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SALES AND RECEIVABLES: SERVICE BUSINESS LEARNING OBJECTIVES At the completion of this chapter, you will be able to: 1. Create invoices and record sales transactions on account. 2. Create sales receipts to record cash sales. 3. Edit, void, and delete invoices/sales receipts. 4. Create credit memos/refunds. 6. Add new customers and modify customer records. 7. Record cash receipts. 8. Enter partial cash payments. 9. Display and print invoices, sales receipts, and credit memos. 10. Display and print Quick Reports, Customer Balance Summary Reports, Customer Balance Detail Reports, and Transaction Reports by Customer. 11. Display and print Summary Sales by Item Reports and Itemized Sales by Item Reports. 12. Display and print Deposit Summary, Journal Reports, and Trial Balance. 13. Display Accounts Receivable Graphs and Sales Graphs. ACCOUNTING FOR SALES AND RECEIVABLES Rather than use a traditional Sales Journal to record transactions using debits and credits and special columns, QuickBooks Pro uses an invoice to record sales transactions for accounts receivable in the Accounts Receivable Register. Because cash sales do not involve accounts receivable, the transactions are recorded on a Sales Receipt. QuickBooks Pro puts the money received from a cash sale and from a customer’s payment on account into the Undeposited Funds account. When a bank deposit is made the Undepositied Funds are placed in the Checking or Cash account. However, all transactions, regardless of the activity, are placed in the General Journal behind the scenes. A new customer can be added on the fly as transactions are entered. Unlike many computerized accounting programs, in QuickBooks Pro, error correction is easy. A sales form may be edited, voided, or deleted in the same window where it was created. Customer information may be changed by editing the Customer List. A multitude of reports are available when using QuickBooks Pro. Accounts receivable reports include Customer Balance Summary and Balance Detail reports. Sales reports provide information regarding the amount of sales by item. Transaction Reports by Customer are available as well as the traditional accounting reports such as Trial Balance, Profit and Loss, and Balance Sheet. QuickBooks Pro also has graphing

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Page 1: SALES AND RECEIVABLES: SERVICE  · PDF fileaccounting for sales and receivables ... chapter 5–sales and receivables: merchandising business 287

SALES AND RECEIVABLES: SERVICE BUSINESS

LEARNING OBJECTIVES At the completion of this chapter, you will be able to: 1. Create invoices and record sales transactions on account. 2. Create sales receipts to record cash sales. 3. Edit, void, and delete invoices/sales receipts. 4. Create credit memos/refunds. 6. Add new customers and modify customer records. 7. Record cash receipts. 8. Enter partial cash payments. 9. Display and print invoices, sales receipts, and credit memos. 10. Display and print Quick Reports, Customer Balance Summary Reports, Customer Balance

Detail Reports, and Transaction Reports by Customer. 11. Display and print Summary Sales by Item Reports and Itemized Sales by Item Reports. 12. Display and print Deposit Summary, Journal Reports, and Trial Balance. 13. Display Accounts Receivable Graphs and Sales Graphs. ACCOUNTING FOR SALES AND RECEIVABLES Rather than use a traditional Sales Journal to record transactions using debits and credits and special columns, QuickBooks Pro uses an invoice to record sales transactions for accounts receivable in the Accounts Receivable Register. Because cash sales do not involve accounts receivable, the transactions are recorded on a Sales Receipt. QuickBooks Pro puts the money received from a cash sale and from a customer’s payment on account into the Undeposited Funds account. When a bank deposit is made the Undepositied Funds are placed in the Checking or Cash account. However, all transactions, regardless of the activity, are placed in the General Journal behind the scenes. A new customer can be added on the fly as transactions are entered. Unlike many computerized accounting programs, in QuickBooks Pro, error correction is easy. A sales form may be edited, voided, or deleted in the same window where it was created. Customer information may be changed by editing the Customer List. A multitude of reports are available when using QuickBooks Pro. Accounts receivable reports include Customer Balance Summary and Balance Detail reports. Sales reports provide information regarding the amount of sales by item. Transaction Reports by Customer are available as well as the traditional accounting reports such as Trial Balance, Profit and Loss, and Balance Sheet. QuickBooks Pro also has graphing

