Executive Assistants Tasks and Procedures: A Documentation Manual

Transcription

1 Executive Assistants Tasks and Procedures: A Documentation Manual Prepared for IT consultants and future executive assistant hires at Itrus Technologies December 2012

2 Executive Assistants Tasks and Procedures: A Documentation Manual Prepared for IT consultants and future executive assistant hires at Itrus Technologies By Crystal Powell Executive assistant December 2012

3 Table of Contents iii Table of contents Table of contents... iii Table of Figures... vii Abstract... 1 Section One: Tasks for office management duties... 2 Daily Tasks... 2 Monday through Friday tasks:... 2 Weekly Tasks... 2 Friday tasks:... 2 Yearly Tasks... 2 January tasks:... 2 Section Two: Procedures for office management duties... 3 How to check the mailbox... 3 How to check your s... 3 How to check your voic s... 3 How to back up the QuickBooks server... 4 Figure 1: Backing up the QuickBooks server... 4 Figure 2: Backing up the QuickBooks server... 4 Section Three: Tasks for the executive assistant duties Weekly Tasks... 5 Monday:... 5 Wednesday:... 5 Friday:... 5 Monthly Tasks... 6 Every month:... 6 Section Four: Procedures for the executive assistant duties How to deposit money into First Citizens... 7 How to check Autotask for expense report... 7 Figure 3: Transferring expenses to QuickBooks... 8 Figure 4: Marking an expense report as paid to employee... 8 How to run the Project Summary report to update/create estimates in QuickBooks.... 9

4 Figure 5: Locating the Project Summary report... 9 Figure 7: Viewing the Project Summary report... 9 What to do if the customer job isn t already created in QuickBooks Figure 8: Adding a new customer job into QB What to do if the expense isn t already created in QB Figure 9: Filling in the data for the estimate What to do for filling in the information on an estimate Figure 10: Locating the PO number Figure 11: Locating the PO number Figure 12: Locating the SOW Figure 13: Locating the SOW Figure 14: Locating the SOW Figure 15: Locating the SOW Figure 16: Creating the invoice from the estimate What to do if the estimate is already created Figure 17: Updating an existing estimate How to file documents/bills/invoices Figure 18: Filing cabinet How to create and send the monthly reports Figure 19: Creating the Profit and Loss Standard report Figure 20: Creating the Profit & Loss Prev. Year Comparison report Figure 21: Customizing the Profit & Loss Prev. Year Comparison Report Figure 22: Creating the Balance Sheet report Figure 23: Creating the A/R Aging Summary report Creating the Cash Flow Projection report Figure 24: Creating the Cash Flow Projection report How to balance the checkbook Figure 25: Balancing the checkbook Figure 26: Balancing the checkbook How to pay scheduled liabilities... 22

5 Table of Contents v Figure 27: Locating the Scheduled Liabilities Paying Edward Jones Figure 28 Filling out the IRA paperwork Figure 29: Creating the check for IRA Paying Exante Bank Figure 30: Filling out the HSA paperwork Figure 31: Creating the check for HSA Figure 32: Printing the HSA and IRA checks Figure 33: Printing the HSA and IRA checks How to enter bills Figure 34: Entering bills into QuickBooks Figure 35: Entering bills into QuickBooks How to pay bills Figure 36: Paying bills in QuickBooks Figure 37: Paying the bills from QuickBooks online Figure 38: Paying the bills from QuickBooks online Figure 39: Paying the bills from QuickBooks online Figure 40: Showing the payment online in QuickBooks Paying bills with a check Figure 41: Paying bills with a check How to finish creating the customer invoice Figure 42: Viewing a correct invoice How to receive payments on customer invoices Figure 43: Receiving payments in QuickBooks Figure 44: Receiving payments in QuickBooks How to transfer funds from bank accounts Figure 45: Transferring funds from bank accounts in QuickBooks Figure 46: Transferring funds from bank accounts in QuickBooks How to enter your time worked Figure 47: Entering your time worked in QuickBooks

