 QuickBooks Desktop 2024 set up sample company file. Get ready and some coffee because we're locking into some non-stop QuickBooks Desktop 2024. Here we are on our desktop. We're going to be opening up QuickBooks Desktop, the enterprise version as opposed to the pro version which we downloaded in a prior presentation because we want to be experimenting with the new prepayment feature. So we're going to open this up. We're going to set up the sample company file that already has data in it. This being a file provided by Intuit, the owner of QuickBooks. Before we do so however we want to just remember the relationship between the software and the data files as well as the backup files. So the data files have a relationship to the software on the desktop version similar to a Microsoft Word software and the Microsoft Word document. So we can have multiple Microsoft Word documents that first a word from our sponsor. 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With QuickBooks we usually double click on the software icon which will then lead us to the last company file that we had open oftentimes and if that's our only company file that's the one we will use but then if we want to switch company files we will switch well within the software. Also remember that backup files are different than the company files that's going to be a step different than our analogy with the Microsoft Word and the Microsoft Word documents because the data files are so large then you might also want to make the zipped files the backup files which again are another kind of type of file. Okay knowing that let's double click on the software it's going to be opening up over here we've got the software and we're going to and in this page looks a little bit different if you're using like the sample company file if you didn't have the sample company file you'd have this box in the middle you would still have the option to be opening up a sample company file which is what we want to do. Also note that I'm a little zoomed in here I'm doing that by going to my settings and I'm actually just going to the display settings and zooming in on the screen to 150 I do that for presentational purposes but some people might just like that when you're trying to adjust the size of the QuickBooks desktop icons. We have then our options over here I want to see a sample company file that's the one we want when we do this we're going to set up a new company file in essence when you set up a new company file I recommend that you actually have a folder set up to be putting it into in other words I have this folder here I'm not going to put it on my desktop why because it creates not only one file but a bunch of other kind of stuff sometimes so it will clutter up your desktop quickly highly recommend not putting it on the desktop but giving it its own folder that you're using specifically for the QuickBooks files so it doesn't get cluttered up. Alright so I want to see a sample company file so it'll take a few minutes to download the sample file do you want to continue I do it didn't take much time at all I'm going to look for the file on my computer on where I want to put it I put a folder on my desktop and what did I call it I called it QuickBooks desktop here it is I put it on the desktop so it's on the desktop and it's QuickBooks unearned revenue that's the one that I want and then it says sample company file you could change the name if you have multiple you might make like this number one or two and so on if you want to change the name if you're messing with multiple sample company files that's the beauty of QuickBooks once we do this adjustment to it you can always start over from the baseline by making another company file so I'm going to go ahead and save that and it's going to download the file and there it's thinking so now it says it wants to update my company file if you plan to use this company file multiple users so I'm going to say yeah go ahead and update it QuickBooks do what you've got to do do what you've got to do and then it says you're opening a QuickBooks desktop sample file important use the sample file to protect practice while you learn QuickBooks desktop that's just what we're doing don't use it as your company file while you're using the file QuickBooks desktop will set today's date 1215 as the date that's going to be today's date okay so let's open it up let's do it so there it is the sample company file is set up now if I want to close the sample company file and just test it out you could go to the file tab over here and we could close the company file to see if I can get out of it and go back into it now it has a little bit different screen than because it goes back to this screen right because we're in that 30-day trial but if I go back on over here and I and I say I put it in this folder I think so I'm going to locate it say where did I put it I highly recommend especially with your actual company file that you know where the company file is on your computer right I could find it if I needed to right so there it is notice it put this other junk in here I didn't have anything in this folder and it put all this other kind of stuff in there that's why you don't want it cluttered up with your documents folder or on the desktop because it starts to clutter things up even though I just have one company file in here and this is the main company file now when I open the file then I when I open this up again at a later point for example I could go in here and double click this file and it should open up the software and then the file but that's not typically the way most people will do it most people will will then open up the the the program which is fine it's probably the way to do it and I think you could still like click on this one and this thing I want to see the sample and it will open up the sample which is kind of not exactly what what you want when you practice like if I wanted to open up another sample company file what you need to do is actually move this sample company file somewhere else so that QuickBooks doesn't remember where it is and then you should be able to download another sample company file right but maybe we'll touch in on that later but right now I'm going to go I'm I'm ready to create my own no I'm not going to create my own I want to open an existing company file the one that we just downloaded so I'm going to go to that one existing company file it's in my folder there it is so I'm going to double click on it boom open it up poor for your opening I know I've seen that you told me last time I still know where I'm at here and so there it is and then my normal setup process when I open this up as I like having the home page open I like going to the view drop down and I get rid of the top of the screen and then actually I don't want to have that there at all so I'm going to say hide icon bar and then I say view open windows so I can see the windows on the right and that's kind of like my setup process which I will do basically every time and then we can see that I'll that if I go into my my data I can close let me close this window out it's not letting me close the window out okay so there we go I'm going to close I'm going to close this window out I'm going to maximize this window and then I'm going to talk notice I can toggle back and forth I have this super zoomed in by going to my actual monitor size if I went back to 100 it looks like this which is very small to see here so that's why if I zoom in I think 125 to me is it's probably a good zoom in to kind of be working in but for for us to use it I'm going to go at 150 which will really zoom in although it could kind of distort things so so if things are a little distorted when you do a super zoom in then you could adjust and zoom back down okay so and just note that if I go into the list drop down for example and we look at our chart of accounts up top we have our data in the chart of accounts already if I go to my standard reports and go to reports and company file profit and loss and notice it's making it as of 1231 or at the end of 2026 I'm going to start to put the actual data in next year where there's not any information in it so for example if I go to reports here company file profit and loss it's doing it for the year of 2026 I don't know why well what it's doing it's trying to pick a day like in the future I guess and work in the future and I think the rationale for that is is that they can use the same sample company file without having to update it all the way out to 2026 right what I'd like to do when we do our practice problem is look at an income statement at least that doesn't have any data in it yet so I'm going to go from 0101 to 7 to 1231 to 7 and you can see now we have a clean income statement and when we do our practice problem I'll just work with this uh income statement so next time what we're going to do is uh list out basically the issue in terms of this prepayment issue by looking at the home page and then thinking about what the normal process is what's the issue with the prepayment and then we'll go through the actual normal process and compare that then to uh the old deposit or prepayment way that we used to deal with this and the way you might still deal with it if you didn't have enterprise and then we'll go through the new updated prepayment feature which has a which has that liability account that will be set up so we'll continue on with this in future presentations now that we're set up with the sample company