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QuickBooks Questions: How do I set up a payroll item for an advance against salary? How do I open a company file located on another computer or file server? How do I create a report that shows only inventory items that have a specific quantity on hand. How do I apply a discount when receiving a customer payment? How do I correct your Sales Tax Payable account if Pay Sales Tax was not used to make payment? How do I memorize a transaction in QuickBooks? Word Questions How I do set the page orientation in Word? How do I create a Macro in Word? How does the spelling checker, grammar checker and thesaurus work? What is the default working folder and how do I specify a different folder as the default? Excel Questions How do I enter numbers with decimal places or trailing zeros? How do I enter the same data into several cells at once? What are some tips on entering text? What are the keys for moving and scrolling in a worksheet or workbook? PowerPoint Questions How do I create a new slide? How do I go to a specific slide? How do I select multiple files? Have More Questions? >>>Click here for more tips, tricks and shortcuts for Office and Windows. QUICKBOOKS – How do I set up a payroll item for an advance against salary? To set up a payroll item for advanced wages, either of the following methods may be used: An advance can be set up as an addition-type payroll item with the calculate on net pay option selected, and be assigned to an asset account for employee advances or loans. An advance can be set up as an addition-type item, with the calculate on gross pay option selected, and be assigned to the same expense account used for salary. This option is used most often when wages will be reduced at a later date to account for the advance, rather than having the employee pay the amount back separately. The QuickBooks Manual gives examples of how different types of payroll items are used. You should determine which method is better for your company's books. Generally, a company would track an advance in salary/wages in an asset account; however, you may choose to track it as an expense as soon as the advance is given. An accountant can better advise you on the most beneficial tracking method for you company. Note: Advances paid to employees require an addition-type payroll item. the repayment of an employee advance is set up with a deduction-type payroll item. The repayment of an employee advance is set up with a deduction-type payroll item. The deduction item, with the calculate on net pay option selected, is assigned to the same account used for the original employee advance against salary or wages. Back to top of page. QUICKBOOKS – How do I open a company file located on another computer or file server? Before you attempt to open a company file that is not stored on your computer, please ensure the following: The computer where the company file is stored is set up to allow the folder containing the file to be shared over the network. Windows Help explains how to do this. If the company file is on a file server, make sure your network administrator has given you access to this server. The networked computer or server is mapped as a network drive to your own computer. Your QuickBooks Administrator (if not you) has set you up as a QuickBooks user and provided you with your user name and password. Once the above conditions are met, you're ready to open your company file: From the QuickBooks File menu, choose Open Company. In the Open a Company window, from the Look in: drop-down list, choose the mapped network drive that contains the company data. If necessary, double-click the appropriate folders until you see the company file, which will have a qbw. extension. Example: If you mapped your company data to your computer's E drive, look for Company Files (E:) in the drop-down list. (The actual drive name and letter will probably differ from this example.) Once you've located the company file open it. If prompted, enter your user name and password The next time you open QuickBooks, it will automatically look for the company. Back to top of page. QUICKBOOKS – How do I create a report that shows only inventory items that have a specific quantity on hand. You can create a report that shows inventory items with a quantity equal to, greater than, or less than a given number. Use these steps: From the QuickBooks Lists menu, select Item List. Click the Reports button at the bottom of the window, and select Item Listing. Click Modify Report, and then click the Filters tab. In the Filters box select Item, and then All inventory items from the drop-down list. In the Filters box, select Quantity on Hand. Select the Equal to (=), Less than (<) or Greater than (>) option, and enter the quantity needed. Click OK to save the filters and run the report. Note: If you have activated the General Preference to Automatically place decimal point, check the decimal placement when entering the quantity on hand for the report filter. (Preferences are located on the Edit menu.) Back to top of page. QUICKBOOKS – How do I apply a discount when receiving a customer payment? If you need to apply a discount to a customer payment, you can use the Set Discount button in the Receive Payments window to designate the amount of the discount and the account where you want to track this amount. Use the following steps to apply a discount to a customer payment: From the QuickBooks Customers menu, choose Receive Payments. Enter the customer's payment information, including the amount of the payment. Select the invoice that you want to apply the discount to by clicking in the checkmark column next tot the invoice. The invoice should now be highlighted. Click the Set Discount Button. QuickBooks will suggest a discount amount if payment terms for early payment apply. You can change the amount in the Amount of Discount field if needed. Select the account where you track discounts (for example, Discount Expense) from the Discount Account drop-down list. Click Done to record the discount. If you would like to see the discount information in the Receive Payments window, select the Show discount and credit information checkbox in the center of the window. Click Save & New if you have more payment to receive, or click Save & Close to exit the window. Back to top of page. QUICKBOOKS – How do I correct your Sales Tax Payable account if Pay Sales Tax was not used to make payment? To correct your Sales Tax