1 WELCOME TO TRAINING QuickBooks Online Edition for FarmHouse Fraternity VPs of Finance Instructor: DeWayne Andersen

2 QuickBooks Online Edition Tracking your FarmHouse finances

3 What and Why?  What is QuickBooks Online Edition? Internet-based accounting for easy financial management anytime, anywhere.  How will this help me? Track what you spend, create a budget, print checks, keep track of member dues, etc. and do it from anywhere you want. Gain control over your chapters’ money!

4 Leveraging the web QuickBooks Online Edition is different! Having your chapters’ financial data online means: Working from any location with a PC and a high-speed Internet connection. Go home during school breaks, summer and still stay connected. Sharing your financial data with those who need it. Grant accountants, business mentors, other members the ability to see or make changes to your books. Scheduling transactions to be created automatically when you want them to. Never worrying about the safety and security of your data. Never needing upgrades. You are always on the most recent version.

5 Getting Started…Security  QuickBooks Online Edition stores your data on multiple drives which are monitored 24 hours a day, 7 days a week. Also, QuickBooks Online Edition data is backed up every night at a separate facility.  To protect your data QuickBooks Online Edition uses SSL technology. This is the same technology that is used for credit card transactions over the internet.  To protect against hackers attacking QuickBooks Online Edition servers, we have implemented the product in several layers with a proprietary communications language between them that is known only to us. Your data is far behind our firewall with only secure access.  We host your business data at a company-owned Data Center staffed by dedicated, professional engineers and security specialists who employ a multitude of software and hardware safeguards. Our up-time is approximately 99.5%.  We follow strict guidelines and practices to ensure your private information remains private.

6 Getting Started…System Requirements  IBM-compatible 450 MHz computer with 128MB RAM  Windows 98 or higher  Internet Explorer 5.5  800x600 screen resolution  High Speed Internet connection  Adobe Acrobat Reader 4.0 or higher is required for printing invoices, reports and other forms (Adobe Acrobat Reader is available as a free download).  Customized ActiveX file from Intuit

7 Accessing QB Online Edition To log in, go to: Or and hit the Login button at the top right of the screen. When prompted, download the Active X file. You will only need to do this once. (A new Active X file will need to be downloaded when new features are added to the program.)

8 Screen Elements  Menu bar  Money In  Money Out  Getting Started  Overviews  Recent Transactions  Things to Do  Messages  Support

9 Getting Started Recommendations  Create New Login  Create Company  Import Data  Enter Referral Code  Set up banking account and beginning balance  Set up budget  Set up members and vendors

10 Exploring Common Tasks  Invoicing Members  Creating Statements  Accepting Payments  Writing Checks  Paying Bills  Reconcile Bank Accounts

11 Invoicing Members  Entering member information  AutoRecall will fill in details or you can create a new member record.  Fill in Invoice details  Save Invoice  Printing Invoices may automatically show in To Do List

12 Fraternity member records Track member names phone numbers addresses addresses owed balances or credits items or dues paid for by members expenses by member

13 Sample member statements Print or statements to your fraternity members.

14 Accepting Payments  Members/Receive Payments  Name  Invoices and Outstanding Transactions  Date  Amount  Payment Method  Group with Other Undeposited funds  Memo

15 Making Deposits  Banking / Make Deposits  Click items to include in deposit. These items were grouped here through the Accepting Payments process.  Add any other deposit items  Save deposit

16 Sample Deposits Enter in deposits made to bank accounts. Group payments and other monies collected into one deposit and print a deposit summary report or deposit slip.

17 Writing Checks  Banking / Write a Check  Fill in Pay To the Order Of  AutoRecall will populate information from the Vendor list or you can add a new vendor  Enter Amount  Select Account  Split Transactions  Save

18 Printing Voucher checks Not only can you record your checks, you can print them using pre-printed Intuit Voucher checks. To order, call Currently QB Online Edition does not have an online banking feature, so you cannot download bank transactions directly into the program. All expenses will need to be entered manually.

19 Paying Bills  Bill Payments can be made by simply writing a check or setting up bills to be paid at a later time.  Vendor/Manage and Pay Bills Later activates additional options in the vendor menu.  Vendor– Linked to vendor list through AutoRecall  Reference number  Bill Date  Amount Due  Term  Due Date  Save or Make Recurring

20 Reconciling Bank Accounts  Banking / Reconcile  Place a check next to items that are listed on your statement

21 Reconciling accounts Reconciling your bank and credit card accounts often helps you track errors you may have made or that the bank may have made.

22 Company Preferences  Company Contact Information  Company Information (EIN, fiscal year, etc.)  Categories  Invoice Customization and Automation

23 Inviting other users into chapters’ books You will most likely only need up to 3 regular users plus one free ‘accountant user’. There are varying levels of access you can give another user. Company Administrator- they have access to everything but cannot cancel the subscription. (count as a user in the subscription price) Regular or Custom User- you can decide whether to give access to Members & Sales, Vendors & Purchases, or both. (count as a user in the subscription price) Reports-Only User- they can only see reports, but cannot edit, add or delete information. (unlimited, free users)

24 Create a budget Track projected income and expenditures vs. actual income and expenses with a monthly budget. Run Profit & Loss reports vs. Budget reports. Company / Budgets

25 Schedule recurring transactions Schedule invoices for dues, housing, or other transactions to be created automatically. You can schedule them to occur monthly, quarterly, yearly, etc. by using Recurring Templates. Then all you need to do is record and apply payments.

26 Automation  Invoices can be created automatically by creating a Recurring Template or Invoice Automation.  Recurring Template is created for each member  Invoice Automation is done automatically for all members, according to a schedule

27 Reports Run reports essential to keeping track of your finances. these reports to whoever may need to see them. Customize them for various date ranges, transaction types, etc. Memorize them for quicker access in the future.

28 Reports continued Find all your reports on the Reports Overview. Some of the most helpful may be:  Balance Sheet  Profit & Loss  Member Balance Detail  A/P Aging  Deposit Detail  Budget vs. Actuals

29 Audit trail Track changes made to transactions and accounts. This helps in finding and correcting mistakes.

30 Activity log The Activity Log (under the Company menu) shows you who logged in, when and what they did. This is also a unique feature that allows for finding and tracking changes or mistakes.

31 What QB Online Edition cannot do Inventory Online banking and bill pay Graphs Print 3-per page checks Job costing Handle multiple Accounts Receivalbe/Payable accounts Purchase orders

32 What QB Online Edition can do QuickBooks Online Edition can make tracking your chapter finances easy. By having everything a super-simple program online and your information safe in our data center, you free yourself from worrying about the security of your data and free yourself from being in one location. For technical support, click on the Support link at the bottom of every page and we’ll call or you back!