Learn keyboard shortcuts for QuickBooks Desktop for Windows and Mac
Bookkeeping and accounting, while critical for any organization, can often be time-consuming and prone to error. Imagine if you could speed up these essential tasks and minimize mistakes. The good news is, you can!
QuickBooks, the leading accounting software, offers a robust set of keyboard shortcuts designed to dramatically expedite common and crucial operations. By leveraging these shortcuts, you can significantly reduce your reliance on the mouse, saving both time and effort, and ultimately boosting your productivity.
This comprehensive guide will delve deeper into all the relevant and essential QuickBooks keyboard shortcuts, empowering you to breeze through your accounting tasks with unparalleled efficiency. Master these shortcuts and transform the way you work in QuickBooks!
Note: Inside a transaction, any underlined letter is a shortcut to a tab between fields. You can use those shortcuts by just pressing Alt+ the letter that is underlined.
Keyboard Shortcuts for QuickBooks Desktop for Windows
Check out the shortcuts keys to operate your QuickBooks in a seamless manner.
Shortcuts to Edit Transactions in QuickBooks
Keys
Action
Ctrl+Del
To delete the selected line in a transaction
Ctrl+Ins
To insert a blank detail in a transaction
Ctrl+Alt+Y
To copy a line in an invoice
Ctrl+Alt+V
To paste the copied line to the appropriate row in the invoice
Ctrl+N
To create a new transaction or list item
Ctrl+D
To delete the current transaction or list item
Ctrl+E
To edit an item in an item list or in a register
Ctrl+O
To check in the write checks/checks windows/check register: Use Ctrl+O to copy the check and then use Ctrl+V to create a copy of that check in case you are in the check register.
F5
To refresh a list. This shortcut will only be available if you are in multi-user mode and have a list open. This key will force QB to go back to the database server and retrieve the latest copy of the list. If the list is being edited by multiple users, this may be useful. Please remember that the lists open at the same time should be refreshed.
Ctrl+H
Transaction History (used inside a transaction)
Shortcuts for Opening Windows List
Keys
Action
+
Increase the number in a form, such as a check/a check number or invoice number
Alt+S
To save transaction (s)
Alt+N
To save transaction (s) and go to the next transaction
Alt+P
Go to the previous transaction
Tab
Go to the next field
Shift+tab
Go to the prior field
Up arrow
Go to the previous line/row in a form
Down arrow
Go to the next row in a form
Page up
Move, in a form area or report, to the previous page
Page down
Move to the next page
Ctrl+page up
Move to the first item in a list/register
Ctrl+Page down
Move to the last item in a list or register
Ctrl+Enter
Record
Shortcuts for Maneuvering
Keys
Action
+
Increase the number in a form, such as a check/a check number or invoice number
Alt+S
Save transaction
Alt+N
Save your transaction and go to the next transaction
Alt+P
Go to the previous transaction
Tab
Go to the next field
Shift+Tab
Go to the prior field
Up arrow
Go to the previous line in a form
Down arrow
Go to the next line in a form
Page up
Move, in a form area or report, to the previous page
Page Down
Move, in a form area or report, to the next page
Ctrl+Page Up
Move to the first entry in a list or register
Ctrl+Page Down
Move to the last entry in a list or register
Ctrl+Enter
Record
Shortcuts for Opening & Closing QuickBooks
Keys
Action
Ctrl
Hit Ctrl to start QuickBooks without opening a company file
Alt
Tap on this key to suppress or avoid opening the desktop Windows while opening a file
Alt+F4
Exit
Date Shortcuts
Keys
Action
+
Proceed to the next day
–
Previous day
T
Today
W
First day of the Week
K
Last day of the Week
M
First day of the Month
H
Last day of the Month
Y
First day of the Year
[
(left bracket) Same day in the previous week
]
(right bracket) Same day in next week
;
(semi-colon) Same date last month
‘
(apostrophe) Same date next month
Alt+Down arrow
Shortcut to open calendar for date selection (a small date calendar)
Keyboard Shortcuts for Memorized Transactions in QuickBooks
Keys
Action
Ctrl+M
Remember the current transaction
Ctrl+T
Open the list of Memorized transactions
Misc Keyboard Shortcuts for QuickBooks
Key
Action
Ctrl+P
Give Prints
Ctrl+R+P
In order to register in QuickBooks, you will have to enter a “validation code.” Open QuickBooks, choose Help, and then About QuickBooks. Press Ctrl+R+P keys when the product splash screen appears where you can enter your validation code.