Cirigliano, Laura
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SALES AND RECEIVABLES: MERCHANDISING

BUSINESS

LEARNING OBJECTIVES At the completion of this chapter, you will be able to: 1. Enter sales transactions for a retail business. 2. Prepare invoices that use sales tax, have sales discounts, and exceed a customer’s credit

limit. 3. Prepare transactions for cash sales with sales tax. 4. Prepare transactions for customers using credit cards. 5. Add new accounts to the Chart of Accounts and new sales items to the Item List. 6. Add new customers and modify existing customer records. 7. Delete and void invoices. 8. Prepare credit memos with and without refunds. 9. Record customer payments on account with and without discounts.

10. Deposit checks and credit card receipts for sales and customer payments. 11. Record a transaction for a NSF check. 12. Customize report preferences and prepare and print Customer Balance Detail Reports, Open

Invoice Reports, and Sales Reports. 13. View a QuickReport and use the QuickZoom feature. 14. Use the Customer Center to obtain information regarding credit customers. ACCOUNTING FOR SALES AND RECEIVABLES IN A MERCHANDISING BUSINESS Rather than using a traditional Sales Journal to record transactions using debits and credits and special columns, QuickBooks Pro uses an invoice to record sales transactions for accounts receivable in the Accounts Receivable Register. Because cash sales do not involve accounts receivable, a Sales Receipt is prepared, and QuickBooks Pro puts the money from a cash sale into the Undeposited Funds account until a deposit to a bank account is made. Instead of being recorded within special journals, cash receipt transactions are entered as activities. However, all transactions, regardless of the activity, are placed in the Journal behind the scenes. A new account, sales item, or customer can be added on the fly as transactions are entered. Customer information may be changed by editing the Customer List. For a retail business, QuickBooks Pro tracks inventory, maintains information on reorder limits, tracks the quantity of merchandise on hand, maintains information on the value of the inventory,

Cirigliano, Laura
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CHAPTER 5–SALES AND RECEIVABLES: MERCHANDISING BUSINESS 287

• If you click No, you are returned to the invoice in order to make changes. • If you click Yes, the transaction is recorded. Click Yes to exceed the credit limit and record the transaction

ACCOUNTS RECEIVABLE REPORTS A variety of reports are available regarding accounts receivable. Data regarding customers may be displayed on the basis of account aging, open invoices, collections reports, customer balances, or they may be itemized according to the sales by customer. Many reports may be printed in a summarized form while other reports provide detailed information. PREPARE CUSTOMER BALANCE DETAIL REPORT The Customer Balance Detail Report lists information regarding each customer. The information provided for each customer includes all invoices on which there is a balance, the date of the invoice, the invoice number, the account used to record the invoice, the amount of each invoice, the balance after each invoice, and the total balance due from each customer.

Prepare a Customer Balance Detail Report for all customers for all transactions:

MEMO DATE: January 5, 2006 Prepare and print a Customer Balance Detail Report so that the owners can see exactly how much each customer owes to Your Name Sports.

DO

Click Reports on the menu bar, point to Customers & Receivables, click Customer Balance Detail

• Note: When preparing a single report, it is more convenient to use the Reports menu. When preparing several reports, using the Report Center is more efficient.

Dates should be All

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288 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE

• If not, click the drop-down list arrow next to the Dates text box, click All. • Scroll through the report. See how much each customer owes for each invoice. • Notice that the amount owed by Mimi Cheung for Invoice No. 7 is $1,017.68 and that

her total balance is $1,071.25. Do not close the Customer Balance Detail Report

USE THE QUICKZOOM FEATURE QuickZoom is a feature of QuickBooks Pro that allows you to view additional information within a report. For example, an invoice may be viewed when the Customer Balance Detail Report is on the screen simply by using the QuickZoom feature.

