QUICKBOOKS 2011: A COMPLETE COURSE CHAPTER 1—LECTURE INTRODUCTION TO QUICKBOOKS® 2011 AND COMPANY FILES ©2012 Pearson Education, Inc publishing as 1-1 All rights reserved No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher Printed in the United States of America Copyright © 2011 Pearson Education, Inc publishing as Prentice Hall Chapter Focus • Overview of QuickBooks Program Features • Begin using QuickBooks • Open, backup, and restore company files ©2012 Pearson Education, Inc publishing as 1-3 Manual Accounting vs Computerized Accounting with QuickBooks Manual Accounting Computerized Accounting with QuickBooks Analyze Transactions • Analyze Transactions • • Prepare business documents by hand —Invoice, Check, Sales Receipts • • Record transactions in Debit/Credit format Prepare business documents using the computer to record information directly on the business form—Invoice, Check, Sales Receipt • Based on the business form entry, QuickBooks enters transactions in Debit/Credit format automatically • QuickBooks automatically posts transactions • Prepare reports by clicking a button • Close period by entering a closing date • Post transactions to General Ledger and Subsidiary Ledgers • Prepare Reports by hand • Record Closing Entries manually ©2012 Pearson Education, Inc publishing as 1-4 Open QuickBooks • Click the QuickBooks icon on the desktop or • On the Start Menu, point to All Programs, point to QuickBooks, click QuickBooks 2011 ©2012 Pearson Education, Inc publishing as 1-5 Open a Sample File • On the No Company Open screen: Click the Open a Sample File button Click Sample service-based business ©2012 Pearson Education, Inc publishing as 1-6 Open a Sample File • Click OK on the QuickBooks Information screen ©2012 Pearson Education, Inc publishing as 1-7 QuickBooks Desktop Features • Desktop Features include: Title Bar Menu Bar Icon Bar ©2012 Pearson Education, Inc publishing as 1-8 QuickBooks Desktop Features: Title Bar • Title Bar Contains Company Name—Larry’s Landscaping & Garden Supply Program Name Minimize, maximize, and close buttons ©2012 Pearson Education, Inc publishing as 1-9 QuickBooks Desktop Features: Menu Bar • Menu Bar Has a list of menus available in QuickBooks ©2012 Pearson Education, Inc publishing as 1-10 Back Up a Company • Add Ch at the end of Computer (Backup) • Note that the file type is *.QBB QBB means QuickBooks Backup • Click the Save button ©2012 Pearson Education, Inc publishing as 1-106 Back Up a Company • • You will get one of the two following QuickBooks Information screens Click either OK or No, Thanks ©2012 Pearson Education, Inc publishing as 1-107 Change Account Names • Click Lists on the menu bar • Click Chart of Accounts • Scroll through accounts until you see Student’s Name, Capital • Click Student’s Name, Capital • Click the Account button ©2012 Pearson Education, Inc publishing as 1-108 Change Account Names • Click Edit Account Notice the keyboard shortcut is Ctrl+E • Change Student’s Name to your name, then click the Save & Close button ©2012 Pearson Education, Inc publishing as 1-109 Change Account Names Verify the name change in the Chart of Accounts ©2012 Pearson Education, Inc publishing as 1-110 Restore a Backup File • Restoring the file will erase any changes made since the backup was made • You would restore a backup file if you made errors that you cannot find or to start over on a chapter • The backup file for Chapter was made prior to changing the Capital account • Restoring the file will show Student’s Name, Capital not Janet Horne, Capital ©2012 Pearson Education, Inc publishing as 1-111 Restore a Backup File • Click the File menu, click Open or Restore Company • Click Restore a backup copy (.QBB) • Click Next ©2012 Pearson Education, Inc publishing as 1-112 Restore a Backup File • Click Local backup, then click Next ©2012 Pearson Education, Inc publishing as 1-113 Restore a Backup File • On the Restore From screen • Look in: USB drive location (O:\ in this example) • Click Computer (Backup Ch 1) • Click the Open button ©2012 Pearson Education, Inc publishing as 1-114 Restore a Backup File • Click Next on the Restore Backup: To Location screen ©2012 Pearson Education, Inc publishing as 1-115 Restore a Backup File • On the Restore To screen, Save in should be the location of your USB drive (O:\) • The file name should be Computer • Click the Save button ©2012 Pearson Education, Inc publishing as 1-116 Restore a Backup File • Click Yes to erase the original Computer.qbw file and replace it with the Computer (Backup Ch 1) file • To confirm the deletion of the original file, type Yes and click OK • Click OK when the file has been restored ©2012 Pearson Education, Inc publishing as 1-117 Open a Restored Company File • When the company file has been restored, the Chart of Accounts should show Student’s Name, Capital • The change to the account name was erased and “restored” to the original ©2012 Pearson Education, Inc publishing as 1-118 Close the Company and Exit QuickBooks • Click the File menu and Close Company to close the company • Click the Close button to Close QuickBooks ©2012 Pearson Education, Inc publishing as 1-119 Remove the USB drive • Click the icon for the USB drive in the lower right portion of the Taskbar • Click the message, then remove your USB drive ©2012 Pearson Education, Inc publishing as 1-120 ... or otherwise, without the prior written permission of the publisher Printed in the United States of America Copyright © 2 011 Pearson Education, Inc publishing as Prentice Hall Chapter Focus •... ©2 012 Pearson Education, Inc publishing as 1- 9 QuickBooks Desktop Features: Menu Bar • Menu Bar Has a list of menus available in QuickBooks ©2 012 Pearson Education, Inc publishing as 1- 10 QuickBooks... ©2 012 Pearson Education, Inc publishing as 1- 4 Open QuickBooks • Click the QuickBooks icon on the desktop or • On the Start Menu, point to All Programs, point to QuickBooks, click QuickBooks 2 011