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No, you’ll never max out all of its features, but here are some tips on tools that extend QuickBooks’ usefulness â€“ and save you time.
Zero In On Key Report Figures
You’ve undoubtedly created reports that were so lengthy that you got tired of scrolling up and down to find totals for each individual section. QuickBooks lets you collapse and expand reports to see primary totals only, but this command affects the entire report.
If you want to just collapse a section or two, here’s how you do it. As an example, go to Reports | Company & Financial | Balance Sheet Standard. In QuickBooks 2012, you’d click the Excel button (your version may say Export). Indicate that you want to create a new worksheet and click Advanced. This window opens:
Figure 1: The Advanced Excel Options window displays the formatting tools you can carry over from QuickBooks and the features in Excel that you want to be active.
Make sure that Auto Outline (allows collapsing/expanding) is checked, then click OK and start the export. When your report opens as an Excel spreadsheet, you’ll notice that there is a series of vertical lines to the left of your data, and a group of numbers that corresponds to them running above horizontally.
Figure 2: Excel’sÂ Auto OutlineÂ feature adds tools to the left of your data that let you collapse and expand subsections.
To collapse a section so that only the totals show, click on theÂ minus (-)Â sign next to the line that should remain (in this example, it’sÂ Total Checking/Savings). Do the same forÂ Total Accounts ReceivableÂ andÂ Total Other Current Assets. Then scroll down and do the same thing for the other asset subtotals. Here’s what you’ll see:
Figure 3: As you can see, the minus (-) signs have turned into plus (+) signs, which allows you to expand the rows back to their original states.
Auto Outline is a very useful feature, but there’s more than one way to implement it. And its availability and operation can vary in different versions of both Excel and QuickBooks. We can help you master this, as well as other QuickBooks-to-Excel tools.
Here are some other less-commonly-used QuickBooks features that you may want to try:
Figure 4: Summarize Payroll Data in Excel is actually a series of reports, available by clicking this navigational bar at the bottom of the screen.
There’s more than one way to do a lot of things in QuickBooks. We can tell you about more, and evaluate your workflow to see how else we can improve your accounting experience.
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