Use QuickZoom to view Invoice No. 7

MEMO DATE: January 5, 2006 The bookkeeper, Rose Spencer, could not remember if Invoice No. 7 was for ski equipment or snowboard equipment. With the Customer Balance Detail Report on the screen, use QuickZoom to view Invoice No. 7.

DO

Position the cursor over any part of the report showing information about Invoice No. 7 • The cursor will turn into a magnifying glass with a letter Z inside. Double-click • Invoice No. 7 appears on the screen. • Check to make sure the four items on the invoice are: Snowboard, Bindings-Snow,

Boots-Snowbrd, and Accessories. With Invoice No. 7 on the screen, proceed to the next section.

CORRECT AN INVOICE AND PRINT THE CORRECTED FORM QuickBooks Pro allows corrections and revisions to an invoice even if the invoice has been printed. The invoice may be corrected by going directly to the original invoice or by accessing the original invoice via the Accounts Receivable Register. An invoice can be on view in QuickZoom and still be corrected.

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382 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE RECORD A PARTIAL RECEIPT OF MERCHANDISE ORDERED Sometimes when items on order are received, they are not received in full. The remaining items may be delivered as back-ordered items. This will usually occur if an item is out of stock, and you must wait for delivery until more items are manufactured and/or received by the vendor. With QuickBooks Pro you record the number of items you actually receive, and the bill is recorded for that amount.

Record the receipt of and the bill for 20 pairs of gloves from Winter Clothes, Inc.

MEMO DATE: January 19, 2006 Record the bill and the receipt of 20 pairs of gloves ordered on Purchase Order No. 3. On the purchase order, 25 pairs of gloves were ordered. Winter Clothes, Inc. will no longer be carrying these gloves, so the remaining 5 pairs of gloves on order will not be shipped. Manually close the purchase order. The date of the bill is 01/18/2006.

DO

Access Receive Inventory with a Bill as previously instructed If necessary, change the Date of the bill to 01/18/2006 Click the drop-down list arrow for Vendor, click Winter Clothes, Inc. Click Yes on Open PO’s Exist dialog box Click anywhere in the line for P.O. 3 on Open Purchase Orders dialog box Click OK Click the Qty column on the Items tab at the bottom of the Enter Bills window Change the quantity to 20 Tab to change Amount to 300 • Notice the Amount Due on the bill also changes. Click Save & Close to record the items received and the bill

CLOSE PURCHASE ORDER MANUALLY If you have issued a purchase order and it is determined that you will not be receiving the items on order, a purchase order can be closed manually.

Close Purchase Order No. 3 using Find to locate Purchase Order No. 3 DO

Click Find on the Edit menu, then, if necessary, click the Advanced Find tab Scroll through Choose Filter • Filter helps to narrow the search for locating something.

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CHAPTER 6—PAYABLES AND PURCHASES: MERCHANDISING BUSINESS 383

Click Transaction Type, click the drop-down list arrow for Transaction Type, click Purchase Order

Click Find • A list of all purchase orders shows on the screen.

Click Purchase Order No. 3 for Winter Clothes, Inc. Click Go To Click the Clsd column to mark and close the purchase order • Notice that the ordered Qty is 25 and Rcv’d is 20.

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626 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE

REPORTS & GRAPHS PREFERENCES My Preferences tab allows you to select whether to show a prompt to refresh reports and graphs or to refresh them automatically and whether to draw graphs in 2D or use patterns. The Company Preferences tab allows the selection of accrual or cash reporting. Preferences for report aging and account display within reports are selected in this section. We can tell QuickBooks assign accounts to the sections of the Statement of Cash Flows. In addition, report formats may be customized on this screen.

