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QuickBooks Files

QuickBooks Keyboard Shortcuts

Chief Mechanic · March 13, 2011 ·

QuickBooks includes a variety of keyboard shortcuts to make your use of the program easier and faster. We’ve compiled them into a single sortable and searchable list, shown below. All of these shortcuts are based on QuickBooks for Windows.

Here are a few pointers on making the best use of keyboard shortcuts:

  • Our list is sortable and organized by function; find a small number of shortcuts that are most relevant to your use of QuickBooks and use them over and over, because productivity gains only come with repeated use
  • Special keys, such as Alt or Ctrl, are shown in italics, and are often combined with another key that is listed in uppercase for consistency only; you don’t need to enter this key in uppercase
  • For some shortcuts, such as those used when starting the program, timing is everything; the shortcut must be invoked when QuickBooks is ready to process it, and if you’re too early or too late, the shortcut will not work

There’s an extensive group of shortcuts that relate to the use of the Alt key. We’ve included this group as a single shortcut at the end of the list. When you press the Alt key, a character in most menus is underlined, and that character is a shortcut to that menu function. For example, pressing Alt + B + L invokes the reconcile function because L is underlined in Banking menu.

QuickBooks Keyboard Shortcuts Using the Alt Key

Continue on to our list of QuickBooks keyboard shortcuts. This is one example where a shortcut in accounting can be a good thing.

CategoryShortcutFunction & Purpose
GeneralCtrl + double click on program iconStarts QB without a company file; if this shortcut isn't working for you, you're probably releasing the Ctrl key too soon; useful if you didn't close the last company file you worked on and now want to use a different file
GeneralAlt while login or Open Company window is displayedStarts QB with a clean desktop; if this shortcut isn't working for you, you are probably pressing the Alt key too early or releasing it too soon; useful if your last saved desktop had a lot of open windows unrelated to the current task at hand
GeneralCtrl + EnterRecord current transaction; can be faster than positioning your mouse on a button and clicking
Calculator+ or - or * or / in an amount field of a transaction windowPressing any of the 4 arithmetic operators in an amount field invokes QB's integrated calculator
Dates+Advances to next day based on current calendar selection
Dates-Goes back 1 day based on current calendar selection
DatesTSets date to today's date
DatesWSets date to first day of week based on current calendar selection
DatesKSets date to last day of week based on current calendar selection
DatesMSets date to first day of month based on current calendar selection
DatesHSets date to last day of month based on current calendar selection
DatesYSets date to first day of year based on current calendar selection
DatesRSets date to last day of year based on current calendar selection
DatesAlt + Down ArrowOpens calendar; since the Left Arrow and Right Arrow keys can scroll through the calendar and Tab selects the date and advances to the next field, this can be a fast date selection method
EditingCtrl + EEdit selected transaction in register
EditingCtrl + DelDelete current line in detail area
EditingCtrl + InsInsert a line after the current line in detail area
EditingCtrl + CCopy selected characters
EditingCtrl + VPaste selected characters
EditingCtrl + XCopy and cut selected characters
EditingCtrl + ZUndo changes made to field
Editing+Increase form number, such a check number, by 1
Editing-Decrease form number, such a check number, by 1
ActivitiesCtrl + AOpens Account List
ActivitiesCtrl + DDelete transaction, such as a check or bill, or delete a list item
ActivitiesCtrl + EEdit transaction, such as a check or bill, or edit a list item
ActivitiesCtrl + FFind transaction
ActivitiesCtrl + GGo to register of transfer account
ActivitiesCtrl + HOpen history of A/P or A/R transaction
ActivitiesCtrl + JOpen Customer Center
ActivitiesCtrl + IOpen Create Invoice window
ActivitiesCtrl + LOpen list for current field
ActivitiesCtrl + MMemorize transaction or report
ActivitiesCtrl + NOpens window to add a new list item of currently selected list item window; if a list item is not the current window, the shortcut has no effect
ActivitiesCtrl + OCopy current transaction in register
ActivitiesCtrl + PPrint
ActivitiesCtrl + QQuickReport on current transaction or list item
ActivitiesCtrl + RDisplay register
ActivitiesCtrl + SShow list; this is a shortcut that is commonly included on lists of shortcuts but does not appear to function in current QB versions
ActivitiesCtrl + UUse list item; this is a shortcut that is commonly included on lists of shortcuts but does not appear to function in current QB versions
ActivitiesCtrl + VPaste transaction copied from register
ActivitiesCtrl + WWrite check
ActivitiesCtrl + YOpen transaction journal
Function KeysF1Context sensitive help
Function KeysF2 or Ctrl + 1Opens Product Information window
Function KeysF3With the Product Information window open, opens the Tech Help window
Function KeysCtrl + F4 or ESC (by itself)Closes the current window
Function KeysAlt + F4Exit QB
Moving AroundAlt + underlined letter in menuExecutes task assigned to that menu item; the underline only appears on menu items after the Alt key is pressed; the list of shortcuts possible with this technique is extensive
Moving AroundEndMove to last character of current field
Moving AroundHomeMove to first character of current field
Moving AroundTabAdvance to next field
Moving AroundShift + TabGo back to previous field
Moving AroundUp ArrowMove to previous line in form detail area or report
Moving AroundDown ArrowMove to next line in form detail area or report
Moving AroundPage UpMove to previous page in form detail area or report
Moving AroundPage DownMove to next page in form detail area or report
Moving AroundCtrl + Right ArrowMove to next word in current text field
Moving AroundCtrl + Left ArrowMove to previous word in current text field
Moving AroundCtrl + Page UpMove to first item in list or register
Moving AroundCtrl + Page DownMove to last item in list or register
Moving AroundCtrl + F6Moves to next open window and makes it the active window
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How Do I Change the Number of Companies Displayed When Starting QuickBooks?

