Archdiocese of Chicago Parish QuickBooks Reference Manual

Transcription

1 Archdiocese of Chicago Parish QuickBooks Reference Manual April, 2016 A publication of the Archdiocese of Chicago Parish Operations

2 INTRODUCTION... 2 USING FORMS... 2 USING LISTS... 2 USING REGISTERS... 3 USERS AND PASSWORD MAINTENANCE... 4 MOVING AROUND IN QUICKBOOKS... 5 HOME PAGE... 6 THE MENU BAR... 6 THE ICON BAR... 6 DAILY TRANSACTIONS... 7 DEPOSITS... 7 HANDLING CASH DISBURSEMENTS... 8 ENTERING BILLS... 8 PAYING BILLS... 9 VOIDING CHECKS BANK TRANSFERS RECORDING PAYROLL OTHER JOURNAL ENTRIES MEMORIZING TRANSACTIONS MONTHLY ACTIVITIES RECONCILING BANK ACCOUNTS INTEREST AND BANK FEES ARCHDIOCESAN BILLING STATEMENT ARCHDIOCESAN SAVINGS AND LOAN STATEMENT PETTY CASH ANNUAL ACTIVITIES SETTING UP BUDGETS PRINTING MISC 1099/1096 FORMS REPORTS CREATING AND CUSTOMIZING REPORTS USING QUICKZOOM IN REPORTS CREATING MEMORIZED REPORTS PRINTING REPORTS EXPORTING REPORTS TO MICROSOFT EXCEL CREATE SIMPLE CUSTOMER INVOICE AND RECEIVE PAYMENT SET UP CUSTOMERS AND ITEMS FOR INVOICES CREATE INVOICES RECEIVE PAYMENTS AND MAKE CUSTOMER DEPOSITS Page 1

3 Introduction QuickBooks Premier 2016 is a small business bookkeeping tool that allows you to record and analyze a parish s financial transactions. QuickBooks is designed to be user-friendly and is easy to follow with or without a financial background. Some of the time spent working in QuickBooks will involve using a form, a list, or a register. These are the primary tools in the software. Using forms Most daily transactions will be recorded on a QuickBooks form, which looks similar to the paper form. For example, entering a bill in QuickBooks is very similar to an invoice you might receive. Filling out the form is done using the information from the invoice. QuickBooks records the accounting information for you in the background. In the example above, QuickBooks will debit (charge) Electricity expense for the Church and credit accounts payable. The bill will then be included in the parish s listing of outstanding bills. Using lists The list is another basic QuickBooks feature. You will fill out most QuickBooks forms by selecting entries from a list. QuickBooks maintains lists where you can store information about vendors, accounts, and class codes among other things. Using lists saves time and helps you enter information consistently. You can complete a variety of activities from lists, using the menu buttons at the bottom of each list. Page 2

4 Using Registers QuickBooks uses account registers as a record of all the activity in an account. This is similar to a paper checkbook register that shows all the transactions in your checking account. Almost every QuickBooks account has its own register. The register also maintains a running balance of the account. Page 3

5 Users and Passwords Maintenance QuickBooks Premier allows multiple users in a company file. One user is designated as the QuickBooks Administrator. This person has unlimited access to QuickBooks and is the only user who can perform certain tasks. The administrator is responsible for adding new users and determining their access privileges. Each user should have a user name and password. Multiple people should not share one user name. Understanding and maintaining the following screens will help you ensure that you have the correct number of QuickBooks Premier licenses and the integrity of who has access to your QuickBooks Premier file. Please take the time to review these procedures and ensure your file reflects the number of users, at the appropriate security level, you feel is required at your location. Administrator Setup 1.) From the Company menu, select Set Up Users and Passwords and then Set Up Users. 2.) Enter the user name and password for the administrator. 3.) Enter the password again in the Confirm Password field. 4.) Select a Challenge Question and enter a Challenge Answer. 5.) Click Next, then click Finish. Review Existing Users Setup The administrator should review the users and access privileges for the QuickBooks file for accuracy, using the User List. Make the necessary changes to ensure only the appropriate people are set up as users, and have only the level of access necessary. For example, an employee responsible for handling bill payment does not need access to the Sensitive Accounting Activities or Reporting areas. Select View User to review the access privileges of each user. Page 4

