1. talks! Using QuickBooks at Your Organization March 2011 Audio is only available by calling this number: Conference Call: 866-740-1260; Access Code: 6339392 Sponsored by

2. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Using ReadyTalk Chat & raise hand All lines are muted If you lose your internet connection, reconnect using the link emailed to you. If you lose your phone connection, re-dial the phone number and re-join. ReadyTalk support: 800-843-9166

3. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 You are being recorded… Streaming into Second Life This seminar will be available on the TechSoup website along with past webinar presentations: –www.techsoup.org/go/webinarswww.techsoup.org/go/webinars You will receive a link to this presentation, material, and links via email later today. After the webinar, you can ask follow-up questions in our Community Forum: –http://bit.ly/fLxomahttp://bit.ly/fLxoma Twitter hashtags: #techsoup

4. talks! Using QuickBooks at Your Organization Presenters: Mark McCallick and Woody Adams Sponsored by This work is licensed under a Creative Commons Attribution-NonCommercial-NoDerivs 3.0 Unported License.Creative Commons Attribution-NonCommercial-NoDerivs 3.0 Unported License

5. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 We are working toward a time when every nonprofit and social benefit organization on the planet has the technology resources and knowledge they need to operate at their full potential.

6. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392

7. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Today’s Speakers Mark McCallick CPA and QuickBooks Pro Advisor, McCallick Accounting and Consulting Facilitator: Becky Wiegand, TechSoup Global Assisting with chat questions: Elliot Harmon and Cameron Jones, TechSoup Global Woody Adams QuickBooks Product Specialist, Intuit

8. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Agenda Six Steps for Configuring QuickBooks for Your Organization Features in QuickBooks 2011 Premier or Pro? Intuit Donation Program Q&A Additional Resources

9. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Configuring QuickBooks for Use in a Nonprofit flickr.com/photos/bjmccray

10. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Step 1 of 6 - Planning and Implementation… –Webinar is a summary of my blog posts that can be found on http://blog.techsoup.org/blog/167http://blog.techsoup.org/blog/167 –“Begin with the end in mind” when implementing a new accounting system. –This is principle that all things are created twice. There’s a mental or first creation, and a physical or second creation to all things. This concept is explained in The Seven Habits of Highly Effective People by Stephen R. Covey.The Seven Habits of Highly Effective People

11. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Meet with Stakeholders First flickr.com/photos/twowest

12. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 1 of 6 - Planning and Implementation (cont) QuickBooks Implementation Questionnaire (a sample questionnaire is included in resources) What is the nonprofit’s mission? What programs do we offer (not who funds us – but what service or product do we provide or produce – what do we “do”)? What are our sources of revenue? –Grantors –Corporate Donations –Individual Donations –Program Income (fees for services) –Foundations –Special Events What types of reports are required for all users? Bring samples. What does the nonprofit’s chart of accounts currently look like?

13. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 2 of 6 - Setting Up the Chart of Accounts See second post: http://blog.techsoup.org/node/1473 for details on setting up your chart http://blog.techsoup.org/node/1473 Results of implementation meeting will help define your balance sheet and income statement accounts. The QuickBooks Premiere edition (available through TechSoup donation program) has a sample nonprofit database. Review the sample chart of accounts for assistance.

14. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Unified Chart of Accounts Toolkit is a zipped file containing the QuickBooks chart of accounts files and Excel spreadsheets for working with the “Unified Chart of Accounts.”Unified Chart of Accounts Toolkit This toolkit gives you the ability to restore a sample QuickBooks database (most organizations with at least the 2007 version of QuickBooks should be able to restore and open this sample database). STEP 2 of 6 - Setting Up the Chart of Accounts

15. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 3 – Setting Up “Customer/Job” The “Customer/Jobs” utility should be used to keep track of your nonprofit’s funding sources. AT&T Foundation (This is a QuickBooks ‘Customer”) –2010 AT&T Foundation Grant (This is a QuickBooks “Job”) –2011 AT&T Foundation Grant National Endowment for the Humanities –2010 NEH Grant –2011 NEH Grant XYZ Foundation –2011 XYZ Foundation Grant

16. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 He is your “Customer.” This is your “Job.” flickr.com/photos/calsagtrail

17. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 4 – Setting Up the QuickBooks “Classes” The QuickBooks “Class” utility should be used to manage and report on your nonprofit’s programs. A sample listing of “Programs” for a nonprofit: General Elder Day Care Soup Kitchen Youth Program 2009 5K Run 2009 GALA

18. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 flickr.com/photos/jeremywilburn flickr.com/photos/reportersphotos flickr.com/photos/thepointeatkilpatrick

19. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 5 – Coding Transactions with QuickBooks “Customer/Job” and “Classes” Utilities In our QuickBooks solution, every transaction in a nonprofit needs to have three database flags appended to it. This creates the ability to report: 1.financial information combined 2.funding source 3.by program

20. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 5 – Coding Transactions with QuickBooks “Customer/Job” and “Classes” Utilities AccountFunding SourceProgram 07/14/201020 Database flags appended to each cash receipt, disbursement, journal entry, etc,

21. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 STEP 6 - Creating Financial Reports If your QuickBooks system is set up correctly and you have procedures to properly code financial transactions, you can use standard Profit & Loss reports in QuickBooks as follows: Profit & Loss Standard (Used to report on the nonprofit on a high level “combined” basis) Profit & Loss by Class (P&L by program) Profit & Loss by Job (P&L by funding source) Budget vs Actual (Budget vs Actual on combined basis) Budget vs Actual by Class (Budget vs Actual by program) Budget vs Actual by Job (Budget vs Actual by job) All of these reports are standard in QuickBooks.

22. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 What’s New in QuickBooks 2011? (and what are the differences between Premier and Pro?) VS.

23. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Key Features in QuickBooks Premier (Not in QB Pro)

24. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 New Features in QuickBooks 2011

25. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 New Features in QuickBooks 2011 TBD

26. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Donated QuickBooks 2011 Through TechSoup QuickBooks Premier 2011 1-user ($45 Admin Fee) QuickBooks Premier 2011 3- user ($99 Admin Fee) QuickBooks for Mac 2011 ($25 Admin Fee) http://home.techsoup.org/Stock/Pages/Category.aspx?category=IntuitManage

27. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Intuit’s Donation Program Through TechSoup Intuit donates: –QuickBooks Premier 2011 1-user ($45) –QuickBooks Premier 2011 3-user ($99) –QuickBooks for Mac 2011 ($25) Can request 1 QuickBooks accounting product/year (July 1 – June 30) Available to 501(c)(3) nonprofits and public libraries with an operating budget of $3 million or less Also available: –Learning QuickBooks (coming soon) –Various QuickBooks 2010 (coming soon to TechSoup Limited program) –QB Point Of Sale Basic 8.0 –Customer Manager 2.5 –Learning Accounting Essentials (basic accounting principals) Join TechSoup to access these donations!

28. talks! Questions? Submit your questions using the chat box.

29. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Resources for Setting Up QuickBooks QuickBooks Donations Through TechSoup http://home.techsoup.org/Stock/Pages/Category.aspx?category=Intui tManage http://home.techsoup.org/Stock/Pages/Category.aspx?category=Intui tManage “Configuring QuickBooks for Nonprofits” blog series by Mark McCallick: http://blog.techsoup.org/blog/167 http://blog.techsoup.org/blog/167 Running QuickBooks in Nonprofits – by Kathy Ivens http://www.amazon.com/Running-QuickBooks-Nonprofits- Comprehensive-Guide/dp/0972066985 ) http://www.amazon.com/Running-QuickBooks-Nonprofits- Comprehensive-Guide/dp/0972066985 Mastering QuickBooks for Nonprofits – by Real World Training www.realworldtraining.com www.realworldtraining.com Take the tutorials in your QuickBooks software! Run the sample nonprofit company (many samples are included with your copy of QuickBooks – depending on your version you have.)

30. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Resources for Setting Up QuickBooks Find a local expert or Quickbooks Pro Advisor - http://quickbooks.intuit.com/product/training/local_expert.jsp http://quickbooks.intuit.com/product/training/local_expert.jsp MAC Implementation Questionnaire for use in setting up QuickBooks or redesigning your existing setup. http://www.mac-cpa.biz/resources-for-nonprofits/ http://www.mac-cpa.biz/resources-for-nonprofits/ www.nonprofit-connect.com – Community of local nonprofits, staff, consultants, experts sharing resources. (Join the new “QuickBooks users” group.)www.nonprofit-connect.com QuickBooks for Not-for-Profit Organizations – 2008 By Christine L. Manor, CPA, Available at www.sleeter.comwww.sleeter.com MAC – McCallick Accounting & Consulting – see www.mac- cpa.biz or contact mmccallick@mac-cpa.bizwww.mac- cpa.bizmmccallick@mac-cpa.biz QuickBooks Nonprofit Edition: http://quickbooks.intuit.com/premier/?industry=nonprofit http://quickbooks.intuit.com/premier/?industry=nonprofit What’s New for QuickBooks 2011: http://quickbooks.intuit.com/pro/whats-new/ http://quickbooks.intuit.com/pro/whats-new/

31. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Continue the Discussion… Additional questions can be answered by posting in in our Community Forum: –http://bit.ly/fLxomahttp://bit.ly/fLxoma

32. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Upcoming Webinar Registering Your Organization Friday, March 11, 10 - 11 a.m. Pacific time Registering Your Organization –View this and all previously recorded webinars at: www.techsoup.org/go/webinars www.techsoup.org/go/webinars

33. Using QuickBooks at Your Organization Conference Call: 866-740-1260 Access Code: 6339392 Thank you to our Webinar Sponsor! ReadyTalk offers dedicated product demos for TechSoup organizations 4 times per week. For more information: pages.readytalk.com/techsoup.html

34. talks! Thank you! Please complete the post event survey! Becky Wiegand, becky@techsoup.org, 415-633-9476