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© 2012 Advanteach Learning Lap. QuickBooks® is a registered trademark of Intuit Inc.

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QuickBooks®

Beginner’s Guide

Installing QuickBooks®

Pro and Premier............................................................................ 3

Registering QuickBooks®

................................................................................................... 8

Creating a Company Data File .......................................................................................... 13

Navigating Company Data Files in QuickBooks®

............................................................ 17

• Closing a Company File ............................................................................................ 18

• Opening a Company File........................................................................................... 19

• Managing the Previously-Opened Company File List .............................................. 20

Setting up an Admin Password ......................................................................................... 21

• Creating a Password .................................................................................................. 21

• Resetting a Password................................................................................................. 22

• Changing a Password ................................................................................................ 22

Maintaining QuickBooks®

Data File................................................................................. 23

• Backing Up Data ....................................................................................................... 23

• Restoring Data........................................................................................................... 26

• Verifying Data........................................................................................................... 28

• Rebuilding Data......................................................................................................... 29

Copyright

All rights reserved of their respective owners and their works. No part of this publication may be

reproduced or transmitted in any form, by any means (electronic, photocopy, recording or otherwise)

without prior written permission of Advanteach Learning Lap

Disclaimer

This publication contains information in summary form for dynamic matters and reflects legislation,

policies and practices that are subject to change. It is therefore intended for general guidance only and

not as a substitute for detailed research or professional judgment relating to any situation. Although

the materials in this publication have been carefully prepared, the publisher is not responsible for any

errors due to inaccurate or incorrect data or information. The publisher does not accept any legal

responsibility for the contents of this publication or for any consequences, including direct or indirect

liability, arising from its use. Where accounting or other expert assistance is required, the service of a

competent professional person should be sought.

Suitable for: QuickBooks® Canadian versions: 2013, 2012


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QuickBooks®

Beginner’s Guide


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QuickBooks®

Beginner’s Guide

Installing QuickBooks® Pro and Premier

1. Start the Installation Wizard

From a CD: Insert the QuickBooks® CD into the CD-ROM drive.

Tip: If the installation does not start automatically:

a. Right-click the Windows Start button and select Explore.

b. Browse to your CD-ROM drive in the left pane of the window and click it to view the

contents of the CD.

c. Double-click the Setup (or Setup.exe) file in the right pane of the window to begin the

installation.

2. Close any other open programs, especially virus protection programs, on the computer and

click Next.

3. Read the terms of the Software License Agreement.

If you agree, select I accept the terms of the license agreement and click Next.


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QuickBooks®

Beginner’s Guide

4. Select the type of installation:

o Select Express if you want to let the installer to make the recommended choices for you.

o Select Custom and Network options if you will use QuickBooks to share data with other

users at the same time on a network, or if you want to change the location where QuickBooks

will be installed.

The following is based on the Custom and Network options.

5. Choose the installation option for this computer:

o Select I'll be using QuickBooks on this computer if you are installing on a computer

(workstation) that will be used for running QuickBooks but will not store the company file.

o Select I'll be using QuickBooks on this computer, AND I'll be storing our company

file here so it can be shared over our network if this computer will be running

QuickBooks and will locally store the company file (which can be shared with others on a

network) – most common.

o Select I will NOT be using QuickBooks on this computer. I will be storing our

company file here so it can be shared over network. (A license is not required for this

option.) if no one will be using QuickBooks on this computer but it will be used as a file

server to share the company file over the network with one or more workstations that have

QuickBooks installed.


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QuickBooks®

Beginner’s Guide

6. Enter the License Number and Product Number

Note: QuickBooks® now uses a license number and product number to install the product. This

terminology replaces what was formerly known as an "installation key code” or IKC.

7. Select an installation folder and decide if you want to upgrade an earlier version of QuickBooks®:

o Select Change the install location only if you want to choose a different installation

folder from the one shown.

o Select Replace the version selected below with the version I’m installing now only if

you want this version of QuickBooks® to replace an earlier one. (Do NOT choose this

option if you want to add this version of QuickBooks® along with the other versions you

already have).


