QUICKBOOKS® DESKTOP

2018:
A COMPLETE COURSE
QUICKBOOKS® DESKTOP
2018:
A COMPLETE COURSE

Janet Horne, M.S.

New York, NY
Vice President, Business, Economics, and UK Courseware: Operations Specialist: Carol Melville
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Library of Congress Cataloging-in-Publication Data

Names: Horne, Janet, author.
Title: QuickBooks Desktop 2018 : A Complete Course/Janet Horne, M.S.
Description: New York : Pearson Education, [2019]
Identifiers: LCCN 2018022570 | ISBN 9780134743813 (pbk.)
Subjects: LCSH: QuickBooks. | Small business--Accounting--Computer programs.
| Small business--Finance--Computer programs.
Classification: LCC HF5679 .H66384 2019 | DDC 657/.9042028553--dc23
LC record available at https://lccn.loc.gov/2018022570

1 18

ISBN 10: 0-13-474381-4

ISBN 13: 978-0-13-474381-3
To my family
 BRIEF TABLE OF CONTENTS
Chapter 1—Introduction to QuickBooks Desktop 2018 and Company Files ................. 1

Chapter 2—Sales and Receivables: Service Business ................................................... 70

Chapter 3—Payables and Purchases: Service Business ............................................... 148

Chapter 4—General Accounting and End-of-Period Procedures: Service Business ..... 210

Practice Set 1: Service Business Your Name’s Concierge for You ................................ 269

Chapter 5—Sales and Receivables: Merchandising Business ....................................... 281

Chapter 6—Payables and Purchases: Merchandising Business .................................... 392

Chapter 7—General Accounting and End-of-Period Procedures: Merchandising

Business ..................................................................................................... 464

Practice Set 2: Merchandising Business Your Name’s Desert Golf ............................... 533

Chapter 8—Payroll ......................................................................................................... 549

Chapter 9—Create a Company in QuickBooks Desktop ............................................... 586

Practice Set 3: Comprehensive Your Name’s Madison Avenue Books ......................... 674

Appendix A—QuickBooks Desktop: Program Integration .............................................. 700

Appendix B—QuickBooks Desktop: Additional Features............................................... 710

Appendix C—QuickBooks Desktop: Online Features .................................................... 739

Index ............................................................................................................................. 747

 TABLE OF CONTENTS
Preface .............................................................................................................................xviii

Chapter 1—Introduction to QuickBooks Desktop 2018 and Company Files

Manual and Computerized Accounting .................................................................................................................... 1

Developing Skills for Your Career ............................................................................................................................. 2
Versions of Quickbooks ............................................................................................................................................ 2
Windows ................................................................................................................................................................... 3
Begin Computer Training .......................................................................................................................................... 3
Quickbooks Accountant Desktop 2018 Student Trial Version .................................................................................. 3
Apply for Student Trial Version ................................................................................................................................. 4
Download and Install Quickbooks Accountant Desktop 2018 .................................................................................. 6
Verify Product Information and Activation Status ..................................................................................................... 11
Activate Installed Student Trial Version .................................................................................................................... 12
Update Quickbooks Desktop (Optional) ................................................................................................................... 14
New Feature Tour ..................................................................................................................................................... 15
Open Sample Company ........................................................................................................................................... 16
Verify Open Company ............................................................................................................................................... 16
Program Desktop Features ....................................................................................................................................... 17
Menu Bar .................................................................................................................................................................. 17
Quickbooks Desktop Menus..................................................................................................................................... 17
Icon Bar .................................................................................................................................................................... 19
Company Snapshots ................................................................................................................................................ 22
Centers ..................................................................................................................................................................... 23
Command Icon Bar ................................................................................................................................................... 26
Accountant Center .................................................................................................................................................... 26
Home Screen ............................................................................................................................................................ 26
Home Page ............................................................................................................................................................... 26
Insights ..................................................................................................................................................................... 27
Keyboard Conventions ............................................................................................................................................. 28
On-Screen Help ........................................................................................................................................................ 29
Use Help Search to Find Keyboard Shortcuts .......................................................................................................... 29
Forms ........................................................................................................................................................................ 31
Lists .......................................................................................................................................................................... 36
Registers ................................................................................................................................................................... 37
Reports ..................................................................................................................................................................... 38
Quickzoom ................................................................................................................................................................ 39
Graphs ...................................................................................................................................................................... 39
Quickreport ............................................................................................................................................................... 41
Use Quickmath ......................................................................................................................................................... 41
Use Windows Calculator........................................................................................................................................... 42
Close Company and Close Quickbooks Desktop..................................................................................................... 43
Company Files .......................................................................................................................................................... 43
Download Company Files ......................................................................................................................................... 43
Company Description ............................................................................................................................................... 47
Open Quickbooks Desktop 2018 .............................................................................................................................. 47
Open and Update Company File .............................................................................................................................. 48
Enter Password and Update Company File .............................................................................................................. 49
Update Company File for New Quickbooks Edition—Information Only ................................................................... 49
Quickbooks Desktop Opening Screens .................................................................................................................... 52
Verify Open Company ............................................................................................................................................... 53
Add Your Name to Company Name ......................................................................................................................... 54
Create Company Backup File ................................................................................................................................... 55
Change Account Name............................................................................................................................................. 58
View Report .............................................................................................................................................................. 59
viii QUICKBOOKS DESKTOP 2018: A Complete Course

Restore Company Backup File ................................................................................................................................. 60

View Report after Restoring Backup File .................................................................................................................. 63
Create Duplicate USB Drive ...................................................................................................................................... 64
Exit Quickbooks Desktop and Remove USB Drive (Critical!) .................................................................................... 64
Summary ................................................................................................................................................................... 65
End-of-Chapter Questions ....................................................................................................................................... 66
End-of-Chapter Problem........................................................................................................................................... 69

Chapter 2—Sales and Receivables: Service Business

Accounting for Sales and Receivables...................................................................................................................... 70

