Displaying Detailed Customer Information

Displaying Detailed Customer Information

When entering into a transaction with a customer, you might want to see detailed information about that customer, such as the amount the customer owes you, jobs in progress, informational notes, and pending estimates. This information is readily available and can be accessed while you fill out a customer's form.

such as an invoice (press Ctrl+I).

Click in the Customer:Job field.

With your cursor in the Customer:Job field, press Ctrl+L to display your complete Customer:Job list.

Arrow or scroll down to the particular customer whose information you want to view.

View the job information, contact information, and transaction history for the customer or job selected.

Click the Edit Notes button icon to retrieve or enter informational notes about this customer or related jobs.

Click OK (or press Esc) to close the Notepad window.

Did You Know? Create Reminders . Click the New To Do button in the Notepad window to make an entry that gets entered in your Reminders list. More information about using the QuickBooks reminders feature can be found in Chapter 7 .

Click the customer name and then click the QuickReport button to view the details of transactions relating to this customer.

Press Esc to close the QuickReport.

Right-click one of the jobs for this customer and select Show Estimates to see a report of the estimates for that particular job.

Double-click any estimate to see the actual estimate form.

Press Esc to close each of the windows you displayed.

Click the Transactions tab in the Customer Center to view a list of transactions for all customers.

Choose the type of transaction you want to view.

Click the drop-down arrow to choose whether you want to see all of the transactions for the type you chose, or particular transactions. For example, you can choose to see All Estimates or Open Estimates.

Click the drop-down arrow to select a date range for the transactions that appear on the list.

Adding Vendors

Vendors are businesses and people who regularly sell you goods and services. When you enter vendor information in QuickBooks, you have all the details you need to contact your vendors, prepare purchase forms, process year-end 1099 forms, write checks, and create reports of your company's spending.

Enter Vendor Address Information

Click the Vendor Center button on the toolbar. In the Vendor Center, select the Vendors tab. Click the New Vendor button at the top of the Vendor list to open the New Vendor window.

TIMESAVER

You can also click the Vendors icon on the Home page to open the Vendor Center. To open the New Vendor window press Ctrl+N from within the Vendor Center.

Enter a name for the vendor. This is the name you will use to select the vendor from your vendor list. It doesn't have to be the name printed on vendor forms or checks.

If a balance is due to this vendor at your company's QuickBooks start date, enter the amount and the start date in the Opening Balance field.

See Also See "Understanding the Opening Balance Equity Account" on page 342 for information on what happens when you enter an opening balance.

Enter the vendor's legal name in the Company Name field. This is the name that appears on forms you prepare for this vendor.

Did You Know? You can make address changes right on the forms . When you use forms such as purchase orders, bills, and invoices, you can change the address of vendors and customers right on those forms. QuickBooks will prompt you, asking if you want the new address information to be available the next time. If you indicate "Yes" the address information is changed for the appropriate vendor or customer.

Enter the name of a personal contact, if applicable , and the mailing address of the vendor.

Enter other pertinent information that you want to save.

If there is a name other than the Company Name that needs to appear on checks to this vendor, enter that name in the space provided.

Enter Additional Vendor Information

Click the Additional Info tab to access another page of information for the vendor.

Enter an account number. This is the number that this vendor has assigned to your company.

For categorizing purposes, enter the type of goods or service you acquire from this vendor.

Enter the terms your vendor has given you, if applicable. The payment terms you enter allow your QuickBooks program to calculate the due date of payments owed to this vendor.

If you are required to supply this vendor with a 1099 form, check the Vendor Eligible for 1099 box and enter the vendor's tax identification number.

See Also See "Issuing 1099 Forms" on page 64 for information on providing vendors with year-end 1099 forms.

You can use the Define Fields button to create new fields that are customized to your business needs.

Click OK to complete the entries for this vendor.