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  • Customers & Sales
    • Receive Payments
      • Processing credit cards 1909

        You record credit card payments the same way you record payments received by cash or check.

        Receive Payment: To record a credit card payment received from an invoice, use the Receive Payment form.

        Sales Receipt: To record an immediate credit card payment, use the Sales Receipt form.

        Here are the steps:

        1. Click + at the top of the screen.
        2. Click Receive Payment or Sales Receipt.
        3. Fill in the required fields.
        4. Under Payment Method, select Credit Card and fill in those details.
        5. Select whether to deposit to an account or to Undeposited Funds.
        6. Click Save or Save and Send.
        Learn more about recording a customer payment.

      • Receive payment 1908

        When a customer pays an invoice, you record the payment received in QuickBooks Online.

        Here are the steps:

        1. Click + at the top of the screen.
        2. Click Receive Payment.
        3. Enter or select a customer name, amount, payment date, payment method and reference no.
        4. Select whether to deposit to an account or to Undeposited Funds.
        5. Click Save and new.
        Learn more about recording a customer payment.

      • Record bounced check 1911

        If you receive a payment and the check bounces, you need to record the bounced payment and create a new invoice.

        Here are the steps:

        1. Create a new Product and Services item.
        2. Create a new invoice.
        3. Enter the bank service charge.
        4. Record the payment received from the new invoice.
        Watch this short video to see the whole process from end to end.

        Learn more about recording a bounced check.

      • Undeposited funds 1910

        When you receive payments from customers, you can hold the money in Undeposited Funds until you're ready to make a deposit.

        Here are the steps:

        1. Click + at the top of the screen.
        2. Click Receive Payment (if receiving payment from an invoice) or Sales Receipt (if receiving an immediate payment).
        3. Fill in the required fields.
        4. In the Deposit to field, select Undeposited Funds.
        5. Click Save and new.
        Learn more about undeposited funds.

    • Refunds & Credits
      • Apply a refund or credit 1913

        Sometimes a customer overpays or wants a return on goods or services.

        When that happens, you have three choices:

        1. Credit memo: a credit you post to the customer's account. It offsets their existing balance.
        2. Delayed credit: a nonposting transaction that lets you record the credit before applying it. The customer's balance doesn't change until the delayed credit is included on an invoice.
        3. Refund: a posting transaction you use when returning money to the customer.
        Learn more about applying a credit memo, delayed credit, or refund to a customer's account.

      • Refund credit card payment 1914

        How you refund a credit card payment depends on when you process the transaction.

        If you process the refund before 3 p.m. on the same business day, you can void the invoice payment or sales receipt.

        If you process the refund later than that, you need to create a Refund Receipt.

        Here are the steps:

        1. Click + at the top of the screen.
        2. Click Refund Receipt.
        3. Fill in the Refund Receipt using one Product/Service item.
        4. Under Payment Method, select Credit Card.
        5. Click Save and new.
        Learn more about refunding credit card payments.

      • Void credit card payment 2121

        You can void a credit card transaction until 3 p.m. PT on the day you process the payment.

        There are two ways to void:

        1. Void the credit card payment and the QuickBooks transaction.
        2. Void the credit card payment, but preserve the transaction in QuickBooks for use with a different payment method.

        Here are the steps:

        • To void the payment and the transaction:
          1. Find the sales receipt, received payment, or invoice that contains the credit card payment you want to void.
          2. At the bottom of the form, click More > Void.
          3. When the confirmation message appears, click Yes.
        • To void only the credit card payment:
          1. Find the sales receipt, received payment, or invoice that contains the credit card payment you want to void.
          2. Under Payment method, click Transaction has been processed.
          3. In the Credit Card Transaction Status window, click Void Payment.
          4. In the Sales Receipt screen, change the payment method information.
          5. Click Save and close.
    • Sales
      • Track products and services 1918

        If you use QuickBooks Online Plus, you can track the quantity, purchase costs, sales revenue, and cost of goods sold for your products and services.

        Here are the steps:

        1. Click the Gear icon at the top right of the screen.
        2. Click Account and Settings.
        3. In the left navigation bar, click Sales.
        4. In the Products and Services section, click the pencil icon on the far right.
        5. Click to check the Quantity on hand box.This automatically checks the other boxes in the section, too.
        6. Click Save.
        After you turn on Quantity on hand tracking, you must assign three accounts for your product or service:
        1. Inventory Asset account
        2. Sales of Product income account
        3. Cost of Goods Sold (COGS) account
        Learn more about tracking products and services.

