # 27

Company Preferences – Sales & Customers PAGE REF # 341 CHAPTER 7: Customizing Quick. Books SLIDE # 28

Company Preferences – Sales Tax PAGE REF # 343 CHAPTER 7: Customizing Quick. Books SLIDE # 29

Company Preferences – Send Forms PAGE REF # 343 CHAPTER 7: Customizing Quick. Books SLIDE # 30

Company Preferences – Service Connection PAGE REF # 344 CHAPTER 7: Customizing Quick. Books SLIDE # 31

Company Preferences – Tax: 1099 PAGE REF # 344 CHAPTER 7: Customizing Quick. Books SLIDE # 32

Company Preferences – Time Tracking PAGE REF # 345 CHAPTER 7: Customizing Quick. Books SLIDE # 33

Customizing Quick. Books Menus and Windows • Open Window List • Navigation Bar • Icon Bar Navigation Bar Open Window List Icon Bar PAGE REF # 346 CHAPTER 7: Customizing Quick. Books SLIDE # 34

Customizing the Icon Bar There are two ways to customize the Icon Bar: • Using the Customize Icon Bar window: – Select the View menu and then select Customize Icon Bar – Quick. Books displays the Customize Icon Bar window – You can add icons, edit or delete existing icons, add separators between icons, and reposition icons • Using Add “window-name” to Icon Bar: – With the window open, select Add “window-name” to Icon Bar from the View menu – Choose an icon and enter a Label, then click OK. PAGE REF # 347 CHAPTER 7: Customizing Quick. Books SLIDE # 35

Quick. Books Items and Other Lists To help you track more details about your sales, Quick. Books provides several lists: – The Items List – The Terms List – The Price Levels List PAGE REF # 353 CHAPTER 7: Customizing Quick. Books SLIDE # 36

Quick. Books Items • The Item list identifies products and services a business purchases and/or sells and are used on the sales forms • Quick. Books automatically handles the behind the scene accounting for items • There are several different types of items in Quick. Books • To create an item: – Select the Lists menu and then select Item List – Select the Item menu and then select New PAGE REF # 353 CHAPTER 7: Customizing Quick. Books SLIDE # 37

Item Types PAGE REF # 353 CHAPTER 7: Customizing Quick. Books SLIDE # 38

Service Item PAGE REF # 354 CHAPTER 7: Customizing Quick. Books SLIDE # 39

Subcontracted Services Item PAGE REF # 355 CHAPTER 7: Customizing Quick. Books SLIDE # 40

Non-Inventory Parts Item PAGE REF # 356 CHAPTER 7: Customizing Quick. Books SLIDE # 41

Non-Inventory Parts - Passed Through Item PAGE REF # 356 CHAPTER 7: Customizing Quick. Books SLIDE # 42

Other Charge Items PAGE REF # 357 CHAPTER 7: Customizing Quick. Books SLIDE # 43

Sales Tax Items PAGE REF # 357 CHAPTER 7: Customizing Quick. Books SLIDE # 44

The Terms List • The Terms List is where you define the payment terms for your Invoices and Bills • Quick. Books uses the terms to calculate when the Invoice or Bill is due • If the terms specified on the transaction include a discount for early payment, Quick. Books also calculates the date on which the discount expires PAGE REF # 359 CHAPTER 7: Customizing Quick. Books SLIDE # 45

The Terms List Setup • Select the Lists menu, select Customers & Vendor Profile Lists, and then select Terms List • Quick. Books allows you to define two types of terms: – Standard terms calculate based on how many days from the Invoice or Bill date the payment is due or a discount is earned – Date-Driven terms calculate based on the day of the month that an Invoice or Bill is due or a discount is earned PAGE REF # 359 CHAPTER 7: Customizing Quick. Books SLIDE # 46

Price Levels List • You can create Price Levels which are used on Invoices or Sales Receipts to adjust the sales amount of particular Items • Per Item price levels are only available for Quick. Books Premier or above • Select the Lists menu and then select Price Level List • Options when using Price Levels on sales forms: – You can adjust each item individually by selecting the applicable price level in the RATE column drop-down list – You can assign a Price Level to a Customer’s record so Quick. Books will change the default sales price for each sales item for the customer PAGE REF # 361 CHAPTER 7: Customizing Quick. Books SLIDE # 47

Custom Fields • When you set up a new Customer or vendor record, you can define custom fields for tracking additional information specific to your customers, vendors, and employees: – Click the Define Fields button on the Additional Info tab of a Customer or Vendor record • You can define up to fifteen custom fields in the Quick. Books data file PAGE REF # 364 CHAPTER 7: Customizing Quick. Books SLIDE # 48

Adding Custom Field Data to Customer Records Click this button to define custom fields for your company. PAGE REF # 365 CHAPTER 7: Customizing Quick. Books SLIDE # 49

Modifying Sales Form Templates • Quick. Books provides templates so that you can customize your sales forms • You can customize the way your forms appear on both the screen and the printed page • The templates for all forms (invoice, credit memo, Sales Receipt etc. ) are in the Templates list • Select the Lists menu, and then select Templates PAGE REF # 366 CHAPTER 7: Customizing Quick. Books SLIDE # 50

Summary of Key Points • Modify Quick. Books User Preferences • Modify Quick. Books Company Preferences • Customize Quick. Books Menus and Windows • Customize the Icon Bar and Display Settings • Use the Item List and Other Lists • Use Custom Fields to Track Extra Data on Transactions • Create and customize sales forms PAGE REF # 374 CHAPTER 7: Customizing Quick. Books SLIDE # 51