QuickBooks Manual

Table of Contents

Add an Employee......................................................................................................................................... 1

Add a Customer ............................................................................................................................................ 3

Add a Vendor ................................................................................................................................................ 4

Creating a Check ........................................................................................................................................... 5

Paychecks ...................................................................................................................................................... 6

Monthly Vendor Checks ................................................................................................................................ 7

Aligning Checks ............................................................................................................................................. 8

Batch Printing Checks.................................................................................................................................. 10

Unpaid Bills Report ..................................................................................................................................... 11

Add an Employee

 Click “Workers” on the Left Navigation Bar

 Click the “Add Employee” button

 Enter First Name, Middle Initial, and Last Name

 Click “Enter W-4 Form”

o Enter home address

o Social security number

o Single, Married, Married but withhold at higher single rate, Do Not Withhold

o Total allowances

o Additional Withholdings

o Click “Done”

 Click the drop-down arrow under “How often do you pay …” to choose the correct pay

schedule

 Choose the correct starting date (you can edit this date by clicking on the pencil)

 Click the drop-down arrow under “How much do you pay …” to choose the correct pay

category (i.e. Hourly, Salary or Commission)

 Enter the amount the employee will be paid

 Click “Add additional pay types” if applicable

o Check any additional pay types that apply to that employee (i.e. Overtime, Sick

Pay, Holiday Pay, Vacation, etc.)

o Click “Done” once you have entered all necessary information

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 Click the edit pencil to enter any deductions the employee may have

 Click the drop-down arrow under “How do you want to pay…” to change the pay type

for the employee

 Click “Enter Worker’s Comp Info” to enter Worker’s Compensation Information

 Verify all information then click “Done”

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Add a Customer

 Click “Sales” on the Left Navigation Bar

 At the top of the page, click on the “Customers” tab

 Click the “New Customer” button

 Fill out “Display name as”

o Enter if the customer is with a company and their email

 Leave the check mark next to “Print on checks as” unless they have a different name to

use for checks

 Enter their phone number under “Phone”

 Under the “Address” tab, fill in their “Billing Address”

o Leave the Check next to “Shipping Address” unless they have a different shipping

address. If they have a different address, enter it in the space provided

 Click on the “Notes” tab and enter any notes you may have in the space provided

o Click “Save”

 If applicable, click the “Tax Info” tab and enter the customer’s tax exemption details

 After entering in the customer information click “Save”

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Add a Vendor

 Click “Expenses” on the Left Navigation Bar

 At the top of the page, click on the “Vendors” tab

 Enter the Vendor’s Name under “Display name as”

 Enter the Vendor Company Name under “Company” if applicable

 Leave the check mark next to “Print on checks as” unless they have a different name to

use for checks

 Enter the Vendor’s address under “Address”

 In the “Notes” section, list their Vendor and Both Number and keep track of any changes

 Enter a valid email address under “Email”

o Separate email addresses by a comma to enter multiple email addresses in the

same field

 Enter their Phone Number under “Phone”

 Verify all information and click the “Save” button

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Creating a Check

 In the Top Navigation Pane, click the “Plus Sign”

 Under “Vendors” click “Check”

 In the “Payee” section, type the name of the person or company receiving the check

 Ensure that the “Bank Account” is “Checking Main”

o If you need to change the account, click the drop-down arrow and select

“Checking Main”

 Ensure you have the correct payment date

 Ensure that the box next to “Print Later” is checked

 In the first line, select the correct account under “Account”

 Under “Description” write a description of the purchase made under that account (i.e.