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QuickBooks®

Beginner’s Guide

8. That's it! Click Install to continue, or click Back if you need to go back and review any of the

prior screens.

9. Click Finish after the installation is complete. You are ready to begin using QuickBooks®. By

default, the checkboxes Open QuickBooks and Help me get started will be selected. Modify

these options if you like, then click Finish.


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QuickBooks®

Beginner’s Guide

10. For QuickBooks® Premier only. When you run QuickBooks

® Premier for the first time after

installation, it will ask you to select your Industry Type. If you are not sure, choose Premier

General Business Edition (you can change later within QuickBooks®).

Click Next then Finish

11. (Optional) Software update via internet connection

Click Yes and an update progressing screen will appear and close automatically after update is

completed. You can also click No and update later within QuickBooks® itself.


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QuickBooks®

Beginner’s Guide

Registering QuickBooks®

Launch QuickBooks®

• If you have not yet registered QuickBooks®, the Register QuickBooks® window appears

• If you had earlier selected Remind Me Later, you can open the Register QuickBooks®

window again by going to Help � Register QuickBooks®

Click Begin Registration

Wait…


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QuickBooks®

Beginner’s Guide

SITUATION 1 WITH INTERNET CONNECTION

Product Registration window appears…

Fill in form details, click Next and follow the onscreen instructions


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QuickBooks®

Beginner’s Guide

SITUATION 2 NO INTERNET CONNECTION

Internet Connection Setup screen appears…

Click CANCEL

Register by Phone screen appears…

Key in Validation Code, Customer Number, and click Next

NOTES:

1. How do you get your Validation Code and Customer Number?

Call Intuit Canada Support Center at 1-888-333-8580 or 1-877-772-9158

(between 8 a.m. to 11 a.m., Monday to Friday, Singapore time).

2. You can also access the manual registration window directly as follows:

a. Go to the Help � About QuickBooks®

b. Press CTRL+R+P [R=Registration / P=Phone]

123456

123456789


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QuickBooks®

Beginner’s Guide

Once registered, confirmation screen appears…

Click Finish

NOTE: To check your software registration status anytime,

go to Help � My License Information


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QuickBooks®

Beginner’s Guide

THIS PAGE IS INTENTIONALLY LEFT BLANK.


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QuickBooks®

Beginner’s Guide

Creating a Company Data File

QuickBooks® has designed an Express interview for setting up a company file. With QuickBooks®

opened, either click on the “Create a new Company” icon or go to the top drop-down list menu and

select File →→→→ New Company.

Click “Continue”

Choose “Express Start”

Click “Help me choose”

and select “Other/None”

for Industry

Click drop-down arrow

and choose “Other/None”

for Company Type

IMPORTANT: Choose

“Other” for Country

and leave Province blank

IMPORTANT: Select

“Preview Your Settings”

before creating company

file


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QuickBooks®

Beginner’s Guide

IMPORTANT: If you

would like to store your

company file at a location

other than the default

location, select “Change

Location” to browse to

the specific location. For

example, you may create

a folder called

“QuickBooks Data” in

you C: drive

No action required

No action required

Click “OK”


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QuickBooks®

Beginner’s Guide

Now, you can click

“Create Company File”

Click “Start Working”

NOTE: A QuickBooks®

company file called

<Company Name>.QBW

will be created in the

location that you

specified earlier, e.g.,

C:\QuickBooks Data


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QuickBooks®

Beginner’s Guide



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QuickBooks®

Beginner’s Guide

Navigating Company Data Files in QuickBooks®

RECAP: When you create a company file in QuickBooks®, a data file in the form of <Company

Name>.QBW is created in a folder that you specified. For example:

This means that QuickBooks® is multi-company, i.e., you can create as many company files as

your business requires.

However, you can only open and use 1 company file at a time. The following section explains how

to manage (multiple) company files in QuickBooks®.