Chief Mechanic · September 22, 2010 ·

By default, QuickBooks shows the most recent 2 company files you’ve opened in QuickBooks, but this number can be easily changed. The program can display up to 20 companies.

The most direct way to change it is to first open a company file, and then click on the Set number of previous companies… on the File->Open Previous Company menu. That menu is shown below.

QuickBooks 2011 Set Number of Previous Companies Menu

Enter the number of companies you’d like to display (from 1 to 20) and click Ok.

QuickBooks 2011 Set Number of Previous Companies Window

This setting is stored in the QBWUSER.INI file, which you can locate and edit using the Tech Help window.

The setting is recorded as:

MAXMRUFILES=20

Sometimes, in multi-user configurations, efforts to save the file might be unsuccessful and may or may not be accompanied by an error message. If you can’t save the file, check your folder permissions on the folder where the QBWUSER.INI file is located.

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What Are the Service Changes for Exchanging an Accountant’s Copy In QuickBooks 2011?

Chief Mechanic · September 17, 2010 ·

Beginning with QuickBooks 2011 and Enterprise Solutions 11.0, accountants and their clients that need to exchange Accountant’s Copy files via Intuit’s secure servers will incur a fee of $9.95 per year. Users can continue to exchange files using email other than QuickBooks Email or using a physical device, such as a USB drive.

Users of QuickBooks 2010 and earlier (including Pro, Premier, and Enterprise Solutions 10.0) can continue to use Intuit’s secure servers free of charge subject to Intuit’s service discontinuation policy.

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How Does an Accountant Work With Client Data In an Accountant’s Copy File?

Chief Mechanic · September 12, 2010 ·

The Accountant’s Copy file in QuickBooks is an easy way for a company to transfer data to a third-party, such as an accountant.  In an article on our blog, we’ve described how a company can easily transfer an Accountant’s Copy export file (.QBX) to us using Intuit’s secure servers.  This file could be delivered via other methods, such as delivery on a flash drive or other physical media.  Intuit uses the terms “export” and “transfer” to describe a .QBX file interchangeably.  For simplicity, we’ll refer to this file as an export file because “eXport” serves as a better reminder of the purpose of the file extension, .QBX.

Throughout this article, we’ll refer to different file types with similar names.  The function of each of these files is very specific.  For more information, see our article describing the different file types in QuickBooks.

Working with an Accountant’s Copy is essentially a 5 step process:

  1. client sends an Accountant’s Copy export file (.QBX) to an accountant or third party
  2. accountant or third party works with the data
  3. an accountant or third party returns completed work to the client
  4. client imports changes made by accountant or third party
  5. resolving problems if the client import fails

We’ll pick up where our blog article left off: an email has been received advising that a client has sent a file, and it’s ready for download by clicking on a link provided in the email.  Clicking on that link will invoke your default web browser, and prompt you to save the file to a location on your local hard disk.

