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Setting up QuickBooks Essential Preferences
In the Easy Step Interview QuickBooks asks us a series of questions that allow part of the features to be turned on that would best be utilized by our business. During that time you may or may not have been sure of the answers to your questions. Either A, you turned features on that you really don't need or B, you didn't turn on the features that you really do need.
Never fear, at this point we can still go back in now and customize QuickBooks further and add features that aren't currently active, or deselect and turn them off if we don't think we're going to use them. To do this, go to Edit on the Menu bar and click, and you'll see Preferences List at the bottom. If you're using a Mac you'll find the QuickBooks Preference window located in the upper left-hand corner in the QuickBooks menu dropdown. It may look a little bit different than the PC version but don't worry, all of the same features and preferences are there. And you go go back to Edit, and select Preferences.
Within the Preference window it defaults to General. And if you see on the left-hand side there are a lot of options available to you and you're not going to cover them all right now. We'll hit them later as we move to the different chapters and come back to them when they're prevalent for that particular item that we want to look at. For right now, we're just going to talk about General.
If you look here on the right you'll see that you have a My Preference option and a Company Preference option. The main difference between the two is on Company Preferences anything you change, that affects for everybody. Meaning if there's multiple people accessing the file, the changes I make on Company Preferences they will see. On My Preferences it only affects me or that single user. So that's the main difference between the two.
When working with preferences you have to keep in mind the changes you make may or may not affect others. Anything on the My Preference tab is for yourself, anything on Company Preference tab affects everybody.
You can see there's a lot of options here within the window.
I recommend that you leave the features set to default. Until you've had an opportunity to work with the program and see what they do, you don't want to be coming in here turning things off that you may actually need. The only thing we're going to do for today is on Turn off pop-up messages. We're going to turn this feature off. Because as we're going through the file, we're going to try and minimize the number of pop-ups that QuickBooks will produce. If we go to Desktop view, you notice that your Save Changes window comes up. Just click on Yes to save the changes you made in the prior window. Now our Desktop view is open.
Click Play or press spacebar to start or stop video
You'll notice you have the same tabs contained in this window as you did in the General window. If you look down in the option here under View, you'll see multiple windows and one window. These were the same options we had contained in the previous movie when we were under our view on the dropdown menu and we saw One window choice and Multiple window choice. By choosing One window in My preference settings, the next time I launch the software this will be the view I always have. If I come down here to the Desktop view, you can see you have several options within here.
Show homepage when opening a company file. Previously we've seen that the homepage launches when you launch the program. If we do not want to use the homepage to navigate throughout the program, we can deselect it by taking the checkmark out of the box.
If we select Company Preferences, we can now see what is set up for the program and what all users would see when they come into QuickBooks. These preferences were turned on at the time during the Easy Step Interview when we answered those series of questions that QuickBooks gave us about our company. This is what it selected. So you can see the checkmarks by these meaning that these preferences have been turned on, and if you look down towards the bottom you can see that it says On next to Time tracking, Payroll, Inventory and so on. If at this point in time we said "Oops, made a mistake. Don't need to have Estimates turned on. I don't use Estimates. I don't foresee myself using Estimates." To turn it off, if we click on it, it takes us to our Change view and our save. We say yes, we want to Save the change.
Then it's going to take me to my Job Estimates Preference and on this Company Preference tab you'll see Do you create estimates? Yes or no?
Yes was originally selected. We're going to say no, and we're going to go back to our Desktop view. Our Save Change window comes up again and we've now turned it off. So it's as simple as that. If we come back later and say, "Oops, nope. I'm actually going to need to use estimates."
We can go back select it again, it takes us back to our Job Estimates and Company Preferences. We now say, "Yes, I do need it." Go back to my Desktop view, save again, and now it's back on.
The last thing we're going to look at is Spelling.
Notice here now there are no Company Preferences for Spelling.
You will find that some do not contain Company Preferences. In this case, Spelling is only for My Preferences. It's only going to affect for myself.
Notice that Spell Check is turned on I would definitely not recommend turning that off. I don't know about you, but I need Spell Check. And then as far as other options you have Ignore words with. Commonly it's Internet addresses so we're going to deselect that.
And that is going to be our final change that we're going to make at this time in our Preference setting. Again, remember if you ever need to come back and find this, you go to Edit, Preferences, and here's your list that is going to contain for all the different features and functions that are turned on in QuickBooks for you.
For more of this course view the previous nine parts here or go to Lynda.com for the rest at : http://www.lynda.com/home/DisplayCourse.aspx?lpk2=499
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