Computerized Accounting with QuickBooks 2015 17-18 Update

2017 - 2018 Update

by Williams

ISBN: 978-1-61853-249-7 | Copyright 2018

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Welcome to Computerized Accounting with QuickBooks 2015, the 2017-2018 update.

I wrote this book to give students an introduction to QuickBooks that focuses not only on the software mechanics, but also on the basic accounting concepts that underlie all accounting systems.

This book is not meant to be a user manual. It is meant to teach students how they can work with a computerized accounting system. It is my intention that students will come away from this book with an understanding that it is knowledge of the principles of accounting, not data-entry skills, that are needed to be successful in business.

Target Audience

This book is primarily intended for use in undergraduate accounting programs, although it could be used in business or computer information programs as well. It is expected that students taking this course have already successfully completed a course in financial accounting and have a firm understanding of the principles as well as the mechanics of accounting.

Access to 140-Day Trial Software

Each new copy of this book includes access to a 140-day trial of the QuickBooks 2015 software. Students should refer to the insert at the front of the book, which contains the code and instructions on downloading access to the complimentary software. If you purchase an eBook, please submit a support ticket to receive your code and instructions.

Outstanding Features of This Book

Structure

The book is designed in such a way that the accounting concepts, as well as the software mechanics, get more complex with each section. Other books focus primarily on software data entry. This book allows the students to see why events are recorded the way they are in a computerized accounting system while refreshing students’ knowledge of accounting concepts and reinforcing the accounting and journal entries behind transactions.

Furthermore, rather than treating all company types in one chapter (as most computerized accounting books do), service, merchandising, and project-based companies are broken out separately. This approach helps students learn how the software applications would be implemented in a business environment, so they can practice computerized accounting as they would in the real world.

Clear Writing

The author’s focus on clarity and readability is a cornerstone of the text, and review feedback has been overwhelmingly positive about the quality of the writing and student comprehension. The book is written clearly to aid student

understanding of difficult concepts. Clear explanations of why certain procedures are used in QuickBooks are supported by relevant examples and relatable end-of-chapter assignments, serving to bridge the gap between computerized

accounting concepts and real-world application.

Real-World Scenarios

Most computerized accounting textbooks on the market approach the teaching of QuickBooks in a prescriptive manner, going through the procedures of the software while overlooking how an accountant would actually utilize the software in the real world. Williams’s Computerized Accounting takes a practical approach and shows the student how the software is used in a business environment. In addition to the standard financial reports, students are exposed to job (project) costing, segment, and variance reports.

Unique Pedagogy

The book’s four-color format facilitates student understanding and draws attention to the key concepts and pedagogy. Ample screenshots provide students realistic snapshots of what they will see when working in the software. A host of pedagogical elements serve as helpful illustrations, providing additional context and further concept reinforcement.


HINT Boxes 

Hint boxes appear throughout to provide helpful quick tips and tricks for how to work in Quickbooks.

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WARNING Boxes

WARNING boxes highlight common pitfalls to avoid.    

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BEHIND THE SCENES Boxes

BEHIND THE SCENES boxes provide additional context in support of the accounting that is going on inside the computer.

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QuickChecks

When students are learning accounting application software, it’s natural for them to focus on the software mechanics and forget that they’re taking an accounting course. To help put some of their focus back on accounting, students are periodically asked a question related to material covered in the chapter. The questions are intended to remind them, either directly indirectly, of underlying accounting concepts. The answers are included at the end of each chapter.

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Key Terms

Appearing in red, bold font in the first instance, key terms are defined for the student in the margins of the text for a quick refresher. A comprehensive glossary is included in the back of the book.

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Practice Exercises

Practice Exercises are included at the end of every section in the first ten chapters. The exercises provide students an immediate opportunity to practice the material they just learned and prepare them for completing the chapter assignments. The exercises use a fictional but realistic company that provides accounting services to small business clients.  The Practice Exercises can be done in class, with the instructor, as part of the lecture component of the course or can be done by the students, on their own, as part of the lab component of the course. Check figures are included with the exercises to reassure students that they are recording the transactions accurately.

