Helpful Tips

Helpful Tips


BANK ACCOUNTS

  • request a statement with a month-end closing date as it saves time when reconciling records with the bank
  • review and reconcile statements immediately as this helps reduce fraud and keeps the books current
  • each entity should have its own checking account, but only open as many accounts as is necessary

BE CONSISTENT

  • consistency is essential to successful business bookkeeping
  • heading and saving your spreadsheets the same way each month thru the year will save you and your accountant time and aggravation

CASH OR ACCRUAL

  • cash accounting system is much simpler and will suffice for most small businesses
  • call us at (818) 378-3638 for questions and guidance

CHART OF ACCOUNTS

  • a little time setting up your chart of accounts will pay huge dividends
  • think about your business and the information you would like to know to run it efficiently
  • be sure to review this with us – you want to be sure to have the right amount of detail for your business
  • determine expense categories by looking at tax return you will file

CUSTOMER INVOICES

  • if you use many invoices each month, you may want to have invoices preprinted, including invoice number
  • will look more professional and you will probably get paid quicker
  • print invoices with perforation — tear off and return it with payment
  • print your name and “remit to” address on both sides of the perforation

DEPOSITS

  • deposit all cash immediately
  • record your daily deposit in a deposit ticket book that comes with a white (original) copy and yellow (duplicate) copy give the white copy to the bank and leave the duplicate in the book to aid in reconciliation of the bank statement

DUE DATE REMINDERS

  • have an electronic calendar that contains due date reminders

FILING PAID INVOICES AND BILLS

  • start new file folders each year for paid invoices and paid bills
  • may not need a folder for each customer or vendor unless there is a large volume of business
  • possibly get by with a folder for A – C, D – F, and so on

KEEP GOOD RECORDS

  • keep all invoices and checks in numeric order the thing to remember is never skip numbers
  • record voids in numeric order with other items, only denote as “voided”
  • a healthy business is monitored through its records on a regular basis
  • you can find problems and correct them before it’s too late
  • different people use different record-keeping systems what matters most is that you have a system and use it daily

PETTY CASH BOX

  • try to minimize using cash, but if you must use it get a locking metal cash box to hold currency and coins
  • any money used is replaced by the receipt for that purchase
  • cash plus receipts should remain at a constant dollar amount
  • continue using the petty cash box until you run out of cash
  • replenish the box by writing a check for “cash”, expensing all the receipts

STORAGE BOXES FOR EACH NEW YEAR

  • keep all your records for one year together and number the boxes
  • bank statements, checks, financial statements, paid bills and other backup
  • include a copy of that year’s tax return
  • label with the year and contents, then store it somewhere accessible and keep a master list of the box and its content

QuickBooks Keyboard Shortcuts

Use the QuickBooks keyboard shortcuts shown in the following table to make your day-to-day small business accounting easier and faster:

SHORTCUT ACTION
Ctrl+A Displays the Chart of Accounts window
Ctrl+C Copies your selection to the Clipboard
Ctrl+D Deletes entire transaction (i.e., check, invoice, deposit, etc.)
Ctrl+E Edits transaction selected in the register
Ctrl+F Displays the Find window
Ctrl+G Goes to the other side of a transfer transaction
Ctrl+I Displays the Create Invoice window
Ctrl+J Displays the Customer List
Ctrl+M Memorizes a transaction
Ctrl+N Creates a new transaction. Context sensitive (e.g., if you are in the check register, you will create a new check, or deposit if a deposit is highlighted)
Ctrl+P Almost always prints the currently active register, list, or form
Ctrl+Q Creates and displays a QuickReport on the selected transaction
Ctrl+R Displays the Register window
Ctrl+R Displays the Register window
Ctrl+T Displays the memorized transaction list
Ctrl+V Pastes the contents of the Clipboard
Ctrl+W Displays the Write Checks window
Ctrl+X Cuts and moves your selection to the Clipboard
Ctrl+Z Undoes your last action — usually
Ctrl+Insert Inserts a line into a list of items or expenses
Ctrl+Delete Deletes the selected line from a list of items or expenses

 

QuickBooks Calculation and Editing Tricks

If the selection cursor is in an amount field in QuickBooks, you can use these symbol keys to make calculations:

Press This Key This Happens

SHORTCUT ACTION
+ Adds the number you just typed to the next number you type
Subtracts the next number you type from the number you just typed
* Multiplies the number you just typed by the next number you type
/ Divides the number you just typed by the next number you type

If the selection cursor is on a date field, you can use these tricks to edit the date:

Press This Key This Happens

SHORTCUT ACTION
+ Adds one day to the date shown
T Replaces the date shown with today’s date
Subtracts one day from the date shown
Y Changes the date to the first day in the year
R Changes the date to the last day in the year
M Changes the date to the last day in the month

 

Right-Click for Common QuickBooks Tasks

To perform a common QuickBooks task related to a window, right-click to display a shortcut menu. In a register, select and right-click a specific transaction; in a list, right-click an item; in a form, display a transaction and right-click a blank area of the form.

QuickBooks displays a shortcut menu of common commands for the particular transaction, item, or window. For example, it often displays commands for memorizing or voiding the transaction or for creating a QuickReport on the transaction. The commands differ based on the type of transaction you select.

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