To use QuickBooks Online on your iPad, you'll need a QuickBooks Online subscription—try it free for 30 days! If you currently use QuickBooks for Windows or Mac, unfortunately, you can't access Windows or Mac data from your iPad. Do you need QuickBooks when you're not at your desk?
QuickBooks Online may be right for you if you:. Are frequently on the go and need to access customer data, create and send invoices, or send estimates. Have multiple locations and need a seamless way to work with partners and employees. Work closely with your accountant and want to share access to your business finances. To subscribe. Tap the menu Subscribe. Tap the subscription button and sign in to iTunes.
When you're prompted to confirm you want to subscribe, tap Confirm. To cancel your subscription If you purchased your subscription from your QuickBooks Online iPad app, here's how to turn off the auto-renewal setting from your iPad:.
Important: For more information about using classes in your business, choose Help > QuickBooks and Your Industry. To turn class tracking on or off: 1 Choose Company > Company Settings, and then choose Transactions from the Show pop-up menu. 2 Select or clear the “Use class.
Open your iPad's Settings, then choose iTunes & App Stores. Tap the Apple ID button (first button on the right side of the screen). Tap View Apple ID. Enter your Apple ID password. Under Subscriptions, tap Manage.
Select your QuickBooks Online subscription, then set Auto-Renewal to Off. ITunes charges your account in advance of each period, so you can continue to access QuickBooks until the current billing period expires. Turning auto-renewal off prevents your card from being charged at the start of the next cycle.
For more about managing your auto-renewing subscriptions, go to. Note: If you had a paid subscription that expired, you'll continue to have read-access to your data for up to 1 year. If you only had the free trial and it expired, you'll continue to have read-access to your data for up to 90 days. The way you'll update your credit card information for your QuickBooks Online subscription depends on how you originally paid. IPad: If you paid through iTunes on your iPad, do the following from your iPad:. Open your iPad's Settings and tap iTunes & App Store. Tap your Apple ID (top right side of the screen).
Tap View Apple ID. Enter your Apple ID password. In Account Settings under Subscriptions, tap Manage. Tap your QuickBooks Online subscription, enter your new credit card information, and save your changes.
Web: If you paid through QuickBooks Online on the web, do the following from your computer (not from your mobile device):. Sign in to QuickBooks Online on the web from your computer at. In the upper-right corner, click the gear next to your company name, then click Your Account. In the Billing Info Section, click Edit Billing Info.
Update your credit card and any other billing information and click Save Changes. IPhone: If you paid through iTunes on your iPhone, do the following from your iPhone:. Open your iPhone’s Settings and tap iTunes & App Store. Tap your Apple ID (near the top of the screen).
Tap View Apple ID. Enter your Apple ID password.
In Account Settings under Subscriptions, tap Manage. Tap your QuickBooks Online subscription, enter your new credit card information, and save your changes. Android: If you paid through Google Play on your Android device, do the following from a web browser on your computer or device:. Sign in at wallet.google.com. Click Payment methods on the left side menu. Find the card you want to update and click Edit. Make your changes.
Click Save. Settings help you customize QuickBooks Online on your iPad, saving you time and effort. Here's an overview of what you'll find in Settings—try them out for yourself! This is where you'll set up the contact details about your company and your company's logo. You can also display the Chart of Accounts option in your menu to see your account balances and transactions. And you can set Google Maps as the default app to launch for directions. Sales Forms.
You can customize the email messages that accompany the invoices, estimates, and sales receipts you send to customers. They'll save you time and give you a personal touch with your customers. You can also choose to attach your invoice as a PDF to email. Reminders for invoices due. When reminders are on, you'll see a single notification summarizing overdue invoices each morning at 9 am.
Tapping the notification opens your Company Activity feed so you can see what needs your attention. Here's where to see how much time is left on your QuickBooks subscription before it's time to renew it, and how to contact Support for help with your subscription. If you'd like a little extra security on your QuickBooks information, you can use Touch ID to sign in with your fingerprint, or set a PIN to enter each time you want to use QuickBooks on the iPad. You can set up and add new sales tax for your business. As your business expands to new places, you can collect the right sales tax so you're ready for tax time.
OK, not really a setting, but this is important information if you ever need to talk to us here at Intuit. It includes the version of the app, links to our terms of service, privacy policy, and 3rd party components.
If you're experiencing issues, you can also send us an error log so we can help you. If you need to re-download your QuickBooks data to your iPad, you can even do that!. Rate Us in the App Store. We'd love for you to rate us and share what you think with potential users. We hope you'll give us 5 stars and share what you love!
Tap here to close your current session and exit from the app. Notes are a great way to save anything you or your coworkers might want to remember later. They can be text or photos of anything that's important to you. You can add notes to customers and transactions, and you can add notes that aren't yet associated with anything.
