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How To Get Started with QuickBooks Desktop

Intuit is a well-known accounting software development company. QuickBooks accounting software by Intuit includes various web-based services. The major objective […]


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Intuit is a well-known accounting software development company. QuickBooks accounting software by Intuit includes various web-based services. The major objective of Intuit is to make QuickBooks as easy to use as possible. This is why QuickBooks is considered the best accounting software solution. QuickBooks is primarily aimed at small and medium-sized enterprises, and individuals still don’t know how to download and install QuickBooks in their systems.

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This article will guide you completely on Getting Started with QuickBooks Desktop and not just this you will get a complete guide on how to download and install QuickBooks software. In this article you wll learn how to:

  1. Download QuickBooks Desktop
  2. Install QuickBooks Desktop
  3. Set up your company file
  4. Add the people you do business with
  5. Add the products and services you sell
  6. Set up your Bank Feeds
  7. Navigate the home page
  8. Manage customers, suppliers, and employees
  9. Enter opening balances
  10. Set up sales tax
  11. Customize your forms
  12. Create sales receipts and invoices
  13. Receive payments
  14. Enter and pay bills
  15. Configure your users
  16. Back up your data
  17. Upgrade to a newer version of QuickBooks Desktop
  18. Find out where to get more help

Table of Contents

1. How to Download QuickBooks Desktop

Downloading will not take much of your time and it is also very easy to do it. Here are the steps you need to follow to easily download QuickBooks:

Meet the Basic Requirements:

Before you begin setting up QuickBooks on your computer, ensure that you meet the following requirements.

  • You should only get QuickBooks software that has been certified.
  • Make sure your computer meets the system’s basic requirements.
  • Also, be certain that your internet connection is steady and stable.

Download QuickBooks

After you have gone over the list of things you need to do before the installation. The next step is to buy and install QuickBooks. To download QuickBooks, follow the procedures outlined below:

  • First of all, you should go to Intuit’s official website.
  • Once on the website, search for the QuickBooks version that you want to download.
  • You may now download a product by just clicking on it.
  • Then, to finish the payment process, enter your credit or debit card information.
  • After entering your information, you will be able to view your license and product number.
  • The email address you provided will then get a confirmation email.
  • The Download QuickBooks button should be visible after the confirmation notification.
  • After you get the QuickBooks button, simply click on it.
  • Then select the location where you wish to save the program. Just make sure you keep it somewhere you can find it again.
  • Finally, click the Save button to finish your download.

Allow the download to complete before beginning the installation process.

2. How to Install QuickBooks Desktop

After you have successfully downloaded QuickBooks, the next step is to install QuickBooks. To install QuickBooks, follow the procedures outlined below:

  • To begin, navigate to the QuickBooks.exe file.
  • If you are prompted for permission on the QuickBooks.exe file, click yes.
  • Then just follow the on-screen directions provided by Windows.
  • After you have accepted the License Agreement, click the Next button.
  • Finally, you must enter your product and license keys here.
  • When you are finished, simply select the next option.

Select the Appropriate Installment Type

There are different kinds of installations: Custom and Network Installations and Express Install. You must choose the best installation for your needs.

Intuit's QuickBooks Installer

Custom and Network Install

Custom and Network Install is the most recommended installation type. The following is the procedure that you must take:

  • If computer files will be stored on a server.
  • If you intend to create a multi-user network.
  • If you wish to install QuickBooks anywhere other than the usual location, you’ll need to set up a server.

If you choose Custom or Network installation, the following steps are to be followed:

  • To begin, select Custom and Network Options.
  • When you’re finished, click the Next button.
  • Now choose the option for how you want to use QuickBooks.
  • Then, on the next screen, select the installation location you want.
  • Once you have decided on a location, click Browse and go to the location where you want your QuickBooks folder to be saved. (It is, however, suggested that you select Program Files because it is easier to remember.)
  • Now select the next option to finish the installation procedure.
  • Finally, after the process is finished, click Open QuickBooks.

Express Install

Here are the steps you need to follow if you choose Express Install:

  • If you are a first-time user.
  • QuickBooks is being reinstalled.
  • QuickBooks will be installed on a single computer (not as part of a network of computers).

