April 25, 2020

Using QuickBooks' Reminders and Calendar

QuickBooks Desktop
By: Ronald B. Allen

More than ever, it is time to use QuickBooks to keep track of what you need to do

The world of small business has been turned upside down in a matter of months due to the coronavirus. Many businesses are fighting to survive and return to a normal world, but nobody knows just yet when that will occur.

A great help during these difficult times is the set of organizational tools offered by QuickBooks. This is the time to keep a close watch on your expenses and income and QuickBooks software is exactly what you need.

Here are some tips you can use to be certain that QuickBooks is doing exactly what you need every day. The Calendar and Reminders functions are ideal for helping to stay on top of your accounting.

Set Up Your Reminders in QuickBooks

To avoid missing important chores, make sure to use the Reminders feature of QuickBooks. If you have not been using this yet, you will need to set it up. Start by opening the Edit menu and go to Preferences and then Reminders. You will see this window.

Here is where you let QuickBooks know which events should trigger your Reminders.

Use this window to open My Preferences. Click in front of Show Reminders List when opening a Company File to make a checkmark. When you click Company Preferences you will get a list of “events” in QuickBooks such as Checks to Print. Let the system know the number of days advance notice that you want for such activities by putting the number in front of the days before check date box. It is also possible to have this show up in List or Summary form. When you do not want this notification, click in underneath Don’t Remind Me. Click OK when you are finished.

When you have done this, you will see your reminders on the home page at the top of the screen whenever you open QuickBooks. Double-click the one that you want to open it. On the Reminders screen you will see your Preferences plus a To Do dorm. This is where you can schedule calls, appointments, and tasks. The form lets you connect this item to the appropriate employee, vendor, or customer. Then the item will appear on the Reminders list.

You can add a To Do in the Reminders window when you open a company file.

Calendar: The Graphic View

An alternative to Reminders in QuickBooks is the calendar. This lets you see at a glance all scheduled activities and tasks completed each day, week, and month.

As with setting up Reminders, go to the Preferences page, Edit, Preferences, and then Calendar.

Under your My Preferences tab pick Daily, Weekly, or Monthly for your view. You can also tell QuickBooks to go to the last view used (Remember Last View). Options include a Weekly View, Variable View of 5 to 7 days, or a Fixed view of 5 to seven days. You can also choose to show only one sort of transaction like a Bill, Sales Receipt, Invoice or display Transactions Due, To Do, or All Transactions.

QuickBooks gives you several options for how to display your Calendar.

QuickBooks also lets you define Upcoming and Past Due Settings. You are able to Show or Hide these, remember last settings, or Show only data exists. You can also pick how many days of data will be shown for Past due data or Upcoming data.

To open your Calendar in the Company menu click a link on the Home Page or Toolbar. Either View gives you a graphical calendar. Items will be presented as Entered or Due and the number of transactions will be listed within parentheses. The Transactions Entered list allows you to double-click to see the individual transaction form.

To see past due or upcoming transactions, look on the vertical pane on the right. Change your View using the buttons and fields provided. You can also limit your list or add your To Do’s from here.

To keep on top of your business during these difficult times, use these QuickBooks tools. If you have other issues in keeping your business running smoothly, contact us for help.

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