“Cost of Goods Sold-Sold tea set from Vendor #” or Utilities-Monthly Water)

 Enter the amount due under “Amount”

 In the “Memo” type notes about the transaction (i.e. June Vendor Check or Paid

September water bill early)

 Click “Save and New” if you have more checks to write. If not, click the drop-down arrow

next to “Save and New” and select “Save and Close”

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Paychecks

*Paychecks cannot be created until Rachel has sent the paystubs

 In the Top Navigation Pane, click the “Plus Sign”

 Under “Vendors” click “Check”

 In the “Payee” section, type the name of the employee receiving the check

 Ensure that the “Bank Account” is “Checking Main”

o If you need to change the account, click the drop-down arrow and select

“Checking Main”

 Make sure the “Payment Date” is either the 5th or the 20th

 Ensure that the box next to “Print Later” is checked

 In the first line, type “Salaries & Wages” under “Account”

 Write the Pay Period in the “Description” (i.e. Aug 1- Aug15 or Aug 16-Aug 13)

 Enter the “Net Pay” amount listed on the Pay Stub under “Amount”

 In the “Memo” type “Total from Pay Stub by Accountant”

 Click “Save and New”

 Repeat previous steps until payroll is completed

 On the last check, click the drop-down arrow next to “Save and New” and select “Save

and Close”

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Monthly Vendor Checks

*Vendor checks cannot be created until vendor invoices have been printed from Go Antiquing

 In the Top Navigation Pane, click the “Plus Sign”

 Under “Vendors” click “Check”

 In the “Payee” section, type the name of the vendor receiving the check

 Ensure that the “Bank Account” is “Checking Main”

o If you need to change the account, click the drop-down arrow and select

“Checking Main”

 Make sure the “Payment Date” is the 5th of the month

 Ensure that the box next to “Print Later” is checked

 In the first line, type “Vendor Monthly Sales” under “Account”

 Write “Sales Month Year” in the “Description” (i.e. “Sales July 2018)

 Take the “Total Vendor Sales” amount (found on the Go Antiquing vendor invoice) and

take away their rent and commission percentage

 Enter the new sales calculation under “Amount”

 Click “Save and New”

 Repeat previous steps until all vendor checks have been created

 On the last check, click the drop-down arrow next to “Save and New” and select “Save

and Close”

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Aligning Checks

 In the Top Navigation Pane, click the “Plus Sign”

 Under “Vendors” click “Print Checks”

 Click “Print setup” in the center of the bottom panel

 Select the type of check you will be printing (Voucher or Standard)

 Ensure there is blank paper in the printer and click “View preview and print sample”

 Click “Print”

 Place the sample on top of your check and hold it up to the light

o If all of the fields line up, click “Yes, I’m finished with set up” if not click “No,

continue set up”

 Click “No, continue setup” on the next page

 Drag the grid to move the amount to match the placement on the sample page

 Click “View preview and print sample”

 Click “Print”

 Place the new sample page on top of your check to check alignment

o Repeat this step until all the fields on the sample and check match

*If the fields on the sample pages do not move: click the “X” to close the setup and

any other open pages, log out of QuickBooks Online, and close the window. Open a

new window in “Incognito Mode,” log into QuickBooks Online, and follow the

previous steps.

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 Click “Finish setup”

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Batch Printing Checks

 In the Top Navigation Pane, click the “Plus Sign”

 Under “Vendors” click “Print Checks”

 Ensure that “Checking Main” is listed as the “Account”

 Uncheck the box next to any check you may need to edit or you don’t want to print

 Look at the “# checks selected” to see how many checks you will need and the total

amount being printed (you can also manually count how many checks you will need)

 Grab the required number of checks and enter the first check number under “Starting

check no.”

 Ensure that “3 checks” is listed under “On first page print”

o If you need to change the number of checks printing on one page, click the drop-

down arrow and select “3 checks”

 If printing more than three checks (one page), ensure that the starting check number is

on the top

 Place the checks face down in the printer with the lowest number on the page facing

the printer (if the page has check numbers 1,2, and 3, place 1 near the printer and 3

near you)

 Click “Preview and print”

 Click “Print”

 Click “Done”

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Unpaid Bills Report

 Click “Reports” on the Left Navigation Bar

 Under “Favorites” click “Unpaid Bills”

 Ensure that “All dates” is listed under “Report period”

o If you need to change the report period, click the drop-down arrow and select

the correct period

 Ensure that “Current” is marked under “Aging Method”

 Click “Run report”

 Click the printer icon at the top of the report to print

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