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QuickBooks®

Beginner’s Guide

• Closing a Company File

You can exit QuickBooks® in 2 ways:

1. Exiting QuickBooks® directly with a company file opened

When you use QuickBooks® with a company file opened, the screen looks like this:

You can close QuickBooks® by clicking the Exit X button at the top right-hand corner or go to the

top drop-down menu and select File �� Exit.

If you do so, the next time you launch QuickBooks®, the same company file will be opened at the

same time.

2. Closing the company file first before exiting QuickBooks®

To close a company file first before exiting from QuickBooks®, go to the top drop-down menu

File �� Close Company. QuickBooks® will close the company file and show a “No Company

Open” window as follows:

You can now close QuickBooks® by clicking the Exit X button at the top right-hand corner or go

to the top drop-down menu File �� Exit.

If you do these, the next time you launch QuickBooks®, the same “No Company Open” window

will appear.


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QuickBooks®

Beginner’s Guide

• Opening a Company File

When you launch QuickBooks® without any company file opened, there are 3 ways to open a

company file from the “No Company Open” screen:

1. Select the company file name listed and double-click or click on the Open button

2. Click on the “Open or restore an existing Company” icon }

3. Go to the top drop-down menu File �� Open or Restore Company }

��

��

��

This shows the path to the

actual file location

Browse to your data file

location to choose and

open a company file

Select “Open a company

file” and click “Next”


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QuickBooks®

Beginner’s Guide

• Managing the Previously-Opened Company File List

The list of previously opened companies on the “No Company Open” screen is the fastest way to

open a company file and can be managed as follows:

++++ Add Whenever a company file is opened in QuickBooks®, a shortcut link is

automatically created on this list.

↑↓↑↓↑↓↑↓ Shift This list is automatically created by the system and cannot be manually

moved. The most recently opened company file ranks on top of the list.

#### No. of Files

You can set the number of files on this list as follows:

• Open any company file

• Go to the top drop-down menu

and select File �� Open

Previous Company �� Set

number of previous

companies

• Change the number of files that

you want to list (1 to 20) and

click “OK”

−−−− Remove

You can “remove” files from the list by doing the following:

1. Open the company file/s that you need to use most commonly to move

these files to the upper part of the list.

2. Set the number of previous companies to show on the list to only the

number of files that you want to see.

Any remaining “extra” companies will be removed from the bottom of the list.

Hide

On the “No Company Open” screen, click on “Edit List” below the Open

button. The “Edit Company List” window appears for you to select and hide

any file. Click “OK” once done:

∝∝∝∝ Broken

Link

As the list of previously opened

companies are shortcut links, it is

possible to have broken links when

you rename a data file, rename a

folder that contains a data file, or

move a data file to

a different location. For e.g., if the original folder “QuickBooks Data” is

renamed to “QB Data” there will be a broken link:

� Broken link

� New link


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QuickBooks®

Beginner’s Guide

Setting up an Admin Password

• Creating a Password

When a QuickBooks® company file is created, it is without any password. To set a password, open

the company file and go to the top drop-down menu File �� Set Up Users and Passwords �� Change

Your Password.

Once done, the screen below shows:

The next time the company file is opened, QuickBooks® requires you to enter a password (case-

insensitive):

Key in your password

(twice) here

Optional: Change the

default admin user name

IMPORTANT:

Remember this user name

for admin if changed

COMPULSORY: Choose

a challenge question from

a pre-determined list and

create an answer to it

Purpose: To reset

password at login screen

should password be

forgotten in future


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QuickBooks®

Beginner’s Guide

• Resetting a Password

At the login window, if you click on “I forgot my password” next to the password box,

QuickBooks® allows you to reset the admin password (to no password) by requiring you to answer

the challenge question.

• Changing a Password

Instead of resetting a password, you may simply change password. To do so, open the company file

and go to the top drop-down menu File �� Set Up Users and Passwords �� Change Your Password.