Then later, if you want to attach the note to a customer or invoice, you can do that. To add notes and photos. Tap the menu Notes Note. Enter your note text and tap the camera to include a photo in the note.
To attach the note to a customer, tap Choose a Customer and tap the customer's name. You can create a note wherever you see the add button. Just tap Note. To attach a note to a transaction. Open the transaction and tap the note button. Tap the filter button to choose from the different notes you've created (for customers, expenses, and all).
Tap the paperclip button to attach the note. Here's how you might use notes and photos if you owned a pet-sitting business:.
Each time you create a customer, add notes about their pets, such as their names, medications, and dietary issues. On your first visit, take photos of the dog or cat, their favorite toys, or favorite hiding places. At your home, take photos of yourself with your own pets to attach to the invoices you send, to show customers you're an animal lover, and remind them of the great service you gave them and their pets. To add customers and vendors from your iPad's Contacts app, be sure your iPad's Settings Privacy Contacts QuickBooks setting is ON. Then,.
In QuickBooks Online on your iPad, tap the menu and tap Customers or Vendors. Tap the add button Customer or Vendor. As you begin typing the person's name, QuickBooks suggests names from your Contacts list that match. Be sure to type at least 3 letters to cause suggestions to appear. Tap the desired name to autofill the person's information from your Contacts list. To add a dash of personality to your sales forms:. Sign in to QuickBooks Online on the web at with the same username and password you use to sign in on your iPad.
Tap the gear Custom Form Styles. Give your sales forms a lift by adding your logo and color scheme, using the fonts you love. And try fun templates with names like Airy, Fresh, Friendly, and Bold, that reflect your identity. You can also tailor form headers, fields, and columns, and add customer messages on your invoices. As you add your logo, apply styles, adjust fields, and add messages, you'll see a preview of exactly what your form will look like before you save your changes. Note: To add additional fields to your forms, you need QuickBooks Essentials or QuickBooks Plus.
Check out your Activity Feed. It lists your recent activities and transactions. All your activities are shown by default, but you can filter the list to see notes or specific types of transactions, including those needing your attention. To see your feed:. Tap the menu Activity. Your most recent activity is at the top. To see specific activities, tap Activity and tap any option.
You can also type a keyword, name, or number in the search field to find transactions and notes. As you type, the list instantly shows records that match your entry. Give your customer an estimate for the work or service you'll provide. When you've both agreed on the scope and cost of the job, you can have your customer sign the estimate right on your iPad and then convert the estimate to an invoice. From most any screen:.
Tap the add button Estimate. Choose the customer's name. Tap in the items area to add the products and services you'll provide. Tap the note button to add an existing note (optional). You can also:. Create a new customer note and photo.
Add a personal message to the customer. Tap the action button to preview, email, print, create a duplicate of the estimate, or delete it.
When your customer approves the estimate, tap Get Signature at the bottom of the screen and have them sign using their finger. Tap Convert to Invoice and save the new invoice. When do you give your customer an invoice? When they plan to pay you later for the goods or services you've provided.
Your invoice includes the payment terms that specify when payment is due. If your customer pays you immediately when you've finished the job, use a sales receipt. From most any screen:. Tap the add button Invoice. Choose the customer's name and tap in the items area to add the products and services you provided. Tap the note button to attach a note.
Tap the filter button to choose from the different notes you've created (for customers, expenses, and all). Tap the paperclip to attach the note.
You can also create a new customer note and photo. Tap the Tax, Discount, and Shipping fields and enter the amounts, if applicable. (See How do I manage my business tax codes and rates? If you need to set up tax for your business.).
You can also add a personal message to the customer. When you're done, tap Save.
If you need to edit the invoice, just open it and tap the edit button. Tap the action button to preview, email, print, or create a duplicate of the invoice, or delete it. When your customer approves the job, you can get their signature at the bottom of the invoice!.
Later, when your customer pays you for the job, return to the invoice and tap Receive Payment to enter the payment amount and details. When do you give your customer a sales receipt? When they pay you on the spot for goods or services; otherwise give them an invoice to pay you later, and include the payment terms that specify when payment is due. From most any screen:. Tap the add button Sales Receipt. Choose the customer's name and tap in the items area to add the products and services you provided. Tap the note button to attach a note (optional).
You can create a new customer note and photo. You can also add a personal message to the customer. Tap Save. Tap the action button to preview, email, print, create a duplicate of the sales receipt, or delete it. Receive Payments transactions created on the iPad or iPhone are automatically placed in Undeposited Funds. You'll need to sign into QuickBooks Online on the web, and click Other Bank Deposit to move the funds to your bank account. You can create 'Receive Payment' transactions to indicate when and how your customers paid you, and which open invoice(s) you've applied their payments to.
