QuickBooks Desktop Mac 2020 User’s Guide by E Lisette Gerald-Yamasaki, Haley Bell, and the QuickBooks Desktop Mac team Version 1 September 2019 Acknowledgments No single person can write a guide of this size and scope. I’d like to thank the other members of the QuickBooks for Mac team, especially Brooks Bell and Devon Hubbard. Also, this book is a generation of other guides that came before it. I’m very grateful for those guides. A super-special thank-you to Shelly King, without whom this guide would not exist. Copyright and trademarks Copyright © 2019 Intuit Inc. All rights reserved. No part of this publication may be reproduced in any form or by any means, without prior written permission of Intuit Inc., with the following exceptions: Any person is hereby authorized to store documentation on a single computer or device for personal use only, and to print copies of documentation for personal use, provided that the documentation contains Intuit’s copyright notice. 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QBM UG 2020 (1909-3) 2 QuickBooks for Mac 2020 User’s Guide Contents CHAPTER 1 Server 24 Welcome to QuickBooks Desktop Mac Step Three: Create user accounts 24 2020 1 Step Four: Start multiuser mode 24 Running QuickBooks 2 QuickBooks Server 24 System requirements 2 Where to store your file 25 Integration/compatibility requirements 2 Other things to know about multiuser Installing and upgrading QuickBooks 2 mode 26 Converting your file from QuickBooks Logging in and out of QuickBooks 27 for Windows 3 Forgot your Password? 27 What’s New in 2020? 3 CHAPTER 2 New to QuickBooks? 4 Lists 28 Creating company file 4 How to use lists 29 Next steps 5 Classes list 30 Importing customers, vendors, and Employees list 30 employees 7 Other names list 31 Before you start 7 Customer and Vendor Profile lists 32 To import your contacts 7 Terms for payment 33 Troubleshooting 8 Payment methods 34 Entering historical transactions 8 Other things you can do with lists 35 Why enter my historical Merging list entries 35 transactions? 8 Exporting names for mail merge 36 Do I wait to enter current Inactive list entries 36 transactions until I get the historical Deleting an item from a list 37 data in? 9 Adding what’s important to you with Order matters 9 Custom Fields 37 Entering vendor transactions 9 Adding custom fields 37 Entering customer transactions 11 Tips and tricks: Quick Add and Setup 39 Entering bank and credit card transactions 13 CHAPTER 3 Switching from Windows? 15 Accounts 40 QuickBooks Windows vs. Mac: Types of accounts 40 What’s the difference? 15 Balance sheet accounts 40 Converting your file from Windows 16 Income and expense accounts 41 What is and isn’t converted Your Chart of Accounts 41 when you switch to QuickBooks Adding or editing accounts 42 Desktop for Mac 17 Adding subaccounts 44 Opening your file on different Macs 21 Deleting an account 45 Exchanging your file with your Numbering your accounts 46 accountant 22 Combining two accounts 47 Using QuickBooks in multiuser mode 23 Working with registers 48 Setting up multiuser 23 Opening a register 49 Step One: Buy and install Editing a transaction in a register 50 additional user seats 23 Entering split transactions 50 Step Two: Install QuickBooks Changing an opening balance 51 QuickBooks for Mac 2020 User’s Guide iii Changing an account’s color 51 Sending your customer an invoice 83 Moving a transaction to a different Invoicing a customer over time account 52 (progress invoicing) 85 Using a general journal 53 Modifying your progress invoice 86 Invoicing groups of customers 87 CHAPTER 4 Creating a group for batch invoicing 87 Items 56 Sales: Batch invoicing 88 Types of items 57 Statement charges 89 Adding or editing items 57 Entering Statement Charges 90 Creating service, non-inventory part, or Creating Statements 90 other charge items 58 Setting up for automatic charge Creating items for inventory 59 entry 91 Creating subtotal items 60 Memorizing charges for Creating group items 61 new customers 92 Creating discount items 62 Correcting overcharges on Creating