If you select Express Install you need to follow the steps:

  • To begin, select the Express option.
  • Then, on the express option, push the Next button.
  • After that select the Install option.
  • Finally, after the installation is finished, choose the option to launch QuickBooks.

Now you have to Activate QuickBooks

Once QuickBooks has been successfully installed on your computer. QuickBooks must then be activated. The following are the steps you must take to finish this procedure:

  • To begin, open the QuickBooks application.
  • Now, from the Help menu, choose the option Activate QuickBooks Desktop.
  • Finally, to activate the program on the computer, just verify your information by entering the login or licensing number.

3. QuickBooks Company File Setup

Your company file contains all of your company’s financial data. To set up a QuickBooks Company File Setup from the scratch, you need to follow the steps:

  • First, start QuickBooks Desktop.
  • Then, on the No Company Open box, click on Create a new company.
No Company Open box
  • Now go to the Detailed Start option.
  • On the detailed start, option fills out the Easy Step Interview page.
  • When you are finished, click on the Next option to continue.
  • After that, simply choose your industry.
  • Once you have selected the industry, click Next.
  • Next, select and fill out your type of business entity before clicking Next.
  • Now Set your Fiscal year for which you want to create a company file.
  • After choosing the file, click the Next button.
  • Once done you should also set up a QuickBooks Administrator password.
  • Then once you set up the password click next.
  • Following that, you must choose the place where you want to save your company file and click on the Save button.
  • After saving your company file, you can adjust QuickBooks by choosing next or you can also set it up later by selecting the Leave option.

4. Add People with Whom you are Doing Business

You can add people with whom you are doing business with QuickBooks. This helps in inputting your company connections in order to charge consumers, pay suppliers, and keep track of your workers. If you already have data, you may import it from Outlook, Yahoo, Gmail, or Excel, or you can manually input it. You just need to click the Add button to add people with whom you are doing business.

What are the Things to be kept in Mind when you Import and Export Data?

You need to keep in mind the following things in mind when you import and export data:

  • You can undo once you have done the import procedure, so make sure that you have created a backup. This is also important so that you don’t lose your data.
  • Before you import data, consult with your accountant. However, you also get assistance with basic import and export questions
  • Look through the Intuit Marketplace for programs that can assist you with data import.

Which Type of Lists You can Import?

Here are some lists types you can import:

Chart of AccountsSales Tax CodesSuppliers
EmployeesCustomers and Customer JobsCustomer and Job Types
Supplier TypesOther NamesPayment Methods
ItemsClassesBudgets
Shipping MethodsPayment TermsPrice Levels
TodosCustomer Messages
NotesSales Reps

Which Type of Transactions You can Import?

Here are some transaction types you can import:

Account Beginning BalancesSupplier BillsCredit Card Refunds to Customers
Cash Sales to CustomersCash Refunds to CustomersCredit Memos to Customers
ChecksCredit Card TransactionsGeneral Journal Entries
DepositsEstimatesPurchase Orders
InvoicesPayments from Customers
Account Transfers of FundsSupplier Bill Refunds

What all Can You Export?

Here is What all you Can Export:

  • Reports
  • General Journal Entries,
  • Customer and Supplier lists.

What are ways that you can Import and Export Information in QuickBooks?

Here are the ways that you can import and export information in QuickBooks

  • With MS Excel
  • Using CSV files
  • Invoice and other form templates can be imported and exported.
  • Import and export IIFs
  • Import bank transactions with Web Connect files
  • Send and receive journal entries with your accountant.
  • Export your file for your accountant, then import accountant changes.
  • Import batch transactions from your accountant

5. Add the Products and Services that You Sell to Your Business

You can also add the products and services you sell in the setup process. To add the products and services you need to follow these steps:

  • First login into your QuickBooks.
  • Then select add from the Get all the details into QuickBooks Desktop dialogue box.
  • Now choose the sort of product or service you want to add.
  • After that, you can paste information from Microsoft Excel and add it in bulk if you need to save time.
  • Finally, you will be able to add the products and services you sell in QuickBooks.

6. Setting the Bank Feeds

Bank Feeds is QuickBooks Desktop’s banking function that allows you to connect to the financial company that can help you to download banking and credit card transactions. You can connect your bank and credit card accounts to online banking using Bank Feeds in QuickBooks Desktop.

