Get documents about "USING QUICKEN 5 FOR FARM RECORDKEEPING
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SETTING OPTIONS FOR YOUR FILE
Quicken allows you to “customize” the way the screens look and work to make the program
more productive for you. To do this in Quicken 98, select Edit off the menu bar at the top of the
screen and from the drop down menu select Options | Quicken Program to get this box.
The Show Quick Tabs box allows you to get rid of the tabs that show on the right side of the
screen. Or by selecting On the Left in the Position box, you can move them to the left side of the
screen. The Show Activity Bar refers to the icons at the bottom of the page. The Use Short
Commands on Activity Bar Menus refers to the menu boxes that pop up when you move the
cursor over the icons on the Activity Bar. The short commands are key combinations that you
can use instead of using the mouse and the menus or icons. Quicken Color Scheme: allows you
to change the colors used by the program. Experiment here to find a color scheme that is
pleasing to you. Show Flyover Help in Toolbars refers to the small boxes that explain what the
icons in the bar at the top of the screen will do if you let the cursor sit on them for a few seconds.
Selecting the General tab on the screen above gives these options.
The first two boxes are checked as the standard default and are generally desirable. The Remove
Memorized Transactions Not Used in Last __ Months is something that can be desirable,
especially after you have used Quicken for some time. Odds are if you haven’t used a
vendor/client or in a transaction in 12 months, you probably won’t do so for a while. Set this
option to 13. This would reduce the number of vendors/clients listed in the Memorized
Transactions list. You can also manually edit Memorized Transactions by selecting Lists,
Memorized Transactions from the menu bar. Once the list is open you can edit or delete entries
in this list. This does NOT affect the transactions in your regular registers.
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Selecting the Settings tab will get you these options. This is where you can set your fiscal year.
The box Keyboard Mappings for Ctrl-Z/X/C/V allows you to select between the Quicken
standard and the Windows standard.
Key Combination Quicken Standard Windows Standard
[Ctrl Z] Undo
[Ctrl X] Go to transfer Cut
[Ctrl C] Category/Transfer Copy
[Ctrl V] Void Transaction Paste
To “customize” your register, select Edit off the menu bar at the top of the screen and from the
drop down menu select Options | Register to get this box.
By clicking Show Date in First Column the Date column appears in the register before the Check
number box. By clicking Show Memo before Category this places the Memo box to the left of
the Category box in the register. The Show Buttons on QuickFill Fields place little “help”
buttons in the corner of box in the register. For example in the Date box there is a calendar
button which you can use to select the date. You can also alter the fonts used on the register and
the colors of the different kinds of registers (checking, liability, cash, etc.) by using the
“FONTS…” or “COLORS…” buttons.
Similar options exist if you select Edit off the menu bar at the top of the screen and from the drop
down menu select Options | Write Checks to get a box to select options.
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To “customize” the look of your reports, select Edit off the menu bar at the top of the screen and
from the drop down menu select Options | Reports to get this box.
For County Accounting Reports it would be best to use the Name option for Account Display
and the Description option for Category Display.
Another option which is useful for updating our program via the internet is accessed by selecting
Edit off the menu bar at the top of the screen and from the drop down menu select Options |
Internet Connection. The following dialog box appears:
Check the box Remind me to update quotes, news and check for software updates at Quicken
startup and a reminder pops up every time you start the program telling you to update your
program.
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USE OF EDIT & REGISTER FEATURES
EDIT FEATURES
There are features on the Edit pull-down menu that make adjusting transactions very simple.
• Select Edit from the menu bar,
• Then select Transaction to get this menu.
If you should enter a transaction in the wrong register, just select the transaction
• Then select Edit | Transaction
• Then Cut. (Do not use the Cut or Copy on the Edit menu since that will not cut or copy a
whole transaction, but rather only a word or number.)
• Move to the correct register and select a blank line on the register
• Then select Edit | Transaction and then Paste.
If you need to void a transaction,
• First, select the transaction
• Then, select the Edit menu.
• Then, select Transaction, then Void Transaction.
The word “VOID” appears in the Payee field of the selected transaction in the register. The
transaction is automatically voided when you click “ENTER”.
REGISTER FEATURES
There are buttons located immediately above the register with which you need to be familiar.
They are useful when working in the register to access, enter or change information in a
particular register.
We will talk about these features in order from left to right.
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• “DELETE” – This button deletes the currently selected transaction. Use this button with
great care; once you have deleted a transaction, there is NO simple method to restore it. It
would have to be completely re-entered.
• “FIND” – This button allows you to find transactions in the register(s). If, for example, you
wish to find a single transaction or all the transactions with the same payee, you would click
on the “FIND” button and set the criteria. By clicking on “FIND” or “FIND ALL” Quicken
would find the transaction(s) matching your criteria.
• “RECONCILE” – This button takes you directly to the Reconciliation dialog box.
• “EDIT ACCOUNT” – This button takes you to the following Edit Bank Account dialog box:
You can edit information about the account, including the name and description, from this box.
• “REPORT” – You can create a quick report or graph from this button.
In the above example a transaction to Iowa State University is selected. When the “REPORT”
button is clicked, a small menu box drops down allowing the selection of report on Amount spent
on K Fee Prog Exp:Ag:PAT or a report on Payments made to Iowa State University or a graph –
Expense Summary Graph… In this particular example I am asking the question: “How much
money have we sent to ISU for Commercial PAT downlinks and how much have we spent
locally for refreshments and supplies?”
• First I selected the “REPORT” button, and then Amount spent on K Fee Prog Exp:Ag:PAT,
which is the category I use for PAT downlinks.
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• The report comes up looking like this:
Please notice that there are additional buttons and pull-down boxes on the top of this
Report.
• I see that we only used two vendors – ISU and HyVee.
• Going to the “SORT” button I ask it to sort by Payee and click “OK”. I get a report that
looks like this, sorted by Payee:
What I would really like to know is the total spent with each Payee.
• I would click on the arrow in the Subtotal by box and select Payee, and then I would click
on the “UPDATE” button. I would get the following report, which answers the question I
wanted to answer:
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This report could be printed out by clicking the “PRINT” button. This report could also
be memorized, but more on that later.
• “VIEW” – Using this button, you change the order in which the transactions appear in the
register or change from two lines per transaction to one line. These options can be useful if
you are trying to find all the transactions on a particular day or to a particular payee, or if you
want to show all your uncleared checks in one place. Don’t be afraid to try different views
when you want different kinds of information from your registers.
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