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Figure 19-3: Use the Activities menu to view a register for the selected customer.
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2. Click the name of the customer whose register you want to access. 3. Click the Activities button at the bottom of the screen, and select Use Register. An Accounts Receivable register for the particular customer appears, as shown in Figure 19-4.
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19 Reviewing Resgisters and Reconciling Accounts
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Ending customer balance
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Figure 19-4: A sample savings account register for a particular customer.
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You can scroll through the register using the arrows on the right side of the screen. This is convenient for smaller registers but gets cumbersome as the transaction history lengthens over time. If you need to maneuver through a lengthy register to nd a speci c transaction, try some of these keyboard shortcut techniques: Up or down one transaction: up or down arrows Up or down an entire screen: PgUp, PgDn Back or ahead one month: Ctrl+PgUp, Ctrl+PgDn To the beginning of a register: Home To end of a register: End
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Creating a QuickReport
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You can create a QuickReport customer or vendor shown in a register. The QuickReport summarizes all transactions for the customer or vendor and lets you know which ones have been paid.
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350 Part IV Managing Your Business with QuickBooks
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To create a Quick Report, follow these steps: 1. From the Accounts Receivable register, select the name of the customer for whom you want to create a report. 2. Click the QuickReport button at the center top of the Accounts Receivable window. A QuickReport, summarizing all transactions for the particular customer, appears as shown in Figure 19-5.
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Figure 19-5: This QuickReport summarizes all transactions, the payment history, and the outstanding customer balance for this customer, Kristy Abercrombie.
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Printing from a register
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You can print all or a portion of any QuickBooks register. To print from a register, follow these steps: 1. Go to Lists Chart of Accounts. 2. Double-click the Balance Sheet account for which you want to print a register. 3. Go to File Print Register. The dialog box shown in Figure 19-6 appears.
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Figure 19-6: Indicate the time period and amount of detail for the transactions that you want to print in the Print Register dialog box.
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4. In the From and To elds, enter a date range for the transactions you want to print. 5. Select the Show Splits Detail checkbox if you want additional transaction detail about payments split between more than one invoice to appear. 6. Click OK. QuickBooks displays the Print Lists window shown in Figure 19-7. Indicate in this window whether you want to print the register now or store it in a le.
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Figure 19-7: Indicate whether you want to print your register to a le or to a printer using this window.
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7. Click Print.
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For more information about printing options, see 11.
Entering and changing transactions
QuickBooks not only allows you to view a transaction history directly from the register window but also lets you view the underlying documentation for all listed transactions. To see this information, double-click the entry. For example, double-click an invoice transaction listed in the register to take a look at the original invoice.
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At times, you may nd it faster and more convenient to enter transactions that affect an asset account directly into the register. This may be the case, for example, if you have multiple receivables and payment transactions to enter for a single customer and you are in a hurry to update the customer s outstanding balance. To enter a new transaction directly into the register, follow these steps: 1. Click the current date shown on the last line of the register, at the lower left corner. 2. Fill in the register elds to record the transaction. These elds differ depending on which account register you are working in. You may be prompted to set up new Items or accounts if the information that you enter does not already appear on a QuickBooks list. 3. Click Record. QuickBooks automatically updates the register and all affected account balances. If you enter a transaction that precedes the current date, QuickBooks moves the transaction to its correct chronological location on the register.
If you want to record more detail than the register elds allow, select the transaction that you have just recorded and click Edit. Depending on the type of transaction you entered, you may get a form window, or you may get another register. If you are entering a transaction directly into the Accounts Receivable register, for example, clicking Edit opens the Accounts Receivable register for the particular customer.