Training Tutorial ........................................................................................................................................................ 71
Training Procedures .................................................................................................................................................. 72
Dates ......................................................................................................................................................................... 72
Printing ...................................................................................................................................................................... 73
Company File ............................................................................................................................................................ 73
Company Profile ....................................................................................................................................................... 73
Begin Quickbooks Desktop Training......................................................................................................................... 74
Open Company ......................................................................................................................................................... 74
Verify Open Company ............................................................................................................................................... 76
Quickbooks Desktop Home Page and Top Icon Bar ................................................................................................ 76
Begin Tutorial ............................................................................................................................................................ 77
Enter Sale on Account .............................................................................................................................................. 79
Edit and Correct Errors ............................................................................................................................................. 81
Print Invoice .............................................................................................................................................................. 82
Enter Transaction with Two Sales Items ................................................................................................................... 84
Print Invoice .............................................................................................................................................................. 85
Analyze Transactions in the Journal Report .............................................................................................................. 85
Prepare Additional Invoices ...................................................................................................................................... 88
Customer Balance Summary Report ........................................................................................................................ 90
Quickzoom ................................................................................................................................................................ 92
Correct and Print Invoice .......................................................................................................................................... 93
View Quickreport....................................................................................................................................................... 95
Analyze Quickreport .................................................................................................................................................. 96
Void and Delete Sales Forms .................................................................................................................................... 96
Void Invoice .............................................................................................................................................................. 96
Use Find .................................................................................................................................................................... 99
Delete Invoice ........................................................................................................................................................... 100
Prepare Credit Memo................................................................................................................................................ 102
Customer Balance Detail Report............................................................................................................................... 103
Add New Account ..................................................................................................................................................... 104
Add New Items ......................................................................................................................................................... 106
Add New Customer................................................................................................................................................... 108
Prepare Daily Backup ............................................................................................................................................... 111
Modify Customer Records ........................................................................................................................................ 111
Record Cash Sales ................................................................................................................................................... 114
Print Sales Receipt .................................................................................................................................................... 115
Enter Additional Cash Sales...................................................................................................................................... 116
Sales by Customer Detail Report .............................................................................................................................. 117
Correct and Print Sales Receipt ................................................................................................................................ 119
View Quickreport....................................................................................................................................................... 120
Analyze Quickreport .................................................................................................................................................. 121
Analyze Sales ............................................................................................................................................................ 121
Prepare Daily Backup ............................................................................................................................................... 123
Record Customer Payment on Account ................................................................................................................... 124
Record Additional Payments on Account ................................................................................................................. 125
Transaction List by Customer ................................................................................................................................... 128
Deposit Checks Received ......................................................................................................................................... 129
Contents ix

Print Journal Report .................................................................................................................................................. 132

Trial Balance ............................................................................................................................................................. 134
Graphs ...................................................................................................................................................................... 135
Accounts Receivable Graphs.................................................................................................................................... 135
Quickzoom for Individual Customer Details .............................................................................................................. 136
Sales Graphs ............................................................................................................................................................ 137
Quickzoom to View Item ........................................................................................................................................... 138
Create Chapter Back Up........................................................................................................................................... 139
Close Company and Exit Quickbooks Desktop ........................................................................................................ 139
Summary................................................................................................................................................................... 140
End-of-Chapter Questions ....................................................................................................................................... 141
End-of-Chapter Problem .......................................................................................................................................... 144
Record Transactions ................................................................................................................................................. 145
Print Reports and Backup......................................................................................................................................... 146
Your Name’s Tech Services...................................................................................................................................... 147
Your Name’s Pool & Garden Oasis ........................................................................................................................... 147

Chapter 3—Payables and Purchases: Service Business

Accounting for Payables and Purchases .................................................................................................................. 148

Training Tutorial and Procedures .............................................................................................................................. 149
Dates......................................................................................................................................................................... 149
Printing...................................................................................................................................................................... 149
Beginning the Tutorial ............................................................................................................................................... 149
Open Quickbooks Desktop and Company File......................................................................................................... 150
Enter Bill.................................................................................................................................................................... 150
Edit and Correct Errors ............................................................................................................................................. 153
Prepare Bill with Two Expenses ............................................................................................................................... 154
Transaction List by Vendor Report ........................................................................................................................... 156
Quickzoom ................................................................................................................................................................ 157
Edit Vendor ............................................................................................................................................................... 157
Accrual Method of Accounting ................................................................................................................................. 158
Prepare Additional Bills ............................................................................................................................................. 159
Enter Bill in Accounts Payable Register .................................................................................................................... 161
Edit Transaction in Accounts Payable Register ........................................................................................................ 163
Prepare Register Quickreport ................................................................................................................................... 164
Prepare Unpaid Bills Detail Report ........................................................................................................................... 165
Delete Bill .................................................................................................................................................................. 166
Add Vendor While Recording Bill .............................................................................................................................. 168
Enter Vendor Credit .................................................................................................................................................. 170
View Credit in Accounts Payable Register ................................................................................................................ 171
Prepare Daily Backup ............................................................................................................................................... 172
Pay Bills .................................................................................................................................................................... 172
Print Checks for Bills ................................................................................................................................................ 176
Review Paid Bills ...................................................................................................................................................... 178
Write Checks to Pay Bills .......................................................................................................................................... 178
Enter A Duplicate Check ........................................................................................................................................... 181
Edit Checks............................................................................................................................................................... 182
Void Checks.............................................................................................................................................................. 183
Delete Checks........................................................................................................................................................... 184
Print Checks ............................................................................................................................................................. 185
Check Detail Report .................................................................................................................................................. 187
Missing Checks Report............................................................................................................................................. 188
Voided/Deleted Transaction Summary ..................................................................................................................... 189
Petty Cash ................................................................................................................................................................ 189
Add Petty Cash Account .......................................................................................................................................... 190
Establish Petty Cash Fund ........................................................................................................................................ 191
Pay Expense with Petty Cash ................................................................................................................................... 192
x QUICKBOOKS DESKTOP 2018: A Complete Course