6 Figure 48: Entering your time worked in QuickBooks Abbreviations Index... 37

7 Table of Figures vii Table of Figures Figure 1: Backing up the QuickBooks server... 4 Figure 2: Backing up the QuickBooks server... 4 Figure 3: Transferring expenses to QuickBooks... 8 Figure 4: Marking an expense report as paid to employee... 8 Figure 5: Locating the Project Summary report... 9 Figure 7: Viewing the Project Summary report... 9 Figure 8: Adding a new customer job into QB Figure 9: Filling in the data for the estimate Figure 10: Locating the PO number Figure 11: Locating the PO number Figure 12: Locating the SOW Figure 13: Locating the SOW Figure 14: Locating the SOW Figure 15: Locating the SOW Figure 16: Creating the invoice from the estimate Figure 17: Updating an existing estimate Figure 18: Filing cabinet Figure 19: Creating the Profit and Loss Standard report Figure 20: Creating the Profit & Loss Prev. Year Comparison report Figure 21: Customizing the Profit & Loss Prev. Year Comparison Report Figure 22: Creating the Balance Sheet report Figure 23: Creating the A/R Aging Summary report... 19

8 Figure 24: Creating the Cash Flow Projection report Figure 25: Balancing the checkbook Figure 26: Balancing the checkbook Figure 27: Locating the Scheduled Liabilities Figure 28 Filling out the IRA paperwork Figure 29: Creating the check for IRA Figure 30: Filling out the HSA paperwork Figure 31: Creating the check for HSA Figure 32: Printing the HSA and IRA checks Figure 33: Printing the HSA and IRA checks Figure 34: Entering bills into QuickBooks Figure 35: Entering bills into QuickBooks Figure 36: Paying bills in QuickBooks Figure 37: Paying the bills from QuickBooks online Figure 38: Paying the bills from QuickBooks online Figure 39: Paying the bills from QuickBooks online Figure 40: Showing the payment online in QuickBooks Figure 41: Paying bills with a check Figure 42: Viewing a correct invoice Figure 43: Receiving payments in QuickBooks Figure 44: Receiving payments in QuickBooks Figure 45: Transferring funds from bank accounts in QuickBooks Figure 46: Transferring funds from bank accounts in QuickBooks Figure 47: Entering your time worked in QuickBooks... 34

9 Table of Figures ix Figure 48: Entering your time worked in QuickBooks... 34

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11 Abstract 1 Abstract Itrus Technologies Executive Assistant Tasks and Procedures By Crystal Powell Itrus Technologies executive assistant performs many tasks for the IT consultants at the company. These tasks include bookkeeping and office management tasks. The assistant is able to perform these tasks quickly and effectively because he/she solely focuses on only these tasks. However, the assistant is a part time employee, whereas, the other employees (IT consultants) at Itrus are full time employees. Since the executive assistant is only a part time employee he/she can t always be at the office to complete tasks for the consultants when they need an assistant task completed during the assistants absents. When the assistant isn t present to complete a task, the consultants have to perform these tasks themselves. However, the consultants perform these assistant tasks themselves so rarely that they are unable to remember how to complete the tasks when they have to perform the task when the executive assistant isn t present. Since the consultants need help remembering how to perform the assistant tasks, as a step towards allowing the consultants to perform the tasks in a more efficient time frame, this manual will provide step-by- step instructions on completing the executive assistant tasks.

12 Section One: Tasks for office management duties Daily Tasks Monday through Friday tasks: 1. Check mailbox for mail, (Refer to Section Two: How to check the mail) 2. Check s, (Refer to Section Two: How to check your s) 3. Check voic s, (Refer to Section Two: How to check your voic s) 4. Clean any dirty dishes left in the sink before you leave for the day. 5. Back up the QB database before leaving for the day. (Refer to Section Two: How to back up the QuickBooks server) Weekly Tasks Friday tasks: 1. File any documents/bills/invoices that you received/created for that week. (Refer to Section Two: How to File documents/bills/invoices) 2. Look at the dry erase board on the refrigerator in the kitchen, if there are any items listed on the board go to the grocery store and purchase them with your company credit card. Yearly Tasks January tasks: 1. Pull the files out and place them in a file box marked from that previous year. 2. Create new files for the new year. This keeps the file cabinet from overflowing and keeps the records separated by year.

