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You don't need to be an accountant to know how to use QuickBooks Pro. Learn how to manage the finances for your small business yourself with the Windows version of this powerful accounting package. Jess Stratton shows how to create a new company file and back it up on a regular basis, and then set up accounts, taxes, and inventory items. Once your accounts are established, learn how to create estimates and purchase orders, send invoices, receive payments, and print checks—all the day-to-day tasks that keep your business running. Finally, learn to set up your payroll, integrate with online banking, find data and run reports, and close the books with end-of-year preparations.
I showed you how to create statements for your customers to show them a history of their invoices, payments and basic account activity. But you can add a line item transaction directly to their account by a something called a statement charge. A statement charge is a way of adding a line item directly to their account register that affects their balance, without sending them an invoice. To create a statement charge on the Home screen, click Statement Charges. This is going to bring up the account register, for whatever customer is listed in the drop down. To select a new customer click the drop down and choose whichever customer you want to create the statement chart for.
As you can see it looks just like a bank check register, you see the date of the activity on the left hand side. What type of transaction it was, whether it would be a payment from the customer, a credit memo, or an invoice you sent. You can also see the bill amount, the amount that they paid and how it affects their current balance, which is a running tally on the right hand side. To create a new statement charge. It works in a similar fashion that adding something manually to a bank check register. The fist thing that you need to do is put the date that the statement charge occurred, and it doesn't have to be in the right place on the left hand side.
Just put it into the next item and QuickBooks will automatically put it into the right place, in the right order. Next you choose the Item. Now, QuickBooks will allow you to put sales items in, but it's not recommended because statement charges don't calculate sales tax. If you're going to do a statement charge that involves a sales part, you're better off creating an invoice. I'm going to choose a service item, a tasting party. And in the Quantity field, I'll choose one. It's a tasting party for one. And here you could change the rate. Although, because it is a service in the items and services list it automatically populates the rate, I could change that.
For whatever special scenario, I'm creating it as a statement charge instead of an invoice anyway. I can also change the description. And you can see here, that the type of activity is considered a statement charge, because it's not an invoice. When I'm all done, I can click the blue Record button, and it's added to the list. And in the running tally of the balance on the right hand side, I can see that the customer now has an ending balance of $20. I'll click the x to get out of my statement charge, and that's how easy it is to add simple transactions to a customer without sending them an invoice.
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