QuickBooks 2018 All-in-One For Dummies

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How to Change User Rights in QuickBooks 2018 Pro and Premier

You can modify the rights that you assign to a user in QuickBooks Pro or Premier. To do this, choose Company → Set Up Users and Passwords → Set Up Users to display the User List dialog box (not shown). To look at the rights that a particular user has, select the user in the list and then click the View User button. When you do, QuickBooks displays the View User Access dialog box (not shown). This dialog box shows the same information as the final version of the Set Up User Access and Password dialog box, which is the dialog box that you use initially to specify what rights a user should have. Click the Leave button to close the View User Access dialog box. To change a user’s rights after reviewing them, select the user and then click the Edit User button. QuickBooks steps through the same set of dialog boxes that you use to set up the user and describe his rights. You use the Next and Back buttons to do things such as change the username or password, specify whether the user should be limited in his access, and — if necessary — to limit the user’s access to a particular activity within QuickBooks. To remove a user, you also use the User List dialog box. Simply select the user and then click the Delete User button. QuickBooks asks you to confirm your deletion. When you click the Yes button for confirmation, QuickBooks removes the user.

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How to Record or Create a Budget in QuickBooks 2018

You probably already have a budget created, but you need to record it in QuickBooks 2018. To create a new budget in QuickBooks 2018, follow these steps:

1. Choose the Company→Planning and Budgeting→ Set Up Budgets command. This opens the Create New Budget dialog box, shown here, which you use to create a new budget. (Bet you wouldn’t have guessed that.) Note: If you have previously set up a budget, QuickBooks displays the Set Up Budgets window rather than the Create New Budget dialog box. If QuickBooks displays the Set Up Budgets window, you need to click its Create New Budget button to display the Create New Budget dialog box.
2. Select the fiscal-year period. Identify the fiscal year you’re budgeting for. To do that, enter the fiscal year in the provided text box, shown here. If you’re budgeting for fiscal year 2019, for example, you use those buttons to change the year to 2019.
3. Choose whether to create a profit and loss or balance sheet budget. To create a profit and loss budget, select the Profit and Loss radio button, click Next, and proceed to Step 4. To create a balance sheet budget, select the Balance Sheet radio button, click Finish, and skip to Step 5.

   Note that you use a different approach for profit and loss budgets and balance sheet budgets. For profit and loss budgets, you budget the amount of revenue or expense expected for the account for the month. For balance-sheet budgets, you budget the ending account balance — that’s the ending account balance expected for the asset, liability, or owner’s equity account at month’s end.

4. In the Additional Profit and Loss Criteria dialog box (shown), specify additional profit and loss budget criteria, and click Next. If you chose to create a profit and loss budget in Step 3, select the Customer:Job radio button to further extend your budget to include Job details; select the Class radio button to include classes in your budget; or simply select the No Additional Criteria radio button. Note: To budget by class, you must first turn on class tracking.
5. In the Create New Budget dialog box, choose whether to create the budget from scratch or previous data. To create a budget from scratch and start with a clean slate, select the Create Budget from Scratch radio button, shown here. To create a budget based on your actual data from last year, select the Create Budget from Previous Year’s Actual Data radio button.
6. Click Finish when you’re done. QuickBooks displays the Set Up Budgets window (shown).

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How to Work with an Existing QuickBooks 2018 Budget

Just so you know, in large companies with hundreds or thousands of employees, two or three people spend much of or even all of their year working with the budgeted data. To edit an existing budget in QuickBooks 2018, follow these steps:

1. Choose the Company → Planning & Budgeting →Set Up Budgets command. QuickBooks displays the Set Up Budgets window — the same one shown here. You use this window to record the amount that you expect for each revenue and expense for each month during the year in which you’re budgeting.
2. Select a budget, or create a new one. Select the budget you want to work with from the Budget drop-down list at the top of the window. To create a new budget (you can have as many budgets as you want), click the Create New Budget button. For help with creating a new budget, see the preceding section.
3. (Optional) Choose a customer. You typically budget by account. If you want to budget in finer detail by also estimating amounts for customers, jobs, or classes, you can use the Current Customer:Job drop-down list to identify specific customers from whom you expect revenue or for whom you expend costs. Note: The Customer:Job drop-down list box doesn’t appear unless, when you created the budget you’re now working with, you indicated that you wanted to budget by customer.
4. Record the budgeted amounts for each month of the fiscal year. Type the amounts you want to budget for each account in the appropriate month columns. Again, remember that revenue and expense accounts are budgeted as the amount expected for the month. Asset, liability, and owner’s equity amounts are budgeted as the ending account balance expected for the month.

   To copy the budgeted amount for one month into the text boxes for the succeeding months, click the Copy Across button.

5. (Optional) Adjust row amounts. If you find that the yearly total for an account isn’t what you want it to be, you can go back and change the amounts for each month so that they add up to the correct total, or you can click the Adjust Row Amounts button. Clicking this button displays the Adjust Row Amounts dialog box, shown here. Use the Start At drop-down list to select the month you want to start with (either the first month or the currently selected month). Then choose whether you want to increase or decrease the amounts budgeted, and by how much (by entering either a dollar amount or a percentage). Click OK when you finish; QuickBooks closes the dialog box.
6. Repeat as necessary. Repeat Steps 3 through 5 for each of the accounts for which you want to record budgeted amounts.