Accounting, Bookkeeping, and QuickBooks Tips for Small Businesses

Posts tagged QuickBooks Pro

QuickBooks Keyboard Shortcuts

QuickBooks Keyboard Shortcuts

QuickBooks Keyboard Shortcuts

CTRL + A – Displays the Chart of Accounts window
CTRL + C – Copies your selected text
CTRL + D – Deletes your current list item or transaction. Please note, this CANNOT be reversed, so think long and hard before using this shortcut.
CTRL + E – Edit an item in a register or on an items list
CTRL + F – Brings up the Find feature
F3 – Opens the Search feature (can be used in place of the Find feature mentioned above. This shortcut works with QuickBooks 2011 and later versions)
CTRL + G – If you’re looking at a funds transfer in the register, this will open the register for the other side of the funds transfer.
CTRL + H – Opens the transaction History. Very useful if you’re looking at an invoice and want to see the customer’s payment history for this invoice.
CTRL + I – Opens the Create Invoice window
CTRL + J – Opens the Customer Center
CTRL + L – Opens a list. This works well if you’re entering a transaction and your cursor is in a field with a drop down list.
CTRL + U – Selects an item from the the drop down list your just opened using CTRL + L and adds this list item to your transaction.
CTRL + M – Opens the Memorized Transactions window
CTRL + N – Creates a new transaction or list item
CTRL + P – Print
CTRL + Q – Opens the Quick Report for the selected transaction
CTRL + R – Displays the Register window
CTRL + T – Displays the Memorized Transaction List, so you can create a new transaction from the memorized transactions
CTRL + V – Pastes copied text
CTRL + X – Cuts your highlighted text and stores it on your clipboard to paste elsewhere
CTRL + Z – Undo – usually undoes your last action
CTRL + Delete – Deletes the selected line in a transaction
CTRL + Enter – Saves your current transaction. FYI – this selects the “best” save option from the buttons at the bottom of your screen – “Save & Close”, “Save & New”, “Clear”, Etc. Pressing “Enter” without the CTRL will cause QuickBooks to select the botton that is highlighted, and not necessarily the “best” save option.
CTRL + Insert – Inserts a line into a transaction
ESC – Closes current window
F1 – Opens the Help Window

QuickBooks Amount Field Keyboard Shortcuts

If the cursor is in an amount field, you can use these shortcuts to make calculations in QuickBooks
+ – Adds numbers together
– Subtracts numbers from each other
* – Multiplies numbers together
/ – Divides the numbers

QuickBooks Date Field Keyboard Shortcuts

If the cursor is in a date field, you can use these shortcuts to change the transaction date in QuickBooks
+ – Adds one day to the date shown
– Subracts one day from the date shown
T – Replaces the date shown with Today’s date
Y – Changes the date to the first day in the Year
R – Changes the date to the last day of the yeaR
M – Changes the date to the first day in the Month
H – Changes the date to the last day in the montH
W – Changes the date to the first day in the Week
K – Changes the date to the last day in the weeK
[ – Changes the date to the same day in the previous week
] – Changes the date to the same day in the upcoming week
; – Changes the date to the same date, but for last month
– (apostrophe) Changes the date to the same date, but for next month
Alt + Down Arrow – Opens the calendar so you can easily select the date

Starting QuickBooks Keyboard Shortcuts

CTRL – Starts QuickBooks without opening a company file.
ALT – Starts QuickBooks without opening the windows you previously left open last time you shut down QuickBooks.
ALT + F4 – Closes QuickBooks

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Michelle Edwards, CPA - QuickBooks Consultant Written by Michelle Edwards, CPA
Certified QuickBooks ProAdvisor

Michelle Edwards, CPA is the owner of Trailhead Accounting Solutions CPA, LLC, an Erie, CO based CPA firm focused on providing small and mid-sized businesses with day-to-day accounting, bookkeeping, and Virtual CFO solutions. Michelle is a CFO turned consultant who loves working with small businesses and entrepreneurs. When she’s not crunching numbers, she can be found hiking, remote camping, gardening, home brewing, quilting, and hanging out with her family.


