"General, My Preferences"

My Preferences

Preferences are the way that each user can customize how the software functions for them, specifically.  There are also "company preferences" which dictate how the software functions for a specific data file, regardless of which user is logged on. 

QBRA-2003: Edit > Preferences > General > My Preferences

Pressing enter versus tab

If you can become "trained" to use the tab key (typically to the left of Q) to move between fields and then use the enter key (typically to the left of L) to save the transactions, the speed of data entry will increase.  If that is not possible, checking the box next to "Pressing enter moves between fields" will permit using enter to move from field to field, and Ctrl + Enter will be used to save the transaction.

Beeps when recording a transaction

QuickBooks does not have the traditional accounting software procedure of enter, print and post.  As each transaction is saved the general ledger is updated.  There is not a way to update the general ledger as a "batch."  For this reason, hearing the beep as a transaction is recorded is often helpful as confirmation that the transaction has, in fact, been recorded.

Automatically place decimal point

This is a personal preference.  When entering 123 are you anticipating that the amount is $123.00, or $1.23.  The later would assume that the decimal point is automatically placed for you.  Usually a quick check of the adding machine on someone's desk will reveal which way they prefer.

Warnings

The display of a warning when a transaction is being edited as well as a warning when deleting a transaction or unused list item is just a safeguard to confirm that the change or removal should be done.

Bring back all one time messages

QuickBooks includes lots of tips and tricks that are displayed while using the software.  Some are strictly one time occurrences, others have the option to not display in the future.  If a new user is logging into the data file using an existing user name and password (or if that feature is not used at all) it is possible to check the box to bring back all one time messages so they will appear on the screen again.

Automatic recall

This preference, by default, is turned off.  It is the recommendation of this author that the automatic recall feature be turned on.  The reason is, the data entry will go much more quickly if the amount and general ledger account code (or items) automatically are filled in.  Changes can be made as the cursor moves from field to field.  Keep in mind, however, that since the transaction is automatically filled in for you, pressing enter will save the transaction (unless you changed that preference too), even if you were not done changing it.

Show ToolTips for clipped text

When this preference is checked, as is the default, when the cursor passes over text that is too long to be displayed, a pop out box will appear with the entire contents of the text.

Default Date

This is a new preference with version 2003.  In the prior versions, the default was that the date is the same as the last transaction that was entered.  For accountants, this is usually the most efficient since they are working on issuing statements for a specific date.  For bookkeepers or other daily users of the program, having the date set to use today's date may be better since many of the transactions will be the current date (such as purchase orders, invoices, receiving payments, etc).  Because this preference is on the "My Preferences" tab each specific user can set the preference as they sit fit.

4/15/04

More information on this topic

General

Setting Preferences