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In QuickBooks Pro 2010 Essential Training, author Bonnie Biafore shows how to most efficiently use this popular business accounting software to manage business finances. The course covers core QuickBooks features that business owners need to know, from recording typical bookkeeping transactions like bills and invoices, to reconciling accounts and managing company files. Exercise files accompany the course.
Although the New Customer and Edit Customer dialog boxes have a Job Info tab, you don't want to use that when you have several jobs for the same customer. Instead, you should create a job record for each job you do for a customer. That way, you can fill in different addresses for each job if necessary and you can track the profitability of each one separately. Similar to sub-accounts, jobs act like sub-customers. When you create invoices, you can create them for specific jobs.
When you receive payments, you receive them against the corresponding jobs. When you create a job, QuickBooks pulls in the information from a customer record, but you can change any values that are different for the job, like the billing address or the payment method. To create a job, click Customers on the homepage. The easiest way to create a job is to right-click the customer you want and then choose Add Job from the shortcut menu. The New Job dialog box contains fields similar to the New Customer dialog box and the only field you have to fill in is the Job Name.
The fields on the Address Info, Additional Info and Payment Info tabs are a subset of the fields you see in the New Customer dialog box. QuickBooks fills them in automatically with the values from the customer record. If the job uses different information, such as a different shipping address, you can always change the value here. The Job Info tab on the other hand has several boxes specifically for jobs, like Job Status, Start Date, Projected End Date and so on. But realistically, QuickBooks isn't the right tool for managing jobs, so you're better off keeping track of job status in a project management or construction management program.
The one field that is helpful is Job Type. Similar to a Customer Type, you can create job types to categorize your jobs and analyze them in more detail. That's all there is to it. After you create a job, it appears indented below the Customer Name in the Customer List. When you're ready to save the job, click OK and you can see the job added to the list and highlighted, so you know that it's ready for your next transaction.
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