Chapter
2
Chapter 2
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Customizing QuickBooks
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Chapter
2
Objectives
1. Modify QuickBooks Preferences
2. Customize the Icon Bar and
Display
3. Customize the Shortcut List
4. Use the Item List and Other Lists
5. Create and customize sales forms
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2
Chapter
2
Objective
Modify QuickBooks
Preferences
McGraw-Hill/Irwin
Introduction to QuickBooks Pro, 2004
© 2005 The McGraw-Hill Companies, Inc., All Rights Reserved.
3
Chapter
2
1.
QuickBooks Preferences
There are two types of preferences in QuickBooks:

Company Preferences:
Use Company Preferences to make global changes to the
features and functionality of the data file
Only the Administrator of the data file can make changes to
Company Preferences

User Preferences:
In QuickBooks, user preferences are specific to the user that
is currently using the file
You can identify User Preferences on the My Preferences tab
in the Preferences window
The changes will not affect other users of the data file
2.
To access QuickBooks preferences,


Select the Edit menu, and then select Preferences
Then select My Preferences or Company Preferences tab
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4
Chapter
2
1.
2.
3.
4.
5.
6.
7.
8.
Setting User Preferences
Accounting
Checking
Desktop View
General
Reminders
Reports and Graphs
Service Connection
Spelling
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Chapter
2
User Preferences - Accounting
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6
Chapter
2
User Preferences – Checking
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7
Chapter
2
User Preferences – Desktop
View
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8
Chapter
2
User Preferences – General
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9
Chapter
2
User Preferences – Reminders
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10
Chapter
2
User Preferences – Reports and
Graphs
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11
Chapter
2
User Preferences – Service
Connection
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12
Chapter
2
User Preferences – Spelling
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13
Chapter
2
1.
2.
3.
4.
5.
6.
7.
8.
Setting Company Preferences
Accounting
Checking
Finance Charges
General
Integrated
Applications
Jobs & Estimates
Payroll & Employees
Purchases & Vendors
9.
10.
11.
12.
13.
14.
15.
16.
Reminders
Reports & Graphs
Sales & Customers
Sales Tax
Send Forms
Service Connection
Tax:1099
Time Tracking
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14
Chapter
2
Company Preferences Accounting
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15
Chapter
2
Company Preferences –
Checking
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16
Chapter
2
Company Preferences –
Finance Charges
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17
Chapter
2
Company Preferences –
General
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18
Chapter
2
Company Preferences –
Integrated Applications
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19
Chapter
2
Company Preferences – Jobs &
Estimates
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20
Chapter
2
Company Preferences – Payroll
& Employees
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21
Chapter
2
Company Preferences –
Purchases & Vendors
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22
Chapter
2
Company Preferences –
Reminders
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23
Chapter
2
Company Preferences –
Reports & Graphs
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24
Chapter
2
Company Preferences – Sales
& Customers
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25
Chapter
2
Company Preferences – Sales
Tax
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26
Chapter
2
Company Preferences – Send
Forms
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27
Chapter
2
Company Preferences – Service
Connection
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28
Chapter
2
Company Preferences –
Tax:1099
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29
Chapter
2
Company Preferences – Time
Tracking
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30
Chapter
2
Objective
Customize the Icon Bar and
Display
McGraw-Hill/Irwin
Introduction to QuickBooks Pro, 2004
© 2005 The McGraw-Hill Companies, Inc., All Rights Reserved.
31
Chapter
2
Customizing QuickBooks Icons
and Windows
There are three menu bars in QuickBooks
1. Icon Bar
2. Shortcut List
3. Open Window List
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32
Chapter
2
Customizing the Icon Bar
There are two ways to customize the Icon Bar:
1. Using the Customize Icon Bar window



2.
Select the View menu and then select Customize Icon Bar
QuickBooks displays the Customize Icon Bar window
You can add icons, edit or delete existing icons, add
separators between icons, and reposition icons
Using the View Menu


To turn the Icon Bar on or off, click Icon Bar on the View
menu
To add icon shortcuts to other windows, use the View
menu
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33
Chapter
2
Objective
Customize the Shortcut List
McGraw-Hill/Irwin
Introduction to QuickBooks Pro, 2004
© 2005 The McGraw-Hill Companies, Inc., All Rights Reserved.
34
Chapter
2
Customizing the Shortcut List
There are two ways to customize the Shortcut List:
1. Using the Customize Shortcut List window