You can also view, edit, and delete 'Receive Payment' transactions. Receive a payment From most any screen:. Tap the add button Payment. On the New Payment screen:. Choose the customer who paid you.
If the payment Amount you enter matches an open invoice exactly, the amount is applied to that invoice; otherwise, the amount is automatically applied to the oldest open invoice first, followed by the next oldest invoice, and so on. You can enter different amounts for any open invoices, or tap the radio buttons to quickly auto-fill the balance due amounts. If the Payment Amount exceeds all of the open invoice balances, the Unapplied Amount is listed at the bottom of the screen.
When you finish entering payment details, tap Save. View payment details. Tap the menu Sales. Tap the left filter button (it's set to Invoices by default) and tap Payments.
Locate and tap the payment to open it, and then tap the payment line to see the details. When an invoice is paid in full, the BALANCE due is $0.00, the status is PAID, and any additional amount the customer paid is listed as the UNAPPLIED AMOUNT.
Edit, delete, or email a payment. Tap the menu Sales. Tap the left filter button (it's set to Invoices by default) and tap Payments. Tap the payment to open it. Tap the edit button, make your changes, and tap Save.
Tap the action button to delete or email the payment. If you currently use GoPayment and it's connected to your QuickBooks Online, you'll see it in our app when you create a sales receipt or payment. Just swipe your customer's credit card or type in their card information to accept a payment. If you're using the GoPayment reader, plug it into your iPhone and be sure the iPhone volume is on the highest level.
If you don't have a reader, you can key enter the credit card information into GoPayment. GoPayment works with Visa, MasterCard, American Express (AMEX), and Discover cards (if your GoPayment account supports these).
Using GoPayment in our app saves you time because the payments get recorded directly in QuickBooks Online—no need to import or add them to QuickBooks Online later. GoPayment credit card processing is turned on by default, but if you'd prefer not to use it in our app, open the menu, tap Settings Company, and turn GoPayment OFF. Payments you process with GoPayment through our app won't appear in the standalone GoPayment app. To learn more about GoPayment or sign up for it, visit. To accept a payment using GoPayment On the New Sales Receipt or Receive Payment screens:. Specify the customer, date, and payment amount, and add a memo if you need to remember something about the customer or payment.
Enter discount, tax, and shipping amounts if they apply. (For sales receipts you must also specify an item.). Tap Credit (the payment method) and tap Next. If the card reader is plugged in, swipe the customer's credit card; otherwise tap Key Enter Card.
If typing the card information, enter the credit card number, expiration date, and card holder name. Tap Next and enter the security code and customer billing address ZIP code.
Red highlights show any entries you need to correct. (Optional) Have the user “sign” with their finger. They can clear and sign again, if desired. Tap Charge, then tap Confirm to process the charge. When you've received the payment, you'll see “ Success Transaction approved!”. To email the sales receipt or payment containing the GoPayment transaction information, open the transaction and:.
Tap the action button. The email includes the type of credit card used, the last 4 digits of the credit card number, and the transaction authorization number. Note: You can't delete a payment that was processed using GoPayment. To edit a sales receipt or payment charge made with GoPayment You can edit information that doesn't affect the charge, such as the date, reference #, and memo. Open the Sales Receipt or Payment and tap the edit button. Change the date, reference number, or memo and tap Save.
If you try to change fields that affect the charge, just cancel the changes—you can't save them. To void a payment made using GoPayment If you need to void a payment, try voiding it before 3pm PST on the same day you accepted the payment, which is when most credit card payments are processed. Open the Sales Receipt or Payment and tap the action button.
Tap Void Transaction. If you can't void the payment or if your customer overpays you, go to the and issue your customer a refund. To email a transaction paid using GoPayment. Open the Sales Receipt or Payment and tap the action button.
Tap Email The email includes the type of credit card used, the last 4 digits of the credit card number, and the transaction authorization number. Sales Receipt emails include a PDF of the transaction, but the PDF doesn't contain the GoPayment transaction details. Payment emails don't contain a PDF of the transaction. When you pay for a business expense, you can enter the amount you paid, the vendor (payee) you paid, and the account you paid from. You can split an expense between different categories and/or customers, and attach a receipt photo.
To view expenses In the menu, tap Expenses to see your expense list. If you don't have any expenses yet, tap the add button Expense and create your first one!. You can sort expenses by Date (default), Category, Vendor, or Account. Tap the date filter to choose the timeframe to view.
You can also search to quickly find an expense. Tap an expense to see the details. To add an expense, attach a receipt photo, or split the expense From most any screen:. Tap the add button Expense. Enter the amount you paid, and how you paid (tap Credit, Check, or Cash). Select the bank or credit card account you paid from.