How to Set up Bank Feeds

Setting up your Bank Feeds is the final step in the process of inputting your information. Follow the steps mentioned below to set up bank feeds:

  • First, go to the Banking menu section.
  • Then select the Bank Feeds menu.
  • After that select Set Up bank Feed for an Account.
  • Now select your QuickBooks account.
  • After you select your QuickBooks account click Next.
  • Once done, select the Financial Institution for this account.
  • Then select the next option.
  • To connect your account, follow the onscreen instructions.
  • Finally, after that, select Connect, and then Close.

After you have successfully set up your Bank Feeds, you need to complete the startup process.

To complete the startup process you just need to select the Start Working button at the bottom of the Get all the details into QuickBooks Desktop dialogue box.

Note: When you first download transactions from your bank and import them into QuickBooks, then this will create a Bank Feeds account.

How to Download Transactions from Your Bank

Once you have set up your account the next is to download transactions from your bank. Follow the steps mentioned below to download transactions:

  • First, go to the Banking menu section.
  • Then select the Bank Feeds menu.
  • After that select Set Up bank Feed for an Account.
  • Now select your QuickBooks account.
  • After you select your QuickBooks account click Next.
  • Once done, select the Financial Institution for this account.
  • Then select the next option.
  • After you select next, select the option to go to My Bank’s Web site.
  • Now to download the Web Connect file, sign in to your bank’s website.
  • After that choose Open, then pick the QuickBooks Online file you saved.
  • This will send you a message to choose a bank account, select:
  • If the account into which you are importing transactions is already set up in QuickBooks, use that account. Select any of the two:
    • If the account into which you are importing transactions is already set up in QuickBooks, use an existing QuickBooks account.
    • If the account into which you’re importing transactions isn’t yet in QuickBooks, create a new one.
  • Once you choose the right option for you click on the continue option.
  • Finally, once data has been successfully read into QuickBooks, you will receive a dialogue box.
  • After you get the dialogue box click on the OK button.

7. Navigation to Your Home Page

When you start a company file, you will see the Home dialogue appearing on your screen. The home dialogue box illustrates how your business responsibilities fit together and provides shortcuts for some of the most regularly performed functions. There’s also an Insights item in the Home dialogue that shows you a snapshot of your finances. To see a full report, move your cursor over any of the colored areas for a fast look at the numbers.

You can also change who you want your home dialogue to appear by customizing it. Follow the steps to know how to customize your home dialogue:

  • First, go to the Edit option.
  • Then go to the Preferences section.
  • After that select the Desktop View.
  • Finally, navigate to the Company Preferences tab.

You can change your home dialogues options from here.

8. Manage Customers, Suppliers, and Employees

QuickBooks Desktop keeps you track of the individuals and businesses with which you conduct business. Customers, suppliers, and employees each have their own separate centers that are related to them. This helps you to easily track each individual and you can also manage and monitor all of their information and transactions.

The Customer Center

All of the consumers in your customer list are displayed in the Customer Center. You can easily select and add on a new customer. You can add a new customer by filling out the form. You can also import an Excel file with your customer information if you have one. Editing an existing customer or creating a new one can also be done easily from the Customer Center. You can create estimates, sales orders, invoices, and other basic client transactions.

To open the customer Center follows the steps:

  • First, from the left side menu select the customer’s option.
  • Then click on the Customer Center.
    Or
  • First navigating to Customers
  • Then select the Customer Center in the File menu.
    Or
  • You can also find the customer center in your Home Dialogue if you have customized it.

The Supplier Center

Your suppliers are listed in the Supplier Center, along with any related transactions such as Purchase Orders, Receipts, and Bills. You can add suppliers and transactions, as well as pay bills and examine invoices. And if you have an Excel file that contains your supplier information, you can easily import it.

To open the supplier Center follows the steps:

  • First, go to the Suppliers
  • And then go to the Supplier Center from the File menu.
  • Finally, the supplier center will be opened.
    Or
  • You can also find the customer center in your Home Dialogue if you have customized it.

If you want to add one supplier at a time:

  • First, select the New Supplier.
  • Then on the New Supplier, fill the form of a new supplier.

If you want to add multiple suppliers at the same time.

  • First, select the New Supplier.
  • Then click on the Add Multiple Suppliers.