payment items 63 statements 93 Creating tax items 63 Correcting undercharges on Importing items in batches 64 statements 94 Other things to know about items 65 Including reimbursable expenses on a Changing the price of items 66 statement 94 Creating subitems 66 Applying a discount to a statement CHAPTER 5 charge 95 Getting paid 68 Marking a sale as pending 96 Customer Center 68 When a customer pays you 97 How do I use it? 69 Giving your customers sales receipts 97 Tips and Tricks 70 Receiving payments 99 Adding or editing a customer 71 Accepting your customer’s credit Address pane 72 and debit cards 101 Additional Info pane 72 What you should know before Payment info (if you use Merchant processing a credit card payment Services) 73 in QuickBooks 101 Notes 74 Processing credit and debit Contact Sync 74 cards FAQ 102 How do I use it? 74 Entering your customer’s Managing syncing 76 credit/debit card information 103 Want to know more? 76 Voiding a credit card transaction 103 Setting up jobs 77 Tracking GoPayment and other credit Types of Jobs 78 card transactions in QuickBooks 104 Creating jobs for a customer 78 Handling a bounced check 104 Tracking items ordered especially Handling down payments and for a job 78 overpayments 107 Paying subcontractors 79 Applying a discount for early Tracking services performed by an payment 107 owner or partner 79 When you’ve applied payment to the Estimating work you’re going to do 81 wrong invoice 108 Getting paid for work you’ve done 82 Setting up for finance charges 109 iv QuickBooks for Mac 2020 User’s Guide Assessing finance charges 109 Ordering items you’ll pay for later 136 Receiving online payments 110 What’s on a purchase order? 137 Recording an online payment 110 When you receive your goods 138 Recording a group of online Other things to know about POs 138 payments 111 Paying your bills 139 Clearing missing form numbers 112 Entering bills and credits 139 Other things to know about receiving Tracking expenses related to a bill 140 online payments 112 Listing items included in a bill 141 When you owe a customer 113 Bills: FAQs 143 Creating a credit memo and refund 113 Paying bills and using credits 143 Getting paid for time and costs 115 Tracking bills and credits 145 Assigning costs (or time) to a job 115 Using 1099s 145 Invoicing for actual costs 116 Using the 1099 wizard to create Applying a different markup to each 1099s 145 expense 118 Step 1: Select your 1099 vendors Tracking time 118 and review your 1099 vendor’s Setting up time-tracking 119 information 146 Which way should you enter time? 119 Step 2: Map your accounts 146 Filling in weekly timesheets 121 Step 3: Review and adjust check Entering single activities 122 payments 147 Editing time entries 123 Step 4: Confirm your 1099 entries 148 Tracking mileage 123 Additional state information 149 Enter mileage 124 Step 5: Print your forms 150 Enter mileage rates for taxes 125 CHAPTER 7 Categorizing for more insight into your business 125 Banking 151 Customer and job types 125 Writing checks and entering credit card Examples of customer types 125 charges 151 Categorize your jobs 126 Writing a check 151 Use types in reports 126 What’s on a check? 151 Classes 126 Entering a charge or refund to your credit Creating classes 127 card 153 Applying classes 128 What’s on a credit card charge? 153 Using classes in reports 129 Paying a credit card bill 154 Managing your checks and credit cards 155 CHAPTER 6 Transaction Center 155 Paying others 130 Tips and tricks 156 Vendor Center 130 Editing a check 156 How do I use it? 131 Managing deposits 157 Tips and tricks 132 Making a deposit 157 Entering vendors in QuickBooks 132 Editing or deleting a deposited payment Types of vendor transactions 135 158 You receive the things your ordered and Entering credit card fees when making a need to pay for them 135 deposit 158 You have a credit from a vendor 136 Online Banking 160 You need to pay your sales taxes 136 WebConnect vs. Direct Connect 161 QuickBooks for Mac 2020 User’s Guide v WebConnect 161 Selling things 177 DirectConnect 161 Inventory 177