New QuickBooks File Setup

New QuickBooks File Setup

We recommend that you create a new company file from scratch rather than using a template or starter file. Template files usually have been created from an old version and copies certain settings and log files into your new company. Creating a file from scratch will also decrease the risk of data corruption. Follow these instructions to create a new CleanBooks data file. Account lists and memorized report templates are available for download on our website.

Install QuickBooks 

Easy Step Interview
  1. Load your QuickBooks program.
  2. Click Create a new company file. (also available in the File menu: File > New Company)
  3. Select Advanced Setup
  4. Enter your company information. Click Next.
  5. Do not select any industry. Click Next.
  6. Select the entity type. Click Next.
  7. Select Fiscal Year beginning (normally January). Click Next.
  8. Set Admin Password or leave blank. Click Next.
  9. Click Next to create your company file.
  10. Save in C/Financial/QuickBooks Data (if on user's computer).
  11. Click Next to begin customization.
  12. Select Items you sell. If unsure, select Both. Click Next.
  13. Select Sales Tax options. Click Next.
  14. Select Estimate options. If unsure, select Yes. Click Next.
  15. Select Sales Order options. If unsure, select Yes. Click Next. (note QB Pro does not support SO's)
  16. Select Statement options. If unsure, select Yes. Click Next.
  17. Select Progress Invoice options. If unsure, select No. Click Next.
  18. Select Bills options. If unsure, select Yes. Click Next.
  19. Select Inventory Options. If unsure, select No. Click Next.
  20. Select Time Tracking options. If unsure, select Yes. Click Next.
  21. Select employees options. If unsure, ask client. Click Next.
  22. Click Next 
  23. Select beginning date options. If unsure, select 1/1. Click Next.
  24. Uncheck all accounts. Click Next
  25. Click Go to Setup. (Close any pop-up messages about external applications.)
  26. Click Start Working.
  27. Close the Quick Start Center.
  28. Congratulations! You have successfully created a brand new data file! Go to Continue to customize your data file for your specific industry.
Import Accounts and Reports
  1. Import the Chart of Accounts that is right for you. (Call 888-330-5313. You may want to consult your accountant to see if they have a preferred chart of accounts template. Account lists vary by accountant.)
    1. From the File menu, select Utilities > Import > IIF Files.
    2. Navigate to the Chart of Accounts list to import.
    3. Select the file and click Open.
    4. Click OK to Import Successful message.
    5. Congratulations! You now have a CleanBooks approved chart of accounts!
  2. Import the Monthly Review Report group (Call 888-330-5313. This customized report group is to be used in conjunction with our customized CleanBooks Monthly Checklist, a tool to keep your data file clean.)
    1. Update the Ask Accountant Report
    2. Delete any unused reports.
  3. Delete the NonProfit Report group.
Define Accounting Preferences
You can also define other preference for payroll, sales tax, inventory, etc.
  1. From the Edit menu, select Preferences and click the Company Preferences tab.
  2. Click the Accounting preference from the list on the left. 
  3. Check Use Account Numbers
  4. Check Require Accounts
  5. Check Show Lowest Subaccount Only
  6. Click the Set Date/Password button.
  7. Enter the closing date (leave blank for new files)
  8. Enter a closing date password. (require a password to create transactions from a closed period.) Enter "clean" as the password.
  9. Re-enter the closing date password. Click OK.
  10. Click Exclude sales Orders...
  11. Click Yes to setup users and passwords. (this step can be done later from the Company menu.)
    1. Click Edit User
    2. Enter an admin password and a challenge question. Click Next.
    3. Click Finish.
    4. Click Add User to give other users access to this QuickBooks file. We recommend that you setup a user for each individual using the file.
      1. Enter a username (first name only) and password. Click Next.
      2. Select Selected Areas of QuickBooks. Click Next.
      3. Select the appropriate level of access for this user on each of the next 7 of 9 options.
      4. On Page 8 of 9, select YES (top) and NO (bottom) options. Important!
      5. Click Finish.
      6. Click Close (or Add User to setup another user).
    5. Click Close to return to the Accounting Preferences.
  12. Click OK to close the Preference list.
  13. Review all other company preferences to ensure that all company preferences are set correctly.
Modify List Items
  1. Modify Chart of Accounts for your specific company.
    1. Display the Chart of Accounts. Press CTRL + A from the List menu, select Chart of Accounts.
    2. Right-click the following accounts to change names, numbers, or tax-Line mappings.
      • Bank Accounts
      • Loan Accounts
      • Credit Cards
      • Income and Expense accounts.
    3. Modify the Item List to match the products and services that you sell.
      1. Display the Item list. From the List menu, select Item List.
      2. To add an item press CTRL + N or select the Edit menu > New Item.
      3. Setup an item for each product or service that you sell. Items are used on invoices.
    4. Other important items that you can setup anytime are found in the Lists menu.
Other QuickBooks Settings (abbreviated)
  1. Set Personal Preferences for users.
  2. Remove unused icons.
  3. Add key reports to icon bar.
  4. Setup Payroll (if applicable).
  5. Setup Sales Tax (if applicable).
  6. Setup Inventory (if applicable).
  7. Setup for 1099's
  8. Online Banking
Other Setup Tasks
  1. Add computer to CleanBooks LogMeIn account for efficient QuickBooks support.
  2. Setup beginning balance for bank, loan accounts.
  3. Password Challenge Question
  4. Contact CleanBooks, LLC for help sheets on common QuickBooks processes such as reconciling, making deposits, entering checks, etc.
  5. Print Chart of Accounts list for quick reference.
  6. Download and install the most recent QuickBooks update.
  7. Make sure QuickBooks is registered.
  8. Add 1099 vendors as needed.
  9. Set beginning balances for all balance sheet accounts (use bank statements).
  10. Obtain help sheets from CleanBooks as needed (Reconciling, Invoicing, Inventory, etc.) $15 per document.
  11. Print Chart of Accounts for quick reference.
  12. Setup backup system for QuickBooks
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