Purchase Asset with Company Check ...................................................................................................................... 193

Customize Report Format (Optional) ........................................................................................................................ 194
Accounts Payable Aging Summary ........................................................................................................................... 196
Unpaid Bills Detail Report ......................................................................................................................................... 196
Vendor Balance Summary ........................................................................................................................................ 197
Accounts Payable Graph by Aging Period ................................................................................................................ 198
Quickzoom to View Graph Details ............................................................................................................................ 199
Journal Report .......................................................................................................................................................... 199
Trial Balance ............................................................................................................................................................. 200
Back Up and Close Company................................................................................................................................... 201
Summary ................................................................................................................................................................... 202
End-of-Chapter Questions ........................................................................................................................................ 203
End-of-Chapter Problem........................................................................................................................................... 206

Chapter 4—General Accounting and End-of-Period Procedures: Service Business

General Accounting and End-Of-Period Procedures ................................................................................................ 210

Training Tutorial and Procedures .............................................................................................................................. 211
Open Quickbooks Desktop and Company File ......................................................................................................... 211
Dates ......................................................................................................................................................................... 211
Printing ...................................................................................................................................................................... 211
Begin Tutorial ............................................................................................................................................................ 212
Change Account Name ............................................................................................................................................. 212
Effect of Account Name Change On Subaccounts ................................................................................................... 213
Make Account Inactive.............................................................................................................................................. 214
Delete Account.......................................................................................................................................................... 214
Adjustments for Accrual-Basis Accounting .............................................................................................................. 217
Adjusting Entries—Prepaid Expenses....................................................................................................................... 217
Adjusting Entries—Depreciation ............................................................................................................................... 221
Journal Report .......................................................................................................................................................... 222
Owner Withdrawals ................................................................................................................................................... 223
Cash Investment by Owner ....................................................................................................................................... 225
Non-Cash Investment by Owner ............................................................................................................................... 226
Balance Sheet (Standard) ......................................................................................................................................... 227
Prepare Daily Backup ............................................................................................................................................... 228
Bank Reconciliation .................................................................................................................................................. 228
Begin Reconciliation ................................................................................................................................................. 228
Enter Bank Statement Information ............................................................................................................................ 229
Mark Cleared Transactions ....................................................................................................................................... 230
Correcting Entries—Bank Reconciliation .................................................................................................................. 232
Adjusting Entries—Bank Reconciliation .................................................................................................................... 233
Reconciliation Detail Report...................................................................................................................................... 235
Checking Account Register ...................................................................................................................................... 237
Edit Cleared Transactions ......................................................................................................................................... 237
Select Accrual-Basis Reporting Preference .............................................................................................................. 239
Journal Report .......................................................................................................................................................... 239
Trial Balance ............................................................................................................................................................. 240
Export Reports to Excel (Optional) ............................................................................................................................ 241
Cash Flow Forecast .................................................................................................................................................. 243
Statement of Cash Flows .......................................................................................................................................... 244
Prepare Multiple Reports .......................................................................................................................................... 245
Accountant: Profit & Loss Report ............................................................................................................................. 246
Accountant: Balance Sheet....................................................................................................................................... 247
Closing Entries .......................................................................................................................................................... 248
Transfer Net Income/Owner’s Equity into Capital ..................................................................................................... 248
Close Drawing ........................................................................................................................................................... 250
Balance Sheet Standard ........................................................................................................................................... 250
Journal Report .......................................................................................................................................................... 251
Contents xi

End-of-Period Backup .............................................................................................................................................. 252

Passwords ................................................................................................................................................................ 252
Set Period Closing Date............................................................................................................................................ 253
Edit Closed Period Transaction ................................................................................................................................ 254
Redo Archive Copy of Company File ........................................................................................................................ 255
Journal Report .......................................................................................................................................................... 256
Trial Balance ............................................................................................................................................................. 256
Quickzoom ................................................................................................................................................................ 257
Profit & Loss (Standard) ............................................................................................................................................ 258
Balance Sheet (Standard) ......................................................................................................................................... 259
End-of-Chapter Backup and Close Company .......................................................................................................... 261
Summary................................................................................................................................................................... 261
End-of-Chapter Questions ........................................................................................................................................ 262
End-of-Chapter Problem .......................................................................................................................................... 265

Practice Set 1—Service Business Your Name’s Concierge for You ........................... 269

Chapter 5—Sales and Receivables: Merchandising Business

Accounting for Sales and Receivables ..................................................................................................................... 282

Download Company Files ......................................................................................................................................... 282
Training Tutorial ........................................................................................................................................................ 283
Program Name and Dates ........................................................................................................................................ 283
Printing...................................................................................................................................................................... 283
Basic Instructions ..................................................................................................................................................... 283
Company Profile ....................................................................................................................................................... 284
Open a Company ...................................................................................................................................................... 284
Complex Password Requirements ........................................................................................................................... 284
Add Your Name to The Company Name .................................................................................................................. 284
Account Numbers ..................................................................................................................................................... 285
Lists .......................................................................................................................................................................... 285
Customize The Payment Method List ....................................................................................................................... 287
Customize Report Preferences ................................................................................................................................. 287
Customize Business Forms ...................................................................................................................................... 288
Inventory ................................................................................................................................................................... 292
Enter Sale On Account ............................................................................................................................................. 292
Print an Invoice ......................................................................................................................................................... 294
Analyze Invoice in Journal ........................................................................................................................................ 295
Inventory Assets, Cost of Goods Sold, Sales Tax Liability ....................................................................................... 296
Enter Transactions with More Than One Sales Item ................................................................................................. 296
Email Invoices (Information Only) .............................................................................................................................. 297
Prepare Invoices Without Instructions ...................................................................................................................... 302
Enter Sales Orders .................................................................................................................................................... 303
Prepare Sales by Customer Summary Report .......................................................................................................... 306
Prepare Open Sales Orders by Customer Report .................................................................................................... 307
Create Invoices for Sales Orders .............................................................................................................................. 307
View Sales Orders That Have Been Invoiced............................................................................................................ 310
Prepare an Open Sales Orders by Customer Report................................................................................................ 310
Enter Transaction and Add a Word to The Dictionary .............................................................................................. 310
Accounts Receivable Reports................................................................................................................................... 311
Prepare Customer Balance Detail Report ................................................................................................................. 312
Use Quickzoom ........................................................................................................................................................ 312
Correct and Print Invoice .......................................................................................................................................... 313
Print Customer Balance Detail Report ...................................................................................................................... 313
Discounts .................................................................................................................................................................. 314
Add New Items and Accounts .................................................................................................................................. 314
Correct Invoice to Include Sales Discount ................................................................................................................ 317
View and Analyze Quickreport .................................................................................................................................. 318
xii QUICKBOOKS DESKTOP 2018: A Complete Course