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End of Chapter Material

End-of-chapter review material includes:

  • Chapter shortcuts.
  • Chapter review with matching of terms to definitions and multiple choice questions that are a combination of accounting concepts and QuickBooks application questions.
  • End-of-chapter assignments featuring realistic companies. Two sets of assignments are included per chapter, allowing the instructor the ability to change the material assigned to various course sections.

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The assignments include check numbers for students. This allows them to focus on the process and reduces student frustration.

End-of-Book Assignment

An optional assignment is provided at the end of the book that instructors can assign as an extra credit assignment. It includes two separate assignments requiring students to identify and correct errors in realistic sets of company files.

Appendices

There are a number of additional topics that are helpful to students as they master QuickBooks, and these have been included as end-of-chapter and end-of-book appendices. Instructors may wish to cover these topics in class or have students go over on their own time. End-of-chapter appendices on special topics include:

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Students often have a difficult time seeing any similarities between computerized accounting systems and the more manual systems they saw in their introductory financial accounting classes (the journal entries, T-accounts, and general ledgers). To help students connect the two, Appendix A (Is Computerized Accounting Really the Same as Manual Accounting?) is an accounting refresher that compares manual and computerized accounting and provides examples of how journal entries, journals, T-accounts, and trial balances show up in QuickBooks. It also covers cash versus accrual accounting. Other end-of-book appendices review accounting principles and mechanics, including:

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Certiport-Mapped

The book has been reviewed by Certiport and maps to the 10 domains that comprise the exam objectives for the QuickBooks Certified User Exam.

What Is the QuickBooks Certified User Exam?

The Intuit® QuickBooks Certification exam is an online exam that is proctored at Certiport Authorized Testing Centers. The certification program validates QuickBooks accounting skills while providing students with credentials that demonstrate real-world abilities to prospective employers. Once passed, test takers receive an official digital certificate representing their skills in QuickBooks. The author has prepared a map correlating the chapter content to the Certiport domains. See preface page x.

Structure

The book is designed in such a way that the accounting concepts, as well as the software mechanics, get more complex with each section. Other books focus primarily on software data entry. This book allows the students to see why events are recorded the way they are in a computerized accounting system while refreshing students’ knowledge of accounting concepts and reinforcing the accounting and journal entries behind transactions. Furthermore, rather than treating all company types in one chapter (as most computerized accounting books do), service, merchandising, and project-based companies are broken out separately. This approach helps students learn how the software applications would be implemented in a business environment, so they can practice computerized accounting as they would in the real world.

  • Section One—Introduction
    • The first chapter introduces students to the basic structure of QuickBooks 2015.
      • File types
      • Lists
      • Navigational tools
      • Preferences

  • Section Two—Service Companies
    • The next three chapters (Chapters 2, 3, and 4) cover the sales, purchase, and end-of-month cycles in a service company.
    • Students are introduced to accounting for basic accounting transactions in a computerized environment.
      • Sales on account and cash sales
      • Purchases on account and cash purchases
      • Customer collections and vendor payments
      • Bank reconciliations
      • Standard end-of-month adjusting entries
      • Financial statement reporting

  • Section Three—Merchandising Companies
    • The section introduction includes a description of internal controls in QuickBooks.
    • Chapters 5, 6, and 7 cover the sales, purchase, and end-of-month cycles in a merchandising company.
    • Students are introduced to accounting for more complex transactions in a computerized environment.
      • Purchase and sale of inventory
      • Sales tax
      • Sales and purchase discounts
      • Inventory tracking, adjustment, and valuation
      • Sales of equipment
      • Bad debts and bounced checks

  • Section Four—Payroll, Project Costing, and Billing for Time
    • Chapter 8 covers basic payroll functions that would be used in all types of companies (service, merchandising, and manufacturing).
      • Compensation (salaried and hourly)
      • Paycheck creation
      • Payroll taxes (withholding and remittance)
    • Chapter 9 covers job costing and billing for time.
      • Tracking time
      • Billing for time and expense
      • Tracking and reporting profitability by project

  • Section Five—Beyond the Basics
    • Chapter 10 covers budgeting and segment reporting.
      • Creating budgets
      • Budget variance reports
      • Use class tracking to report on business segments
    • Chapter 11 covers a number of special tools in QuickBooks
      • Memorizing reports and transactions
      • Customization of forms
      • Custom reporting
      • Exporting reports to Excel
      • Creating reversing entries
    • Chapter 12 covers the initial set up of companies in QuickBooks and the conversion of existing companies to QuickBooks.
    • Chapter 13 provides an overview of QuickBooks Online.