      • Tracking links & resources 1919

        You can automatically track your products and services using QuickBooks Online Plus.

        Here is some additional information about tracking that might be helpful. Select the topics you need.

        Inventory overview and setup

        Can I track inventory manually?

        Setting up inventory after desktop import

        Buying and selling inventory and adjusting quanitity on hand

        Inventory reports

      • Tracking purchases and sales 1920

        You can track your inventory items when you buy products from vendors and sell products to customers.

        When you buy:

        1. Click + at the top of the screen.
        2. Click Bill.
        3. Fill out the top part of the bill, then click Item details.
        4. Select the appropriate product, quantity, rate, and any other applicable information.
        5. Click Save.
        6. After the bill is saved, you'll see the increase in quantity reflected in the product's information.
        When you sell:
        1. Record the sale of inventory items on an invoice or a sales receipt, including quantity sold.
        2. After the invoice or sales receipt is saved, you'll see the decrease in quantity reflected in the product's information.
        Learn more about tracking purchases and sales.

    • Taxes
    • Transactions
      • Customize forms 1906

        It's easy to customize the forms you use in QuickBooks Online.

        You can:

        • Edit the standard template
        • Upload a logo
        • Choose colors
        • Select fonts, margins, and printing preferences
        • Modify columns
        • Customize the header/footer
        • Create new form styles
        Here are the steps:
        1. Click the gear icon at the top right.
        2. Click Custom Form Styles.
        3. Make your changes.
        4. Click Save.
        Learn more about customizing forms in QuickBooks Online.

      • Email or print invoices 2120

        You can save an invoice and send or print it later.

        Here are the steps:

        1. On the left navigation bar, click Transactions > Sales.
        2. Find the invoice in the list or click Filter > Invoices > Apply to search faster.
        3. Click the Send icon or Print icon.
        Learn more about sending or printing saved invoices.

      • Record daily sales 1905

        To record daily sales, you can use a Sales Receipt template.

        Here are the steps:

        1. Click + at the top of the screen.
        2. Click Sales Receipt.
        3. Assign Products/Services for these accounts:
          • Sales categories = Sales Income account
          • Sales tax = Sales Tax Liability account
          • Overage/Underage (for drawer shortages) = Expense and Income accounts (one each)
          • Cash= Undeposited funds
          • Checks= Undeposited funds
          • Credit Card = Undeposited funds
        4. Click Make Recurring at the bottom of the screen.
        5. Enter a template name.
        6. Under Interval, select Daily.
        7. Select a Start and End Date (if applicable).
        8. Click Save Template.
        Learn more about recording daily sales.

      • Types of forms 1903

        The forms included in QuickBooks Online make it easier to manage your business.

        Here's what you can do with each form:

        • Invoice: Send to a customer to get payment for goods or service you've already sold.
        • Receive Payment: Use this form to record when a customer pays an invoice.
        • Estimate: Create this form when you give your customer a quote, bid, or proposal for work you plan to do.
        • Credit Memo: Use this form to give your customer store credit when they return goods or services.
        • Refund Receipt: Record money you give back to a customer who returns goods or services.
        • Sales Receipt: Give this form to a customer who pays immediately for goods or services instead of waiting for an invoice.
        • Statement: Provide your customer with a list of sales activities and transactions so they can see their account history.
        • Bill: Record invoices you receive from vendors. In this case, you are the customer who is paying the invoices.
        • Pay Bills: Use in conjunction with bills to record the payments you make to vendors.
        • Purchase Orders: Create this form to purchase items from a vendor.
        Learn more about the different forms in QuickBooks Online.

      • Types of sales transactions 1904

        Whether you use an invoice or a sales receipt depends on when you receive payment.

        If you provide goods or services and the customer will pay you later, send an invoice.

        If you provide goods or services and the customer pays you immediately, give them a sales receipt.

        Here are the steps:

        1. Click + at the top of the screen.
        2. Click Invoice or Sales Receipt to create the form you need.
        Learn more about using an invoice or a sales receipt.

  • Manage Your Account
    • Account Info
      • Reset password 1898

        If you forget your password, don't worry. You can reset it yourself.

        Here are the steps:

        1. At the sign-in screen, click Can't access your account?
        2. Select I forgot my password.
        3. Enter your user ID.
        4. Click Send Email.
        5. Find the confirmation code in the email and then click the reset link.
        6. Enter the code and your new password.
        7. Enter your new password again to confirm it.
        8. Click Change Password.
        Learn more about resetting your password.

    • Billing Info
      • Cancel payroll 1895

        You can cancel your payroll service in a few quick steps, but be sure to pay outstanding taxes and file required forms first.