Add New Customer with Shipping Address.............................................................................................................. 319

Record Sale of New Item .......................................................................................................................................... 321
Modify Customer Records ........................................................................................................................................ 326
Void and Delete Sales Forms .................................................................................................................................... 326
Batch Delete/Void Transactions—Read Only ........................................................................................................... 327
Delete Invoice and Sales Order................................................................................................................................. 329
Void Invoice .............................................................................................................................................................. 331
View Customer Balance Detail Report ...................................................................................................................... 331
Prepare Voided/Deleted Transactions Summary ...................................................................................................... 332
Prepare Credit Memos .............................................................................................................................................. 333
Apply Credit to Invoice.............................................................................................................................................. 336
Print Open Invoices Report ....................................................................................................................................... 336
Prepare Daily Backup ............................................................................................................................................... 337
Record Cash Sales with Sales Tax ........................................................................................................................... 337
Debit Cards and Credit Cards................................................................................................................................... 339
Enable Customer Credit Card Protection ................................................................................................................. 339
Enter Credit Card Sale .............................................................................................................................................. 340
Enter Sale Paid by Check ......................................................................................................................................... 341
Enter Sale Paid by Debit Card .................................................................................................................................. 342
Enter Additional Cash Sales Transactions ................................................................................................................ 343
Print Sales by Item Summary Report ........................................................................................................................ 345
Correct and Print Sales Receipt ................................................................................................................................ 347
View and Analyze Cash Customer Quickreport ........................................................................................................ 348
View Sales Tax Payable Register .............................................................................................................................. 349
Customer Center....................................................................................................................................................... 350
Add Credit Card to Customer Account ..................................................................................................................... 350
Select Collections Center Preferences ..................................................................................................................... 351
View Collections Center ............................................................................................................................................ 351
View Income Tracker................................................................................................................................................. 352
Customer Payments on Account .............................................................................................................................. 353
Record Customer Payment on Account ................................................................................................................... 354
Record Credit Card Payment and Use Applied Credit.............................................................................................. 354
Record Payment and Apply Discount ....................................................................................................................... 356
Record Late Payment with Discount......................................................................................................................... 359
Record Late Payment with Credit and Discount ....................................................................................................... 361
Record Additional Payments on Account ................................................................................................................. 363
Print Customer Balance Summary ............................................................................................................................ 365
View Transaction List by Customer .......................................................................................................................... 365
Make Deposits .......................................................................................................................................................... 367
Record Return of Nonsufficient Funds Check .......................................................................................................... 368
Issue Credit Memo and Refund Check ..................................................................................................................... 372
Print Journal Report .................................................................................................................................................. 374
Print Trial Balance ..................................................................................................................................................... 375
Prepare Inventory Valuation Detail Report ................................................................................................................ 375
Prepare and Memorize Inventory Valuation Summary .............................................................................................. 376
Prepare Memorized Report ....................................................................................................................................... 377
Print Profit & Loss (Standard) .................................................................................................................................... 378
Back Up Your Name’s Sierra Sports......................................................................................................................... 379
Summary ................................................................................................................................................................... 380
End-of-Chapter Questions ........................................................................................................................................ 381
End-of-Chapter Problem........................................................................................................................................... 384
Contents xiii

Chapter 6—Payables and Purchases: Merchandising Business

Accounting for Payables and Purchases .................................................................................................................. 393

