and now we will learn how to set up the icon bar so that the rest of the course will be
much much easier the icon bar is simply a set of shortcuts to the same windows that you can open
from the main menu in this video we will learn how to delete the icons that QuickBooks put and
icons that we will use most of the time and of course we can edit the icon bar so that it will
suit our needs first we will remove the icons that QuickBooks put now in the recent versions
of QuickBooks Windows for desktop the icon bar is here on the left and whichever window you
click it'll automatically open up as a shortcut instead of having to go all the way to the main
menu but I don't like the icon bar on the left I don't feel it's as clear as it was in the older
versions so the first thing I'm going to do is click view and choose top icon bar now all these
shortcuts are across the top and if we run out of room we click here and we have all the extra
icons because I squash the window down a little if you have different screen resolution and you
can spread it out you can open it up a bit now the customize icon bar window is the window that
allows you to remove edit and customize the icon bar you open it up from the main menu you click
view then go down to customize icon bar now you're in the customize icon bar window and if you look
at this panel on the top left you see that each of the items here correspond to each of the items in
the icon bar because that's what they represent click on the top one and click delete notice it
disappeared notice client review is next and when I click delete that one disappears notice
the icon VARs shift left so home is to the left of statement writer if I delete the statement writer
now home is the one all the way to the left and so on if you keep clicking delete they will all
eventually go away be careful you must click OK because if you click cancel they come back
it won't save what you've changed view customize icon bar delete delete delete make sure you click
OK and then you have successfully removed all the icons that we don't need and now we'll put
up in the icon bar the transaction windows that we usually use for example we usually receive payment
from the tenant so we're going to click from the main menu customers receive payment and this is
the window we open up when we get paid from the customer or the tenant in this case since we're
going to be using this all the time we should make this first in the icon bar the way to put
up the active window and the icon bar is at the moment the window is active go to the top left
and click view you will see the name of the window will be down here and receive payments to the icon
bar click on it and then click OK and you notice our first icon we click payment and the receive
payment window opens up same thing with an invoice if we want to acknowledge that we've earned the
rent and or give a document to the client to pay for the coming month we set up an invoice from
the main menu we click customer create invoice at the moment the invoice window is the active
window we go to the top left and we click view ad create invoice to the icon bar and click ok
now we have a shortcut to open invoice and now that we have a shortcut to the two most common
transactions that landlords need we're now going to put up customized reports these are reports
that landlords need and help us find things we are looking for in QuickBooks there will be a future
video discussing report customization and in that future video we'll go more deeply with more
customization features and options and of course it will be presented clearly from beginning to end
or we're going to do now is slightly adjust the reports to help set up the file the first report
we're going to put up is called the trial balance it shows the accumulated totals of each account
in the chart of accounts from the main menu we click reports go down to accountant and taxes go
directly across and go down to trial balance click on trial balance and the trial balance report
opens of course it shows the numbers being zero because we haven't recorded any transactions yet
but the most important thing to notice is the date range that the trial balance opened to by default
is January 1 of 2019 to January 31 of 2019 that's because the computer thinks that January of 2019
is last month and the computer thinks that because today I am filming this video on February 3rd 2019
therefore last month from the point of view of the computer is January of 2019 and that's how
it opens from the main menu however it is more helpful to our course if you click on the date
range scroll up and tell QuickBooks we want to see the results of all transactions regardless of date
we can make the window a little taller by clicking and dragging the border and we will use this trial
balance report to help find and fix mistakes we will use this trial balance report to see
the results after each of the transactions that we record in all of the future videos so let's
save it to the icon bar from the main menu click view and trial balance to the icon bar and click
OK and now you can see if you close the window oh wait wait if you try to close the window it's
gonna ask you do you want a minimum memorize the report we want to click do not display this and
we want to click no because we just memorized it in a better way than QuickBooks is suggesting to
us right now click no click open here and not only does it open but it remembers we like the
pulldown range to be all if we go all the way back to the main menu and reopen it fresh the
way we originally did you can see that it will open the one we open from the main menu will open
by default with last month so that's an example of modifying a report and then after you modify
the next report that we will save and the icon bar is called the journal it's one of the most
important reports and QuickBooks it's the only report that will show every single transaction
ever recorded into the file since you created the file it's also the only report that can show
you transactions in the order in which they were entered into the computer because all the other
reports and quickbooks show you the transactions in date order so we really do need this report
from the main menu click reports accountant and taxes journal notice the computer still thinks
it's february of 2019 so by default it opens this month to date click the top left pull down and
choose all we're telling the computer that we want to see the results of all transactions regardless
of a date this will help us use the journal in the future to find and fix mistakes now we want
to customize the journal a little bit more if you want to customize the journal more than just
the date you have to move the mouse to the top left where it says customize report notice in
the modify report window there are one two three four different tabs with four different ways to
customize any QuickBooks report click the display tab in the top left and notice there's a panel in
the bottom left of this tab that shows you all the columns that you are able to put on a report
let's remove the ones we don't want click here where the check mark says adjustment to remove
the adjustment column then scroll down until you see debit and credit click to remove the check
marks from debit and credit and replace them with a checkmark next to the word amount when you click
OK you can see that the debit and credit columns are gone and all you have is amount here and the
adjustment column has all and the last change we will make is to add a column that shows the date
and time that each transaction was actually entered into QuickBooks you see this column
here date is actually the date of the transaction it's not the date and time that the transaction
was entered into QuickBooks if we add that column then it will be much easier to use this report to
find and fix problems and mistakes again from the top left we click customize report and the
fourth choice down is entered last modified click to place the check mark in the margin
then click OK and now you can see and dirt last modified has been added to the journal now that
the journal looks the way we need it to look let's add it to the icon bar from the top left
click view add journal to the icon bar then click OK and now the journal will look the way we need
it to look if we open it from the icon bar now let's just add a separator between the section of
transactions and the section of reports from the main menu click view customize icon bar and click
right above where you would like the separator to appear and then click Add separator if you
do it twice you see there are two little lines separating the transactions section of your icon
bar from the reports to keep the changes click OK and now you learned how to manage your icon bar