If the vendor isn't in your vendor list, tap + Create a new Vendor, enter the new vendor info, and tap Save. If you don’t see the expense category you want, tap + Create a new Category, enter the account name, description, and other details, and tap Save. See the QuickBooks Online Help on the web for info about tracking 1099 payments.
To attach a photo of the receipt, tap the camera and take a photo, or choose a photo from your camera roll. If you take a photo while creating the expense, it's attached to the expense. To split the expense between customers or categories, tap + Add a split.
Enter the split amount, select the expense category, the customer it was for (when this preference is turned on in QuickBooks Online on the web), and any notes. To edit or delete an expense. Tap the expense to see the details. Tap the edit button, make your changes, and tap Save. Tap the action button and tap Delete. Why should I download my bank transactions into QuickBooks? When you download your bank transactions:.
QuickBooks categorizes and matches transactions it recognizes, so you can quickly review and accept them. As you categorize additional transactions, QuickBooks learns how to categorize them in the future. When you accept transactions, QuickBooks creates additional records (such as deposits and expenses) to eliminate additional data entry and save you more time!
You can add and match bank transactions, and quickly accept them in QuickBooks during those spare moments throughout the day, like when you're waiting in line to get coffee. Matching and adding bank transactions ensures your data is accurate and complete, so QuickBooks can give you more accurate reports and insights into how your business is doing. Note: If you use multicurrency, you can manage foreign currency bank transactions in QuickBooks Online on the web.
QuickBooks mobile only shows bank transactions in your home currency. How do I download my bank transactions to QuickBooks Online?
First, you need to connect to your bank from QuickBooks Online on the web to start downloading transactions. After your first download, transactions download automatically (currently once a day), so your mobile devices always have recent bank transactions available to review and accept. To connect to your bank from QuickBooks Online on the web:. Sign in through your browser on the web at. Click Connect an account near the top right of the home page, or choose Transactions Banking and click Add account. Enter your bank's name in the box and click Search. Under “ All matching results” click the link for your bank.
Sign in with your bank site credentials. When you're connected, click the blue That's it, I'm finished! When you first connect an account, it can take a few minutes for the downloaded transactions to appear on the screen. Subsequent downloads should be much faster. For more information, see the QuickBooks Online help on the web (search for “How to connect QuickBooks Online to your bank accounts”).
Now you're ready to categorize and accept transactions from QuickBooks Online on your iPad and iPhone! How do I review, categorize, match, accept, exclude, and refresh transactions? To quickly review and accept transactions that QuickBooks has already categorized for you:. Tap the menu Banking. Tap the account that contains transactions you want to categorize. If you have multiple accounts, tap the account drop-down arrow to see your list of bank accounts and then tap the one you want.
Tap NEW TRANSACTIONS. By default, all transactions in the account display. To quickly review transactions QuickBooks has already recognized, categorized, and matched for you, tap Recognized. If QuickBooks correctly categorized and matched the transaction, swipe to the right to accept it. If you're not sure, tap the transaction name to review the details and make changes if necessary. You can change the category, add a split, select the payee, location, class, and add a memo. Note: If there's a description for the downloaded bank transaction, and you checked the 'Copy Description' checkbox in QuickBooks Online on the web, you'll see the bank description in the memo field.
When you're done, tap Accept. Repeat until you've categorized and accepted all the recognized transactions. Tap All to see the remaining, uncategorized transactions. Tap the transaction name and review the details. You can change the category, add a split, select the payee, location, class, and add a memo. When you're done, tap Accept.
Modify and accept multiple transactions You can select multiple transactions to modify and/or accept at the same time. On the bank transactions list tap Select. Tap the circles to select transactions you want to modify or accept. Tap Modify, change selected fields, such as category and payee, and tap Done.
Tap Accept to apply your changes and accept the transactions. Match transactions QuickBooks shows possible matches to payments from customers and expenses paid to vendors—and more. For example, if an invoice payment matches a downloaded income transaction, QuickBooks suggests it as payment for the invoice. To accept matched transactions:. Tap the menu Banking. Tap NEW TRANSACTIONS to see suggested matches.
If the match is correct, swipe right to accept, or tap the transaction to see details. If there's just one match and it's correct, tap Accept. If there are multiple matches, tap the correct one, and tap Accept. If none are correct, search to find other possible matches. Tap the correct one, and tap Accept. Transfer transactions If you transferred money between bank accounts, you might need to adjust the transaction type or the from / to account. Tap the menu Banking NEW TRANSACTIONS.
Transfers that have been automatically recognized are labeled. If the transfer is recognized and the from / to account is correct, swipe to the right to accept. If the transaction was not marked as a transfer, or if you need to adjust the from / to account, tap the transaction to see details and make changes. To change the transaction type, tap Transfer. To change which account was involved in the transfer, tap the from / to account.