QuickBooks Accountants Copy Save QBX

Click Save and be sure to write down the location you specify.

There are 2 ways to work with an Accountant’s Copy export file (.QBX):

  1. Convert it to an Accountant’s Copy working file (.QBA), which allows your changes to be automatically incorporated into the client’s company file, or
  2. Convert it to a company file (.QBW), which will not allow your changes to incorporated into the client’s company file

The method you choose depends on your circumstances.  Normally, you’ll want to choose the first method so that you can transmit only your changes to your client, who can then automatically incorporate those changes into his company file.  If you opt to convert the Accountant’s Copy export file (.QBX) to a company file (.QBW), you’ll have to replace your client’s company file.  This choice is only appropriate when the client will not record any transactions whatsoever while you perform you work.  Otherwise, those transactions will be lost when you replace the company file.

Because a company file (.QBW) is the primary file for recording data in QuickBooks for Windows, the file is considerably larger than other file types.  You may find that the size of the company file makes electronic transmission, especially via email, more difficult.  For example, the company file containing the sample data we used in these examples is 7944 Kb, or nearly 8 megabytes, in size.  By comparison, the Accountant’s Copy export file (.QBX) created from this company file to be sent to an accountant is only 328 Kb.  The Accountant’s Copy import file (.QBY) containing our 1 journal entry is less than 2 Kb in size, which is about the space required for 1 transaction.  If we had recorded 100 transactions resulting in a .QBY file of approximately 200 Kb, it would be easier to transmit that file via email than a file containing nearly 8 Mb of data.  The size of the ultimate file to be sent to a client and the ease with which this can be accomplished are very important considerations when choosing how to use a Accountant’s Copy export file.

Method 1 – Convert a .QBX to a .QBA File

This is the preferred method to work with client data because of three principal benefits:

  • your client can continue to record transactions in the company file after the dividing date,
  • QuickBooks will record only your changes in an Accounant’s Copy import file, resulting in a much smaller file to be transmitted to the client, and
  • tools are in place within QuickBooks to easily document changes you made to the file.

From within QuickBooks, click File->Open or Restore Company…, select Convert an Accountant’s Copy Transfer File, and click Next.  Alternately, in some editions of QuickBooks you can accomplish the same thing by clicking File->Accountant’s Copy->Open & Convert Accountants Copy Transfer File to bypass the first screen below.

QuickBooks Accountants Copy Convert QBX

You’ll see an overview of using the Accountant’s Copy export file.  Click Next two times.  If this task has been performed before and you opted to bypass these informational screens, you won’t see them at this point.

QuickBooks Accountants Copy Overview
QuickBooks Accountants Copy Overview 2

Since the Accountant’s Copy export file (.QBX) was encrypted, you’ll be prompted to enter the password.  This password was entered by the company when it generated the export file.

QuickBooks Accountants Copy Password

Once you’ve supplied the correct password, you’ll be prompted to name the Accountant’s Copy working file (.QBA).  This working file, as its name suggests, will record your changes.  Later, when your work is complete, only those changes – not the .QBA file itself – will be transmitted back to the client company.  If you need to close QuickBooks or close this file, you’ll re-open the Accountant’s Copy working file (.QBA) to resume your work for this client.

QuickBooks Accountants Copy Save As

While you work in an Accountant’s Copy working file (.QBA), your QuickBooks title bar will display that you’re working in an Accountant’s Copy working file and the dividing date entered by the client company when the Accountant’s Copy export file was created.

QuickBooks Accountants Copy QBA In Use

Method 2 – Convert a .QBX to a .QBW File

This method is not the normal method for an accountant to complete work that will transmitted back to the client and automatically incorporated into the client firm’s company file.  Nevertheless, under certain circumstances this method can provide valuable benefits.  If your client will not record any transactions in QuickBooks and you can easily replace the company file in its entirety, you’ll be able to work on the client’s data without restrictions that apply to Accountant’s Copy files.  Moreover, if your client’s company file has been damaged and more suitable backups do not exist, a .QBX file converted to a .QBW file can sometimes provide an effective replacement for your client’s .QBW file.  Before opting to convert a .QBX to a .QBW, be sure that you have a practical method to replace your client’s company file and that your client will not record any transactions whatsoever.  When you replace the client’s company file with your converted file, all transactions recorded by your client will be lost.