6 Add a New User 1.) From the Company menu, select Set Up Users Passwords and then Set Up Users. 2.) Enter the administrator password (if prompted) and click OK. 3.) Click the Add User button. 4.) Enter the new user name and password. 5.) Enter the password again in the Confirm Password field. 6.) Click the Next button. 7.) Select the user s access level: Selected areas of QuickBooks, All areas of QuickBooks, or External Accountant. Click the Next button. 8.) Follow the prompts to complete the user set up. If you chose Selected areas of QuickBooks, you will go through a sequence of screens to select the appropriate areas the user has access to. 9.) The last window provides a summary of the user s access rights. If it is correct, click Finish in the last window. Delete a User Highlight the user name to be deleted and click Delete User. You will be prompted to confirm the deletion. Click Yes. Moving around in QuickBooks QuickBooks uses multiple features to give quick access to the features and reports that you use most. Generally, there is more than one way to access various screens in QuickBooks. Page 5

7 The Home Page The QuickBooks Home Page provides a visual representation of the workflow for common activities. The Home Page allows you to access features, reports and solutions for the major areas of QuickBooks. The menu bar You can find all of the QuickBooks commands on the menu bar. The icon bar The icon bar is another option for getting around in QuickBooks. It comes preset with shortcuts to several windows. You can tailor the icon bar to include the features and reports you use most frequently. The icon bar in QB Premier 2016 is on the left of the screen which gives easy access to open windows and most common tasks, such as viewing account balances and favorite reports. Page 6

8 Daily Transactions Deposits To record a deposit in QuickBooks, select Record Deposits from the Banking menu or click the Deposits icon from the Home Page. The deposit window will appear. Complete the deposit screen as follows: 1.) Verify that the Deposit To account reflects the correct bank account for the deposit. Change the date and memo field as necessary. The date should match the date on the bank deposit ticket. 2.) In the From Account field, select the appropriate account to credit the deposit against (typically an income account). You can use the drop-down list or begin Page 7

9 typing the account number or account name. Quickbooks will scroll down to that account. Input a description of the transaction in the memo field. 3.) Select the appropriate Class Code from the drop down list. Input the deposit amount. 4.) Continue with the next line(s) as needed. The Deposit total should agree with the bank deposit ticket. The Cash back section should not be used. According to the Archdiocesan Best Practices, cash should not be held out of deposits for petty cash. 5.) You can click the Print button at the top of the screen to print a deposit summary that can be attached to the bank deposit ticket. 6.) Click Save & Close to record the deposit, or Save & New if you have additional deposits to record. 7.) QuickBooks will record the deposit as an increase (debit) to the bank account with an offsetting credit to the selected account(s). Handling Cash disbursements Use the Enter Bills and Pay Bills activities in QuickBooks for processing disbursements. This method allows you to easily keep track of payments by vendor, unpaid bills, and help track cash flow needs. This practice is required of all parishes even if parishes are able to pay all their bills on time. Entering bills When you receive a bill, it should be entered in QuickBooks in a timely manner. This allows you to know the parish s cash flow needs at any time since all bills are entered. It makes it easier to schedule the bill payment near the due date and take advantage of available discounts. To enter a bill: 1.) From the Vendors menu or the Home Page, select Enter Bills. QuickBooks will display the Enter Bills screen. The top half of the screen is where you enter the bill. The bottom half is the detail area where the bill is assigned to expense account(s). Page 8

10 2.) Type the Vendor Name or select it from the drop-down menu. 3.) QuickBooks will show today s date in the Date field as default. You can change the date as needed. This field can be used to show the invoice/bill date. QuickBooks supplies a date in the Bill Due field based on the payment terms entered for this vendor. You can change this date as needed. 4.) Use the Ref. No. field to type in the invoice or bill number. 5.) Input the Amount Due for the bill. This amount will also appear in the Amount column in the lower half of the bill. 6.) Under the Terms field, type or select the payment terms (e.g. net 10 days, net 30 days, payable upon receipt, etc.). 7.) You may use the Memo field to enter a description of the bill. 8.) Click in the Account column to select the appropriate account to charge for the bill from the drop-down menu. 9.) The amount will be listed based on the total bill. If the bill is being split among various expense accounts, change the amount accordingly on this line. 10.) Enter a Memo description. 11.) Select the appropriate Class Code. 12.) Click Save & Close to record the bill, or Save & New to continue entering more bills. Paying bills QuickBooks has a Reminders feature that will tell you if you have bills due to pay. This can be turned on by choosing preferences from the Edit menu. To pay a bill: 1.) From the Vendors menu or the Home Page, choose Pay Bills. QuickBooks will display the Pay Bills screen. The Pay Bills window shows your unpaid bills as of a particular date, or can show all bills. You can use the Sort By field to sort the listing by due date, Vendor, Discount Date or Amount Due. Page 9