        Here are the steps:

        1. Click the Gear icon and select Your Account.
        2. On the Billing Info tab, click Edit Billing Info.
        3. Next to Payroll, click Cancel Service.
        4. Complete the survey and click Cancel Payroll Service.
        Learn more about canceling your add-on payroll service.

      • Cancel subscription 1891

        We're sorry to see you go, but we'll make it easy for you.

        You can cancel your subscription at any time from within QuickBooks. Just make sure to print out any forms you need first.

        Here are the steps:

        1. Sign in with the user ID of the company you want to cancel.
        2. Click the Gear icon and select Your Account.
        3. On the Billing info tab, click the Edit Billing Info button.
        4. Click Cancel Subscription.
        5. Answer the exit survey questions and click Continue.

        If you're having problems with these steps, send a Cancellation Request Form instead. You'll get an email confirming the cancellation in two business days.

        Learn more about cancelling a QuickBooks Online subscription.

      • Make account changes 1896

        You can view and change the billing, payment, company and personal information for your account.

        Here are the steps:

        1. Click the Gear icon and select Your Account.
        2. Click the tabs on the left to view and edit your:
          • Billing Info
          • Payment History
          • Company info
          • Personal info
        3. Click Upgrade to add products, services, supplies and apps to your subscription.
        Learn more about making changes to your account.

      • Reactivate suspended subscription 1892

        To reactivate a suspended account, you need to resubmit your payment information.

        Here are the steps:

        1. Click the Gear icon and select Your Account.
        2. On the Billing Info tab, click Resubmit Payment Information.
        3. A message appears confirming you will be billed on your next charge date. Click Ok.
        4. To update your credit or debit card, click Edit Billing Info and enter your changes.
        5. Click Save Changes.

        Learn more about updating a suspended subscription.

      • Update credit/debit card 1893

        You can change the credit or debit card you use for QuickBooks Online in just a few seconds.

        Here are the steps:

        1. Click the Gear icon and select Your Account
        2. On the Billing Info tab, click Edit Billing Info.
        3. Enter changes to your your credit or debit card information.
        4. Click Save Changes.
        Learn more about updating your credit or debit card information.

      • Upgrade subscription 1894

        You can easily upgrade your current version of QuickBooks Online.

        Here are the steps:

        1. Click the Gear icon and select Your Account .
        2. Click the Upgrade tab.
        3. Under Recommended Products and Services, click Upgrade .
        4. Your upgrade options and pricing appear. Click Upgrade for the version you want.
        5. Confirm your upgrade details and click Save .
        Learn more about upgrading your subscription.

    • Manage Users
      • Transfer master administrator role 1900

        You must be signed in as the Master Administrator in order to transfer the role to another user.

        If you are not the current Master Administrator, ask whoever it is to transfer it for you.

        Here are the steps:

        1. Log in with the Master Administrator's user ID and password.
        2. Click the Gear icon and select Manage Users.
        3. Click the Transfer Master Administrator button on the left side of the screen..
        4. In the Transfer To drop-down list, select the name of the new Master Administrator.
        5. Click Finish.
        Learn more about transferring the Master Admin's role.

  • Vendors & Purchases
  • Online Banking
    • Setup
      • Connect accounts to QuickBooks 2124

        When you connect your bank and credit card accounts, QuickBooks keeps track of all your purchases, withdrawals, and transfers for you. Instead of entering them manually, you download them straight from the bank, saving a lot of time.

        Watch this short video to learn more about the benefits of connecting your accounts to QuickBooks.

        Ready to connect your accounts?

        Follow this step-by-by tutorial and you'll be connected in about 10 minutes!

      • Download transactions 2123

        By connecting your checking, savings and credit card accounts to QuickBooks, you can automatically download transactions.

        Here are the steps:

        1. In the left navigation bar, click Transactions > Banking.
        2. Click Add account in the upper right.
        3. Follow the onscreen instructions to select your bank and accounts.
        Learn more about connnecting your accounts to QuickBooks.

      • Edit bank sign-in 1938

        To get bank updates, your sign-in for the bank's website has to match the sign-in information in QuickBooks. If your website sign-in changes, you need to make the same changes in QuickBooks.

        Here are the steps:

        1. On the left navigation bar, click Transactions > Banking.
        2. At the top of the page, select the account you want to change and click the Edit (pencil) icon.
        3. Click Edit sign-in info.
        4. Enter the user ID and password you use to sign in at your bank.
        5. Click Update sign-in info.
        Learn more about changing your sign-in and other account information.
    • Transactions
      • Create bank feed rule 1936

        Creating bank feed rules for items you download frequently can save you a lot time. The rules scan bank items for details that you assign to specific payees and categories.