13 Section Two: Procedures for office management duties 3 Section Two: Procedures for office management duties Daily tasks How to check the mailbox 1. Use the key located in the top draw of your desk. 2. Locate on the left side of the building our mailbox (ours is number six). 3. Scan through the mail, a. Enter bills received (Refer to Section Three: How to enter bills) b. Mark any customer invoices that you have received payment for as paid (Refer to Section Three: How to receive payments on customer invoices) c. File any informational mail from vendors or customers in the filing cabinet. (Refer Fig. 11) How to check your s Log into Microsoft Office Outlook under the start menu, If there are any s from IBM, Itrus Twitter, Autotask or VMWare, move those s to their specified folder at the left side of the screen. These s are typically auto forwarded s and don t need attention, however, scheme through them to make sure they aren t important. If you receive s from employees at Itrus make sure to read them and add any tasks they need you to handle to your To Do list located on your desk. If there are any s from customers or vendors make sure to read those thoroughly and deal with those accordingly. If you receive any mail you re not sure what you need to do with, ask Martin Jones (CEO) how to handle that mail. How to check your voic s A red light will shine on the top your phone if you have any voic s. To check these voic s you will need to, 1. Select the envelope key located on the right side of the receiver. 2. Enter your voic password (1234) when prompted to. 3. Listen to any voic s you have and deal with them accordingly.

14 How to back up the QuickBooks server The QB server needs to be backed up every day before leaving the office. Figure 1: Backing up the QuickBooks server 1. Click File > Back up Company > Create Local Backup. 2. Select Local backup in the pop up box. 3. Select Next. Figure 2: Backing up the QuickBooks server 4. Click Save it now. 5. Select Finish.

15 Section Three: Tasks for executive assistant duties 5 Section Three: Tasks for the executive assistant duties. Weekly Tasks Monday: 1. Pay bills that were entered into QB from the previous week. (Refer to Section Three: How to pay bills) 2. Deposit any checks we have received from customer s invoices from Thursday or Friday into First Citizens bank. (Refer to Section Two: How to deposit money into First Citizens) Wednesday: Before proceeding with the next steps makes sure Mike Unruh has approved the expense reports for payment. 3. Check AT for expense reports (Refer to Section Three: How to check Autotask for expense reports) 4. Check your for receipts employees will send you for expenses inquired for the project. a. Save the attached documents to the desktop under FWD attachments. When you invoice the customer you will need to attach these documents to the invoice as proof for those expenses inquired by the employee for that particular project. 5. Run the Project Summary report in AT to update/create estimates in QB. (Refer to Section Two: How to run the Project Summary report to update/create estimates in QuickBooks) 6. Deposit any checks we have received from customer s invoices from Tuesday or Wednesday into First Citizens bank. (Refer to Section Two: How to deposit money into First Citizens) Friday: 9. Check with Mike Unruh about any invoicing that needs to be done for that week. (Refer to Section Two under How to create invoices )

16 Monthly Tasks Every month: 3. Send reports to Gary Bowers, Mike Unruh and Martin Jones on the 10 th of every month. The reports will include: (Refer to Section Two: How to create and send the monthly reports) 5. The Profit and Loss Standard report 6. The Profit & Loss Prev. Year Comparison report 7. The A/R Aging Summary report 8. The Cash Flow Projection report 4. Balance the checkbook at the end of the month when the statement comes in the mail. (Refer to Section Two: How to balance the check book) 5. Pay scheduled liabilities at the end of the month. (Refer to Section Two: How to pay scheduled liabilities)

17 Section Four: Procedures for executive assistant duties 7 Section Four: Procedures for the executive assistant duties. Weekly Tasks How to deposit money into First Citizens Note: First Citizens picks up our deposits on Tuesdays and Thursday mornings so make sure any deposits we have are ready to be given to them by then. 1. Send an to Gabe Fuller (Gabe.Fuller@firstcitizens.com) and Pranav Vankawala (Pranav.Vankawala@firstcitizens.com) to let them know you have a deposit ready. 2. Stamp the back of the check with the First Citizens stamp; located in the top drawer of your desk. 3. Fill out a deposit slip; located in the top drawer of your desk. 4. Place deposit slip and check in IronStone Bank envelope; located on top of the filing cabinet. 5. Fill out the information on the IronStone Bank envelope with Itrus Technologies as the company name, the company s bank account number, date, and amount enclosed in the envelope. 6. Peel off slip to keep and seal the envelope. Keep the peeled off slip in the top drawer of desk. How to check Autotask for expense report Every Wednesday, the IT consultants at Itrus should have entered any expenses they inquired from the previous week during a job they were/ are currently working on. The consultants need to be reimbursed for any of the expenses they have paid for with their personal money. These expense reports are located in AT but they will need to be transferred over to our bookkeeping database, QB. The transfer over to QB will automatically create a bill for the consultants expenses and from there you can keep track of the bills and pay them when they due. To complete this task follow these procedures, 1. Log into the Remote Desktop Connection under the start menu. 2. Open QuickBooks from the Remote Desktop Connection and log in. 3. Open Explorer in the Remote Desktop Connection 4. Go to and log in. a. Navigate to Contracts > Exports > Transfer Expenses to QuickBooks. This page will allow you to see all the approved expense reports that need to be transferred over to QB (Refer to figure 1.1) b. Check mark one or more expense reports that you would like to transfer over to QB