The Employee Center

All of your employee’s information, as well as related transactions such as pay and liability cheques, adjustments, and non-payroll transactions, are all included in the Employee Center. You may also run and see payroll transactions from here. However, you need to set up payroll if your company has employees that need to be paid.

To open the employee Center follows the steps:

  • You can select Employees from the left-side menu.
    Or
  • You can first go to the Employees
  • And then Employee Center from the File menu to get to the Employee Center.
    Or
  • You can also find the employee center in your Home Dialogue if you have customized it.

Note: If your company has employees that need to be paid then you need to Set up payroll. But you need to keep in mind the following:

  • Employee benefit and compensation types.
  • Additions and deductions.
  • Completed TD1 forms for each employee.
  • Pay rates and schedules.
  • Paid time off allowances and balances.
  • Hire and termination dates.
  • You’re Canada Revenue Agency (CRA) Business Number.
  • Prior payroll information.
  • Liability information.

9. Enter Opening Balances

You can choose a day to begin recording all of your transactions when you create an account in QuickBooks Desktop. It could either be the day you set up the system or a previous day for which you have transaction history.

The opening balance is the starting point and it summarizes all previous transactions. You can add the opening balance for:

  • Bank or Credit Card Accounts
  • Asset and Liability Accounts
  • Income and Expense Accounts
  • Customer or Supplier Balances

How to Enter the Opening Balance

  • First, to enter the opening balance, you have to decide the type of account the opening balance is for:
    • Bank or credit card accounts
    • Asset, liability, and other types of accounts
    • Income and expense accounts
    • Customer or supplier balances in Accounts Payable and Accounts Receivable
  • Now Check the opening balance entry
  • Then go to the Lists menu
  • After that select Chart of Accounts.
  • Now search for and open the Opening Balance Equity account.
  • Finally, check the account balance, the balance should be 0.00.

Note: If the balance is not 0.00, then you need to follow these steps to balance it:

  • First, you need to go to the reports section.
  • Then navigate to Company and Financial in Reports.
  • After that choose the Balance Sheet Standard option.
  • Now select Last Fiscal Year from the Dates menu.
  • Once done, check the Retained Earnings balance in the Equity section.
  • Finally, compare the remaining balance in the Opening Balance Equity account to the Retained Earnings balance from the previous year.

Now once your balance matches, you are ready to go.

10. How to Set up the Sales Tax

QuickBooks makes it simple to keep track of these taxes and remit them to the relevant tax collecting agency. It is important to collect sales tax from your customers if you sell goods or services. QuickBooks can assist you in keeping precise records of these taxes so that you can quickly track and remit them to the relevant tax authority.

You must collect either a mix of GST and PST, GST solely, or HST only, depending on the sales tax rules in the province where you operate your business.

Things you Need to check Before you Set up Your Sales Tax

Before you set up your sales tax, be sure you have checked on the following things:

  • Check the sales tax rules for the location where you sell or send your products and services to stay in compliance with the law.
  • The CRA helps you to learn about sales taxes.
  • To pay the taxes that have been collected, you must first identify the tax agency.

Steps to Set up the Sales Tax

You need to follow the given steps to set up the Sales Tax:

  • First login to your QuickBooks Desktop.
  • Then go to the Edit menu.
  • After that select Preferences.
  • Now in the Preferences window, go to the option Sales Tax.
  • Once done, go to the Company Preferences tab.
  • Now change the setting of how the sales tax is displayed on forms.
  • The next step is to set up sales tax preferences.
  • After done, in the sales tax codes area, select the tax code.
  • Then you need to create a tax agency for the address in which the sales taxes will be paid.
  • Once done, set up a Sales Tax Item or Group to collect the sales tax on transactions.
  • Finally, assign Sales tax codes.

11. Customize the Forms

QuickBooks makes it very easy if you want to import an existing template or alter one of our templates to make it your own. QuickBooks offers a variety of templates QuickBooks to create invoices, estimates, credit memos, sales orders, and other documents.

QuickBooks helps you to customize templates so that you can include all information you need to include. Therefore, you can create custom templates for forms, like:

  • Sales Receipts
  • Statements
  • Invoices
  • Bill Payment Stubs
  • Estimates
  • Purchase orders

How to Import Templates while Customizing the Forms?