·       Chapter 1 has been updated to reflect changes to a new password requirement in QuickBooks

·       Screenshots and timesheets are updated for current year

·       Updated dates throughout




Teaching QuickBooks: Online or Desktop Version? with author Gayle Williams       

Author Gayle Williams created the below videos to walk through the differences between the QuickBooks Online cloud-based software and the QuickBooks desktop software. 





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eLecture Videos

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Narrated demonstration videos

Guided Example Videos

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Expand/Collapse All
About the Author (pg. iv)
Preface (pg. iv)
Brief Table of Contents (pg. xvi)
Contents (pg. xviii)
Section One: Introduction (pg. 1)
WHAT IS “COMPUTERIZED ACCOUNTING”? (pg. 1)
SECTION OVERVIEW (pg. 2)
Chapter 1: Introduction toQuickBooks Pro (pg. 3)
Quickboos Pro (pg. 4)
Before We Go Any Further (pg. 5)
Installing And Updating Quickbooks Pro (pg. 5)
Updating The Program (pg. 6)
Practice (pg. 7)
Working With Company Files (pg. 8)
Creating and Opening Working Files (pg. 9)
Backing Up Files (pg. 12)
Restoring Backup Files To An Existing Working File (pg. 14)
Moving Around in QuickBooks Pro (pg. 17)
Accessing Tools (pg. 17)
Finding Transactions (pg. 21)
Open Windows (pg. 23)
Quickbooks Pro Organization (pg. 24)
The Importance Of “Lists” (pg. 24)
Chart Of Accounts (pg. 24)
Adding, Editing, or Deleting Accounts (pg. 25)
Other Lists in Quickbooks (pg. 30)
Editing An Item (pg. 30)
Behind The Scenes With Transaction Types (pg. 32)
Reporting (pg. 34)
Report Modification (pg. 34)
Customizing Quickbooks Pro (pg. 38)
Editing Preferences (pg. 39)
Customizing The Look Of Quickbooks (pg. 39)
Customizing The Icon Bar (My Shortcuts Tab) (pg. 40)
A Few General Guidelines (pg. 41)
Messages (pg. 41)
When You Make Mistakes (pg. 42)
Suggestions For Finding Mistakes (pg. 42)
When You’re Done For The Day (pg. 43)
Chapter Shortcuts (pg. 44)
Chapter Review (Answers available on the publisher’s website.) (pg. 45)
Assignments (pg. 46)
Assignment 1A (pg. 46)
Assignment 1B (pg. 49)
Appendix 1A Multi-User Mode (pg. 52)
INITIAL CONFIGURATION (pg. 53)
WORKING IN MULTI-USER MODE (pg. 54)
Section Two: Service (pg. 57)
SECTION OVERVIEW (pg. 57)
Chapter 2: Selling Services (Service Company) (pg. 59)
What Is The Sales Cycle In A Service Company? (pg. 60)
Managing Customers (pg. 60)
Adding a Customer (pg. 60)
Changing a Customer Record (pg. 63)
Managing Service Items (pg. 64)
Adding a Service Item (pg. 65)
Editing and Deleting Items (pg. 66)
Recording Sales Revenue (pg. 67)
Recording Sales On Account (pg. 68)
Recording Cash Sales (pg. 70)
Recording Customer Credits (pg. 72)
Recording Payments From Customers (pg. 75)
Payments On Account (pg. 75)
Making Deposits (pg. 78)
Customer Reports (pg. 80)
Chapter Shortcuts (pg. 82)
Chapter Review (pg. 82)
Assignments (pg. 83)
Assignment 2A (pg. 83)
Assignment 2B (pg. 87)
Chapter 3: Incurring Costs (Service Company) (pg. 91)
What Is The Purchase Cycle In A Service Company? (pg. 92)
Managing Vendors (pg. 92)
Adding a Vendor (pg. 93)
Setting Up 1099 Vendors (pg. 95)
Changing Vendor Information And Deleting Vendors (pg. 98)
Recording Purchases (pg. 100)
Purchasing on Account (pg. 100)
Creating a New Credit Term (pg. 102)
Purchasing With Cash, Check, or Debit Card (pg. 104)
Voiding Checks (pg. 106)
Purchasing with a Credit Card (pg. 107)
Paying Vendor Balances (pg. 109)
Vendor Reports (pg. 112)
Chapter Shortcuts (pg. 113)
Chapter Review (pg. 114)
Assignments (pg. 115)
Assignment 3A (pg. 115)
Assignment 3B (pg. 118)
Chapter 4: End-of-Period Procedures (Service Company) (pg. 121)
Before Issuing Financial Statements (pg. 122)
Bank Reconciliations (pg. 123)
Fixing Bank Reconciliation Errors (pg. 126)
Credit Card Reconciliations (pg. 127)
Making Adjusting Journal Entries (pg. 129)
Closing A Period (pg. 132)
Closing An Accounting Period (pg. 132)
Year-End Closing (pg. 134)
