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QuickBooks Online For Dummies


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Table of Contents

Introduction 1 About This Book 1 Foolish Assumptions 3 Icons Used in This Book 3 Beyond the Book 4 Where to Go from Here 4 Part 1: Getting Started with Qbo and Qboa 5 Chapter 1: Introducing QBO and QBOA 7 QBO for the Client and QBOA for the Accountant 7 Comparing interfaces 8 Taking a look at QBO Desktop and QBO Mobile 10 Understanding the Cloud 13 Should You Move to the Cloud? 14 System Requirements 15 Chapter 2: Embracing the QBO/QBOA Format 19 It's All about Subscriptions 19 The Self-Employed version 20 The Simple Start version 21 The Essentials version 22 The Plus version 23 Essentials and Plus with Payroll 23 What Does It Cost? 24 Addressing Payroll Needs 25 Switching from QuickBooks Desktop 27 Where Add-On Apps Fit In 27 Part 2: Managing the Books for the End User 31 Chapter 3: Creating a Client Company in QBO 33 Signing Up for QBO 34 Setting Up a New Company 35 Understanding the Dashboard Page 37 Establishing Company Settings 41 Examining company preferences 41 Examining billing and subscription settings 42 Setting sales preferences 43 Taking a look at expense preferences 49 Examining options to receive customer payments 49 Reviewing advanced preferences 50 Working with Multiple Currencies 52 How the Multicurrency feature changes QBO 53 Turning on the Multicurrency feature 54 Setting up currencies 55 Using multiple currencies 56 Updating the Chart of Accounts 59 Taking Advantage of QuickBooks Labs 64 Signing In to and Out of QBO 65 Chapter 4: Managing List Information 67 Importing People into a List 67 Adding New People to a List 73 Searching Lists for People 75 Working with a particular person 75 Sorting a list 78 Exporting a list to Excel 79 Working with a batch of people 80 Changing Settings for People Lists 80 Working with Products and Services Items 82 Establishing categories 83 Adding service and non-inventory items 85 Creating an inventory item 87 Working with bundles 89 Changing item types 91 Adjusting inventory item information 93 A Look at Other Lists 98 Chapter 5: Dealing with the Outflow of Money 99 Writing a Check 101 Assigning a check to accounts or items 101 Writing a check for an outstanding bill 104 Creating an Expense 105 Entering a Purchase Order 107 Turning on the purchase order feature 108 Creating a purchase order 109 Working with partial purchase orders 110 Entering and Paying Bills 114 Entering a bill 114 About recurring transactions 115 Recording a vendor credit 119 When a vendor issues a refund check 121 Paying bills 123 Chapter 6: Managing the Inflow of Money 125 Customizing Forms to Handle Subtotals 127 Preparing an Invoice 129 Recording a Customer Payment 132 Managing Invoice Status 135 Working with Estimates 137 Preparing an estimate 138 Copying an estimate to a purchase order 140 Converting an estimate to an invoice 142 Copying an existing estimate 144 Working with Sales Receipts 145 Entering a sales receipt 145 Printing sales receipts and packing slips 146 Giving Money Back to a Customer 147 Recording a credit memo 148 Issuing a refund to a customer 149 Creating Billable Time Entries 151 Entering a single time activity 151 Using a timesheet to record time 152 Adding a billable expense to an invoice 153 Managing Projects 155 Chapter 7: Working in Registers 159 Understanding Registers 159 Entering and Editing Transactions 164 Entering a transaction 165 Editing a transaction 168 Other Things You Can Do in a Register 168 Sorting transactions 168 Filtering transactions 169 Printing a register 171 Chapter 8: Handling Bank and Credit Card Transactions 173 Controlling the Appearance of Bank Accounts 173 Connecting QBO Accounts to Financial Institutions 174 Connecting or not connecting 175 Connecting Bank or Credit Card accounts 176 When you can't connect directly 180 Handling Downloaded Activity 185 Excluding transactions 187 Including transactions 188 When QBO guesses correctly 188 When QBO doesn't know 188 Establishing rules to accept transactions 191 Fixing mistakes 196 Making a Bank Deposit 197 Reconciling a Bank Account 200 Chapter 9: Paying Employees 205 Understanding the Payroll Process 206 Getting Started with QBO Payroll (QBOP) 206 Turning on QBOP 206 Setting payroll preferences 212 Setting up payroll taxes 214 Preparing Payroll 216 Recording payroll information 217 Reviewing and generating payroll checks 217 Correcting payroll exemptions (without calling Tech Support) 219 Printing payroll reports 222 Managing Payroll Taxes 223 Paying payroll taxes 224 Preparing payroll tax forms 226 Chapter 10: How's the Business Doing? 