You can import templates while customizing the forms, you need to follow the steps:

  • First, you need to open the company file in which you need to import the template.
  • Then go to the lists menu.
  • Now navigate to the templates option.
  • After that select Import from the Templates option.
  • Once done select the template you want to import.
  • The next step is to click on the open option.
  • Now give the template you imported a name or you can also keep the original name.
  • Once you have given it a name, you need to choose an OK option.
  • Finally, the imported template should now appear in the template list.

How to Export Templates while Customizing the Forms?

You can export templates while customizing the forms, you need to follow the steps:

  • First, from the lists menu, select the Templates option.
  • Now select the template that you want to export.
  • After that go to the Templates from the dropdown🔽 menu.
  • Once you are on the templates, go to the Export option.
  • Then you need to verify the file name.
  • After you have verified the name, select the file’s location on your computer you want to save it.
  • Finally, you have selected the location, click on the Save.

How You can Customize the Forms?

Customizing the forms is a very easy process; follow the steps given below that can help you in customizing forms:

  • First, you need to choose the type of form you want to customize.
  • Once you have selected the form then you should go to the forms.
  • Now navigate to the Formatting tab from the form.
  • After you have done then Manage Templates.
  • Then select a template if you want to view it.
  • Once done, click Copy to create a new template or OK to edit the existing one.
  • Now you need to choose the basic customization window that you want to use:
    • Change Company & Transaction information
    • Add your Logo
    • Change Fonts and Color
  • Once done, to add or remove items from the header, columns, or footer, select the option Additional Customization.
  • Then, to rearrange or resize items on the form, go to the Layout Designer option.
  • The next step is to click the OK button when you are finished.
  • Now if you want to view your form, select Print Preview.
  • Once you recheck your information and if everything is in order, click the Close option.
  • Finally, once you have confirmed everything, choose the OK option.

12. Create the Sales Receipt and Invoices

Depending on when you get the payment, you can record sales transactions in QuickBooks using two ways. The first is to use an Invoice and the second is to sell receipts to make a deferred payment.

Creating a Sales Receipt

Sales Receipts can be used to record your daily sales report and if you are getting a full payment at the time of Sales. Sales receipts include payments by cash, check, or credit card. If you want to make a sales receipt then you need to follow the given steps:

  • First of all, open the QuickBooks Home screen.
  • Once on the home screen, go to the Customers menu.
  • Then go to the Create Sales Receipts/Enter Sales Receipts option.
  • Now once done, open the Customer: Job drop-down🔽, select a customer or job. (If you still cannot get the customer option on the list.
  • Then you can select the Add New option.
  • Once you have selected the right option, you need to fill in the relevant information at the top of the form like the Date and Sale number.
  • After that select the suitable payment option.
  • Select the item(s) you want to do or include in the sale in the detail section.
  • Now to apply for a discount, you need to first create a discount item.
    • First select item List from the QuickBooks Lists menu.
    • Then right-click anywhere on the screen and select New.
    • Now navigate to the new window option.
    • Once on the new window, select the discount option from the Type drop-down🔽.
    • After that enter an Item Name or Number.
    • Then after you have done it, write a brief description.
    • Now type in the discount amount or percentage in the Amount or percent column (If your discount amounts vary, leave the Amount or percent field blank and input the amount directly on your sales forms).
    • After that select the income account you wish to use to track customer’s discounts from the Account drop-down🔽 menu.
    • Finally, choose a suitable Tax Code for the item.
    • Once you are done, then click OK.
  • After you have created a discount item following the steps above, Click Save.
  • Finally, you have saved it successfully, click on the close option.

Creating an Invoice

You may create an invoice in QuickBooks Desktop in a number of ways, depending on your transaction with your customer. Invoices support the management of your accounts receivable. As Invoice is generally generated to record sales transactions from consumers that make no or partial payment at the time of sale. If you want to make an invoice then you need to follow the given steps:

  • First of all, open the QuickBooks Home screen.
  • Now that you are on the home screen, go to the Customers menu.
  • Then go to Create Invoices.
  • Now once done, open the Customer: Job drop-down🔽, select a customer or job. (If you still can not get the customer option on the list.
  • Then you can select the Add New option.
  • Once you have selected the right option, you need to fill in the relevant information at the top of the form like the Date Invoice Invoice to/Sold to, and Terms.
  • Now to apply for a discount, you need to first create a discount item.
    • First, log in to QuickBooks and go to the home screen.
    • Once on the home screen select the List menu.
    • After that go to the option Item List.
    • Then right-click anywhere on the screen and select New.
    • Now navigate to the new window option.
    • Once on the new window, select the discount option from the Type drop-down🔽.
    • After that enter an Item Name or Number.
    • Then after you have done it, write a brief description.
    • Now type in the discount amount or percentage in the Amount or percent column (If your discount amounts vary, leave the Amount or percent field blank and input the amount directly on your sales forms).
    • After that select the income account you wish to use to track customer’s discounts from the Account drop-down🔽 menu.
    • Finally, choose a suitable Tax Code for the item.
    • Once you are done, then click OK.
  • After you have created a discount item following the steps above, Click Save.
  • Finally, you have saved it successfully, click on the close option

Note: When you pick or add an item, the description and amount are automatically filled in based on the description and unit cost you specified when you set up the item. When creating invoices, you can delete or change this.

13. Receive Payments

When a customer pays you for an outstanding invoice, you must record the payment in QuickBooks. Invoice recording is part of the Accounts Receivable workflow. When you get a payment, you must enter it into QuickBooks to record the invoice as paid. Otherwise, invoices would appear as open and unpaid in your files.

How to Enter a Payment from a Customer?

If you want to enter a payment from a customer, then you need to follow the steps given below:

  • First, log in to your QuickBooks account.
  • Then on the QuickBooks Home page or the Customers menu, go to the Receive Payment.
  • After that within the Received Choose the customer’s name from the drop-down🔽 menu.
  • Now you need to enter the Amount received.
  • Once done, check that the data is correct, then select a payment method.
  • Then choose the invoices you want to pay.
  • Next, go to the option select Discounts and Credits.
  • Now under this select Discounts and Credits.
  • Once you have done you need to save it, to do this select Save.
  • After you save it click on Close.

14. Enter and Pay Bills

Once you have recorded whatever you owe your suppliers in QuickBooks Desktop, you may settle your payables in the Pay Bills window. You can add a discount or credit you obtained from a provider to your bill payment to minimize the total amount you owe.

How to Enter and Pay Bills?

If you want to enter and Pay bills, follow the steps given below:

  • First, go to the Suppliers menu.
  • Then select the option Pay Bills.
  • After that from the dropdown🔽 menu, select the correct accounts payable account.
  • Now from the table, check the checkboxes of the bills you want to pay.
  • Once done, set any discounts or credits you would like to use on your bills.
    • Credit: Select this option if you received a credit from your supplier and utilized it to reduce the total amount of your bill.
    • Discount: If your supplier granted you a discount for this transaction, select this discount option.
  • After you have selected the discount option, add the date on which you paid the bill.
  • Then choose a payment method:
    • Cheque: If you plan to manually write the cheque, select the Assign cheque number.
      Or
      To print the check, select to be printed, or add it to the list of checks to print.
    • Credit Card: You can pay bills using credit cards and then generate a payment stub.
    • Cash, Debit or ATM card, Paypal, or EFT: Even if you’re not paying with a check:
      • First, you can select Cheque,
      • Then Assign a check number.
      • Finally, in the check number field, insert the form of payment or leave it blank.
  • Then select Pay Selected Bills from the drop-down🔽 menu.
  • Finally, if you have further bills to pay, click Pay More Bills, otherwise click on the done option.

Note: If you want to unmark or mark all the bills in the list, then you need to select the Clear Selections or Select All Bills option.

15. Configure Your Users

In QuickBooks Desktop, it is very easy to create multiple users and configure their access levels. If you want to set up as a new user, then follow the steps that are given below:

  • First of all login to QuickBooks
  • Then select the Company menu.
  • Once done navigate to set Up Users and Passwords.
  • Now finally, click on the Setup Users option.
  • After you have done it, go to the Add User option.
  • Then fill out the User Name, Password, and Confirm Password sections.
  • Once you have filled in the relevant fields, click on the Next option.
  • Now, choose which part of QuickBooks the user has access to in the Access for user: (username) window.
  • The next step after you have been given access is to click the Next option.
  • Now you can also customize the options of the company file for the new users into three categories:
    • No Access
    • Full Access, Or
    • Selective Access.
  • Finally, once you have finished, click on the Finish button.