11 2.) Click on the bills you would like to pay. A checkmark will appear in the column next to the bills selected. If you want to make a partial payment of a bill, enter the amount in the Amt. To Pay column. By default, QuickBooks pays the full amount of the bill. 3.) Verify that the Payment Account is the correct bank account. QuickBooks will identify the ending Balance of that account after the selected bills are paid. Select the To be Printed option. This indicates to QuickBooks that you will be printing these checks later. 4.) Click Pay Selected Bills. QuickBooks will display a Payment Summary Screen listing the bills that were paid. From here you can print checks, pay more bills or close the window. 5.) When you select Print Checks, the Select Checks to Print screen will appear. Verify that the correct bank account is listed and type the first check number to be used. If you decide to print checks later, select Print Forms from the File menu, and then Checks. 6.) Insert check stock in your printer and click OK. The Print dialog box will appear. Verify that the correct check format is selected and click Print. As the checks print, a Print checks Confirmations screen will appear. If the checks printed correctly, click OK. If a check needs to be reprinted, select the check and click OK. You will then return to the Select Checks to Print window to reprint it. Voiding Checks Using the Void check function in QuickBooks only changes the amount to zero, but keeps the empty transaction in QuickBooks (other information is unchanged, for example the name of the payee, address, and date). A voided check also displays VOID in the memo field. Deleting a check irreversibly removes the transaction from QuickBooks and can't be undone and any reports that include that transaction also change. Here are different scenarios to consider when voiding a check and the related steps to complete: Void a blank check. You must create a check and then void it. 1.) Go to the Banking menu, click Use Register, and then select the Account. 2.) Select the check in the register. 3.) Go to the Edit menu and click Void Check. 4.) Click Record Voiding a check in an open period Obtain check to be voided. Check should be marked conspicuously with VOID to deface it from ever being cashed. If check has been lost, consider placing a stop payment on the check to prevent processing at the bank. The cost of this option must be evaluated. 1.) Go to the Reports menu, Select Banking and then Check Detail Page 10

12 2.) Select Date Range for the Check to be Voided or Modify Report for a specific check number. 3.) Select the check in the check detail report. 4.) Go to the Edit menu and click Void Check 5.) Click Record. Voiding a check in a closed or previously reported period. 1.) Obtain check to be voided. Check should be marked conspicuously with VOID to deface it from ever being cashed. If check has been lost, consider placing a stop payment on the check to prevent processing at the bank. The cost of this option must be evaluated. 2.) Go to the Record Deposits window. 3.) In the Received From field, select the original Payee from the drop down list. 4.) The From Account should be the account that the check was originally charged. This transaction will offset the original check. If you enter invoices through the Enter Bills feature, as recommended, this account may be Accounts Payable. 5.) Fill in the Memo field with any details that may be helpful 6.) Fill in the Check Number field with the check number to be voided Page 11

13 7.) Print the deposit. 8.) Run the check detail report, select the original check and add a V to the end of the check number and save the updated check. Page 12

14 9.) Staple the deposit printout to a copy of the voided check and file with journal entries for the month in which the void was recorded. This may differ than the month in which the check was originally drafted. 10.) File the actual voided check in a secure location sequentially. 11.) Follow check writing procedures if check must be reissued. The check can not be reselected via the Pay Bills window. Bank transfers There are situations when you may need to transfer money between bank accounts. One example is transferring funds from the parish operating account to the payroll account each pay period. Rather than writing a check from one account and depositing it to another, you can record a transfer. Contact your bank to initiate the funds transfer, and then record it in QuickBooks as follows. 1.) From the Banking menu, select Transfer Funds. The Transfer Funds between Accounts screen appears. 2.) Input the appropriate Date of the transfer. 3.) In the Transfer Funds From field, choose the bank account the money is coming from. 4.) In the Transfer Funds To field, choose the bank account the money is going to. 5.) Type the Amount in the Transfer Amount field. 6.) Input a description of the transfer in the Memo field. 7.) Click Save & Close. Page 13