Payable account, we recommend that you reenter your payments through the QuickBooks Pay Sales Tax Feature, and delete payments entered using other QuickBooks Features. Use the following steps to complete this procedure: Make a backup of your company file, to safeguard your data. From the QuickBooks File menu, choose Back Up. Do not overwrite and existing backup. From the Vendors menu, choose Sales Tax, and then Pay Sales Tax. Select the bank account from which the sales tax was originally paid. Enter the date of the tax payment in the Check Date box. Under Show Sales Tax Due Through, change the date to the end of the payment period in question. In the Starting Check No. box, type the check number used in the original payment. Click in the Pay column next to the items you want to pay. Change the value(s) in the Amt. Paid column, if appropriate. Verify that the total amount matches your original payment, and click OK. You will probably see a message: Problem: Another Check already has number [xxx]...; click Keep Number. If you have more payments to enter, repeat steps 2 through 10 for each payment before proceeding. Once all necessary sales tax payments have been reentered, from the lists menu choose Chart of Accounts. Double-click the appropriate bank account to open the account register, and scroll to the date of sales tax payment. Since the date on both the original and the reentered payment will be the same, you should see the entries near each other. The reentered payment will be a TAXPMT type. If the original payment already cleared your bank account, place a check mark in the check mark column of the TAXPMT entry, and click Record. Still in the register, select the original tax payment entry by clicking it once (this will probably be a CHK type). Then, from the Edit menu, choose Delete Check. Repeat steps 14 and 15 for each sales tax payment you reentered. Note: If your sales tax payments are written to more than one agency, and were not originally written in sequential number order, you will need to edit the numbers of the recreated checks in the register to match the actual numbers. You can do this as part of Step 14, by clicking in the Number field, and typing the correct check number before you click Record. Back to top of page. QUICKBOOKS – How do I memorize a transaction in QuickBooks? If you have transactions that occur often, such as monthly bills or recurring invoices for clients, you can save time by memorizing the details of the transactions. Once you memorize a transaction, you can have QuickBooks reenter it for you at any time. You can even have QuickBooks automatically enter the transaction at intervals you specify. Restrictions You cannot memorize the following transactions: Receipt or deposit payments Bill payments Paychecks Time records Sale tax payments YTD payroll adjustments To memorize a transaction in QuickBooks: Enter the transaction as you would like it memorized. Tip: If the content of certain fields will change each time you recall the transaction, leave those fields blank. For example, you might want to leave the Amount filed blank on your monthly utility bill. That way, you can fill in the amount each time you recall the bill. From the QuickBooks Edit menu, choose Memorize. In the Name field of the Memorize Transaction window, enter a name that will help you recognize the transaction in the Memorized Transaction list. Select options and enter information in the detail area of the Memorize Transaction window to indicate how you want QuickBooks to handle the transaction. (If you need detailed assistance, press F1 while the Memorize Transaction window is open.) Click OK to memorize the transaction. If you are entering the transaction information for future use and do not wish to record the transaction now, click Clear to close the transaction window. Back to top of page. WORD – How do I set the page orientation in Word? To set the page orientation in Word do the following: On the File menu, click Page Setup, and then click the Paper Size tab. Under Orientation, click Portrait or Landscape. Back to top of page. WORD – How do I create a Macro in Word? You can create a macro by using the macro recorder to record a sequence of actions. You can also create a macro from scratch by entering Visual Basic for Applications code in the Visual Basic Editor. This answer covers creating a macro using the macro recorder: On the Tools menu, point to Macro, and then click Record New Macro. In the Macro name box, type a name for the macro. In the Store macro in box, click the template or document in which you want to store the macro. In the Description box, type a description for the macro. If you don't want to assign the macro to a toolbar, a menu, or shortcut keys, click OK to begin recording the macro. To assign the macro to a toolbar or menu, click Toolbars. In the Commands box, click the macro you are recording, and drag it to the toolbar or menu you want to assign it to. Click Close to begin recording the macro. To assign the macro to shortcut keys, click Keyboard. In the Commands box, click the macro you are recording. In the Press new shortcut key box, type the key sequence, and then click Assign. Click Close to begin recording the macro. Perform the actions you want to include in your macro. You can use the mouse to click commands and options, but the macro recorder cannot record mouse actions in a document window. To move the insertion point or select, copy, or move text, for example, you must use shortcut keys. To stop recording your macro, click Stop Recording. Back to top of page. WORD – How does the spelling checker, grammar checker and thesaurus work? When the spelling checker encounters a word it doesn't recognize, it determines which words in its dictionary are similarly spelled and displays a list of those words, with the most likely match highlighted. The contents of the list are determined only by spelling, so any instances of terms that seem inappropriate in context are completely coincidental. The grammar checker is a "natural language" grammar checker that flags possible problems by performing a comprehensive analysis of the text. The grammar checker may not look for all types of problems; it's designed to focus on those that are most typical or frequent The thesaurus provides a list of synonyms for the text you look up, and highlights the one that is closest to what you have typed. As with the spelling checker, any instances of seemingly inappropriate terms