To convert a .QBX to a .QBW file, click the File->Utilties->Convert Accountants Copy to Company File (.QBW)… menu choice.

QuickBooks Accountants Copy Convert To QBW

Because this method should only be employed after close coordination with the client regarding who will be working on the company file, you’ll receive this advisory before continuing:

QuickBooks Accountants Copy Convert To QBW Warning

QuickBooks will proceed to convert the Accountant’s Copy export file (.QBX) to a regular company file.  You can now use it like any other QuickBooks company file.

Whichever method you choose to work with an Accountant’s Copy export file (.QBX), once your work has been completed, you’ll need to transmit it to the client.  If you use an Accountant’s Copy working file (.QBA), QuickBooks users another file type, the Accountant’s Copy import file (.QBY) to send only your changes to the client.  In a separate article, we describe the procedures for creating an Accountant’s Copy import file (.QBY) and sending it to a client, as well as considerations to send and replace a client’s company file.

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What If a Client Working With an Accountant’s Copy Import File Receives a Message That the Import Failed?

Chief Mechanic · September 12, 2010 ·

Sometimes, a client working with an Accountant’s Copy import file (.qby) may encounter a problem when attempting to import an accountant’s changes.

In QuickBooks 2009, the import process will successfully import those changes and transactions that can be made, leaving those changes or transactions that produced an error condition.  In earlier versions of QuickBooks, processing an Accountant’s Copy import file (.qby) is an all-or-nothing proposition.  If any change or transaction produces an error and can’t be successfully imported, the entire import process will fail.

To resolve the import problem, you’ll need to identify the change or transaction that triggered the error, fix it, and re-attempt the import process.

Import problems fall into distinct scenarios:

  1. An account on a check was changed to the Sales Tax Payable liability account
  2. The tax form used by the company was changed in the Accountant’s Copy file
  3. Unspecific problems in QuickBooks 2007 or earlier

Scenario 1 – An Account On A Check Was Changed to Sales Tax Payable

This import error is normally accompanied by a specific error message:

Object '#####-##########' specified in the request cannot be found. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

It’s typically caused by changing an account on a check to the Sales Tax Payable liability account.  While QuickBooks will allow an accountant to make this change, the change is accompanied by a warning.  An import file (.qby) that includes such an edited transaction will not successfully import into a QuickBooks company file (.qbw).

To fix this problem, the accountant should locate the transaction in the Accountant’s Copy working file (.qba), change the account to something other than the Sales Tax Payable liability account, and generate a new import file (.qby) for the client.  Once the client has successfully imported the accountant’s changes, the client can change the account.

As discussed in this Intuit knowledge base article, Intuit considers this an unresolved problem.

Scenario 2 – The Tax Form Used By the Company Was Changed In the Accountant’s Copy File

QuickBooks stores the income tax form used by the company in the Income Tax Form Used setting on the Company Information window.  This window is accessed from the Company->Company Information… menu selection.

QuickBooks Premier 2009 Company Information Tax Form

If an accountant changed this setting in the Accountant’s Copy working file (.qba), it won’t match the setting in the company file, causing the import process to fail with the following message:

The 'account Tax Line Id'  field has an invalid value '####'.  QuickBooks error message: The tax line with the specified ID could not be found.

To resolve this, change the setting in the company file (.qbw) to match the setting that the accountant made in the Accountant’s Copy working file (.qba), which in turn has been included in the Accountant’s Copy import file (.qby).  Once the settings match, the import should proceed normally.

This scenario is discussed in this Intuit knowledge base article.

Scenario 3 – Unspecific Problems in QuickBooks 2007 or Earlier

In QuickBooks 2007, an attempt to import an Accountant’s Copy import file (.qby) may produce the following error:

Import Failed. A problem was encountered when trying to import changes. Please restore the back up made before importing changes. Object specified in the request could not be found.

Unfortunately, to resolve this error, the client may need to manually enter the accountant’s changes, as discussed in this Intuit knowledge base article.

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