Training Tutorial and Procedures .............................................................................................................................. 393
Open Quickbooks Desktop and Company File......................................................................................................... 394
Begin Tutorial ............................................................................................................................................................ 394
Reminders................................................................................................................................................................. 394
Inventory Stock Status by Item Report ..................................................................................................................... 396
Purchase Orders ....................................................................................................................................................... 397
Verify Purchase Orders Preference........................................................................................................................... 397
Customize Purchase Orders ..................................................................................................................................... 398
Prepare Purchase Order ........................................................................................................................................... 398
Add New Vendor....................................................................................................................................................... 400
Merge Duplicate Vendors ......................................................................................................................................... 400
Assign Preferred Vendor and Cost to Item ............................................................................................................... 402
Prepare Purchase Order for Multiple Items .............................................................................................................. 402
Enter Additional Purchase Orders ............................................................................................................................ 403
Purchase Orders Quickreport ................................................................................................................................... 404
Create Purchase Order from a Sales Order with Drop Ship Instructions—Information Only .................................... 405
Change Reorder Limits ............................................................................................................................................. 406
View Effect of Reorder Point on Reminders.............................................................................................................. 407
View Report in Inventory Center ............................................................................................................................... 408
Receiving Items Ordered .......................................................................................................................................... 410
Record Receipt of Items Without Bill ........................................................................................................................ 410
Verify Purchase Order Received in Full..................................................................................................................... 411
Quickbooks Dekstop Search .................................................................................................................................... 412
Change Search Preferences ..................................................................................................................................... 413
Prepare Report from Search ..................................................................................................................................... 413
Enter Bill for Items Received ..................................................................................................................................... 414
Record Receipt of Items and Bill .............................................................................................................................. 416
Edit Purchase Order ................................................................................................................................................. 416
Record Partial Merchandise Receipt ........................................................................................................................ 417
Close Purchase Order Manually ............................................................................................................................... 418
Enter Credit from Vendor .......................................................................................................................................... 419
Bill Tracker—Information Only .................................................................................................................................. 421
Record Credit Card Purchase ................................................................................................................................... 423
Pay for Inventory Items with Credit Card .................................................................................................................. 424
Confirm Receipt of Ski Poles .................................................................................................................................... 425
Add/Edit Multiple List Entries.................................................................................................................................... 425
Prepare Daily Backup ............................................................................................................................................... 426
Enter Bills .................................................................................................................................................................. 427
Assign Terms and Accounts to Vendors................................................................................................................... 428
Create Memorized Transaction................................................................................................................................. 429
Use Memorized Transaction ..................................................................................................................................... 431
Prepare Additional Bills ............................................................................................................................................. 431
Enter Bill in Accounts Payable Register .................................................................................................................... 433
Edit Transaction in Accounts Payable Register ........................................................................................................ 434
Prepare Register Quickreport ................................................................................................................................... 434
Discounts .................................................................................................................................................................. 435
Prepare Unpaid Bills Detail Report ........................................................................................................................... 436
Customize and Memorize Report ............................................................................................................................. 437
Use Memorized Report ............................................................................................................................................. 438
Add Comments to Report ......................................................................................................................................... 438
Pay Bills .................................................................................................................................................................... 439
Pay Bill with Credit and Discount ............................................................................................................................. 441
Verify Bills Marked Paid ............................................................................................................................................ 443
Print Checks to Pay Bills........................................................................................................................................... 444
Pay Bills Using Credit Card ...................................................................................................................................... 445
xiv QUICKBOOKS DESKTOP 2018: A Complete Course

Verify Credit Card Payment of Bills ........................................................................................................................... 447

Sales Tax .................................................................................................................................................................. 448
Sales Tax Liability Report.......................................................................................................................................... 448
Pay Sales Tax ........................................................................................................................................................... 449
View Tax Payment Check in Check Register ............................................................................................................ 451
Vendor Balance Detail............................................................................................................................................... 451
Trial Balance ............................................................................................................................................................. 452
Journal Report .......................................................................................................................................................... 453
Prepare Memorized Report ....................................................................................................................................... 454
Back Up Company .................................................................................................................................................... 455
Summary ................................................................................................................................................................... 455
End-of-Chapter Questions ........................................................................................................................................ 456
End-of-Chapter Problem........................................................................................................................................... 459

Chapter 7—General Accounting and End-of-Period Procedures: Merchandising

Business

General Accounting and End-of-Period Procedures................................................................................................. 464

Open Quickbooks Desktop and Company ............................................................................................................... 465
Begin Tutorial ............................................................................................................................................................ 465
Change Account Name ............................................................................................................................................. 465
Make Accounts Inactive ............................................................................................................................................ 466
Delete Existing Accounts .......................................................................................................................................... 467
Create Individual Capital Accounts ........................................................................................................................... 468
Fixed Assets and Fixed Asset Manager .................................................................................................................... 470
Fixed Asset Item List ................................................................................................................................................. 470
Adjustments for Accrual-Basis Accounting .............................................................................................................. 473
Adjusting Entries—Prepaid Expenses....................................................................................................................... 473
Adjusting Entries—Depreciation ............................................................................................................................... 476
Journal Report .......................................................................................................................................................... 477
Working Trial Balance ............................................................................................................................................... 478
Definition of a Partnership ......................................................................................................................................... 479
Owner Withdrawals ................................................................................................................................................... 479
Prepare Daily Backup ............................................................................................................................................... 481
Bank Reconciliation .................................................................................................................................................. 481
Begin Bank Reconciliation ........................................................................................................................................ 482
Mark Cleared Transactions ....................................................................................................................................... 483
Complete Bank Reconciliation .................................................................................................................................. 484
Print Reconciliation Report ....................................................................................................................................... 487
View Check Register ................................................................................................................................................. 488
Credit Card Reconciliation ........................................................................................................................................ 488
Adjustment—Credit Card Reconciliation .................................................................................................................. 490
Redo Reconciliation .................................................................................................................................................. 492
Review Credit Card Transaction ............................................................................................................................... 496
View Journal Report .................................................................................................................................................. 497
Prepare Adjusted Trial Balance ................................................................................................................................. 498
Use Quickzoom......................................................................................................................................................... 499
Profit & Loss (Standard) ............................................................................................................................................ 499
Balance Sheet (Standard) ......................................................................................................................................... 501
Quickzoom to View Capital – Other Account ............................................................................................................ 502
Distribute Capital to Each Owner .............................................................................................................................. 503
Closing Entries .......................................................................................................................................................... 505
Adjustment to Transfer Net Income .......................................................................................................................... 505
View Balance Sheet .................................................................................................................................................. 506
Close Drawing ........................................................................................................................................................... 508
Journal Entries Entered/Modified Today Report ....................................................................................................... 510
Exporting Reports to Excel (Optional) ....................................................................................................................... 511
Importing Data from Excel ........................................................................................................................................ 511
Contents xv

Journal for January ................................................................................................................................................... 512

End-of-Period Backup .............................................................................................................................................. 512
Close The Period ...................................................................................................................................................... 512
Enter Correction to Closed Period ............................................................................................................................ 513
Verify Correction to Office and Sales Supplies ......................................................................................................... 514
Inventory Adjustments .............................................................................................................................................. 515
Adjust Net Income/Owners’ Equity Journal Entry ..................................................................................................... 517
Redo Archive Copy of Company File ........................................................................................................................ 518
Report Filters ............................................................................................................................................................ 518
Scheduled Reports ................................................................................................................................................... 518
Prepare Reports........................................................................................................................................................ 519
Journal Report .......................................................................................................................................................... 519
Prepare Multiple Reports .......................................................................................................................................... 520
Trial Balance ............................................................................................................................................................. 521
Profit & Loss Report.................................................................................................................................................. 522
Balance Sheet ........................................................................................................................................................... 523
Backup Company ..................................................................................................................................................... 524
Summary................................................................................................................................................................... 524
End-of-Chapter Questions ........................................................................................................................................ 525
End-of-Chapter Problem .......................................................................................................................................... 528

