Enhancing Your Quickbooks Desktop Experience

Business Owners sitting by Laptop with Quickbooks Helping them Manage their Work

Many business owners, nonprofit directors and accountants spend countless hours working in QuickBooks. While it is an easy program to use, making some simple changes in the program makes it even easier to use. This especially applies to those who are making multiple entries or working with more than one account, however, everyone can benefit from these simple changes.
Start by locating edit pull down menu and click on the drop down menu. Near the bottom of that menu is the word preferences. Click on it, and two pages will appear. One page is labeled ‘My Preferences” and the other is labeled “Company Preferences.” If the operator chooses the “My Preference page, then the changes only apply to the person who is signed into QuickBooks at the moment. If the operator is an authorized administrator, then they can also make changes on the company page that should make it easier to make entries there as well. Since these changes are stored in the company file, users who making entries for multiple companies will need to change them in each file.

Operators should now see a series of boxes. Make sure that the boxes are checked that allow multiple windows to be open at the same time. Also, make sure that the box is checked that reads “Don’t Save the Desktop.” Users who fail to check this box find that they have to wait for all the windows to open before they can make an entry which can be a real time waster.

The next change that operators may consider checking is the box that says “Switch to Top Icon Bar.” Many users began using the system when everything was located at the top of the desktop screen and checking this box changes it back to that configuration.

If the user regularly accesses several different QuickBooks company files, then choosing a color scheme can help the brain realize which file they are in at the moment.

Now the user should proceed to the “General-My Preferences” page to make additional changes. Start by checking the box that allows users to press the enter key to move between fields. This allows the user to automatically move to the next field whenever they press the enter key. Some users find it helpful to allow the system to automatically place the decimal point. This is a personal preference that everyone can decide for themselves. Users should make sure to check the button for turning off pop-up messages. QuickBooks loves to send ads to users about their other products, and this will stop those ads.

If QuickBooks is a frequently used program, then check the box to keep it running in the background. Checking this box allows users to start working much faster.

Another box that some users find extremely useful to check is the default date box. When this box is checked, the program waits for the user to enter the date. Otherwise, the program automatically assumers that users want to start with today’s date.

If the user is responsible for writing checks out of multiple accounts, then make that change on the checking personal preference page.

If a user does not have administrative privileges, then they are done making changes. If the user has administrative privileges, then continue on to the “Accounting” tab. Enable the warning if transaction is past X days old or in the future more than X days. This can keep users from accidently making wrong entries particularly at the beginning of a new year.

Finally, set a date password combination as a safeguard against an employee trying to enter or erroneously change the previous year’s data.


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(800) 614-0139

1887 Business Center Dr. Suite #4A, San Bernardino, CA 92408 (800) 614-0139
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