2.
Select the View menu and then select Customize Shortcut
List
QuickBooks displays the Customize Shortcut List window
You can add or delete shortcuts
To conserve space you can use the Auto Popup setting,
which shows the icons of the Shortcut list only and is
expanded to display both the icons and labels when you
place your cursor over the Shortcut List
Using the View Menu


To turn the Shortcut List on or off, click Shortcut List on the
View menu
To add shortcuts to other windows, use the View menu
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35
Chapter
2
Objective
Use the Item List and Other
Lists
McGraw-Hill/Irwin
Introduction to QuickBooks Pro, 2004
© 2005 The McGraw-Hill Companies, Inc., All Rights Reserved.
36
Chapter
2
QuickBooks Items and Other
Lists
To help you track more details about your
sales, QuickBooks provides several lists




The Items List
The Terms List
The Price Levels List
The Templates List
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37
Chapter
2
1.
2.
3.
4.
QuickBooks Items
The Item list is a very special list which identifies
products and services your business purchases
and/or sells and are used on the sales forms
QuickBooks automatically handles the behind the
scene accounting for items
There are several different types of items in
QuickBooks
When you create an Item, you indicate the Item type
along with the name of the Item and the account
with which the Item is associated


Select the Lists menu and then select Item List
Select the Item menu and then select New
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38
Chapter
2
Design Service Item
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39
Chapter
2
Subcontracted Services Item
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40
Chapter
2
Non-Inventory Parts Item
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41
Chapter
2
Non-Inventory Parts - Passed
Through Item
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42
Chapter
2
Other Charge Items
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43
Chapter
2
Sales Tax Items
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44
Chapter
2
1.
The Terms List
The Terms List is where you define the payment terms for your
Invoices and Bills

2.
3.
4.
Select the Lists menu, select Customers & Vendor Profile Lists,
and then select Terms List
QuickBooks uses the terms to calculate when the Invoice or
Bill is due
If the terms specified on the transaction include a discount for
early payment, QuickBooks also calculates the date on which
the discount expires
QuickBooks allows you to define two types of terms:


Standard terms calculate based on how many days from the
Invoice or Bill date the payment is due or a discount is earned
Date-Driven terms calculate based on the day of the month that
an Invoice or Bill is due or a discount is earned
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45
Chapter
2
1.
Price Levels List
In QuickBooks Pro or Premier, you can create Price
Levels which are used on Invoices or Sales
Receipts to adjust the sales amount of particular
Items

2.
Select the Lists menu and then select Price Level List
Options when using Price Levels on sales forms:


You can adjust each item individually by selecting the
applicable price level in the RATE column drop-down list
You can assign a Price Level to a Customer’s record so
QuickBooks will change the default sales price for each
sales item for the customer
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46
Chapter
2
Objective
Create and customize sales
forms
McGraw-Hill/Irwin
Introduction to QuickBooks Pro, 2004
© 2005 The McGraw-Hill Companies, Inc., All Rights Reserved.
47
Chapter
2
1.
Custom Fields
When you set up a new Customer or vendor
record, you can define custom fields for
tracking additional information specific to
your customers, vendors, and employees

2.
Click the Define Fields button on the Additional
Info tab of a Customer or Vendor record
You can define up to fifteen custom fields in
the QuickBooks data file and you can assign
up to seven custom fields each for the
customer, vendor, and employees lists
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48
Chapter
2
Adding Custom Field Data to
Customer Records
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49
Chapter
2
Modifying Sales Form
Templates
QuickBooks provides templates so that you
can customize your sales forms
2. You can customize the way your forms
appear on both the screen and the printed
page
3. The templates for all forms (invoice, credit
memo, Sales Receipt etc.) are in the
Templates list
1.

Select the Lists menu, and then select Templates
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50
Chapter
2
Summary of Key Points
1. Modify QuickBooks Preferences
2. Customize the Icon Bar and
Display
3. Customize the Shortcut List
4. Use the Item List and Other Lists
5. Create and customize sales forms
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51