Special Considerations For Partnerships (pg. 135)
Preparing Financial Statements (pg. 135)
Chapter Shortcuts (pg. 138)
Chapter Review (pg. 138)
Assignments (pg. 139)
Assignment 4A (pg. 139)
Assignment 4B (pg. 142)
Appendix 4A Getting It Right (pg. 145)
Section Three: Merchandising (pg. 149)
Controls in QuickBooks (pg. 149)
Limiting User Access (pg. 149)
Editing Users (pg. 153)
Reporting On Transaction History (pg. 154)
Section Overview (pg. 154)
Chapter 5: Selling Products (Merchandising Company): Chapter 5: Selling Products (Merchandising Company) (pg. 155)
What Is the Sales Cycle in a Merchandising Company? (pg. 156)
Managing Customers (pg. 156)
Customers And Sales Tax (pg. 156)
Shipping Addresses (pg. 159)
Managing Items (Merchandising Company) (pg. 161)
Setting Up Inventory Items (pg. 162)
Recording Sales Revenue (pg. 166)
Customer Discount And Subtotal Items (pg. 166)
Recording Uncollectible Accounts (pg. 168)
Recording Payments From Customers (pg. 171)
Customer Payments By Credit Card (pg. 171)
Customer Checks Returned By Bank Due To Insufficient Funds (NSF Checks) (pg. 175)
Early Payment Discounts (pg. 179)
Customer Reports (pg. 182)
Customer Statements (pg. 183)
Chapter Shortcuts (pg. 184)
Chapter Review (pg. 184)
Assignments (pg. 185)
Assignment 5A (pg. 185)
Assignment 5B (pg. 191)
Chapter 6: Incurring Costs (Merchandising Company) (pg. 199)
What is the Purchase Cycle in a Merchandising Company? (pg. 200)
Managing Sales Taxes (pg. 200)
Purchasing Inventory (pg. 201)
Paying At Time Of Inventory Purchase (pg. 202)
Ordering Inventory (pg. 203)
Managing Purchase Orders (pg. 214)
Ordering Inventory Without Using The PurchaseOrder System (pg. 216)
Vendor Credits (pg. 216)
Special Considerations For Returns Of Inventory (pg. 218)
Paying Vendor Banlances (pg. 219)
Vendor Reports (pg. 223)
Chapter Shortcuts (pg. 224)
Chapter Review (pg. 224)
Assignments (pg. 225)
Assignment 6A (pg. 225)
Assignment 6B (pg. 230)
Chapter 7: End-of-Period Procedures (Merchandising Company) (pg. 235)
Adjusting Inventory (pg. 236)
Managing Sales Taxes (pg. 240)
Entering Cash Receipts Not Related to Normal Sales Transations (pg. 244)
Recording Bank Transfers (pg. 247)
Inactivation and Merging General Ledger Accounts (pg. 249)
Merging Accounts (pg. 250)
Adding Comments to Reports (pg. 252)
Verifying Data (pg. 254)
Chapter Shortcuts (pg. 256)
Chapter Review (pg. 256)
Assignments (pg. 257)
Assignment 7A (pg. 257)
Assignment 7B (pg. 262)
Appendix 7A Optional Year End Closing Process (pg. 265)
Section Four: Payroll, Project Costing, and Billing for Time (pg. 271)
Section Overview (pg. 271)
Before We Move Forward (pg. 272)
Project Costing and  Billing for Time and Expenses (pg. i)
Chapter 8: Paying Employees (pg. 273)
What Is The Payroll Cycle? (pg. 274)
Payroll Plans Available In Quickbooks (pg. 274)
Turning On Manual Payroll Processing (pg. 275)
Managing Payroll Items (pg. 279)
Hourly Wage Setup (pg. 281)
Annual Salary Setup (pg. 285)
Editing Payroll Items (pg. 287)
Special Considerations: Federal And State Payroll Taxes (pg. 287)
Managing Employees (pg. 290)
New Employee Setup (pg. 290)
Editing Employees (pg. 295)
Processing Payroll (pg. 297)
Creating Paychecks (pg. 297)
Editing Paychecks (pg. 303)
Processing And Reporting Payroll Taxes (pg. 305)
Remitting (Depositing) Payroll Taxes (pg. 306)
Editing Payroll Tax Liabilities (pg. 308)
Preparing Payroll Tax Forms (pg. 308)
Preparing Payroll Reports (pg. 308)
Chapter Shortcuts (pg. 309)
Chapter Review (pg. 310)
Assignments (pg. 311)
Assignment 8A (pg. 311)
Assignment 8B (pg. 314)
Appendix 8A Tracking Employee Sick And Vacation Time (pg. 317)
Setting Up Payroll Items For Leave Time (pg. 317)
Setting Up Sick and Vacation Leave in Employee Records (pg. 319)
Recording Sick And Vacation Leave Taken (pg. 321)
Leave Time Reporting (pg. 322)
Chapter 9: Project Costing and Billing for Time and Expenses (pg. 325)
Setting up Jobs (pg. 326)
Using Timesheets (pg. 329)
Turning On Time Tracking (pg. 330)
Entering Timesheet Data (pg. 332)
Processing Payroll Using Timesheet Data (pg. 335)