Note: When you first set up your company file, the only user role will be Admin, which by default has full access, and is given to whoever set up the QuickBooks Desktop account. And once you have created the roles, you can also go back and edit them anytime you want.

16. Backup Your Data

Backing up your company file ensures that if you ever have an issue, you can recover your data using your backup. Your back would include accounting data, letters, logos, images, and related files. Make a backup of the company file, so that if you ever have an issue, you may recover your data from your backup.

Automatic Backups

Here are the steps that you should follow to step up the automatic backups of your company file:

  • First of all login into QuickBooks.
  • Then select Switch to Single-user Mode option.
  • You should now navigate to the File menu.
  • After that select the file you want to backup.
  • Then click on the Create Local Backup button from the window that appears.
  • Once done select Browse from the Local Backup Only option.
  • Now choose a location to keep your backup company file.
  • After you have done, choose how many backups you wish to store.
  • Then, in the Online and Local Backup section, choose Complete verification. This performs a test to ensure that your backup file is in the right condition before you save it.
  • Once you are finished, press the OK button.
  • Next, choose to Save it now and schedule future backups. Or you can also select Only plan future backups if you don’t want to save a backup right now.
  • Now check the option Save backup copy automatically when I close my company files checkbox.
  • After you are done then specify the number of backups to be performed.
  • Then Select New to begin creating a schedule.
  • To establish a backup schedule, fill out the data required. You can choose a time or a day of the week.
  • After you have created your schedule, click OK.
  • Now QuickBooks prompts you for your Windows sign-in password. This will permit QuickBooks to conduct the scheduled backup.
  • Finally, when you are ready, click Finish to create your backup.

Manual Backups

Here are the steps that your should follow to step up the manual backups of your company file:

  • First login to QuickBooks Desktop.
  • After that go to the File menu.
  • Then you should select Switch to Single-user Mode.
  • Now go to the File menu.
  • After that choose a Backup Company.
  • Then click on Create Local Backup.
  • Now select Local Backup in the windows.
  • After that click the Next option.
  • Following that, select Browse in the Local Backup Only option.
  • Then navigate to the location where you want to save your backup company file.
  • After that, set how many backups you wish to store.
  • This performs a test to ensure that your backup file is in good condition before you save it.
  • After that, once you are ready click the OK option.
  • Finally, select the save it option.
  • After you are done, click the Next option.

Note: QuickBooks just creates a single backup for your company file. However, you can schedule your backups for the future. Once your backup is completed, you will always get a confirmation message.

17. Upgrade a New Version of QuickBooks Desktop

QuickBooks keeps on adding the latest updates for improvements. You can update the version of QuickBooks Desktop either automatically or manually. QuickBooks downloads and installs the most recent updates as soon as they become available when you select Automatic Updates. However, you need to check for updates at least once a month if you opt to do it manually.

How to Upgrade a New Version of QuickBooks Desktop Automatically:

If you want to upgrade to a new version of QuickBooks Desktop Automatically, follow these steps:

  • First of all, login into QuickBooks Desktop.
  • After you have done, go to the help menu.
  • Then on the help menu select the Updates QuickBooks Desktop option.
  • After that, go need to go to the Update Now tab.
  • Now to begin the update download, select Get Updates from the drop-down🔽 menu.
  • After the download is complete, Restart QuickBooks.
  • Finally, when prompted, accept the option for the installation of the latest version.

Once you have done, you can also schedule future automatic updates, for this follow these steps:

  • First and foremost, go to the Help menu.
  • Then, from the drop-down🔽 option, choose QuickBooks Desktop Update.
  • After that, go to the Options tab.
  • Now to enable automatic updates, press the Yes button.
  • Finally, press the Close option.

So, those are the steps for downloading updates automatically as soon as they are released.

How to Upgrade a New Version of QuickBooks Desktop Manually:

If you want to upgrade to a new version of QuickBooks Desktop manually, follow these steps:

  • To begin, you must close down all the company files and QuickBooks.
  • Then, in Windows, navigate to the Start menu.
  • Now Look for QuickBooks Desktop.
  • After that, right-click on the QuickBooks icon.
  • Once done select run as an Administrator.
  • Go to the No Company Open window now.
  • After you open it click on the Help tab.
  • Then, from the drop-down🔽 option, choose Update QuickBooks Desktop.
  • The next step is to go to the Mark All option from the Options tab.
  • After that, select Save to continue.
  • Now go to the Update Now option.
  • Then click the Reset Update checkbox.
  • Once you have double-checked that everything is done correctly, select Get Updates.
  • When the update is finished, close QuickBooks Desktop and try to Open it again.
  • Now you must select the Yes option to install updates.
  • Finally, reboot your computer, once you have successfully done the installation.