15 Recording payroll Payroll is recorded on a biweekly basis through the IOI Pay payroll system. When the IOI report is received at the parish, the payroll should be recorded in QuickBooks. The preferred method of doing this, used by the Parish Operations Service Center offices, is to create a summary journal entry for the payroll. Salaries expense is recorded by account code (e.g for Professional Staff 10 Church), the employer FICA taxes can be recorded with totals by class code or by individual account code, GTL is now recorded bi-weekly by account code and the payroll deductions are recorded in total by category (403b, medical, dental, etc.). Depending on the number of employees, this method is less time consuming than recording individual direct deposits, and does not require entering specific employee names and salaries in QuickBooks. Attached is a sample journal entry with the applicable IOI report pages. Other Journal Entries There are situations where a journal entry is required to record a transaction in QuickBooks. A journal entry should be used when other types of entries in QuickBooks (enter deposit, enter bill, write checks) are not applicable. Some examples when journal entries should be used are NSF checks and past due loan invoices. To record a journal entry, select Make General Journal Entry from the Company menu. QuickBooks will display the journal entry screen. Page 14

16 1.) QuickBooks will display today s date as the default transaction date. Change the Date if necessary. 2.) QuickBooks will automatically assign a journal entry number if you select that option. 3.) Select the appropriate Account from the drop down menu. Type in the amount in the Debit or Credit column. 4.) Input a description of the transaction in the Memo field. Select the appropriate class code from the drop down menu. 5.) Continue with the next line(s) until the entry is completed. 6.) When the entry is completed, click Save & Close to record the entry. QuickBooks will not allow you to save the entry unless total debits equal total credits (a balanced entry). Memorizing Transactions QuickBooks allows you to memorize transactions that will be used on a recurring basis. Some examples are payroll entries, the weekly bank deposit for Sunday collections, and the Archdiocesan billing statement. Memorizing transactions reduces the amount of data input required, and reduces the chance of input error. To memorize a transaction, make sure you have the transaction you want to memorize displayed on your screen. 1.) From the Edit menu, select Memorize. QuickBooks displays the Memorize Transaction window. Page 15

17 2.) Type a Description that will help you remember the memorized transaction. You can also have QuickBooks remind you when it is time to record the memorized transaction (for example, monthly interest income). 3.) Click OK. QuickBooks has now added this to the Memorized Transaction list. To recall a memorized transaction: 1.) From the Lists menu, choose Memorized Transaction List. QuickBooks will display the Memorized Transaction List window. 2.) Double-click the transaction you want to record. QuickBooks will display the transaction with the information you memorized, but with the current date as the transaction date, or the next scheduled date if you scheduled a reminder. You can modify the information as needed. 3.) Click Save & Close to record the transaction and return to the memorized Transaction list window. 4.) Press the Esc key to close the Memorize Transaction list. Monthly Activities Reconciling Bank Accounts Reconciling is the process of making sure that your bank account record in QuickBooks matches the bank s records. Even though using QuickBooks eliminates addition or subtraction errors compared to using a manual checkbook, it is still important to reconcile all bank accounts on a monthly basis. This includes not just the parish operating account, but also payroll, stipend, fundraising, hot lunch, auxiliary group, and Archdiocesan Bank accounts. This helps to keep more accurate financial records and avoid overdraft charges as well as spot potential bank errors. Page 16

18 To reconcile your account: 1.) From the Banking menu or Home Page, select Reconcile. QuickBooks displays the Begin Reconciliation screen. 2.) In the Account field, verify that the correct bank account is displayed. Select the correct account from the drop-down menu if necessary. 3.) Enter the bank statement date in the Statement Date field. 4.) In the Ending Balance field, type the ending balance from the bank statement. 5.) You may enter any Service Charge or Interest Income from the bank statement in the appropriate fields. Make sure the correct Date, Account, and Class are selected. 6.) Click Continue. QuickBooks will display the Reconcile Cash screen. You can select which columns you want to display by clicking Columns to Display button on the lower right side. We recommend that you include the memo column in the display. The amount of information on this screen may seem overwhelming; however, it is a convenient way to view transactions. This window includes all transactions that have not cleared the bank as of the previous bank statement. The transactions are classified as Checks, and Payments (decreases to the bank balance) and Deposits and Other Credits (increases to the bank balance). Page 17

