Are you aware that, in most input forms within Quickbooks (checks, invoices, bills, estimates, etc.), you can perform simple calculations in any number field? For example, if you’re writing a check to reimburse yourself for several parking fees, you can highlight the check amount field and add up the individual receipts to arrive at your total.
Using the numeric key pad on your keyboard (or number keys on your laptop), enter the first amount, then press the “+” key. Continue adding each number followed by the “+” key. After you’ve entered the last number, press the “Enter” key (rather than the plus key) to total your numbers and put the total figure in your check amount.
This will work in pretty much any dollar field within Quickbooks. You can also perform subtraction (-), multiplication (*) and division (/). For example, paying a vendor for 4 ½ hours at $45/hour, you would key in:
- 4.5 * 45.00 Enter (4.5 times 45.00)
If you’re paying 25% down on an $8500 project, you would type in:
- 8500.00 / 4.00 Enter (8500.00 divided by 4) or
- .25 * 8500.00 Enter (.25 times 8500.00)
You will notice that, when you are adding or subtracting a list of numbers, Quickbooks will display a running tape of those numbers. You can review the tape BEFORE YOU HIT THE ENTER KEY to verify you’ve entered all the numbers correctly. Quickbooks allows you to edit the current line amount you are entering, but not a previous line number. That means you can change the numbers you’ve entered on the current line before you hit the + or – or enter key.
If you’re adding a long list of numbers and you’ve entered a wrong number previously on the tape, you can simply subtract that number and then reenter it correctly, rather than starting over. You would hit the – key and then enter the wrong number, then the + key and the correct number:
- 456.55 +
- 123.88 +
- 251.58 +
- 444.98 -
- 123.88 +
- 120.88 Enter
Also note that, if you have your preference set to automatically enter decimal points, you will not need to enter decimal points when added or subtracting numbers. However, you should ALWAYS enter the decimal point when multiplying or dividing, as Quickbooks doesn’t add the decimal point automatically for these functions. I recommend keeping multiplication and division calculations simple.
In this case, 4 is multiplied by 9 first (which = 36) and then 3 is added (resulting in an answer of 39). If you intended to add 9 + 3 and multiply the result by 4 (resulting in 48), you should do the addition first, hit enter, then multiply the result:
9 + 3 enter (12)
* 4 enter (48)
When I’m in need of a quick calculation and I have Quickbooks open, I tend to open a new check and run the calculation in the amount field. One reason I prefer this method over Quickbooks calculator (which you’ll find in the edit pull down menu) is the running tape when adding or subtracting a long list of numbers. Another advantage is not having to switch back and forth between the Quickbooks form and the calculator, when you can perform your calculation within the form.
Happy Number Crunching!
Posted by theqbpro 
