QuickBooks Tips – Part 2

Since our oil & gas accounting software that integrates with QuickBooks is our most popular software package, I know a lot of readers out there use QuickBooks for their business accounting needs. It’s probably why our first Basic QuickBooks Tips post several months ago was so popular.

I’ve decided to expand on that original post with five more tips you can use when operating QuickBooks.

Tip #1: Customize your icon bar so you have instant access to the features you actually use

If you are anything like me, you probably have about five-six functions you complete in QuickBooks almost daily and you go through the same motions of getting there just because it’s habit, right?

By customizing your icon bar (see image below), you can give yourself a quick way to get to those functions with the press of a button.

QuickBooks icon bar

The icon bar is located directly below the menu bar (File, Edit, View, List, Favorites, etc. ). Use the double arrow button at the far right of the bar to pull up the list of all icons you can include in your icon bar. Select the last option, Customize Icon Bar to bring up a screen where you can select which icons to include and which to leave off.

Tip #2: Use the quick math calculator to easily complete calculations in a field, instead of having to use a calculator first, then entering the data in.

While I may think I’m a math whiz, it’s inevitable that I’ll forget to carry the one or move a decimal point at some point while trying to calculate a price in my head.  For a simple way to calculate on the spot, simply hit the = key in any numerical field. A mini-tape will appear (you know, like that tapes that come on serious calculators accountants and bookkeepers use?). You can begin calculating your figures within the same cell.

Hitting the C with clear the entry. Hit C twice to clear the whole tape. It’s that easy.

Tip #3: Edit your preferences and create a few shortcuts for yourself.

You may know that there are company preferences for the QuickBooks company you operate in, but did you also realize you can set personal preferences in some of those screens as well? You can set default accounts for writing checks, paying bills and posting sales tax and deposits too, as well as how you want features to appear in QuickBooks, what warnings you want to appear, what keyboard shortcuts you want to be able to use, how you wants dates to automatically fill in, spelling preferences and more.

Go to Edit > Preferences to begin setting them up. See the screen shot below to see what categories are available.

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