Enter a memo if you need to record additional information about your changes. When you're done, tap Accept. Exclude transactions If your list contains transactions you want to exclude, such as non-business transactions or duplicates:. Tap the menu Banking. Tap NEW TRANSACTIONS.
Locate the transaction to exclude and tap the transaction to see details. Tap the exclude button. If you need to include a transaction you excluded:. Go to QuickBooks Online on the web (Banking) and click Excluded. Locate the transaction and click Undo.
Refresh transactions You can refresh bank transactions for all your bank accounts or for a specific account. To refresh all your accounts, tap the menu Banking, and tap the refresh button. To refresh a specific account, tap the menu Banking, and pull down on the list. Note: In our FAQs we refer to all taxes as 'tax.'
In the app you'll see the taxes that apply to you (such as state and so on). If you haven't yet created a tax rate for your business, do that first, and then you can view and manage your tax rates. Set up your first tax rate. Tap the menu Settings Manage Tax Rates New Tax Rate.
Tap Single Rate or Combined Rate. For a Single Rate: Add your new tax rate name, agency, and rate. For a Combined Rate: Add your new combined tax rate name, tax rate name, agency, and the rate for 2 or more components. (Combined rates can include new and existing rates.). Tap Save. Note: Use a Combined Rate if your tax agency makes you break down this tax into multiple parts, such as city, county, and state taxes. Manage tax rates Tap the menu Settings Manage Tax Rates.
There you can:. View a list of all your tax codes. Add single and combined tax rates.
See QuickBooks Online Help on the web for more information about working with tax, and more things you can do to manage your tax. Edit tax rates. From a Mac or PC, sign in to QuickBooks Online on the web at.
Click Taxes Sales Tax. On the right side of the page, under “Related Tasks” click Add/edit tax rates and agencies. Change the tax on a transaction. Open the estimate, invoice, or sales receipt, and tap the edit button. Tap Choose Tax and select a different tax rate.
If you need to create a new tax rate, tap Create a new Tax Rate and select it. View and pay sales tax liabilities. From a Mac or PC, sign in to QuickBooks Online on the web at. Click Taxes Sales Tax.
Click Record Tax Payment to pay sales tax liabilities, or click View Report to see sales tax liabilities in greater detail. To view and add a new product or service item:.
Tap the menu Products & Services to see your existing items. To create a new item, tap New Product/Service. On the New Item screen, enter the item name, description, and price, and choose the appropriate account.
If this is a sub-product or service, turn the setting on and choose the parent. If the item is taxable, turn Taxable ON. If you're new to QuickBooks, here's how product and service items work, and how you might use them:. Products and services are the things you sell to your customers. Whenever you send a customer an estimate or an invoice, you'll need to tell them what they're paying for. These are the products that you sold to them or the services that you did for them.
So creating these products and services are critical to using QuickBooks. In QuickBooks, products and services are also called items. Is there a difference between products and services? It makes no difference in QuickBooks whether you're selling products or services, but it's important that you understand the difference so you can set up QuickBooks in a way that makes sense for your business. Products If you have a business where you sell physical things, then you have a product-based business. Whether you sew wedding dresses and sell them on Etsy and eBay or resell plumbing supplies, you'll create product items for each product you sell. Then when you create an invoice, you'll add each product you've sold your customer on the invoice and how many you sold for the quantity.
![How Do I Turn On Class Tracking In Quickbooks For Mac How Do I Turn On Class Tracking In Quickbooks For Mac](/uploads/1/2/5/5/125513002/241165206.png)
Services If you have a business where you charge for work you perform for others, you probably have what we call a service-based business. That means that customers pay for your expertise and services. If you're a service business, what you sell could be time you spend on a project or a flat fee for a specific service. Here's how you can use service items a business. Charging for your time Let's say I have a pet care business that includes dog walking and training. I charge my customers $50 an hour for my time for these two services. So I create two different service items-one for dog walking and one for dog training-and set the price as $50.
Now when I fill out an invoice, I select the service item I'm charging my customer for. Then for the quantity, I select the number of hours I spent performing that service. Charging a flat fee for a service In my pet care business, I also have services I just charge a flat fee for. For example, I have clients who order special dog food from me and I deliver it to them. I charge them a flat fee for the delivery. I'm still performing a service (the delivery) but I'm only charging a single flat fee for that service. When I create my invoice, I select the delivery service and for the quantity, I select the number of times I performed that service, not the hours I spent.
Remember, I'm only charging a flat fee for this service so it doesn't matter how many hours I spend doing it. What if you're selling products and services? On any invoice, you can add whatever combination or products and services you are selling. If you have a roofing business, then you'll need to charge your customers both for the services (the number of hours your team spent putting on the new roof) as well as a product (the roofing materials). If you don't need to keep track of how much of a given product you have on hand, tap the menu Products & Services to see your items list. If you need to keep track of “quantity on hand,” you'll do this in QuickBooks Online on the web at. You must set up new inventory items in QuickBooks Online on the web before you can use them in the iPad app.
