When in a date field there are many ways to change the date. Of course you can type the date or you can pull up the calendar and “mouse it”, but there may be faster ways to get to a specific date.
Changing by a Few Days:
If you only want to change a few days try using the Plus (+) or Minus (-) key to move forward or backwards. You can hold the key down and change dates quite quickly but I usually recommend this for a change of a few days.
Changing by Weeks:
You can go back to the first day of the week by using the letter W and forward to the last day of the week by using the letter K.
Note: Recognizing that these are the first and last letters of the word WeeK gives you a clue as to how you can move forward or back within the week.
Changing by Months:
You can go back to the first day of the month by using the letter M and forward to the last day of the month by using the letter H.
Note: Recognizing that these are the first and last letters of the word MontH gives you a clue as to how you can move forward or back within the month.
Changing by Year:
You can go back to the first day of the year by using the letter Y and forward to the end of the year at a time by using the letter R.
Note: Recognizing that these are the first and last letters of the word YeaR gives you a clue as to how you can move forward or back within the year.
Today: By now you will probably not be surprised to learn that you can return to today’s date at any time by pressing the letter T.
Shortcut 2: Saving Transactions from Keyboard
When working in a transaction and tabbing from field to field, you eventually get to the point where you want to save the transaction.
If you do not wish to take your hands off the keyboard to move the mouse to the Save & New Button, try holding down the CTRL key while pressing the Enter key.
This combination will execute whatever is highlighted, almost always the Save & New Button.
Shortcut 3: Calculations on the Fly
How often have you worked in QuickBooks and needed to do add up numbers?
Windows and QuickBooks both have calculators that you can pull up, but you really don’t need them.
If you are in an amount field anywhere in QuickBooks, like on a check or other transaction, just pressing the number keys followed by a mathematical symbol (+, -, /, *) you will pull up the calculator. You can continue to enter numbers and math functions until you are done.
When I show clients this shortcut they are amazed, as they had been reaching for a calculator when they had one right in front of them without even leaving the field they were in.
Note: Just remember to press the Enter key to enter the amount into the number field. If you press the tab key you will lose the amount.
Shortcut 4: Working with Check Numbers
Many people don’t realize you can enter something other than a check number in the check number field.
I like to use the word “Online” for all transactions that I do online. You can enter whatever description pleases you to categorize your transactions. I use “DD” for the direct deposit checks.
The main thing is to know that once the check is entered you can put anything in the number field and it does not have to be a number.
QuickBooks actually enters “e-pay” when you use the e-pay in Payroll to pay your payroll taxes.
This makes it easy to track the transactions and they show up grouped together on the bank statement reconciliation screen.
Note: Just be sure to be consistent with the word and the spelling, including capitalization or they won’t be grouped together.
Shortcut 5: Making the Icon Bar Work for You
Every menu item that you use often should be ON YOUR ICON BAR.
This makes entry so easy and fast, I would be lost without it.
If you go to VIEW on the top menu, you will see “Customize Icon Bar”. Click on it and you will see how you can add and delete icons from the bar.
You can also open up a window or a report and click on View and just click “add to icon bar”. Then you will have the exact window or report at your fingertips. No more searching thru menus for frequently used items.
Of course the Home Page is always there for you, but this saves a click because the icon bar is always on the screen.
I hope these tips make using QuickBooks a little easier as you go through the day.
Published by