Jody, a Phoenix Go Ask Debbie subscriber, asks, "What shortcuts are available in QuickBooks?"
Many of my trainees ask if there is a way to calculate numbers automatically. Many of them want to quickly add or subtract money from various checks or other transactions.
The answer is simple: Yes. Anywhere within QuickBooks where you enter numbers, you can open the QuickMath Calculator. To use the calculator, follow these steps.
In any numeric field within QuickBooks, enter the first number as you would normally would. Then, simply by pressing the Plus Key (+), the numeric field turns into a calculator. Type the next number you would like to add and continue pressing the Plus Key (+) and adding numbers until you are done. When you have typed all of the numbers you wish to add, simply press the Enter Key and the total will automatically be placed in the field in QuickBooks.
On the other side of things, what if you need to subtract money. Following the same steps above, simply use the Minus Sign key (-), which is located to the left of the Plus Key on most standard keyboards. This will automatically subtract the amount you enter next.
You may use other functions such as the multiplication symbol (Asterisk or Shift + 8 on most keyboards), which will work for multiplying. For division, use the forward slash, which is usually located just left of the Shift key.
For those of you with newer versions of QuickBooks, you also have access to the Currency Calculator. To access the Currency Calculator you may either go to the Company menu, select Manage Currency, and then click on Currency Calculator. You may also use the keyboard shortcut by pressing CTRL + ALT + C to open the Currency Calculator.
Once open, you will select the value you would like to calculate and the value will be highlighted in yellow. Next, enter the two known amounts in the appropriate fields. To use the amount, simply click the Copy button and then you will be able to Paste the amount into other numeric fields within QuickBooks.
QuickBooks has one other calculator shortcut that may be handy for some users. At any point within QuickBooks, simply click on the Edit menu and select the "Use Calculator" menu item. This will open the standard Windows Calculator for you to use. To close, it click on the red "X" in the upper right corner, just as you would with any other Windows program.