19 7.) In the Checkmark Column, click on each transaction that is shown on the bank statement. Continue until all the transactions on the bank statement have been checked in the reconcile screen. Record any missing transactions in QuickBooks. It is critical to only mark transactions as cleared in the Reconcile screen. Do not mark off transactions in the register. It will distort your reconciliation. 8.) If the amount of a transaction is different in QuickBooks than it appears on the bank statement, research the original documentation to determine the correct amount. If you need to make a correction to a transaction, highlight the transaction and click Go To. QuickBooks takes you to the transaction where you can make the necessary correction. Click Save & Close to return to the reconciliation screen. 9.) QuickBooks keeps track of the difference between the bank statement balance and the cleared ( checked ) balance. You can close the Reconcile screen without losing your work in the middle of reconciling by clicking the Leave button. When the difference is zero, click the Reconcile Now button. 10.) QuickBooks displays the Select Reconciliation Report window. Click Both and then print the summary and detailed reconciliation report. This report should be stapled to the bank statement and filed with the previous reconciliations for that account. The reconciliation should be signed and dated by the preparer and the reviewer prior to filing. A separate file should be maintained for each bank account (e.g. operating, payroll, stipend). These should be retained according to the record retention policy distributed by the Archdiocesan Archives and Records Center. There is also a Reconcile Discrepancy report available. This report identifies changes and deletions made to previously reconciled transactions, making it easier to find discrepancies. This report is useful when the beginning balance that QuickBooks shows is different than the ending balance from the previous period s bank statement. To generate this report, select Reconcile from the Banking menu, click Locate Discrepancies, and then click Discrepancy Report. Interest and bank fees Interest income and bank fees from checking accounts can be recorded during the reconciliation process or separately as journal entries. Archdiocesan Billing Statement The Archdiocese issues a monthly billing statement to parishes and schools to charge for various expenses that are paid by the Archdiocese on behalf of the parishes. This should be recorded in QuickBooks using the Enter and Pay bills activities. The bill must be allocated to various expense accounts based on the individual line items listed on the bill. To facilitate partial payments of the Arch bill each line item should be entered as a separate bill in QuickBooks. Page 18

20 Archdiocesan Savings and Loan Statement At the end of each month, the Archdiocese issues a Savings and Loan statement to parishes that have savings and/or loan balances. This statement should be reconciled against the account balances in QuickBooks to ensure that all necessary transactions have been recorded. Interest income on the savings accounts should be recorded in QuickBooks. The account balances listed on the Archdiocesan statement should match the account balances in QuickBooks. If there are any transactions listed on the Archdiocesan statement not on QuickBooks, investigate to determine the source information and record the necessary transaction. Petty Cash A petty cash fund is intended to provide available cash for small incidental parish or school expenses, such as postage or parking fees, where it is not practical to requested disbursement by check. Petty cash funds are to be maintained on an imprest basis, which means that the amount of the petty cash fund should remain constant. At any given time, the cash on hand plus the petty cash receipts in the fund should equal the authorized amount of the fund. The pastor should assign one employee as a custodian of the petty cash fund and, the fund should be stored in a secure and locked place. The fund limit should be kept at a minimum. Archdiocesan Best Practices recommends a $100 or $200 limit depending on local needs. Under the imprest cash basis, no entry is made to the Petty Cash bank account (1150) in QuickBooks for the replenishment of funds. The appropriate expense account is debited, and the parish operating bank account is credited. An entry is made to the petty cash general ledger account only when the fund is established, or when the fund limit is changed. Annual Activities Setting up budgets QuickBooks includes a budgeting feature that allows you to compare actual results against the budget during the course of the fiscal year. The approved parish budget submitted to the Page 19

21 Archdiocese should be entered in QuickBooks. This allows parishes to make more timely decisions based on the performance against the budget. To set up a budget: 1.) From the Company menu, select Planning & Budgeting, then Set up Budgets. QuickBooks will display the Create New Budget screen. 2.) Select the correct Fiscal Year and click Profit & Loss. Click Next to continue. 3.) QuickBooks will display the Additional Profit & Loss Budget Criteria screen. Select Class and click Next to continue. 4.) QuickBooks will prompt you to decide if you want to create the budget from scratch, or create the budget from the previous year s actual data. Select Create budget from scratch. Click Finish to continue. 5.) QuickBooks will display the Set Up Budgets screen. You will use this form to enter the income and expense budget amounts for a specific class code. Page 20