Practice Set 2—Merchandising Business Your Name’s Desert Golf .......................... 533

Chapter 8—Payroll

Payroll ....................................................................................................................................................................... 549

Direct Deposit ........................................................................................................................................................... 550
Manual Payroll .......................................................................................................................................................... 551
Training Tutorial and Procedures .............................................................................................................................. 551
Program Name, Dates, and Report Preferences ...................................................................................................... 551
Add Your Name to The Company Name .................................................................................................................. 552
Change Name of Capital Accounts........................................................................................................................... 552
Select Payroll Option ................................................................................................................................................ 552
Payroll Schedules ..................................................................................................................................................... 553
Change Employee Information ................................................................................................................................. 553
Add New Employee .................................................................................................................................................. 554
View Payroll Item List ................................................................................................................................................ 557
Create Paychecks ..................................................................................................................................................... 558
Print Paychecks ........................................................................................................................................................ 565
Preview Paycheck Detail and Edit Employee ........................................................................................................... 567
Make Corrections to Paycheck Detail....................................................................................................................... 569
Void and Delete Paychecks ...................................................................................................................................... 571
Missing Check Report .............................................................................................................................................. 573
Payroll Summary Report ........................................................................................................................................... 573
Prepare Employee Earnings Summary Report ......................................................................................................... 574
Payroll Liability Balances Report .............................................................................................................................. 574
Pay Payroll Taxes and Liabilities............................................................................................................................... 574
Payroll Tax Forms ..................................................................................................................................................... 577
Print Journal Report .................................................................................................................................................. 577
Back Up .................................................................................................................................................................... 578
Summary................................................................................................................................................................... 578
End-of-Chapter Questions ........................................................................................................................................ 579
End-of-Chapter Problem .......................................................................................................................................... 582
xvi QUICKBOOKS DESKTOP 2018: A Complete Course

Chapter 9—Create a Company in QuickBooks Desktop

Computerizing a Manual System .............................................................................................................................. 586

Training Tutorial and Procedures .............................................................................................................................. 586
Program Name and Dates......................................................................................................................................... 587
Company Profile: Your Name’s Canine Club ............................................................................................................ 587
Create a New Company ............................................................................................................................................ 587
Quickbooks Desktop Setup and Easystep Interview ................................................................................................ 588
Select a Top Icon Bar ............................................................................................................................................... 598
Customize Chart of Accounts ................................................................................................................................... 598
Add Customers ......................................................................................................................................................... 607
Enable Customer Credit Card Protection ................................................................................................................. 610
Add Vendors ............................................................................................................................................................. 611
Add Sales Items ........................................................................................................................................................ 613
Enter Sales Tax Information ...................................................................................................................................... 615
Print Account Listing ................................................................................................................................................. 617
Prepare Daily Backup ............................................................................................................................................... 618
Select Preferences .................................................................................................................................................... 618
Accounting Preferences ............................................................................................................................................ 619
Bills Preferences ....................................................................................................................................................... 620
Calendar Preferences ............................................................................................................................................... 621
Checking Preferences ............................................................................................................................................... 621
Desktop View Preferences ........................................................................................................................................ 622
Finance Charge Preferences ..................................................................................................................................... 623
General Preferences ................................................................................................................................................. 624
Integrated Applications Preferences ......................................................................................................................... 625
Items & Inventory Preferences .................................................................................................................................. 625
Jobs & Estimates Preferences .................................................................................................................................. 625
Multiple Currencies Preferences ............................................................................................................................... 626
Payments Preferences .............................................................................................................................................. 626
Payroll & Employees Preferences ............................................................................................................................. 627
Reminders Preferences ............................................................................................................................................. 627
Reports & Graphs Preferences ................................................................................................................................. 628
Sales & Customers Preferences ............................................................................................................................... 629
Sales Tax Preferences .............................................................................................................................................. 630
Search Preferences ................................................................................................................................................... 631
Send Forms Preferences .......................................................................................................................................... 631
Service Connection Preferences ............................................................................................................................... 632
Spelling Preferences ................................................................................................................................................. 633
Tax: 1099 Preferences .............................................................................................................................................. 633
Time & Expenses Preferences .................................................................................................................................. 633
Add Company Logo .................................................................................................................................................. 634
Prepare Daily Backup ............................................................................................................................................... 635
Payroll ....................................................................................................................................................................... 635
Select Payroll Option ................................................................................................................................................ 635
General Notes on Quickbooks Desktop Payroll Setup ............................................................................................. 637
Quickbooks Desktop Payroll Setup .......................................................................................................................... 637
Begin Quickbooks Desktop Payroll Setup ................................................................................................................ 638
Company Setup ........................................................................................................................................................ 638
Employee Setup ........................................................................................................................................................ 642
Taxes ........................................................................................................................................................................ 650
Year-to-Date Payrolls................................................................................................................................................ 654
Contents xvii

Print Payroll Item Listing ........................................................................................................................................... 655

Complete Employee Information .............................................................................................................................. 656
Adjusting Entries ....................................................................................................................................................... 658
Print Balance Sheet .................................................................................................................................................. 659
Backup...................................................................................................................................................................... 660
Summary................................................................................................................................................................... 660
End-of-Chapter Questions ........................................................................................................................................ 661
End-of-Chapter Problem .......................................................................................................................................... 664

Practice Set 3—Comprehensive Your Name’s Madison Avenue Books .................... 674

Appendix A—QuickBooks Desktop: Program Integration

Quickbooks Desktop Letters .................................................................................................................................... 700