How to Convert a QuickBooks Mac file To QuickBooks Windows File

QuickBooks Mac vs. QuickBooks Windows
Mac’s are gaining in popularity. The only problem, what happens when your CPA continues to work on a Windows computer? Don’t let the difference in operating systems scare you away from your favorite QuickBooks bookkeeper. Intuit has made it easy to convert your QuickBooks Mac file to a QuickBooks for Windows file, and then back again.

The process of sharing your QuickBooks file with your accountant is called “round-tripping.” In a nutshell, round-tripping means your QuickBooks file will go from your Mac, to your CPA’s Windows PC, and then back to your Mac again. Let’s learn how round-tripping works in the Mac vs. PC world.

QuickBoks Mac

  • File –> Backup to a QuickBooks for Windows.
  • In the Save As field, enter a name for the QuickBooks file. Make sure the company file name does not include any special characters, such as !@#$%^&*().
  • Save the backup file. Saving it to your desktop makes it easy to find later.
  • When the password window appears, enter a password to password protect your QuickBooks file. You may leave the fields blank if you do not wish to have a password protected file.
  • A .qbb file will be created and saved to your Mac. An instructional PDF file will also be created to help with the Windows conversion.
  • Send the .QBB file and instructional PDF file to your Windows user via the CPA’s portal, USB stick, flash drive, CD-Rom, etc.

QuickBooks Windows

  • In QuickBooks for Windows, click File –> Restore.
  • A Restore Window will appear. Select the .QBB file and choose a location to save the restored file.
  • Click Restore.
  • To convert the file, you will need to type the word “yes” to continue with the conversion.
  • Once the file is converted, the file will open in the Windows Version of QuickBooks. QuickBooks is now ready to use on the Windows PC. Your accountant may review the file and make any necessary changes.
  • When the file is ready to be sent back to the QuickBooks Mac user, click File –> Utilities –> Copy Company file for QuickBooks for Mac.
  • The converted QuickBooks file will be saved as a .QBB file with the word “MAC” in the file name.
  • Save the backup file. Saving it to your desktop makes it easy to find later.
  • Once the backup process is complete, you are ready to send the .qbb file back to you the QuickBooks for Mac user via the CPA’s portal, USB drive, flash drive, CD-Rom, etc.

QuickBooks Mac

  • In QuickBooks for Mac, click File –> Open Company.
  • Choose the .QBB file you would like to restore.
  • Click Open.
  • When asked if you want to restore a QuickBooks for Windows file, click OK.
  • Name the restored file.
  • Click Save.
  • Now you are ready to work in your QuickBooks file again on your Mac.

Tips:

  • Keep in mind, most information is supported and can be converted between Mac and Windows. However, there are a handful of reports and data that is not supported. Please compare your restored converted file against your original file to ensure your new file is not missing any reports and/or data.
  • The Mac and Windows users must use the same version of QuickBooks. For example, QuickBooks for Mac 2011 can be converted and opened in QuickBooks for Windows 2011. Intuit also recommends both Mac and Windows be operating on the most current QuickBooks release.
  • As you can see, “round-tripping” a QuickBooks file is not complicated and makes for a simple solution when working between Mac and Windows users.

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    Michelle Edwards, CPA - QuickBooks Consultant Written by Michelle Edwards, CPA
    Certified QuickBooks ProAdvisor

    Michelle is the owner of Trailhead Accounting Solutions CPA, LLC, an Erie, CO based CPA firm focused on providing small and mid-sized businesses with day-to-day accounting, bookkeeping, and business solutions. Michelle is a CFO turned consultant who loves working with small businesses and entrepreneurs. When she’s not crunching numbers, she can be found hiking, remote camping, gardening, quilting, and hanging out with her family.


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