Creating Paychecks (pg. 335)
Billing for Time and Costs (pg. 340)
Identifying Billable Costs Other Than Labor (pg. 340)
Adding Billable Time And Expenses To A Sales Form (pg. 341)
Preparing Job Reports (pg. 345)
Chapter Shortcuts (pg. 346)
Chapter Review (pg. 346)
Assignments (pg. 348)
Assignment 9A (pg. 348)
Assignment 9B (pg. 357)
Section Five: Beyond the Basics (pg. 367)
Section Overview (pg. 367)
Chapter 10: Management Tools (pg. 369)
Tracking By Class (pg. 370)
Turning On Class Tracking (pg. 371)
Setting Up Classes (pg. 373)
Assigning Classes To Transactions (pg. 374)
Reporting By Class (pg. 378)
Creating and Using Budgets (pg. 380)
Creating Budgets (pg. 381)
Manual Method Of Entering Budget Amounts (pg. 383)
Copy Across Method Of Entering Budget Amounts (pg. 383)
Trend Method Of Entering Budget Amounts (pg. 383)
Creating Budget Reports (pg. 387)
Chapter Shortcuts (pg. 388)
Chapter Review (pg. 388)
Assignments (pg. 389)
Chapter 11: Additional Tools (pg. 403)
Reversing Entries (pg. 404)
Exporting Reports To Excel (pg. i)
Memorizing Reports (pg. 406)
Memorizing A Report (pg. 408)
Creating A Memorized Report Group (pg. 409)
Processing Multiple Reports (pg. 409)
Customizing Forms (pg. 411)
Template Changes On The Initial (Basic Customization) Screen (pg. 413)
Template Changes On The Additional Customization Screen (pg. 413)
Template Changes In The Layout Designer Screen (pg. 414)
Exporting Reports to Excel (pg. 419)
Chapter Shortcuts (pg. 422)
Chapter Review (pg. 422)
Assignments (pg. 423)
Assignment 11A (pg. 423)
Assignment 11B (pg. 425)
Appendix 11A Using Custom Fields (pg. 426)
Appendix 11B Using The Report Center (pg. 430)
Chapter 12: Setting Up A New Company File (pg. 433)
Setting Up a New Company File (pg. 434)
Additional Steps When Converting An Existing Company To Quickbooks (pg. 442)
Entering Information About Existing Customers (pg. 442)
Entering Information About Existing Vendors (pg. 444)
Entering Information About Existing Items (pg. 446)
Entering Information About Existing Employees And Current Payroll Structure (pg. 448)
Entering Information About Other Existing Accounts (pg. 460)
Summary Of Steps When Setting Up A Quickbooks File For An Existing Company (pg. 461)
Chapter Shortcuts (pg. 462)
Chapter Review (pg. 463)
Assignments (pg. 464)
Assignment 12A (pg. 464)
Assignment 12B (pg. 466)
Chapter 13: QuickBooks Online (pg. 469)
Comparison of Quickbooks online plus to auickboks premier (pg. 470)
A Brief Look at Quickbooks Online (pg. 472)
EC: Optional Extra CreditAssignments (pg. 477)
Opportunity 1: Language Tutoring Services (pg. 478)
To Do: (pg. 478)
Reports To CREATE For Extra Credit: (pg. 478)
Opportunity 2: Safe at Home (pg. 478)
To Do: (pg. 479)
Reports To CREATE For Extra Credit: (pg. 479)
Appendix A: Is Computerized Accounting Really the Same as Manual Accounting? (pg. 481)
Accrual and Cash Basis Accounting in Quickbooks (pg. 483)
Comparison of Computerized and Manual Accounting Systems (pg. 483)
Journal Entries (pg. 483)
Journals (pg. 484)
General Ledger and T-Accounts (pg. 486)
Trial Balances (pg. 487)
Appendix B: How Do I? (pg. 491)
How Do I? (General) (pg. 491)
Manage Company Files (pg. 491)
Customize My Company File (pg. 492)
How Do I? (Manage Lists) (pg. 492)
Manage Chart Of Accounts (pg. 492)
Manage Customer Records (pg. 493)
Manage Vendor Records (pg. 493)
Manage Employee Records (pg. 494)
Manage Item Records (pg. 494)
Manage Payroll Item Records (pg. 494)
How Do I? (Record Transactions) (pg. 495)
Record Sales Activity (pg. 495)
Record Purchase Activity (pg. 495)
Record Payroll Activity (pg. 496)
Record Bank And End Of Period Activity (pg. 496)
Appendix C: Account and Transaction Types Used in QuickBooks Pro (pg. 499)
Appendix D: Common Options Available on Various Form Toolbars (pg. 501)
Appendix E: Additional Features (pg. 503)
Additional Features Related to the Sales Cycle (pg. 503)
Additional Features Related to the Purchase Cycle (pg. 503)
Appendix F: What if I Have a Macat Home? (pg. 505)
Glossary (pg. 507)
Index (pg. 511)
Gayle Williams