Change My Preferences to have the reports refresh automatically DO

Click My Preferences tab Click Refresh Automatically

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CHAPTER 9: CREATING A COMPANY IN QUICKBOOKS 627

Modify the report format to remove the Date Prepared, Time Prepared, and Report Basis

DO

Click Company Preferences Click the Format button On the Header/Footer tab, click Date Prepared, Time Prepared, and Report Basis to

remove the check marks

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PAYROLL

LEARNING OBJECTIVES At the completion of this chapter, you will be able to: 1. Create, preview, and print payroll checks. 2. Adjust pay stub information. 3. Correct, void, and delete paychecks. 4. Change employee information and add a new employee. 5. Print a Payroll Summary by Employee Report. 6. View an Employee Earnings Summary Report. 7. Print a Payroll Liabilities Report. 8. Pay Taxes and Other Liabilities. 9. Prepare and print forms 941 and 940 10. Prepare and preview W-2 forms 11. Print a Journal PAYROLL Many times, a company begins the process of computerizing its accounting system simply to be able to do the payroll using the computer. It is much faster and easier to let QuickBooks Pro look at the tax tables and determine how much withholding should be deducted for each employee than to have an individual perform this task. Because tax tables change frequently, QuickBooks Pro requires its users to enroll in a payroll service plan. In order to enroll in a payroll service plan, you must have a company tax identification number and a registered copy of QuickBooks. QuickBooks Pro has two types of payroll service plans: QuickBooks Standard Payroll and QuickBooks Enhanced Payroll. These are available for an additional charge. If you do not subscribe to a payroll plan, you must calculate and enter the payroll taxes manually. The QuickBooks Standard Payroll includes tools, tables, and federal forms to help you run payroll, pay payroll taxes, and prepare federal tax forms. The QuickBooks Enhanced Payroll adds state tax forms, tools for tracking workers compensation costs, tolls for calculating bonuses, and tools for entering hours for a large number of employees more quickly. In addition, the QuickBooks Enhanced Payroll also comes in an accountant’s version and allows payroll to be processed for up to 50 businesses.

Cirigliano, Laura
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CHAPTER 8—PAYROLL 537 VIEW CHECKS, MAKE CORRECTIONS, AND PRINT CHECKS INDIVIDUALLY As in earlier chapters, checks may be viewed individually and printed one at a time. A paycheck differs from a regular check. Rather than list accounts and amounts, it provides a Payroll Summary and an option to view Paycheck Detail at the bottom of the screen. When you are viewing the paycheck detail, corrections may be made and will be calculated for the check.

MEMO DATE: January 31, 2006 After reviewing the printed checks, you notice that Rex McCartney shows -8.00 for

Available Sick time. He should have had 20 hours Available. Change his employee information to show 12.00 hours of Available Sick Time. He should also have 20 hours of vacation time available as of January 31, 2006. Change this to 20 hours as well.

Lyndsey Wilson should have been paid for 10 hours overtime. Change her deductions as follows: CA-Employment Training Tax 2.63, Social Security (Company and Employee) 162.75, Medicare (Company and Employee) 38.25, Federal Unemployment 21.00, CA-Unemployment 105.00, Federal Withholding 393.75, CA Withholding 105.00, and CA Disability 28.35.

View the changes to the two checks and reprint both.

View, correct, and print the paychecks as indicated

DO

To change the Available Sick time for Rex McCartney, click Employee Center Click Rex McCartney, click the Edit Employee button Click the drop-down list arrow for Change tabs Click Payroll and Compensation Info Click the Sick/Vacation button Enter 12:00 for the Sick Hours available as of 01/31/06 Enter 20:00 for the Vacation Hours available as of 01/31/06

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538 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE

Click OK for Sick/Vacation, and click OK on the Edit Employee Screen Close the Employee Center To view the paychecks, click Write Checks in the Banking section of the Home Page Click Previous until you get to the check for Rex McCartney for 01/31/06 Click Paycheck Detail button to view the withholding details • Notice that the Sick Available shows 12 rather than -8. • Vacation Avail. Shows 20.

