QuickBooks Desktop Conversion to QuickBooks Online April Griffin State District Administrative Coordinator 334-242-2622 office // 251-610-1200 cell april.griffin@swcc.alabama.gov alconservationdistricts.gov

Once upon a time….. State Committee and the AL Association of Conservation Districts (AACD) identified the need for a uniform, standard accounting system utilized by Districts statewide. Districts support AACD by means of annual dues. AACD QuickBooks Online Essentials to Districts at no cost. Districts currently subscribing to Payroll Services will opt in with the Online Payroll version. AACD was able to secure wholesale costs for all QBO services.

Goals Uniform internal accounting system. All Districts using the same version of QuickBooks. State Committee has access to all District ‘Client Accounts’ and therefore, able to provide assistance when problems arise. End of the Fiscal Year Financial Reports will be consistently formatted to all be the same. Data is stored in the Cloud, therefore accessible from anywhere, any computer. No fear of a computer crash because the data is in the Cloud.

Challenges RESISTANCE TO CHANGE – Over the past 2+ years, Alabama has experienced a total reconstruction at the State Committee level, which includes operational guidance, leadership, & staffing. QuickBooks conversion to Online was one of (or rather, the greatest) change. QuickBooks can be extremely intimidating. People are skeptical of the Cloud. Some Districts had concerns regarding confidentiality between Districts and the State Committee.

Ready……..set……..go! Kick off – October 2017 TRANSITION INTO A SALESMAN – USED PINTO – Good idea! Yes! Let’s do this! A few Districts were converted as a trial run. Then, we converted about 12 Districts at the same time, same day, during a Workshop. Converting an entire Area – Bad decision. Too much on the same day. We slowed down the rocket-speed timing. Google Suite’s Meet app provides the ability to share screens. Google Suite’s Drive app allows users to share files that are too large to email.

Let’s get this party started! QuickBooks Desktop Converted to QuickBooks Online Open Desktop and run updates. From Desktop, convert to Online. Compare Profit and Loss Statements between Desktop and Online to confirm accurate conversion. As prompted, finish set up of Online (i.e. business type, tax rates, unemployment exemption, inactive employees to be archived, connecting the bank for the sake of e-filing and payment of payroll taxes. Set up Payroll (easier said than done….).

Speed bumps along the way Desktop Versions range from 2007 to current. Some Desktop files were corrupt – QuickBooks Support to the rescue! A few Districts have very limited and/or slow internet connections. Highly diverse District employee learning curve ranging in age from 25 to over 70 years old. Payroll information did not always convert accurately. Therefore, setting up Payroll could be quick and simple…..or taking over 5 hours to convert. Each of the 67 District conversions have a different story to tell. BEST TIME TO CONVERT QBO PAYROLL – JANUARY – NEW TAX YEAR! LIVE & LEARN!

QuickBooks online conversion status 09/2018

Quickbooks conversion – status 09/30/2018 67 TOTAL DISTRICTS

QuickBooks Online - PAYROLL Online QuickBooks PAYROLL – HIGHLY encouraged Onboarding DACs have no/limited experience with Payroll & Tax Withholdings. QB Payroll – Auto Pilot.

My accountant view all clients (SWCDs) specific client (SWCD)

Results Not 100% complete yet, but soon. Districts work with each other and State DAC to ‘clean up the books’. Employee turnaround is extensive, so QB Online allows State DAC to train new employees via screen sharing. Enables State Committee to monitor new employee’s activity (or lack thereof) in QB Online Payroll services are well worth the $25/month fee. Features include Direct Deposit, e-filing and e-payment of monthly/quarterly Federal and State taxes, preparation and e-filing of end of the year W2 employee forms, and e-filing and reporting of unemployment wages. Three users allowed per Client Account, so SWCD Treasurer can have access. Supports District accountability of finances and adherence to Public Fund Policy.

Questions? Conserve Alabama alconservationdistricts.gov April Griffin State District Administrative Coordinator Alabama Soil & Water Conservation Committee 334-242-2622 office // 251-610-1200 cell april.griffin@swcc.alabama.gov