When creating a new Product or Service, just be sure to check 'Track Quantity on Hand.' . Using inventory items on an invoice or sales receipt in the iPad app will accurately decrease the inventory levels (quantity on hand) tracked in QuickBooks.
If you have customers, vendors, or bank accounts that use currencies other than your home currency, multicurrency lets you track transactions in those foreign currencies. IMPORTANT: Once you turn on multicurrency, you can't turn it off or change your home currency. So, turn it on only if you have bank accounts, customers, or vendors that don't use your home currency. What happens when I turn on multicurrency? Home Currency.
Your current currency becomes your home currency (the currency of the country where your business is physically located). Until you assign a foreign currency, the default value for all customers, vendors, and accounts is your company's home currency. Income and expense accounts always use your home currency. Foreign Currency. You can assign a foreign currency to customers, vendors, banks, and credit cards.
You'll see foreign currencies on customer, vendor, transaction, account, and company activity screens. You can pay and receive payments in a vendor’s or customer's currency. You'll see the latest exchange rates (updated every 4 hours from Wall Street On Demand), and can manually change them. How do I turn on multicurrency?. Sign in to QuickBooks Online on the web at. Click the gear Company Settings Advanced.
In the Currency section click the edit button to edit your currency settings. Click the Multicurrency checkbox, and click Save. Note: You must have a QuickBooks Plus or Essentials subscription to use multicurrency. If you need to upgrade your subscription. How do I assign a currency to a customer or vendor? On your iPad:. In the menu tap Customers.
Tap the add button at the top of the screen. Tap Customer. Fill out the customer's details. Tap Customer pays me with, and choose the currency. Note: Use the same steps to assign a foreign currency to a vendor, and select the currency you use to pay the vendor. See the QuickBooks Online Help on the web for more information about multicurrency. If you use QuickBooks Plus and you currently use class or location tracking in QuickBooks Online on the web, you'll see your class and location fields on estimates, invoices, sales receipts, and expenses, and you can create new ones.
If you don't currently use class or location tracking, be sure you have QuickBooks Plus and then turn the features on in QuickBooks Online on the web, to be able to track finances for multiple business locations, and assign expenses and income to “classes” so they’re easier to track. To turn location tracking on. Sign in to QuickBooks Online on the web at. Tap the gear Company Settings Categories Track locations. Tap the gear All Lists Locations New.
Enter and save location info for each location you want to track. To turn class tracking on. Sign in to QuickBooks Online on the web at. Tap the gear Company Settings Categories Track classes.
Tap the gear All Lists Classes New. Enter and save the class name and details.
See the QuickBooks Online Help on the web for more information about class and location tracking. Tap the menu Reports. By default, the Profit & Loss report displays. Tap the title to choose between the different reports.
Profit & Loss shows a graph of your income and expenses. Tap the reports buttons to switch between the graph and the summary of your income, profit, expenses. Balance Sheet shows a list of your current asset, liability, and equity account balances as of today's date. Note: You need Admin or Accountant permissions in QuickBooks Online on the web to run this report.
Invoices by Status shows your open, overdue, and paid invoices. You can quickly locate customers and transactions that are overdue, so you can follow up with them. Invoices by Month shows how your business is doing over time. Are you holding steady, decreasing, or trending upward? For more reports: Sign in to QuickBooks Online on the web at with the same username and password you use to sign in on your iPad, and select Reports. You'll find at least 25 reports to help you gain deeper insight into how your business is doing. All you need is a supported AirPrint-compatible printer!.
You can see a list of compatible printers on Apple's website at. To print a transaction the way it appears when you preview, tap the action button and then tap Print. You can choose any supported AirPrint-compatible printer, specify the range of pages to print, and select the number of copies. See the for supported printers, system requirements, and help resolving printing issues. Note: Some WiFi-enabled printers lack AirPrint compatibility, and require you to print through the manufacturer's app.
You may be able to print to these printers by emailing yourself the transaction from QuickBooks, tapping and holding on the PDF attachment, and choosing Open In Printing app. Printing reports To print reports in QuickBooks Online on the Web:. Sign in at with the username and password you use in the iPad app. Click Reports and click on any report to open it.
Click Print. All devices support using a PIN, and newer devices support using Touch ID. You can save time signing in by using a PIN or Touch ID instead of entering your username and password each time you sign in. Here's how to set them up: Set up your App PIN.
