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Quick Start Guide for Accounts Payable ( AP ) Personnel – OneSource: Inventory for QuickBooks Online Quick Start Guide for Accounts Payable ( AP ) Personnel – OneSource: Inventory for QuickBooks Online

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Quick Start Guide for Accounts Payable ( AP ) Personnel

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High-Level Basics

  • Logging into OneSource:
    • Double click the Green OneSource icon on your PC.  Then enter your user name and password.
  • Getting HELP with OneSource:
  • How to find features using the OneSource MENU BAR (at the top of the screen):
    • The File menu has options to login to OneSource, link to a different data file, etc
    • The Contacts menu has options to add and find Customers & Prospects, add and find Suppliers & Vendors, see a list of Scheduled Activities (To-Do’s), view Lists of Customers & Prospects, etc
    • The Sales menu has options to find and quote (or sell) parts using the Quick Price Check (QPC), and options to manually add Quotes, Sales Orders, Invoices, and Credit Memo’s, view Lists of Quotes, Orders, Invoices, etc
    • The Inventory menu has options to add and find inventory items, import and update inventory items and prices (and Supplier items and prices), count inventory items, view and make inventory warehouse transfers, view List of Inventory Items, etc
    • The Purchasing menu has options to add and find Purchase Orders, create PO’s in various ways–automatically, view Lists of Purchase Orders, etc
    • The AR/AP menu has options to add and find AP (Vendor) Bills, pay AP Bills, receive AR (Invoice) payments, print Customer AR Statements, etc
    • The Banking menu has options to add and find Bank Account checks, deposits, and adjustments, view a check register, reconcile a Bank Account, etc
    • The GL menu has options to add and find General Ledger (GL) accounts, make GL journal entries, setup GL Financial Periods, post GL Transactions, etc
    • The Reports menu has options to view numerous reports related to Customers, Vendors, Jobs, Sales, Inventory, Purchasing, AR/AP, Banking, GL, etc
  • How to ADD records:
    • Using the Menu Bar: Click any of the Add…options on any of the menu’s
    • Use the New button on any of the screens
    • Use Short-Cut keys such as Ctrl+F3 to add a new Customer or Prospect, or Ctrl+F6 to add a new Sales Order. (Note: See the list of keyboard shortcuts below)
    • NOTE: See various sections below for additional (BETTER/FASTER) ways to add records of various types.
  • How to SAVE records:
    • Records are saved automatically whenever you close the screen.
    • All data on the screen is saved when you press Ctrl+S.
    • Line items (on Quotes, Sales Order, Invoices, etc) are also automatically saved whenever you click the line above it or below it.
  • How to FIND records:
    • Using the Menu Bar: Click any of the Find…options on any of the menu’s
    • Use the Find button on any of the screens
    • Use Short-Cut Keys such as F3 to find a Customer or F6 to find a Sales Order or Ctrl+Q to open the Quick Price Check screen. (NOTE: See the list of keyboard shortcuts below)
  • How to PRINT records:
    • Click the Print button on any screen.
  • How to DELETE records:
    • Click the Delete button on the record you want to delete. (The Delete button will delete the whole record.  A small Red X button will delete a single line item).
  • How to see LISTS of records:
    • Using the Menu Bar: Click any of the LIST…options on any of the menu’s
    • Use Short-Cut Keys such as Shift+F3 to see Customers & Prospects Lists or Shift+F6 to see Sales Orders Lists.  (See Keyboard Short-Cuts to Find Records below).
  • Common buttons on most screens:
    • Add button: Adds a new record of that type.
    • Edit button: Unlocks the screen.
    • Delete button: Deletes the record (or the line item selected)
    • Find button: Opens the Simple Search screen for that type of record.
    • Print button: Opens a Print Dialog box with Print options.
    • Functions button: Open up a screen with additional functions and options for that screen.
    • Help button: Opens up online help for that screen.
    • Close button: Closes the screen.