are coincidental. Back to top of page. WORD – What is the default working folder and how do I specify a different folder as the default? To make it easier to find documents, you can use the default Microsoft Windows folder, or you can specify that Word uses a different default working folder. Microsoft Windows includes a folder named My Documents that can serve as a place to store the documents you use frequently. If you work with many documents, you can organize them in subfolders of the My Documents folder. If you use Microsoft Windows NT Workstation 4.0 you can organize document in the Personal Folder. The first time you open the Open and Save As dialog boxes after starting Word, the My Documents folder is the default working (or active folder). The My Documents folder is also the default working folder in each Microsoft Office program you install. You can specify that Word uses a different default folder than the My Documents folder. You can change the default working folder for Word on the File Locations tab in the Options dialog box (Tools menu). You can change the default working folder for all your Office programs and for the Open Office Document button and command on the Office Shortcut Bar by renaming the My Documents folder, by moving the folder to a new location, or both. If you already changed the default working folder for Word or another individual Office program, that setting is not affected. Back to top of page. WORD – How do I print a list of shortcut keys? To print a list of shortcut keys, do the following: On the Tools menu, point to Macro, and then click Macros. In the Macros in box, click Word commands. In the Macro name box, click ListCommands. Click Run. In the List Commands dialog box, click Current menu and keyboard settings. Click OK On the File menu, click Print. Back to top of page. Excel – How do I enter numbers with decimal places or trailing zeros? Use this procedure when you want to enter many numbers with a fixed number of decimal places or large whole numbers with a fixed number of trailing zeros (0). On the Tools menu, click Options, and then click the Edit tab. Select the Fixed decimal check box. In the Places box, enter the number of digits you want to appear to the right of the decimal point. To include zeros (0) automatically when you enter large whole numbers, specify a negative number to indicate the number of zeros. For example, to have Microsoft Excel automatically insert 283000 when you enter 283, enter -3 in the Places box. In numbers you subsequently enter, Microsoft Excel inserts a decimal point at the indicated position or inserts the specified number of zeros. Data you entered before selecting the Fixed decimal option is not affected. When you finish entering numbers with decimal places or zeros, clear the Fixed decimal check box. Tip: To temporarily override the Fixed decimal option, type a decimal point when you enter the number. Back to top of page. Excel – How do I enter the same data into several cells at once? To enter the same data into several cells at once, follow these steps: Select the cells where you want to enter data. The cells can be adjacent or nonadjacent. Type the data and press CTRL+ENTER. Back to top of page. Excel – What are some tips on entering text? Here are some tips for entering text in Microsoft Excel: In Microsoft Excel, text is any combination of numbers, spaces, and nonnumeric characters - for example, Microsoft Excel treats the following entries as text: 10AA109, 127AXY, 12-976, 208 4675. All text is left-aligned in a cell. To change the alignment, click Cells on the Format menu, click the Alignment tab, and then select the options you want. To display all the text on multiple lines in the cell, select the Wrap text check box on the Alignment tab. To enter a "hard" carriage return in a cell, press ALT+ENTER. Back to top of page. Excel – What are the keys for moving and scrolling in a worksheet or workbook? Use the following keys for moving and scrolling in a worksheet or workbook?: Press: To: Arrow keys Move one cell up, down, left, or right CTRL+arrow key Move to the edge of the current data region HOME Move to the beginning of the row CTRL+HOME Move to the beginning of the worksheet CTRL+END Move to the last cell on the worksheet, which is the cell at the intersection of the rightmost used column and the bottom-most used row (in the lower-right corner), or the cell opposite the home cell, which is typically A1 PAGE DOWN Move down one screen PAGE UP Move up one screen ALT+PAGE DOWN Move one screen to the right ALT+PAGE UP Move one screen to the left CTRL+PAGE DOWN Move to the next sheet in the workbook CTRL+PAGE UP Move to the previous sheet in the workbook CTRL+F6 or CTRL+TAB Move to the next workbook or window CTRL+SHIFT+F6 or CTRL+SHIFT+TAB Move to the previous workbook or window F6 Move to the next pane in a workbook that has been split SHIFT+F6 Move to the previous pane in a workbook that has been split CTRL+BACKSPACE Scroll to display the active cell F5 Display the Go To dialog box SHIFT+F5 Display the Find dialog box SHIFT+F4 Repeat the last Find action (same as Find Next) TAB Move between unlocked cells on a protected worksheet Back to top of page. PowerPoint – How do I create a new slide? Here is how to create a new slide in PowerPoint: On the Insert menu, click New Slide Scroll through the layouts, and then click the one you want. Back to top of page. PowerPoint – How do I go to a specific slide? Here is how to go to a specific slide in PowerPoint: In this view Do this Normal In the slide pane, drag the vertical scroll bar until the slide number you want appears. In the outline pane, click the slide number Slide sorter Double-click the slide. Slide show Right-click, point to Go on the shortcut menu, and then click Slide Navigator. Double-click the title of the slide you want to go to. Or, if you know the number of the slide you want to go to, just type it and press ENTER. Back to top of page. PowerPoint – How do I select multiple files? Here is how to select multiple files in PowerPoint: To select nonadjacent files in the Open dialog box, click one file, and then hold down CTRL and click each additional file. To select adjacent files in the Open dialog box, click the first file in the sequence, and then hold down SHIFT and click the last file. Tip: If you select a file you don't want, hold down CTRL and click the file again. Back to top of page.

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