Tap the menu Settings Account Touch ID and App PIN and slide the App PIN button right to turn it on. Tap and confirm the 4-digit code you'll use to open QuickBooks. You can turn App PIN functionality on and off, and enter or change your App PIN. If you forget your App PIN, just sign in with your username and password, and reset your App PIN in Settings. If you have multiple devices (iPhone, iPod touch, and so on) you can use different App PINs for each one.
Set up your Touch ID Note: You must first set up Touch ID for your device before you can use it with QuickBooks. Once you set up Touch ID for your device:. Tap the menu Settings Account Touch ID and App PIN.
Slide the Touch ID button right to turn Touch ID on. Close or background QuickBooks temporarily, then tap the QuickBooks icon to open it.
When you see the Touch ID for QuickBooks prompt, place the same finger that you previously used to to set up Touch ID for your device on the Home button to register your fingerprint. How Touch ID security works If QuickBooks can't authenticate your fingerprint, just follow the prompts to sign in and turn Touch ID on again.
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If your administrator won’t grant you full access, request both Clients and Sales and Vendors & Purchases access for the next best experience. If your account has limited access, you may see:.
The error: 'Sorry! You don't have permission to access this information. Ask your QuickBooks admin to fix your permission and then try signing in again.' . The Company Activity screen contains incomplete data (e.g., no expenses when there should be some, or no data at all). You may be able to download sales transactions by swiping down on the empty area to refresh your data.
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Welcome back. This is module 3 where we’re going to talk about customizing the QuickBooks environment. In section 1 we’re going to actually go through the preferences in QuickBooks. Now I’m going to go through and just show you a lot of the ones that are available but keep in mind there’s so many that I couldn’t possibly cover them all. And you may want to take some time after you start using QuickBooks for a while to go back into this preferences and see if there’s some that you may want to adjust just to make it a little easier when you’re working with QuickBooks. The way you’re going to access the preferences is go up to menu and click on Edit and you’ll see it at the bottom there.
The way this window is set up, you’ll see the different categories of options on the left and generally it’s on the General Option when you first come in. Notice that you have two tabs. You have My Preferences and the Company Preferences tab. So make sure you click on each when you’re looking through your preferences. I’m going to start with the top option, Accounting on the left, and just work our way down here just so you can see what’s available. Notice there’s no options under the My Preferences so I’m going to click on Company Preferences and there’s a few here that you’ll want to be aware of.
The first one is Use Account Numbers. You can see it’s currently off. Now I want to show you what this means. I’m going to cancel Preferences for just a moment. We’re going to be talking a little bit later about the chart of accounts but I want to show you currently what it looks like. This is what it looks like right now. You can see that this list is very short so we’ll obviously be expanding the list.
But what I want you to notice right now is that if you look at the types of accounts over here that they’re alphabetical per type. That means if you’re looking at, for example, all these expense accounts and you look over at these they’re alphabetical per expense account. If you had the general ledger numbers turned on they would look like this. So I’ll just go back to Preferences and I’ll go into the Accounting option on the left and I’m going to choose Use Account Numbers from the Company Preferences tab. And when I click OK I want you to notice now that we have general ledger numbers.
They’re just an option. You’ll find accountants use them, if you’re really into bookkeeping you’ll probably end up using them but it’s not something you have to use. Some people would just rather see them by category and then look at them that way. I’m going to go back to our Preferences now. Another one here that you may want to consider is Use the Class Tracking for Transactions. Let me explain what this means.
Right now you’re going to be able to run reports based on the entire company. For example, you might run what’s called a Profit and Loss to see if the company made or lost business. However you might also want to break your company file down into smaller sections.
Maybe you have departments or maybe you have different locations for the business. Then you can actually use those different lists you set up as classes.
So you could have a list of locations or a list of departments. And every transaction that you create will have an extra field where you can pick which one of those items that particular transaction would go to. That way you can run reports based just on those classes. If you’re using the online version just know that it has the class option plus an additional option called Locations so you can even break it down further. Another option I just want you to be aware of is down here where it says Closing Date. In real life accounting the books are closed at the end of the month and then they’re closed at the end of the year.
Now here’s what that means. Let’s say I close the books at the end of the year. I’m working in QuickBooks and I see a transaction I want to make in that closed period, meaning before I closed the books. I can’t just change that option but I can make an offsetting entry in the current period. And that’s the correct way that bookkeeping should be done. QuickBooks does not make you close your books.
It doesn’t even ask you. You have to know that the option is here and you have to go in and set the option. What’ll happen is when you click Set Date or Password here it asks you a date through which you want to close the books, generally like I said it’s the end of the month or at least at the end of the year. And then also a password. And what will happen is if you try to make a change in that closed period it will pop up and say You’ve closed the books through a certain date. Would you still like to make those changes? And if you know the password you would be able to do that.
That’s what that is. So let me go ahead and cancel out of that.