        Here are the steps:

        1. On the left navigation bar, click Transactions > Banking.
        2. On the Banking and Credit Cards page, click the Update drop-down arrow and select Manage Rules.
        3. Click New Rule.
        4. Name the rule, and click the arrows to set the rest of the required fields.
        5. Click Save.
        Learn more about creating and managing bank feed rules.

      • How QuickBooks uses bank feeds 2122

        When you add and match bank feeds, QuickBooks learns from your decisions and:

        • Cleans up cryptic bank descriptions
        • Suggests logical categories based on bank descriptions
        • Remembers changes you made before, and applies those changes to similar transactions
        • Looks for matches among the transactions you already entered into QuickBooks
        • Checks for rules you created to handle certain transactions in a particular way
        Once you get your bank data into QuickBooks, the Banking and Credit Cards page shows your:
        • Bank and credit card accounts
        • New transactions, including recognized transactions that QuickBooks processed for you based on past history
        • Suggested actions to take
        • Tools to use, including column sorting, batch actions, and filtering
        • In QuickBooks transactions that you've accepted and Excluded transactions you haven't accepted
        Learn more about how bank feeds and QuickBooks work together.

      • Upload bank transactions 1937

        If QuickBooks doesn't connect to your bank yet, you can still upload transactions into QuickBooks as long as your bank supports QFX, QBO, CSV, or OFX file downloads.

        Here are the steps:

        1. Download transactions from your bank's website into a QFX, QBO, CSV, or OFX file.
        2. On the Bank and Credit Cards page, click the Update drop-down arrow and select File Upload.
        3. Click Browse to select the QFX, QBO, CSV, or OFX file and then click Next.
        4. Select the QuickBooks account where you want to upload the bank data and click Next. If you don't have an account yet, click Add New in the drop-down list and add an account.
        5. If you're uploading a CSV file, select columns from the CSV file that match QuickBooks banking fields. Click Next when done.
        6. Click Finish. You return to the Bank and Credit Cards page where you can review your bank transactions and accept them into QuickBooks.
        Learn more about uploading bank transactions into QuickBooks.
  • Import & Export Data
  • Reports
    • Customize Reports
      • Customize columns 1960
        You can adjust the size of columns in any report to make them wider or narrower.

        Here are the steps:

        1. On the left navigation bar, click Reports.
        2. Click to open the report whose columns you want to change.
        3. Move your cursor to the small triangle to the right of the column title.
        4. Hover until the triangle turns into a bar intersected by an arrow. This is the resizing cursor.
        5. To make a column wider, drag the column-resizing cursor to the right. To make a column narrower, drag the column-resizing cursor to the left.
        6. If you change your mind and want to go back to the default column widths, click Reset Column Widths.

        Watch this short video to see how easy it is to resize columns.

        Learn more about resizing columns in QuickBooks Online.

      • Customize reports 1959

        You can customize QuickBooks Online reports to show exactly what you want to see.

        Here are the steps:

        1. On the left navigation bar, click Reports.
        2. Click to open the report you want to customize.
        3. To specify a time period, click the Transaction Date arrow and make a selection, or click the To and From calendar icons to set a date range.
        4. Click Customize and make your changes.
        5. Click Run Report.
        Watch this video to learn more about customizing reports in QuickBooks Online.

    • Getting Started
      • Balance sheet 1957

        A balance sheet is a report that summarizes the financial position of a business. It shows the value of your company's assets, liabilities, and equity as of a particular day. It is called a balance sheet because the value of the assets is always exactly equal to the combined value of the liabilities and equity.

        For example:

        Equity = Assets - Liabilities

        Here are the steps to create a Balance Sheet:

        1. On the left navigation bar, click Reports.
        2. Under Recommended, click Balance sheet.
        3. To specify a time period, click the Transaction Date arrow and make a selection, or click the To and From calendar icons to set a date range.
        4. To modify the report, click Customize and make your changes.
        5. Click Run Report.
        Here's more information that might help:

        5 Simple Ways to Create a Balance Sheet.

      • Business reports 1955

        QuickBooks Online includes a variety of reports to show you where your business stands.

        Here are the main report categories:

        • Business Overview
        • Manage Accounts Receivable
        • Manage Accounts Payable
        • Accountant Reports
        • Reconciliation Reports
        • Manage Products and Inventory
        • Review Sales
        • Review Expenses and Purchases
        • Manage Sales Tax
        • Manage Employees
        Learn more by reviewing the full list of QuickBooks Online reports. You can also click the See Reports button to watch a short video.

