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From The QuickBooks Farm Accounting Cookbook™...

Table of Contents

Introduction 1
Chapter 1 - Basic Decisions & Things to Know 5
Do I Need QuickBooks or QuickBooks Pro? 5
Separating Farm and Personal Funds...Or Not (How to Bend the Rules) 6
Cash vs. Accrual Accounting 9
Single- vs. Double-entry Accounting 10
Chapter 2 - Setting Up a New QuickBooks Company 13
The EasyStep Interview 13
Setting Preferences 23
Setting Up QuickBooks for Your Printer(s) 30
Chapter 3 - Setting Up Accounts, Classes, and Other QuickBooks Lists 33
About QuickBooks Lists 34
Setting Up a Chart of Accounts 35
Setting Up Classes: Enterprise Information and More 59
Items: Identifiers for the Things You Buy and Sell 68
Name Lists: Customers, Vendors, and More 76
Chapter 4 - Getting Real Work Done with QuickBooks! 81
New Users: Try the Navigator 81
Keep Your Records Current! 83
Use the Reminders Window 83
Manage Your Bill Payments with QuickBooks 84
Use QuickFill to Speed Transaction Entry 85
Let QuickBooks Help You Reconcile Your Checkbook and Credit Cards 86
Use Memorized Transactions? 86
Let QuickBooks Print Your Checks! 87
Use QuickBooks’ Inventory Features Carefully 89
Learn to Use Forms and Registers 90
Chapter 5 - Farm Expenses & Payables 93
Where to Enter Farm Expenses ...as Checks? ...Bills? ...Credit Card Charges? 93
Working with Bank Accounts 95
Entering Checks 100
Deducting Cash Discounts from a Check or a Bill 104
Printing Checks from QuickBooks 105
Working with Bills 108
Entering Bills from Vendors (Accounts Payable) 112
Entering & Applying Credits on Account (Issued by a Vendor) 115
Handling a Refund of Your Account’s Credit Balance (from a Vendor) 118
Paying Bills and Applying Credits on Account 120
Using Purchase Orders to Keep Track of Ordered Items 123
Paying Expenses with the Farm’s Cash (Petty Cash) 126
Paying Farm Expenses with Non-Farm Funds (Personal Cash, Checks, or Credit Cards) 127
Working with Credit Cards 134
Chapter 6 - Farm Income & Receivables 145
Where to Enter Farm Sales/Income ...in a Deposit? ...Cash Sale? ...Invoice? 145
Entering Sales the Simple Way, as a Bank Deposit 148
Entering Deductions (Yardage, Hauling, Commissions, etc.) from Bank Deposits 151
Withholding Cash from a Bank Deposit 152
Income from Refunds & Rebates 154
Recording Sales Dollars and Quantities: The Cash Sales Form 155
Entering Deductions (Yardage, Hauling, Commissions, etc.) on Cash Sales Forms & Invoices 158
A Simple Way to Track What You’re Owed: “Pending” Cash Sales 160
Need to Track Customer Accounts and Print Statements? Use Invoices 163
Entering Farm Income Received as Cash 169
Chapter 7 - Quantity Information in Income & Expense Transactions 173
Including Quantity Information in Your Transactions 173
Entering Two Quantities in Income and Expense Transactions (Requires ManagePLUS) 179
Entering Quantities as Mathematical Formulas 181
Tracking Weighted Average Grade or Quality Information (Requires ManagePLUS) 184
Chapter 8 - Special Income, Expense, and Miscellaneous Examples 187
Handling Farm Production as Inventory: a Grain Inventory Example 187
Keeping Track of Livestock Purchased for Resale 199
Entering Milk Sales Income 210
Recording Patronage Dividend Income (Distributions from Cooperatives) 221
Tracking Forward Contracts as Pending Cash Sales 224
Your Tax Planning & Tax Preparation Options 228
Chapter 9 - Accounting Techniques to “Pick & Choose” 228
The “Best” Way to Keep Track of Cash Spending & Cash Income 231
Maintaining the Farm’s Cash Fund (Petty Cash) 237
Using a Non-Farm Funds Account 243
Keeping Non-Farm Income & Expense Records in the Farm Accounts 251
Automating Recurring Transactions 260
Managing QuickBooks Lists: Reordering, Merging, Deleting, and Hiding List Entries 271
Chapter 10 - Farm Asset Basics 279
Simple Fixed Asset Accounting for Tax Records 282
Accounting for Market Value Balance Sheets 285
Accounting for Asset Book Values: Depreciation & Other Stuff 290
Chapter 11 - Farm Loan Basics 307
Setting Up Accounts for Loan Liabilities 307
Entering Loan Proceeds (Receiving Borrowed Funds) 310
Entering Loan Payments 316
Getting Information on Loan Payments and Unpaid Balances 319
Chapter 12 - Essential QuickBooks Reports 323
Report Basics: The Profit and Loss Report 323
Preparing a Balance Sheet Report 331
Preparing Income Tax Reports 342
Chapter 13 - QuickBooks “Housekeeping” 349
QuickBooks Data Files 349
Backing Up Your Records 351
When Something Seems Wrong: Verifying/Rebuilding/Restoring Data Files 355
Keeping Transaction Details: Archiving and Condensing the Company File 357
Appendix A: Other Resources & Information 361
Appendix B: QuickBooks List Capacities 363
Index 365
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