229 Quickly Review Income and Expenses 229 Finding the Report You Want 231 Examining recommended reports 231 Looking at frequently run reports 232 Finding reports you customize 232 Taking a look at management reports 232 Exploring all QBO reports 234 Searching for a report 234 Printing a Report 235 Customizing a report 236 Saving a customized report 239 Part 3: Managing the Books for the Accountant 243 Chapter 11: Setting Up Shop in QBOA 245 Signing Up for and into QBOA 246 Examining the QBOA Interface 248 Working with the Your Practice view 249 Working with the Your Books view 251 Setting Up Your Team 252 Controlling the Appearance of the Client List 256 Understanding and Using the Free QBOA Company 258 Working with the Sample Company 259 Closing Companies and QBOA 260 Working with Wholesale Billing 260 Signing up for Wholesale Billing 261 Adding existing clients to your Wholesale Billing subscription 262 Removing clients from your Wholesale Billing subscription 265 Working with your Wholesale Billing history 267 Stop using Wholesale Billing 267 Chapter 12: Adding Companies to the QBOA Client List 269 Adding a Client's Company to the Client List 269 Having a client invite you to be the accountant user 270 Inviting a client to your practice 273 Transferring master administrator rights back to your client 275 Importing Desktop QuickBooks Information 280 General conversion considerations 280 Importing a QuickBooks Desktop company 282 After converting 287 Switching between Client QBO Companies 288 Chapter 13: Exploring a Client's Company from QBOA 289 Opening a Client's Company 289 Reviewing a Client QBO Company 290 Examining company setup information 290 Taking a look at the Chart of Accounts 293 Reviewing list information 296 Exporting and importing bank feed rules 297 Chapter 14: Working in a Client's Company 299 Making Navigation Easy 299 Using keyboard shortcuts 299 Opening multiple windows 300 Working in two companies simultaneously 302 Examining Available Transaction Types 303 Searching for Transactions 304 Making Client Notes 305 Communicating with a Client 306 Communicating about a specific transaction 307 Communicating on any subject 310 Chapter 15: Using Accountant Tools 313 Reporting and Paying Sales Taxes 314 Facilitating Accountant Activities 315 Managing your practice 316 Understanding the Trial Balance page 321 Reclassifying transactions 323 Examining voided and deleted transactions 324 Writing off invoices 325 Closing the books 326 Reviewing reports 327 A brief look at other accountant tools 328 Part 4: The Part of Tens 329 Chapter 16: Almost Ten Things about the Chrome Browser Interface 331 Understanding Users 332 Windows and Tabs 333 Using the Omnibox to Visit a Web Page 334 Using the Omnibox to Search the Web 334 What's the Star? 334 Examining the Chrome Menu 335 About Signing In to (and Out of) Chrome 336 Creating a Google account 336 Signing In to Chrome 338 Signing Out of Chrome 339 Using the Chrome Web Store 340 Selecting a Theme 342 Chapter 17: Ten Ways to Use Chrome Effectively 343 Setting a Home Page 343 Chrome and Security 345 Chrome and Privacy 346 Handling cookies 346 Chrome and JavaScript 346 Allowing plug-ins 347 Working in Incognito mode 347 Deleting browsing history 348 Reviewing miscellaneous privacy settings 349 Using Google tools to manage privacy 350 Using Bookmarks in Chrome 351 Creating a bookmark 351 Displaying the Bookmarks bar 352 Importing bookmarks 353 Managing bookmarks 354 Duplicating and Pinning Tabs 356 Using Chrome on Multiple Monitors 356 Setting Up Chrome Users 357 Zooming In and Out 361 Downloading Files 361 Appendix A: QBO, QuickBooks Desktop, and Data Conversion 363 What Doesn't Import 364 Features Not Fully Available in QBO 365 Looking at List Limitations 365 Chart of Accounts 366 Customers and jobs 366 Group Items 367 Inactive list elements 367 Other names 367 Recurring transactions 368 Sales tax items 368 Ship Via list 368 Subtotals 368 Types for customers, jobs, and vendors 369 Vendors 369 Exploring Payroll Conversion 369 Completing payroll setup 371 Special payroll notes 372 Examining Inventory and the Items List 372 Examining Other Special Cases 373 Bills 373 Bill Payments 373 Budgets 373 Closing Date 373 Credit card charges 374 Custom fields 374 Discounts 374 Documents 374 Finance charges 374 Invoices 375 Journal entries 376 Customized sales form templates 376 Merchant account service 376 Multicurrency 376 Online Bill Payment 377 Pending sales 377 Print mailing labels 377 Purchase orders 377 Receive items 377 Reimbursable expenses 377 Reports 378 Report customization 378 Sales Rep 378 Tax support 379 Terms 379 Write letters 379 Index 381

About the Author

Elaine Marmel is President of Marmel Enterprises, LLC., an organization that specializes in technical writing and software training. She has worked on projects to build financial management systems for New York City and Washington, D.C., training more than 600 employees to use them. Elaine has authored or coauthored more than 90 books.

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