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QuickBooks Keyboard Shortcuts

Everybody want to use shortcuts to save time and to Increase efficiency. And one of the best method to save time is to use Keyboard shortcuts.

Here are some Keyboard shortcuts we can use in QuickBooks, while operating it. These are categorized for the ease. For an example, Ctrl-Del means hold down Ctrl key and Press Del.

Editing QuickBooks Transactions and Lists

Ctrl-Del Delete the selected line in a transaction.
Ctrl-Insert Insert a blank detail line in a transaction.
Ctrl-N Create a new transaction or list item.
Ctrl-D Delete the current transaction or list item. Please note that you cannot reverse this once done.
Ctrl-E Edit an item in an item list or in a register.
Ctrl-O If you are looking at a check in the write checks window, or in the check register, use ctrl-O to copy the check. You can then use ctrl-V to create (paste) a copy of that check if you are in the check register.

 All the above mentioned shortcuts are used in general sense as well except Ctrl -O

Opening QuickBooks Windows and Lists

Ctrl-W Opens the write check window to write a new check.
Ctrl-Q Open a Quick Report for a list item when you have selected the item in the list.
Ctrl-Y Open a transaction journal for a transaction, if you are viewing the transaction.
Ctrl-J Open the customer center.
Ctrl-A Open the Chart of Accounts.
Ctrl-I Open the create invoice window to create a new invoice.
Ctrl-L Open a list .
Ctrl-U Use the list item if you have just used Ctrl-L to open the list from a transaction.
Ctrl-R This opens the register for the transaction you are looking at.
Ctrl-G If you are in a register for an account, this will take you to the register for the “transfer” account associated with the line you have selected.
Ctrl-F Opens the “find” window for the list or transaction type you are working with.
F1 Opens the Help window.
F2 Displays the Product Information window, which has a large amount of information that can be very helpful when diagnosing problems in QuickBooks.
F3 If you have the Product Information window open (by pressing F2), pressing F3 here will open the tech help window. This provides a wide range of system and diagnostic information, as well as being a quick way to view a number of support and technical files that relate to QuickBooks operations.
F3 Starting with the 2011 version, this opens the newer Search feature.
F4 This opens the QuickBooks Technical Support Helper window.
Ctrl-1 This does the same as F2, opening the Product Information window.
Esc Close the current window.
Ctrl-F4 Close the current window (same as Esc).
Ctrl-F6 Move to the next open window and make it active. NOTE that for some reason SOME windows don’t allow this, such as the Accountant Center.
Ctrl-Tab Same as Ctrl-F6, moves to the next open window.
Ctrl-H Open the Transaction history – if you have a transaction like an invoice, which has payments applied to it, the transaction history can be very useful.


+ (plus key) Increase a number in a form, such as a check number or invoice number.
(minus key) Decrease a number in a form, such as a check number or invoice number.
Alt-S Save the current transaction.
Alt-N Save the current transaction and go to the next.
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 to a previous page in a form area or report.
Page Down Move to the next page in a form area or report.
Ctrl-Page Up Move to the first item in a list or register.
Ctrl-Page Down Move to the last item in a list or register.
Enter If you are viewing a report this will “quick zoom” – open a register or detailed report. In other windows this will often select the highlighted button/operation.
Ctrl-Enter Record (save) the current record.

Opening/Closing QuickBooks

When you open QuickBooks the program will try to open the last company you worked with and open all of the windows that you had open when you last exited. Sometimes, when you are having problems with a QuickBooks company file, you want to change how it starts. If you hold down one of these keys when you click on your QuickBooks shortcut, it changes how QuickBooks starts.

Ctrl Start QuickBooks without opening a file. This is useful if you are having problems with the last company file you were using and you want to start with the Open or Restore Company window.
Alt Start QuickBooks without all the windows. If you have your desktop set to remember what windows you have open, sometimes it takes a VERY long time to start QuickBooks. This option will start it without opening all the windows.
Alt-F4 Close QuickBooks.

QuickBooks Date Shortcuts

When the cursor is on a date field you can do more than just type in a date or select the date by calendar – you can select some of the special date values with just a few keys.

+ (plus key) Advance to the next day.
(minus key) 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.
R Last day of the year.
[ (left bracket) Same day in previous week.
] (right bracket) Same day in next week.
; Same date last month.
(apostrophe) Same date next month.
Alt-down arrow Opens the calendar for date selection.

Memorized Transactions

You can memorize common transactions so that you can easily reproduce them later. Think of this as creating a template that you can make copies from.

Ctrl-M Memorize the current transaction. This opens the memorize transaction window.
Ctrl-T Create a new transaction from a memorized transaction. This opens the memorized transaction list.

Miscellaneous Shortcuts

Ctrl-P Print.
Ctrl-R-P Open QuickBooks, select Help and then About QuickBooks. When the product splash screen shows, press Ctrl-R-P to open the validation code window.

Standard Text Editing

These are the standard text editing keys we all know and love for most Windows programs. They work in QuickBooks too.

Ctrl-Z Undo typing or changes made in field.
Ctrl-X Cut (copy the selected text to the clipboard and remove it from the field).
Ctrl-C Copy the selected text to the clipboard.
Ctrl-V Paste text from the clipboard to the field.
Del Delete a character to the right.
Backspace Delete a character to the left.
Home Go to the first character in the field.
End Go to the last character in the field.
Ctrl-Right Arrow Move to the next word in a current text field.
Ctrl-Left Arrow Move to the previous word in a current text field.

All of the QuickBooks Users and experts are welcome to share more shortcuts they know, which I am missing.

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