 

Keyboard Short-Cuts to Find Records

  • CTRL+Q – Opens tools to search for Parts, Prices, Inventory Levels, etc. and make QuotesSales Orders, and Invoices.
  • F3 – Search for a Customer or Prospect.
  • F4 – Search for a Supplier or Vendor.
  • F5 – Search for a Quotation.
  • F6 – Search for a Sales Order.
  • F7 – Search for an Invoice.
  • F8 – Search for a Credit Memo.
  • F9 – Search for a Purchase Order.
  • F10 – Search for an Inventory Item.
  • Shift+F3 – View, Sort, Filter, or print a List of Customers.
  • Shift+F4 – View, Sort, Filter, or print a List of Suppliers & Vendors.
  • Shift+F5 – View, Sort, Filter, or print a List of Quotes.
  • Shift+F6 – View, Sort, Filter, or print a List of Sales Orders.
  • Shift+F7 – View, Sort, Filter, or print a List of Invoices.
  • Shift+F8 – View, Sort, Filter, or print a List of Credit Memos.
  • Shift+F9 – View, Sort, Filter, or print a List of Purchase Orders.
  • Shift+F10 – View, Sort, Filter, or print a List of Items.

    NOTE: You can ADD additional tabs on any list, or change any existing list, or delete any unused tabs on any list screen.

 

Creating a New Bank Account

  • Click Banking Bank Accounts > then press the New button. (Note: If you are creating your very first bank account, when you open up the Bank Accounts screen/tab you will be prompted to create a new bank account).
  • To learn more see: Creating a New Bank Account section on the KBA called Using the Check Writer screen.

Creating a Bank Account Deposit

  • Click Banking Deposits > then press the New button.
    • Note: After you press the New button the Check Writer Deposit Slip screen will appear.  Use that screen to hand enter the details of the deposit (such as Check #, etc)  OR, if you have used the Receive Payments screen has been used to ‘receive’ 1 or more checks, then click the Select Undeposited Checks… button, then select all checks you want to include in the deposit and then press the Transfer to Deposit Slip button. (Then click Close twice).
  • To learn more see: Check Writer – Common Tasks section on the KBA called Using the Check Writer screen.

Creating a Bank Account Check

  • Click Banking Checks > then press the New button.
    • Next, fill out the fields on the check and then, if desired, click the Print button to print the check.
  • To learn more see: Check Writer – Common Tasks section on the KBA called Using the Check Writer screen.

Creating a Bank Account Adjustment

  • Click Banking Adjustments> then press the New button.
  • To learn more see: Check Writer – Common Tasks section on the KBA called Using the Check Writer screen.

Creating AP Bills

 

 

Viewing & Paying Your Open AP Bills

 

  • Click AR/AP > Pay Bills – Multiple Suppliers/Vendors
  • To learn more see the KBA called Using the Pay Bills – Multiple Suppliers screen.
  • NOTE: If you need to pay 1 or more bills for 1 Supplier or Vendor with a Credit Card, click AR/AP > Pay Bills – One Supplier/Vendor.

Tracking & Paying Commissions

 

  • Click AR/AP Commission Matrix to open the Comission Matrix screen.

 

Reconciling Bank Accounts

 

  • Click Banking > Check Reconciliation.

 

Reconciling Other Types of GL Accounts

 

  • Click Accounting > Account Reconciliation.

 

Additional Tips and tricks:

  • What if you want to see any of the LISTS (mentioned above) differently?
    • Right-click (on any column) and select Sort Ascending to sort the list in ascending order on that value.
    • Right-click (on any column) and select Filter by Selection to FILTER the list down to any records that have the exact value of the field where your cursor is (OR to the records that ‘CONTAIN’ the value you have HIGHLIGHTED)
    • Right-click (on any column) and select Filter Excluding to REMOVE any records that have the exact value of the field where your cursor is (OR the records that ‘CONTAIN’ the value you have HIGHLIGHTED)
    • If you want to make a NEW LIST or modify an existing list please Contact Us.

 

Next Quick Start Guide for Accounts Receivable ( AR ) Personnel
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