Confirm your current

password and create your

new password (twice)

NOTE: If you do not

want any password, just

leave the (Confirm) New

Password boxes blank

If you have a password,

you need to choose and

create a challenge

question and answer


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QuickBooks®

Beginner’s Guide

Maintaining QuickBooks®

Data File

• Backing Up Data

To minimize data loss, it is important to back up your data regularly. It is recommended to back up at

least 3 copies of your data. One copy can reside on the hard disk, one on a removable medium

(thumb drive or CD) and another also on a removable medium but kept off-site (i.e., outside the

office). To backup, go to top drop-down list menu select File →→→→ …

QB CA 2013 QB CA 2012 →→→→ Create Backup OR →→→→ Create Copy

QB CA 2011 QBi AU 2011/12 →→→→ Save copy or Backup

Click “Options” to

specify/change

backup options (refer

next screen)

Choose ‘Local

backup’ as online

backup is not

available in Singapore


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QuickBooks®

Beginner’s Guide

Backing Up Data (Cont’d)

IMPT! Please tick

this box to enable

QuickBooks® to

auto-add date and

time to your backup

file name.

OPTIONAL: QuickBooks® gives a reminder message

when you close the program:

OPTIONAL: QuickBooks® provides a delete option

after extra backups are done:


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QuickBooks®

Beginner’s Guide

Backing Up Data (Cont’d)

OPTIONAL: Schedule auto-backup by selecting one of the “schedule future backups” option and

clicking Next

Select “Save right

now “and click

“Finish”


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QuickBooks®

Beginner’s Guide

• Restoring Data

To restore a data file, go to the top drop-down list menu File →→→→ Open or Restore Company

Select ‘Restore a

backup copy (.QBB)’

Select Local backup


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QuickBooks®

Beginner’s Guide

Restoring Data (Cont’d)

Select the backup file

(*.QBB) to restore

Select a location for

file to be restored to

become a full working

file (*.QBW)


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QuickBooks®

Beginner’s Guide

• Verifying Data

RECAP: As a part of your data file maintenance, you should backup the data file regularly with

complete verification.

You can also run verify data separate from the backup process. (Note: Verify data, like backup, should

be run in a single user mode).

Verify data is your tool for optimizing your company file. Go to File �� Utilities �� Verify Data

After the verifying data, you will see any message below:

• QuickBooks® detected no problems

with your data: Your data is alright.

• A data problem prevents QuickBooks® from

continuing: Run the Rebuild Data utility to repair

and data structural problem..

• Your data has lost integrity: The data file is damaged. You need to run rebuild data for more

than one times to repair all of the damage. Rerun the Verify Data utility after each rebuild to verify

that the errors have been corrected.

Click “OK”


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QuickBooks®

Beginner’s Guide

• Rebuilding Data

Rebuild data helps to repair damages in a QuickBooks® company file. QuickBooks® will attempt to

repair or update data found to be in an incorrect state.

To rebuild your data manually, go to File �� Utilities �� Rebuild Data

QuickBooks® will ask to back up the data before the rebuild starts.

Once rebuild completed, a message will appear.

Note: If Rebuild seems to “freeze” your computer, move your mouse. If you are able to move the

mouse pointer, Rebuild is still working normally at the background.

IMPORTANT: If your data file is in the network drive, please copy the data to the local drive before

you run the rebuild.

Click “OK”

Click “OK”


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QuickBooks®

Beginner’s Guide

Rebuilding Data (Cont’d)

RECAP: As a part of your data file maintenance, you should backup the data file regularly with

complete verification.

During the backup (with verification) process, QuickBooks® may detect a data file error.

Note: You should run rebuild to make sure that the data file is alright. If alright, you should then make

another “good” backup copy.

Click “Run Rebuild” QuickBooks® will

automatically do a backup first

Click “OK” for

QuickBooks® to

continue to rebuild the

data


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QuickBooks®

Beginner’s Guide


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