18. Find out Where you Can Get More Help

If you want to learn more, then you are free to check out some of the other resources we provide below:

User Guide: For an overview of how to get started, navigate, and execute everyday chores in QuickBooks Desktop, read the QuickBooks Small Business Accounting User Guide (PDF download).

Note: If you are a Canadian user, things might be a little different because this article was developed with the US edition in mind.

The Missing Manual: This official Intuit guide (PDF download) provides a thorough overview of QuickBooks Desktop’s capabilities and functionalities.

Note: If you are a Canadian user, things might be a little different because this article was developed with the US edition in mind.

Keyboard Shortcuts: You can also speed up your navigation by learning the available keyboard shortcuts.

Completely Stuck: If you are completely struck and want any guidance. Then you can Reach Out to us and we will help get you back on track.

QuickBooks helps you to import (like chart of Accountant, customer list), export (exporting excel files in a zip format or CSV files) and delete data in a very simple process. If you want to work faster and smarter than reach out at Dancing Numbers to track your business process and economic growth.

Accounting Professionals, CPA, Enterprises, Owners
Accounting Professionals

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number
+1-800-596-0806 or chat with experts.


While Getting Started with QuickBooks Desktop, how can you Adjust Your Backup Setting so that Your Data is not Lost?

If you wish to adjust your backup choices, do the following:

First, select the company file.
Then select the backup company.
Hover over Back up Company in the File menu. Then click on Create Local Backup.
Now select the Options.
Finally, make your changes, and then click OK.

How can you see when you last Backed up Your Company File while getting Started with QuickBooks Desktop?

Follow these Steps:

First, go to the File menu.
Then go to the backup company.
And finally, you would be able to see them at the top of the menu.

Before getting Started with QuickBooks Desktop what is the most Important thing you need to do?

Before getting started with QuickBooks Desktop you should check the system requirement so that you can use QuickBooks without any challenge and get the best experience.

While Getting Started with QuickBooks Desktop, do you need to Manually Set up Your Bank Feeds?

QuickBooks automatically sets up the account for Bank Feeds when you download transactions from your bank for the first time. You can download transactions from your bank after you’ve set up your account.

Can you Set up a New Employee While Getting Started with QuickBooks Desktop?

Yes, you can set up a new employee while getting started with QuickBooks Desktop. Follow the steps below:

First, select the Edit option.
Then on the edit option select Preferences.
Now select Payroll & Employees from the drop-down🔽 menu.
After that go to the Employee Defaults option from the Company Preferences tab.
Once done, change or add to the Employee default profile.
Finally, to save your changes, select OK twice.

Do you need to Download the Payroll Tax Table when you are doing your First Payroll while getting started with QuickBooks Desktop?

Yes, You need to download the most recent payroll tax table update before you run your first payroll. You should update your tax tables every time you pay your employees, or at least every 45 days, according to QuickBooks.

When Getting Started with QuickBooks, Do you Need to Pick a Day to Start Tracking Transactions?

When getting started with QuickBooks, you choose a day to begin tracking transactions. Then, for any given day, you enter the balance of your real-life bank account. The opening balance is the account’s beginning point. It contains a summary of all previous transactions in your account up to the opening balance date.

Is it important to Establish a Sales Tax System with suitable Rates and Requirements while Getting Started with QuickBooks Desktop?

Yes it is important establishing a sales tax system with suitable rates and requirements:

It makes it easy to generate the reports you will need to fill out tax forms when you have a sales tax liability.
It also helps in allowing for more accurate invoicing.

What all do you Need to keep while Importing and Exporting When you are getting started with QuickBooks Desktop?

You need to keep the following points in mind while importing and exporting:

Importing templates imported in one regional version of QuickBooks cannot be imported into another.
Templates that are generated in newer versions of QuickBooks cannot be imported into older versions.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

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Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Dancing Numbers: Case Study

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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