22 6.) Select the Class Code for the budget you are inputting. Starting with the July column input the budgeted figure. To calculate the monthly amount, input the annual amount and the forward slash key ( / ). QuickBooks will display a small adding machine tape for the calculation. Type the number of months you are dividing by (generally 12), and the Enter key. QuickBooks will place the monthly amount in the July column and adjust the Annual total column. If the monthly amount is the same for the remainder of the year, click the Copy Across button to copy the amount to the remaining months. Continue entering the budget data for each account. Allocate the annual amount as appropriate. For example, some accounts, such as Property/Casualty Insurance, may have the same budgeted amount each month for the year. Other accounts, such as Christmas collections, will only be budgeted in specific months. After all budget information has been entered for a class, click Save. 7.) Select the next Class Code (if applicable) and enter the necessary budget amounts. 8.) When the complete parish budget has been entered, click OK to exit the screen. 9.) To verify that the budget has been entered correctly, generate a Profit & Loss Budget Overview Report. To create this report, select Budgets from the Reports menu, then click Budget Overview. QuickBooks displays the Budget Report screen. Select Profit & Loss by Account and Class and click Next. Select Account by Class from the drop-down list, click Next and then Finish. QuickBooks will display the report. You can then print the report and verify it against the approved parish budget. 10.) During the fiscal year, the Budget vs. Actual report should be generated on a monthly basis to review the parish s activity compared to budget. This report is also found in the Budgets report group. Preparing 1099 MISC/1096 Forms To print 1099 forms from QuickBooks, go to the Vendors dropdown menu and select Print/Efile 1099s and over to 1099 Wizard: Page 21

23 1.) Select your 1099 vendors select the vendors that need to receive a 1099 MISC form, this also changes the vendors 1099 status in your company file. 2.) Verify vendor information review and edit information for the vendors selected including addresses, tax ID numbers, etc. 3.) Map vendor payment accounts the accounts you have used to track vendor payments will be listed you need to tell QuickBooks where the amounts paid from each account should appear on Form 1099-MISC, typically: Line 1 Rents -- Rent Expense Account Line 7 Non-Employee Compensation -- Salary Accounts, Building & Repair Expenses, Professional Service Fees and other Miscellaneous Expense Categories which may contain payments to contractors or professionals. Line 14 Gross Proceeds to Attorney Legal Expenses, typically Extraordinary Expenses Page 22

24 4.) Review payments review payments for exclusions. Click on View Included Payments to see the full list and make any exclusions necessary. 5.) Confirm your 1099 entries review this summary of vendors for which you are creating the 1099-MISC form for and the amounts being reported for the calendar year shown. 6.) Choose a filing method you can choose to print 1099 and 1096 forms or e-file for a fee. Reports QuickBooks offers a variety of predesigned reports to help analyze the financial position of the parish or school. You can also customize QuickBooks reports to show specific data in a particular format. QuickBooks also offers Quick Reports that lets you summarize information from your lists, forms or registers. Page 23

25 QuickBooks preset reports QuickBooks offers dozens of preset report formats. The Reports menu categorizes the preset reports into 10 major categories. You can create profit and loss reports, balance sheet reports, reports on vendors, banking reports, and budget reports, among other categories. An easy way to learn about the different reports available is to use the Report Center, which is available from the Reports menu. The report center contains a description and sample of each QuickBooks report. You can create the report from this screen. Creating and customizing reports As an example, we will create a Profit & Loss by Class report. To create the report: 1.) From the Reports menu, select Company & Financial. Then choose Profit & Loss by Class. QuickBooks will display the report on the screen. Page 24

26 2.) At the top of the report, QuickBooks displays a buttonbar for customizing the report content and layout. To modify the report, click the Modify Report button. 3.) The Modify Report screen will appear. The Display tab is used to change the date range of the report, the report basis (accrual basis should be used) and the column displays. 4.) The Filter tab is used to limit the scope of the report data. You can filter a report based on a number of categories. In this example, we will filter the report to show only school data, based on class codes. In the Filter box, scroll down and highlight Class. Click Selected classes to see a list of class codes. Click on the school class codes to select them for the report (classes 50 through 89) and click OK. You can further customize the report using the Header/Footer and Fonts & Numbers tab of the Modify Report screen. Click OK when completed to return to the report. It will now display data only for the school related class codes. 5.) On the buttonbar at the top of the report, you can click Collapse to display a summary report, or Expand to show the detailed report. Using QuickZoom in reports In QuickBooks reports, you can QuickZoom any item in the report to see more detail. To do this, move your mouse pointer over the amount in question. The arrow pointer will Page 25