Exporting Information to Excel.................................................................................................................................. 704
Importing Data from Excel ........................................................................................................................................ 705
Microsoft Outlook (Information Only) ........................................................................................................................ 709
Apps (Information Only) ............................................................................................................................................ 709

Appendix B—QuickBooks Desktop: Additional Features

Portable Company Files............................................................................................................................................ 710

New Business Checklist ........................................................................................................................................... 710
Quickbooks Desktop Calendar ................................................................................................................................. 711
Quickbooks Desktop Notes ...................................................................................................................................... 713
Tracking Time ........................................................................................................................................................... 717
Reminders................................................................................................................................................................. 720
Job Costing and Tracking ......................................................................................................................................... 721
Sending Merchandise Using Quickbooks Desktop Shipping Manager .................................................................... 725
Price Levels .............................................................................................................................................................. 726
Classes ..................................................................................................................................................................... 728
Batch Invoicing ......................................................................................................................................................... 730
Accountant Batch Entries ......................................................................................................................................... 732
Document Center...................................................................................................................................................... 733
Attached Documents ................................................................................................................................................ 734
Client Data Review.................................................................................................................................................... 734
File Manager ............................................................................................................................................................. 735
Send and Import General Journal Entries ................................................................................................................. 736
Statement Writer ....................................................................................................................................................... 736
Customize The Icon Bar(s) ........................................................................................................................................ 737

Appendix C—QuickBooks Desktop: Online Features

Intuit and The Internet ............................................................................................................................................... 739

Connecting to Intuit in Quickbooks Desktop ............................................................................................................ 739
Access Quickbooks Desktop’s Online Features ....................................................................................................... 741
Bank Feeds and Online Bill Payments ...................................................................................................................... 742
Quickbooks Payments .............................................................................................................................................. 745
Direct Deposit ........................................................................................................................................................... 746
Intuit Data Protect ..................................................................................................................................................... 746

Index ............................................................................................................................... 747

 PREFACE

QuickBooks 2018: A Complete Course is a comprehensive instructional learning

resource. The text provides training using the QuickBooks Premier Accountant 2018
accounting program (for simplicity, the program is referred to as QuickBooks 2018
throughout the text). Even though the text was written using the 2018 Accountant version
of QuickBooks Premier, it may be used with the Pro version of the program as well.
(Because of the many differences between the Windows and Mac versions of QuickBooks,
this text should not be used for training using QuickBooks for the Mac.)

NEW TO THIS EDITION

Each version of QuickBooks comes with changes, enhancements, and new features.
Many of these changes are incorporated into the text; while others may or may not be
mentioned. Some of the features are only available on a subscription basis. Since the
companies in the text are fictitious, the dates used are not current, and the subscriptions
are not free, these features are not explored in the greatest detail.

Some of the new features of QuickBooks and changes in the 2018 text include:

• Use an Access Code Card and instructions for downloading QuickBooks 2018
Educational Trial Version of the program
• Use of complex passwords to protect data
• QuickBooks onscreen report formatting has been changed to show details more clearly
• Use of Accrual and Cash report basis toggle in report
• Explore enhanced report filters and custom fields in reports
• Use the Show/Hide filter feature in reports
• Create, memorize, and use Custom Reports
• Explore and use Commented Reports feature
• Use Enhanced Search features including:
Smart Search
Amount Range Search
Search by Customer and Vendor Type
Search in Chart of Accounts
• Add Logos to company files
• Portable company files
• Insights tab for Home Page
• Customize Payment Methods List
• Statement Writer
• Password Vault
• Batch Delete and Void Transactions
• Add Credit Card information for individual customers
Preface xix

• Auto copy Ship To Address

• Select Preferred Delivery and Payment Methods for customers
• Use Past Due stamp on invoices
• Merge Vendors
• Use of more secure Webmail and e-invoicing
• Use of Bill Tracker to manage bills
• Add additional information to Employees including:
Marital Status
U.S. Citizen
Ethnicity
Disability
• New Business Checklist
• File Manager
• Send and Import General Journal Entries

DISTINGUISHING FEATURES

Throughout the text, emphasis has been placed on the use of QuickBooks’ innovative
approach to recording accounting transactions based on a business form rather than
using the traditional journal format. This approach, however, has been correlated to
traditional accounting through adjusting entries, end-of-period procedures, and use of
the “behind the scenes” journal. The text uses a tutorial-style training method to guide the
students in the use of QuickBooks in a step-by-step manner and is designed to help
students transition from training to using QuickBooks 2018 in an actual business.

The text provides:

• Comprehensive exploration of QuickBooks

• Reinforcement of accounting concepts
• Exploration of error correction and resulting ramifications
• Introduction to and use of many QuickBooks features
• Experience in recording transactions for service and merchandising businesses
• Transactions ranging from simple to complex that simulate real-world occurrences
• Use of Manual Payroll and comparison of Payroll Subscriptions
• Creation of companies for use in QuickBooks
• Printing of business forms and reports
• Opportunity to learn how to customize QuickBooks:
Forms
Preferences
Reports
• Screen shots used liberally to show:
QuickBooks screens
Completed transactions
Reports
xx QUICKBOOKS DESKTOP 2018: A Complete Course

• Extensive assignment material including:

Tutorials
End-of-chapter questions (true/false, multiple-choice, fill-in, and essay)
End-of-chapter reinforcement problem
Practice sets

COURSES

QuickBooks 2018: A Complete Course is designed for a one-term course in

microcomputer accounting. This text covers using QuickBooks in a service business,
a merchandising business, a sole proprietorship, and a partnership. Preparing payroll
and creating a new company are also included. When using the text, students should be
familiar with the accounting cycle and how it is related to a business. No prior knowledge
of or experience with computers, Windows, or QuickBooks is required; however, an
understanding of accounting is essential to successful completion of the coursework.