      • Change accounting method 1956

        Cash basis and accrual basis are accounting methods that determine when and how you report income and expenses.

        Cash basis: You count income when you receive the money, instead of when you bill a customer. Expenses are reported when you pay bills.

        Accrual basis: You count income as soon as you bill a customer (instead of when you receive the money) and expenses are reported when you receive a bill.

        No matter which accounting method you use for your company, you can change it for an individual report.

        Here are the steps:

        1. On the left navigation bar, click Reports.
        2. Select the report whose accounting method you want to change.
        3. At the top, click Customize. A new window opens.
        4. Under General, select a different accounting method.
        5. Click Run Report.
        Learn more about changing your accounting method.

      • Management reports 1958

        The Management Reports feature makes it easy to customize a professional-looking package of reports, including a cover page, table of contents, preliminary pages, reports, and end notes.

        Management reports are perfect for sharing a financial summary of your company with business partners.

        Follow our step-by-step guide to get started with management reports.

        Learn more about working with management reports.

  • Reconcile
    • Fix Reconciliation Errors
      • Find reconciliation errors 1967

        If you want your account to balance exactly with your bank statement, you have to track down each reconciliation error.

        Here are the steps:

        1. Count the transactions on your bank or credit card statement and compare against the transactions you marked as cleared when reconciling.
        2. If the two counts are different, look for the source of the discrepancy.
        3. If you are sure you cleared transactions correctly, check the amounts of transactions against amounts on your bank or credit card statement. If an amount does not match, correct the error and reconcile again.
        4. If you cannot find discrepancies in your QuickBooks records, the problem may be a bank error.
        5. If the difference is small or you don't care what's causing it, click Finish Now and then click Add Adjustment.

        Here's some additional information that might be helpful:

        Troubleshooting your reconcile.

        How do I find all previous reconciliation adjustments?

        Changes to the reconcile report explained

        Find reconciliation errors

      • Opening balance doesn't match 1968

        If your last reconciliation balanced correctly but now your opening balance doesn't match, you need to locate the discrepancy.

        Here are the steps:

        1. Use the Changes to the Reconcile report to see what transactions changed since your last reconciliation.
        2. While in the report, select and edit transaction amounts if necessary.
        3. Look at the register to correct the status (R, C or Blank) and restart the reconciliation.
        4. If a previously reconciled transaction was deleted, did you reenter it to its original state? If not, do so and then check your opening balance and restart your reconciliation.

        Learn more about troubleshooting your reconcile.

      • Undo Reconciliation 2125

        If your last reconciliation balanced correctly but now your opening balance doesn't match, you need to locate the discrepancy.

        Here are the steps:

        1. Use the Changes to the Reconcile report to see what transactions changed since your last reconciliation.
        2. While in the report, select and edit transaction amounts if necessary.
        3. Look at the register to correct the status (R, C or Blank) and restart the reconciliation.
        4. If a previously reconciled transaction was deleted, did you reenter it to its original state? If not, do so and then check your opening balance and restart your reconciliation.

        Learn more about troubleshooting your reconcile.

    • Reconcile Bank, Credit Card, or Petty Cash Account
      • Reconcile bank, credit card, or petty cash account 1965

        Reconciling means matching QuickBooks transactions--such as checks, withdrawals, and deposit--with your bank statement. By reconciling every month, you'll make sure your financial reports are 100% accurate.

        QuickBooks Online helps you reconcile by:

        • Automatically disregarding whatever hasnt cleared the bank
        • Giving you the option to hide transactions not yet completed
        • Automatically categorizing entries for you
        • Syncing directly with your bank account

        Learn how to reconcile your accounts using our step-by-step tutorial. It includes a short video that will show you how to reconcile in minutes!

        Here's some additional information that might help:

        Reconciling and recording payments to your credit card

    • Reconciliation Report
      • Export and print your reconciliation report 1966

        Once you finish reconciling an account, you can open and print the reconciliation report.

        Here are the steps:

        1. Click the Gear icon.
        2. Under Tools, click Reconcile.
        3. Click the Account drop-down arrow and make a selection.
        4. Click to open the reconciliation report you want to print.
        5. To see a more detailed version of the report, click Run Report.
        6. Click Print at the top of the report.
        7. Attach the printed reconciliation report to your bank statement.

        Here's some additional information that might help:

        Can I export reconciliation reports to Excel? .

  • I need something else...
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