Ctrl+K
QuickBooks Service Keys (Payroll)
Ctrl+Alt+Y
Set up YTD Amounts. Open QuickBooks, choose Help and tap on About QuickBooks which opens the splash screen with license and other info. Now, press Ctrl+Alt+Y keys and enter year-to-date amounts for payroll.
F2 and Ctrl+B+Q
Export to QuickBooks Desktop Online. Tap on F2 and then Ctrl+B+Q. Hit on OK or close the Product Information screen.
Standard Text Editing shortcuts
Keys
Action
Ctrl+Z
Undo
Ctrl+X
Cut
Ctrl+C
Copy
Ctrl+V
Paste
Del
Delete characters to the right
Backspace
Delete characters to the left
Home
Shortcut to go to the first character in the field
End
To the last character in the field
Ctrl+Right arrow
Go to the next word in a current text field
Ctrl+Left arrow
Go to the previous word
Shortcuts for Quick Reports
KEYS
ACTION
Ctrl+Q
To open a Quick report
Arrow Up/Arrow Down
Go up / go down a line
Enter
To show item detail and QuickZoom on a report
Ctrl+A
Hide/ show header
Ctrl+P
Print report or (ALT+T)
Alt+D, then down arrow
Change Date Range of Reports
Alt+I
Email report as Excel or PDF
Shortcuts for Managing Invoices
KEYS
ACTION
Tab or Shift+Tab
Jump to next / go to previous invoice field
Alt+a
Save and close
Alt+s
Save and New
Shortcuts to Access Main Functions / Windows
EYS
ACTION
Alt+C
and Enter
Company > Home
Alt+U
and Enter (or Ctrl+J)
Customer Center > Customers & Jobs list
Alt+O
and Enter
Vendor Center
Alt+Y
and Enter
Employee Center
Alt+R
and Enter
Report Center
Ctrl+I
Customer Center > Create Invoice
Ctrl+R
Use Register > select account
Ctrl+W
Write a new check
Ctrl+T
Open memorized transaction list
Ctrl+Y
Open transaction journal
Ctrl+A
Open Chart of Accounts
Esc
(or ctrl+f4)
Close active window
Ctrl+Tab/Ctrl+Shift+Tab
Jump to next / the previous Window while multiple sub-windows remain open
Charts of Accounts
KEYS
ACTION
Ctrl+A
Open Chart of Accounts
Arrow Up/Arrow Down
Go up one line / down one line
Home/End
Go to beginning / go to the end of the account list
A…Z
Type name of the account to select automatically
Ctrl+R
Open Register (for asset, liability and equity accounts)
Ctrl+Q
Open Quick Report for item
Ctrl+E
Edit Account
Ctrl+U
Use Account
Ctrl+D
Delete Account
Shortcuts for QuickBooks Desktop for Mac (for USA only)
Action
Keyboard shortcut
Open the Help window
Command +?
Minimize 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)
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 last 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
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
Memorize 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
Wrapping-up.!
With time and practice, you can easily learn the uses of QuickBooks desktop shortcuts keys. They save time and help you be more productive. In case you need any assistance, you can connect with our QuickBooks desktop support team and speak to our certified experts. As a team of professionals, we endeavor to make the QuickBooks accounting software free from any technical hindrances that pop up in the form of error codes and glitches. Our professionals work diligently toward resolving these issues in your favorite accounting software.
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