SOLVING TEACHING AND LEARNING CHALLENGES

Many studies have been done that identify requirements for job skills in business.
These include critical thinking, problem solving, oral and written communications,
professionalism and work ethics, teamwork and collaboration, self-management/initiative
and mindset, creative thinking, information/technology application, leadership, and social
responsibility.

If you’re not an accounting major, you may be thinking that this course or these job skills
are not relevant to you. Let me assure you that they are. Whether or not you plan on a
career in accounting or bookkeeping, the concepts, procedures, and job skills you learn
and apply in this course will help you in business and/or in your life. Moreover, it is only
through the aggregate of your educational experience that you will have the opportunity
to develop many of the skills that employers have identified as critical to success in the
workplace. In this course, and specifically in this text you’ll have the opportunity to
develop job skills and practice using QuickBooks Desktop to keep the financial records of
companies. You will analyze business transactions, prepare and analyze financial reports,
understand the process of using computerized accounting versus pencil and paper
accounting and bookkeeping, and, find and correct errors, among others.
Preface xxi

ORGANIZATIONAL FEATURES

QuickBooks 2018: A Complete Course is designed to present accounting concepts and

their relationship to QuickBooks 2018. While completing each chapter, students will

• Learn underlying accounting concepts

• Receive hands-on training using QuickBooks 2018
• Analyze and record transactions for service and merchandising businesses

Area of
Organization Organization Features
Text • Divided into Sections
Section 1: Accounting for a Service Business
Section 2: Accounting for a Merchandising Business
Section 3: Payroll and Creating a Company
Practice Sets for Sections 1 and 2
Comprehensive Practice Set for entire text
Three Appendices:
o QuickBooks Program Integration
o QuickBooks Features (not covered in chapters)
o QuickBooks Online Features
Chapters • A single company is used within the chapters for a full business
cycle
• A second company is used for the end of chapter problem for a
full business cycle
• End of chapter materials reinforce concepts and applications
learned in the chapter and include:
True/False questions
Multiple-Choice questions
Fill-in questions
Essay questions
xxii QUICKBOOKS DESKTOP 2018: A Complete Course

INSTRUCTOR AND STUDENT RESOURCES

Pearson Education maintains a Web site, www.pearsonhighered.com/horne, for the

online resources. Students can download Data and Solution files for their classroom use.
Instructors can download all the following materials:

Supplement Features of the Supplement

Data & Solution Files • Master company files:
Used for each company in the text
Same as student files
• Backup company files:
Used to restore a QuickBooks
Company file
• Logos
Used when students create a
company
Instructor’s Resource Manual • Appendix with instructions to
Download, Install, and Register
QuickBooks
Open a company file
Backup and restore company files
• Answers to end-of-chapter questions
• Excel files of all reports prepared in text
• Instructor’s Manual
Assignment sheets
IM Preface for instructors
IM Table of Contents
Teaching suggestions
• Transmittal sheets with totals
PowerPoint Presentations • Presentation and notes for each chapter
• Additional presentation for installing and
registering QuickBooks Desktop Trial
Version
Instructor’s Solutions Manual • Adobe .pdf files for all printouts prepared
in text
Test Bank • Written exams and keys for
Every chapter in text
Four section exams (Chapters 1-4,
5-7, and 8-9)
Final exam
• Computer exams and solutions
Exam for each chapter
Exam for each Practice Set
Preface xxiii

If you need assistance with QuickBooks, go to www.QuickBooks.Com/Support and

click on one of the Resource Centers for help. The Resource Centers include: Install
Center, Download & Updates, Support Tools, and others. For specific information when
installing the trial version of the software, please go to the Intuit Install Center at:
http://support.quickbooks.intuit.com/Support/InstallCenter/default.aspx

ERRATA AND INSTRUCTOR COMMENTS

While I strive to write an error-free textbook, it is inevitable that some errors will occur.
As I become aware of any errors, they will be added to an errata sheet that is posted
in the Instructor’s Resource Center on the Pearson Web site at
www.pearsonhighered.com/horne. Once an errata is posted, instructors should feel
free to share that information with their students and to check back periodically to see if
any new items have been added. If you or your students discover an error, or have
suggestions and/or concerns, I would appreciate it if you would contact me and let me
know what they are. My email address for instructors is also shown in the Instructor’s
Resource Center.

ACKNOWLEDGMENTS

I wish to thank my colleagues for testing and reviewing the manuscript, the professors
who use the text and share their thoughts and suggestions with me, and my students for
providing me with a special insight into problems encountered in training. All of your
comments and suggestions are greatly appreciated. A special thank you goes to Cheryl
Bartlett for her proofreading and comments. In addition, I would like to thank Neeraj Bhalla
and the production team at Pearson Education for their editorial support and assistance.
xxiv QUICKBOOKS DESKTOP 2018: A Complete Course

Janet Horne
Janet Horne received her Master of Science in Business Administration and Bachelor of
Science in Business Education from California State University, Long Beach and has spent
her educational career teaching business and computer applications courses. The majority
of her teaching career has been at Los Angeles Pierce College. Where, in addition to being
a full-time professor, she was the Computer Applications and Office Technologies
Department Chairperson, served on many committees, and developed new programs.
Janet has been a presenter at many educational meetings and seminars and has been
involved with a variety of professional organizations.

Janet’s quest to find a textbook to use in teaching QuickBooks led her to write one of the
first texts for QuickBooks Desktop. QuickBooks Desktop has long been and still is a very
popular and powerful computerized accounting program that is widely used in businesses
today. In addition to this book, Janet's texts include: QuickBooks Online Plus: A Complete
Course 2017 several previous editions of QuickBooks: A Complete Course
(uses QuickBooks Desktop Accountant software), QuickBooks Pro: Simplified,
QuickBooks Pro: An Introduction, Peachtree Complete Accounting, Getting Started with
QuickBooks Pro, and Computerized Accounting with CA-Simply Accounting. Janet is also
the author of Runners Corporation and A-1 Photography accounting practice sets.