Click OK • Even though the amount of the check is not changed by this adjustment, the check

should be reprinted so the correct sick leave information is shown. Reprint Check 3 Click Print

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CHAPTER 8—PAYROLL 539

If 3 is not shown as the check number, enter 3

Click OK Verify the information on the Print Checks screen including the selection of Voucher

checks Click Print Click Next until you get to Lyndsey Wilson’s paycheck Click Paycheck Detail Change the Overtime Rate Hours to 10 Press the Tab key You may get a message regarding Net Pay Locked

Click No At the bottom of the paycheck, click Unlock Net Pay

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540 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE

• Since paychecks have not been distributed to the employees until after they are

reviewed, it is acceptable to change this paycheck rather than voiding and reissuing a new one.

Click OK Enter the changes to the tax amounts as indicated in the Memo

Click OK

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364 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE CUSTOMIZE PURCHASE ORDERS As instructed in Chapter 5, business forms may be customized. Prior to recording your first purchase order, it should be customized.

Customize a Purchase Order

Click the Purchase Orders icon in the Vendors section of the Home Page Click the Customize button next to Template Click Edit

Click the drop-down list arrow for Customize, click Additional

Customization… Continue with the text instructions Click the Layout Designer button Change the size for Purchase Order to begin at 5 Expand the area for Your Name Sports to 4 ¾ Click OK to close the Layout Designer Click OK to close the Custom Purchase Order template Do not close the Purchase Order

PREPARE PURCHASE ORDERS TO ORDER MERCHANDISE Once the Purchase Order feature is selected, purchase orders may be prepared. Primarily, purchase orders are prepared to order merchandise; but they may also be used to order non-inventory items like supplies or services.

MEMO DATE: January 16, 2006 With only 10 pairs of snowboard boots in stock in the middle of January, Tim and you decide to order an additional 25 pairs of boots in assorted sizes from Snow Boots & Gear for $75 per pair. Prepare Purchase Order No. 1.

2007

DO

Prepare Purchase Order No. 1 for 25 pairs of snowboard boots DO

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CREATING A COMPANY IN QUICKBOOKS

LEARNING OBJECTIVES At the completion of this chapter, you will be able to: 1. Set up a company using the EasyStep Interview. 2. Establish a Chart of Accounts for a company. 3. Set up Company Info and start dates. 4. Create lists for receivables, payables, items, customers, vendors, employees, and others. 5. Complete the Payroll setup and create payroll items and employee defaults. 6. Customize reports and company preferences. COMPUTERIZING A MANUAL SYSTEM In previous chapters, QuickBooks Pro was used to record transactions for businesses that were already set up for use in the program. In this chapter, you will actually set up a business, create a chart of accounts, create various lists, add names to lists, and delete unnecessary accounts. QuickBooks Pro makes setting up the records for a business user-friendly by going through the process using the EasyStep Interview. Once the basic accounts, items, lists, and other items are established via the EasyStep Interview, you will make some refinements to accounts, add detail information regarding customers and vendors, transfer Uncategorized Income and Expenses to the owner’s equity account, customize report and company preferences, and customize a business form. TRAINING TUTORIAL The following tutorial is a step-by-step guide to setting up the fictitious company Your Name Movies, Etc. Company information, accounts, items, lists, and other items must be provided before transactions may be recorded in QuickBooks Pro. The EasyStep Interview will be used to set up company information. Once the basic company information has been entered via the EasyStep Interview, changes and modifications to the company data will be made. As in earlier chapters, information for the company setup will be provided in memos. Information may also be shown in lists or within the step-by-step instructions provided.