27 turn into a magnifying glass with a Z in it. Double-click in the amount. QuickBooks will display a report showing the detail of that amount. In this fashion you can drill down to specific transactions. Creating memorized reports Once you have customized a report to provide the information you need, you can have QuickBooks memorize the settings so you can quickly produce the same report in the future. You can also create memorized report groups that can be used to organize your reports and quickly process a group of reports at once. To memorize a report: 1.) Once you have the report on the screen the way you d like it, click Memorize at the top of the screen. QuickBooks will prompt you to give a report name and gives you the option of adding the report to a memorized group. Click OK to save the report. 2.) To generate the report, select Memorized Reports from the Reports menu, then Memorized Reports List. 3.) Select the report form the list and click Display to see the report on screen, Print the report, or select Export to send the report to an Excel spreadsheet. Printing Reports Once you have a report displayed on the screen, you can print it by clicking the Print button in the report buttonbar. To print a report: 1.) Click Print. QuickBooks displays the Print Reports window. 2.) You can select the print orientation, select which pages to print and preview a copy of the report. You can also set the report to have page breaks after major groupings or fit on one page width. Exporting reports to Microsoft Excel There are times when you may want to change a report s appearance or content in ways not available in QuickBooks, or use report information to run what-if scenarios. You can send QuickBooks reports to Microsoft Excel. With QuickBooks 2013, you can create a new worksheet from a QuickBooks report, use Excel features to modify fonts and other formatting options, and even add your own column of data or unique formulas. The Page 26

28 report can then be refreshed with new data directly from Excel. You also have the option of turning on or off several Excel features. To send a report to Excel: 1.) Once the QuickBooks report is displayed on the screen, click Excel on the report buttonbar. QuickBooks displays the Export Report to Excel window. 2.) Select Create New Worksheet in New Workbook or in Existing Workbook or select the new feature Update an Existing Worksheet. Click Advanced. QuickBooks displays the Advanced Options window. From here you can select various formatting options and Excel features. 3.) Once you have completed your selections in the Advanced tab, click Export. QuickBooks will open Excel and send the report to a new spreadsheet. You are now able to work with the report data and save it as an Excel spreadsheet. Page 27

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30 Set-up Customers and Items to Create Simple Invoices Add Customers 1.) Click the Customer Center icon. 2.) Click the Customers & Jobs tab in the Customer Center window 3.) Click the New Customer & Job drop down list and select New Customer 4.) Enter the appropriate information in the New Customer window 5.) Click OK Add Items 1.) Click the Items & Services icon on the Home page 2.) Click the Item button 3.) Select New from the menu 4.) Select the appropriate item Type which is typically Service for Rental Invoices, Utility Reimbursements or Shared Expenses with other parishes. 5.) Enter remaining information in the New Item window including Name of Item, Description and Account Number. Account Number is typically an income account number used to identify Facility Rental Income or Utility Reimbursement Income 6.) Click OK Page 29

31 Prepare Invoice and Record Related Customer Payment and Deposit Create Invoice Receive Payment Make Deposit Create Invoice 1.) Under the Customer menu, select Create Invoice. 2.) Click the Customer: Job drop-down list and select the appropriate customer. 3.) Enter date, invoice number, item and amount and any other relevant information in the Create Invoices window 4.) Choose to be printed and/or to be ed depending on choice of delivery method to recipient 5.) Click Save & Close Page 30

32 Receive Payment 1.) Under the Customer menu, select Receive Payment 2.) Click the Received From drop-down list and select the appropriate customer. 3.) Enter Amount of payment and date 4.) Ensure payment is associated with the correct invoice via the checkmark 5.) Click Save & Close Make Deposits 1.) Click the Record Deposits icon on the Home page 2.) The Payments to Deposit Screen will appear, Select the line items to deposit 3.) Click OK Page 31

33 4.) Enter any additional items for deposit in the Make Deposits window 5.) Click Save & Close Page 32