In late September, Intuit released the 2012 versions of its popular QuickBooks financial software. Just a month later, O’Reilly Media was hot on Intuit’s heels with QuickBooks 2012: The Missing Manual, a new entry in O’Reilly’s popular “The book that should have been in the box®” series.
Written by veteran author and project management consultant Bonnie Biafore, this new guidebook provides clear, well-illustrated, step-by-step instructions on how to use the Windows edition of QuickBooks 2012 Pro, the most popular version of Intuit’s product, particularly in small businesses.
The 734-page book also gives some basic how-to information and advice on accounting – enough to get you past some confusing stumbling blocks as you set up a business and its accounts, but not enough to substitute for real training in accounting and keeping books.
“QuickBooks isn’t hard to learn,” the author says. “Many of the features that you’re familiar with from other programs work just the same way in QuickBooks—windows, dialog boxes, drop-down lists, and keyboard shortcuts, to name a few. And with each new version, Intuit has added enhancements and new features to make your workflow smoother and faster. The challenge is knowing what to do according to accounting rules, and how to do it in QuickBooks.”
Two words of caution: This book does not cover non-USA versions of QuickBooks 2012 Pro. And, the author points out, “QuickBooks for Mac differs significantly from the Windows version, and unfortunately you won’t find help with the Mac version of the program in this book.”
QuickBooks 2012: The Missing Manual is divided into five parts containing a total of 26 chapters and two appendices.
Part One covers “Getting Started.” It starts with “Creating a Company File” and “Getting Around in QuickBooks” and advances to setting up accounts, customers, jobs, vendors, items, lists, and managing QuickBooks files.
Part Two’s focus is “Bookkeeping,” and its chapters covers everything from tracking mileage to paying for expenses, invoicing, managing accounts receivable, generating financial statements and performing end-of-year tasks.
“Managing Your Business” is the focus of Part Three. The chapters cover managing inventory, budgeting and planning, and working with reports.
“QuickBooks Power” is the title of Part Four. It covers using QuickBooks with online banking services, configuring preferences in QuickBooks to fit your company, integrating QuickBooks with other programs (Excel integration has been improved in QB 2012), customizing QuickBooks, and keeping QuickBooks data secure.
Part Five contains two appendices: “Installing QuickBooks” and “Help, Support, and Other Resources.”
The book does not contain a CD, but it provides a link where “every single Web address, practice file, and piece of downloadable software mentioned In this book is available….”
QuickBooks 2012 Pro, according to the author, “is the workhorse edition” of a software package that is available “in a gamut of editions, offering options for organizations at both ends of the small-business spectrum.”
Her book is good enough that it can help you get a small business set up and off the ground while you are learning the QuickBooks 2012 Pro. But if you don’t have some solid background in bookkeeping and accounting, do not try to rely on the software alone to save you. Get the training any way you can, as soon as you can. And then, once you can afford it, hire good people to help you with the bookkeeping and accounting, while you focus on the bigger picture, using QuickBooks 2012’s budgeting, planning, forecast, report, contact synchronization, lead tracking, and to-do list features.
One other caution: QuickBooks has a specialized edition specifically for nonprofit organizations. It is more expensive than the Pro package. So some people try to save money and use the Pro package to manage a small nonprofit. But there can be confusions involving some of the terminology, transactions and reports. In this book, Bonnie Biafore provides “notes and tips about tracking nonprofit finances with QuickBooks Pro (or plain QuickBooks Premier)” and modifying the program’s standard reports to meet government requirements.
By the way, QuickBooks 2012: The Missing Manual can be used to learn features in earlier versions of QuickBooks. Of course, doing so and seeing what’s missing may convince you to upgrade.
— Si Dunn