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COMPREHENSIVE PRACTICE

SET: YOUR NAME BOOKS

The following is a comprehensive practice set combining all the elements of QuickBooks studied throughout the text. In this practice set you will set up a company and keep the books for January 2007. You will use the EasyStep Interview to create Your Name Books. Once the company has been created, detailed information will be provided for items, customers, vendors, and employees. The Payroll Setup Interview will be completed. Adjustments will be made to accounts and various items, and transactions will be recorded.

During the month, new customers, vendors, and employees will be added. When entering transactions, you are responsible for any memos you wish to include in transactions. Unless otherwise specified, the terms for each sale or bill will be the term specified on the Customer or Vendor List. The Customer Message is usually Thank you for your business. However, any other message that is appropriate may be used. If a customer’s order exceeds the established credit limit, accept the order and process it. If the terms allow a discount for a customer, make sure to apply the discount if payment is received in time for the customer to take the discount. Remember, the discount period starts with the date of the invoice. If an invoice or bill date is not provided, use the transaction date to begin the discount period. Use Sales Discounts as the discount account. If a customer has a credit and has a balance on the account, apply the credit to the invoice used for the sale. If there is no balance for a customer and a return is made, issue a credit memo and a refund check. Always pay bills in time to take advantage of purchase discounts. Invoices, purchase orders, and other similar items should be printed without lines around each field. Most reports will be printed in Portrait orientation; however, if the report (such as the Journal) will fit across the page using Landscape orientation, use Landscape. Whenever possible, adjust the column widths so that reports fit on one-page wide without selecting Fit report to one page wide. YOUR NAME BOOKS Your Name Books is a fictitious company that provides a typing service and sells books and educational supplies. Your Name Books is located in Sacramento, California, and is a sole proprietorship owned by you. You do all the purchasing and are involved in all aspects of the business. Your Name Books has one full-time employee who is paid a salary, Ms. Aimee Nelson, who manages the store, is responsible for the all the employees, and keeps the books.

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COMPREHENSIVE PRACTICE SET: YOUR NAME BOOKS 695 Caitlin Ellis is a full-time hourly employee who works in the shop. The store is currently advertising for a part-time employee who will provide word processing/typing services. CREATE A NEW COMPANY ► Use the following information to complete the EasyStep Interview for Your Name Books o Company and Legal Name: Your Name Books (Key in your actual name) o Federal Tax ID: 466-52-1446 o Address: 1055 Front Street, Sacramento, CA 95814. o Telephone: 916-555-9876; Fax: 916-555-6789 o E-mail: [email protected] o Web: www.YourNameBooks.com o Do not use Passwords o File Name: Books.qbw o Type of Business: Retail (QuickBooks Pro 2007: Retail Shop or Online) o Sell Both Services and Products o Record each sale individually, do charge sales tax o Do not sell online o Do use sales receipts and invoices (do not use progress invoicing) o Do accept credit cards and debit cards o Do not use estimates, statements, or track time o Do track bills o (QuickBooks Pro 2007: You do print checks) o Inventory: Yes o Employees: Yes, W-2 Employees o Use QuickBooks to set up the Chart of Accounts o Start Date: 01/01/2007 o Bank account name Checking, account number 123-456-78910, opened before 01/01/2007.

Last bank statement 12/31/2006, ending balance 35,870.25 o First Month in Tax and Fiscal Year: January o Income Tax form: None COMPLETE THE COMPANY INFORMATION ► Add the Federal Employer Identification number 46-6521146 to the Company Information

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696 QUICKBOOKS® PRO 2006/2007: A COMPLETE COURSE CHANGE PREFERENCES ► Change the following preferences: o Checking Preferences: My Preferences—Select Default Accounts to use should be Checking

for Open Write Checks, Open Pay Bills, Open Pay Sales Tax, and Open Make Deposits; Company Preferences— Select Default Accounts to use should be Checking for Create Paychecks and Pay Payroll Liabilities

o Payroll & Employees: Company Preferences—Display Employee List by Last Name o Reports & Graphs: My Preferences—Refresh reports automatically, Company Preferences—

modify the report Format for the Header/Footer to remove the Date Prepared, Time Prepared, and Report Basis from reports

o Sales Tax: Company Preferences—Most common sales tax is CA State Tax (QuickBooks Pro 2007: Use State Tax as the most common sales tax.)