I’m going to go down the list here. Bills is the next one. We’ll be talking about bills in a later module but I just wanted you to know there’s a few preferences for bills that you can set up.
Like if you want it to automatically apply credits that you’ve entered or if you want it to set bills to be automatically due ten days after receipt. Now let me go down the list here. I’ll go all the way down to General and I’m going to click on My Preferences. So there’s a few here that you’ll definitely want to use. This first one, Pressing Enter moves between the fields.
You definitely want to turn that one on. What’ll happen is if this is not on you’ll be working in QuickBooks and let’s say you’re in a transaction like an invoice, for example. You’ll be working away and you’ll hit the Enter key thinking you’re moving to the next field but actually what you’re doing is you’re saving and closing that transaction. So if you turn this on you can use Tab or Enter to move between the fields. A lot of these are generic things like do you want to beep when recording a transaction, show little tool tips, things like that. This one here you may want to consider as well.
Automatically recall last transaction for this name. This means that let’s say you enter a check, as an example, and let’s say it’s your electric bill and you filled out the whole check. The next time you actually put in Pay to the Order of your power company don’t you want it to pull in all the information from the last time to save you a lot of typing, keep your data consistent, things like that? It really, really, really will be very beneficial for you to turn this on and then you can just change the few things that need to be changed on that transaction before you save it.
The other thing is you probably want to use today’s date as default. Everything will have today’s date unless you change it.
If not it’s going to have the last entered date and that becomes a pain to have to change the date every time. Alright let’s move on down the list here. Items in inventory. And by the way some of these when you make a change it will pop up and ask you if you want to save just like this. So you would say Yes. Now you’ll notice there’s options under My Preferences so I’m going to the Company Preferences. Remember in the EasyStep Interview one of the questions it asks was Would you like to use the inventory feature?
If you had said no none of these would be checked and you wouldn’t have options on your Home screen for it. So here’s where you actually turn those options one which will turn on those options on the Home screen. And also if you wanted to set up what they call a unit of measurement which we’ll talk about in another module, but that’s basically if you want to sell something by the foot or by the yard, by the case, that type of thing you could do more. Alright the next one down is Jobs and Estimates. Again I’m on the Company Preferences tab and you’ll see there’s several things here that might be of interest to you. If you work a lot with jobs you have the ability to use different wording for these options.
So it could be the Closed job here. You might have a different terminology for that. Or Awarded, you might have different terminology. You can change that to whatever you want it to be. Estimates, that was one of the things it asked us in the EasyStep Interview. Do you want to create estimates?
Here’s where you say yes or no. And also that Progress Invoicing we mentioned as well. You want to turn that on and off. Remember if you do create estimates most of the time you do want progress invoicing. Let’s go down the list here.
One of the questions it asked us in the EasyStep Interview was Do you want to turn on the Payroll feature and this is where you turn it on. So if I click on Full Payroll, for example, I will see all the options available for setting up payroll when I go back to my Home screen. Notice some of your choices here. If you want to set preferences for paystubs, for worker’s comp, sick and vacation you could do that here as well. Reminders is the next one down on the list. Let me go ahead and say Yes there. Sometimes you also have to close all the windows to change a preference, that’s the only choice you have so you just click OK.
And you can see back here, we’ll open things back up in a little bit. There are certain things that QuickBooks will remind you to do. And you can see there’s checks to print, you have overdue invoices, if you have inventory to reorder, bills to pay. You can kind of see the list here. You can turn on the reminders that you want it to remind you of and you can say Show me the list or Don’t remind me. Show me the list means that when you open your QuickBooks file for the first time you’re going to have a window that says You have 6 checks to print.
If you show the list it will actually show every one of the checks that needs to be printed versus if you leave it on Show Summary then it’s going to say You have 6 checks and they total a certain amount of money. So it’s up to you if you want to see a summary or a list of each individual item you’ve asked it to remind you of.
And like I said, you can say Don’t remind me. Something else you might want to do is if you’re going to have it remind you of something you might have it remind you a few days ahead of time. You can see down this list that if you have paychecks to print and you like to print them a few days early have it remind you before the due date two or three days and that way you’ll be reminded to do that. One more down here is Reports and Graphs. The big thing I want you to know here is that when I show you how reports run in a later module you’ll see that they automatically run on accrual basis. And basically that means the reports will show any income as soon as you create an invoice, whether it’s been paid or not. Same thing with expenses.
If you enter a bill it will show you that you’ve already spent that money when that may or may not be the case. So you have the ability to run your reports on a cash basis if you’d like. There’s also some options here with reports is how to show the items or if you want to see the age and things like that. We’re going to get more into that when we talk about reports in a later module. What I want to do now is this was part 1 of section 1 so let’s go ahead and go over to part 2 and I’ll continue talking about some of these other preferences.