Gayle Williams

Adjunct Professor of Accounting, Sacramento City College

Gayle Williams is an Adjunct Professor of Accounting at Sacramento City College, where she teaches computerized accounting. She received a BA in Comparative Literature and an MBA with a concentration in Accounting from the University of Washington. Professor Williams holds a CPA certification from the states of Washington and California and has worked in public accounting, with Voldal Wartelle & Co, P.S. and Moss Adams LLP, and in private industry.

She has books available for both QuickBooks Desktop and QuickBooks Online.


How to Download QuickBooks Software
Last Updated: Apr 17 2018

Here are updated instructions on how to download the QuickBooks software.

Student Data Backups
Last Updated: Apr 17 2018

Student data (.QBB) backup files for:

Chs1-4: At Your Service and Dancing With Dogs;Chs 5-8: Software 2 Go and The Abacus Shop; and Chs 9-11: Champion Law and Constructed With Style.


NOTE: The Password for all company files is: 4Cambridge 

Student Data Backups - PRACTICE EXERCISE
Last Updated: Apr 17 2018

Student data (.QBB) backup files for PRACTICE EXERCISE: Sac City Accounting Services.

Time Reports
Last Updated: Apr 17 2018

Here are the Time Reports.

Errata
Last Updated: Apr 17 2018

This is the errata for the text. 

Instructors Only