CUSTOMER LIST ► Use the following Customer List to add customers. Those customers who are individuals

should be added last name first for Customer:Job but first name then last name on the Bill to address. Note: Remember that the only time an opening balance may be entered is when the customer is created. An opening balance is not eligible for a discount. The terms given are for future sales to a customer. QuickBooks Pro 2007: Use State Sales Tax as the Tax Item.)

CUSTOMER LIST Customer Name

Complete Training, Inc.

Newton, Lora Nichols, Violet Sacramento Schools

Simpson, Gene

Watson, Charles

Opening Balance

$1,450 $100 $0.00 $1,000 $0.00 $350

As Of 01/01/07 01/01/07 01/01/07 01/01/07 01/01/07 01/01/07 Address 785 Harvard

Street 8025 Richmond Street

6784 Front Street 1085 2nd Street 158 16th Street 253 Mason Street

City, State, Zip

Sacramento, CA 95814

Sacramento, CA 95814

Sacramento, CA 95814

Sacramento, CA 95814

Sacramento, CA 95814

Sacramento, CA 95814

Contact Sharon Jackson

Lora Newton Violet Nichols Alicia Vincent Dr. Gene Simpson

Charles Watson

Telephone 916- 555-8762

916-555-8961 916-555-6487 916- 555-1235

916- 555-3693

916- 555-2264

Fax 916- 555-2678

Terms Net 30 2% 10 Net 30 Net 30 2% 10 Net 30 Net 30 Net 30 Tax Code Yes Yes Yes Yes Yes Yes Tax Item CA State Tax CA State Tax CA State Tax CA State Tax CA State Tax CA State Tax Credit Limit $1,500 $500 $100 $5,000 $100 $350

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INTRODUCTION TO WINDOWS® AND DISK MANAGEMENT

INTRODUCTION TO WINDOWS® When you turn on the computer, Windows will automatically be in use and icons will be visible on the desktop. (Some computer laboratories require the use of passwords in order to access Windows and the various application programs available. Check with your instructor regarding the configuration of your classroom computers.) Currently, there are several versions of Windows in use. Most things will work in a similar manner so only one set of screen shots will

displayed in this appendix. These screen shots are from Windows® XP. be If needed, turn on your computer and monitor

DO

Windows will begin running, and the desktop will be displayed on the screen

Icons

Start Button

Task bar Button

Task bar Status Area

In order to use Windows effectively, it is helpful to understand the terminology used in describing the various Windows elements. Desktop is the primary work area and covers the entire screen.

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QUICKBOOKS PROGRAM INTEGRATION WITH

MICROSOFT® WORD, EXCEL, AND OUTLOOK

QuickBooks Pro and QuickBooks Premier are integrated to work in conjunction with Microsoft Word and Excel to prepare many different types of letters or send QuickBooks reports directly to an Excel workbook. QuickBooks Basic does not have this feature. In order to use the integration features of the program, you must have Microsoft Word 2000 (or higher) and Microsoft Excel 2000 (or higher) installed on your computer QUICKBOOKS LETTERS There are many times in business when you need to write a letter of one type or another to your customers. This is an important feature because QuickBooks will insert information, such as the amount a customer owes, from your customer files directly into a letter. We will use the sample company, Larry’s Landscaping, to work with QuickBooks Letters and prepare a collection letter for David Hughes.

Prepare a Collection Letter for David Hughes

DO

To open the Sample Company file for a Service Business, open QuickBooks On the No Company Open window, click the button for Open a Sample File Click Sample service-based business