QuickBooks Desktop Shortcuts & Efficiency Tips for Accountants

QuickBooks Desktop Shortcuts & Efficiency Tips for Accountants

In QuickBooks Desktop for Windows and Mac, there are keyboard shortcuts to help you get stuff done faster. In QuickBooks Desktop, you can use keyboard shortcuts to accomplish a variety of tasks. You can build invoices and switch between windows with only a few keystrokes instead of using the menus. Underlined letters can be found on certain types and buttons. This is a list of shortcut stickers. To use the shortcut, click the underlined letter while holding Alt.

Navigate around QuickBookslog

Action

Keyboard shortcut

Open the Help window

F1

Close current window

Esc

Open the Product Information window (Product and License number, company file location, etc.)

F2 or Ctrl + 1

Open the Find Transaction window (Transactions, invoices, etc.)

Ctrl + F

Open the Search window (Customers, accounts, transactions, etc.)

F3 or Ctrl + 2

Open Tech Help / Technical Info window (System info)

F2 to open the Product Info window, then press F3

 

Data fields on forms

 

Action

Keyboard shortcut

Increase or decrease the amount

+ or –

Go to the next data field

Tab

Go to the previous data field

Shift + Tab

Copy, paste, undo, cut

Ctrl + C, Ctrl + V, Ctrl + Z, Ctrl + X

 

Date fields on forms

 

Action

Keyboard shortcut

Open calendar to select a date

Alt + ↓

Advance a day

+

Back a day

Go to today

T

Go to the first day of the week

W

Go to the last day of the week

K

Go to the same day next week

]

Go to the same day last week.

[

Go to the first day of the month

M

Go to the last day of the month

H

Go to the same day of the month following the month

;

Go to the same day of the month last month

‘ (apostrophe)

Go to the first day of the year (Jan 1)

Y

 

Forms and transactions (invoices, expenses, etc.)

 

Action

Keyboard shortcut

Record or save a transaction

Enter

Add a new transaction line

Ctrl + Ins

Delete selected transaction line

Ctrl + Del

Copy a transaction line

Highlight a transaction line, then press Ctrl + Alt + Y. *Only available in QuickBooks 2018 and later.

Paste a transaction line

Highlight a blank transaction line, then press Ctrl + Alt + V. *Only available in QuickBooks 2018 and later.

Go to the next or previous transaction line

↑ or ↓

Open the full list for the selected dropdown menu (product, service, customer, etc.)

Highlight the ▼ dropdown menu, then press Ctrl + L. Press Ctrl + U to add a selected item from the list to your open form.

Move between pages on forms and reports

Page Up or Page Down

Save and close the current form

Alt + S

Go to your last open form of the same type

Alt + P

Save and go to the next form of the same type

Alt + N

Print form (or list)

CTRL + P

Memorise current form and its transactions

Ctrl + M

Open Memorized Transaction List

Ctrl + T

Open transaction history (for current form)

Ctrl + H

Open transaction journal (for current form)

Ctrl + Y

Lists (Customer Center, Account Register, Item List, etc.)

 

Action

Keyboard shortcut

Go to the first item or last item on a list or register

Ctrl + Page Up

or

Ctrl + Page Down

Create a new item on a list (account, customer, product or service, etc.)

Ctrl + N

Edit an item on a list (account, customer, product or service, etc.)

Ctrl + E

Delete an item on a list (account, customer, product or service, etc.)

Ctrl + D

Run a Quick Report for an item on a list

Ctrl + F6

Refresh list (You only see this if you are in the multi-user mode. This is useful if multiple users edit the same list.)

F5

Start a new task anywhere in QuickBooks

 

Action

Keyboard shortcut

Create a new invoice

Ctrl + I

Create a new check

Ctrl + W

Open the Customer Center

Ctrl + J

Open the Chart of Accounts

Ctrl + A

Open an Account Register

Ctrl + R, then select an account. If you are in an account register, choose to last a transaction and press Ctrl+G. This opens the log for the associated “transfer” account.

Open, set up, and close QuickBooks

 

Action

Keyboard shortcut

Open your company file with no open windows or menus

Hold Alt after you open your company file on the Open Company window

Close QuickBooks

Alt + F4

Open QuickBooks Service Keys (Payroll only)

Ctrl + K

Set up YTD Amounts for Payroll (Payroll only)

Select the Help menu and then About QuickBooks. When the product screen appears, Ctrl + Alt + Y.

QuickBooks for Mac

 

Navigate around QuickBooks

Action

Keyboard shortcut

Open the Help window

Command +?

Minimise current window

Command + M

Open Preferences

Command + , (comma)

Open the Product Information window (Product and License number, company file location, etc.)

Command + 1

Open the Find Transaction window (Transactions, invoices, etc.)

Command + F

Hide QuickBooks

Command + H

Data fields on forms

Action

Keyboard shortcut

Go to the next data field

Tab

Go to the previous data field

Shift + Tab

Copy, paste, undo, cut

Command + C, Command + V, Command + Z, Command + X

Increase or decrease the check or form number by one

+ or –

Delete the character to the left

Delete

Date fields on forms

 

Action

Keyboard shortcut

Advance a day

+

Back a day

Go to today

T

Go to the first day of the week

W

Go to the last day of the week

K

Go to the first day of the month

M

Go to the previous day of the month

H

Go to the first day of the year (Jan 1)

Y

Go to the last day of the year (Dec 31)

R

Forms and transactions (invoices, expenses, etc.)

 

Action

Keyboard shortcut

Add a new transaction line

Command + Y

Delete selected transaction line

Command + B

Open the full list for the selected dropdown menu (product, service, customer, etc.)

Highlight the ▼ dropdown menu, then press Command + L

Move between pages on forms and reports

FN + ↑ or ↓

Print form (or list)

Command + P

Memorise current form and its transactions

Command and + (plus)

Open transaction history (for current form)

Command + U

Lists (Customer Center, Account Register, Item List, etc.)

 

Action

Keyboard shortcut

Create a new item on a list (account, customer, product or service, etc.)

Command + N

Edit an item on a list (account, customer, product or service, etc.)

Command + E

Delete an item on a list (account, customer, product or service, etc.)

Command + D

Open an Account Register

Command + R, then select an account

Start a new task anywhere in QuickBooks

 

Action

Keyboard shortcut

Create a new invoice

Command + I

Create a new check

Command + K

Open the transaction journal

Command + T

Open the Chart of Accounts

Shift + Command + A

Open the Customer Center

Shift + Command + J

Open the Employee Center

Shift + Command + E

Open the Item list

Shift + Command + I

Open the Memorized Transactions list

Shift + Command + M

Open the Vendor Center

Shift + Command + V

Open, set up, and close QuickBooks

 

Action

Keyboard shortcut

Open a company file

Command + O

Conclusion

In conclusion, QuickBooks Desktop software is accounting software that has always been widely regarded by various bookkeepers and accountants worldwide. The whole idea of this blog is to help you understand the different shortcuts and tips of QuickBooks Desktop software and the mac version of the same. I hope that this blog helped you in some way or the other and was worth your time. 

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