18 c. Click Transfer Selected once all expense reports you wish to transfer to QB have been selected. (Refer to Figure 3) Figure 3: Transferring expenses to QuickBooks d. Click OK when the pop up appears. e. Verify from the pop up box if any vendor accounts had been added to QB by AT during the transfer. Note: Once the expense report has been paid in QB you will need to show that expense report was paid in AT as well. To mark that expense report as paid follow these steps, 11. Navigate to Timesheets > Expense reports > Expense reports history. (Refer to Figure 4) Figure 4: Marking an expense report as paid to employee 1. Right click the expense you want to mark as paid. 2. Select Mark as paid. 3. Once you have marked that report as paid you will see a red arrow. 4. Save your changes and exit the screen.

19 Section Four: Procedures for executive assistant duties 9 How to run the Project Summary report to update/create estimates in QuickBooks. The Project Summary report found in AT is used to create an estimate in QB. Creating and continuously updating the estimates in QB helps the company keep track of the completion on any open projects. Mike Unruh is in charge of creating projects in AT and making sure AT is up to date. Since projects are up to date this allows the Project Summary report to automatically update each time you open the report allowing you to successfully update/ create an estimate in QB. To locate this report and create/update estimates in QB follow these steps. Figure 5: Locating the Project Summary report 1. Log into Autotask. 2. Click New LiveReports on the home page. 3. Click Project Summary report. Figure 7 shows how the report will look like after it loads. You will take the information from this report to update/ create the estimates in QB. Figure 7: Viewing the Project Summary report

20 What to do if the customer job isn t already created in QuickBooks. If the Project Summary report has a project listed that isn t already created in QB, you will need to create that project in QB before you can proceed to creating the estimate for that project. (Refer to Figure 8 adding a new customer job into QB.) Note: The term project, means the same thing as job, you will see it both ways. Figure 8: Adding a new customer job into QB 15. Go to the Customer Center > New Customer & Job > Add Job to get to this pop up box. 16. Type in the projects name in the Job Name section. 17. Click on the Address tab and fill out what you can. (Customer name, Contact person, phone number, address etc.) 18. Click Ok to save the information. What to do if the expense isn t already created in QB If the Project Summary report has a project listed that doesn t already have an estimate created, you will need to follow these steps in order to create the new estimate in QB.

21 Section Four: Procedures for executive assistant duties 11 Figure 9: Filling in the data for the estimate 1. Add Contract Estimate Revenue from AT to Suggested Retail in estimate (Quote). 2. Add Sum (Task Estimated Hours) from AT to QTY in estimate. 3. Add Estimated bill rate from AT to Unit Price in estimate. 4. Add $110 to the Cost section in estimate. Note: The Amount and Margin will automatically change. What to do for filling in the information on an estimate The information you need to include in the estimate is the P.O. No, Description, Item, Date, Due Date and Terms. This information will be found in AT so you will need to navigate to that database and log in. Then you can navigate to finding all the information you need for your estimate by following these steps, Figure 10: Locating the PO number 16 Click Contracts > Invoices > Items to Invoice. 17 Check mark the contract you re billing. 18 Select Preview Invoice.

22 Figure 11 shows the previewed invoice from AT where you can locate the PO number that needs to be added into the estimate. This number needs to be added because it corresponds to the project that we are invoicing them for. Figure 11: Locating the PO number Take the Purchase Order Number listed and place that number into the P.O. No section in the estimate in QB. After the PO number has been added you need to locate the Statement of Work so you can fill in the Description section of the estimate. Note: Some customers don t use PO numbers, check with Mike Unruh if you don t see one to make sure you don t need to add one. Figure 12: Locating the SOW 1. Select the Contract tab. 2. Type in the contract name. 3. Change the date to a few months prior to the current date. 4. Click Search. 5. Select the contract you are looking for when the search is complete.

23 Section Four: Procedures for executive assistant duties 13 Figure 13: Locating the SOW 10. Select Projects. 11. Select the project name on the screen that follows, there should only be one to select. Figure 14: Locating the SOW 12. Select the Attachments tab. 13. Select the last attachment from the list; this will be the signed SOW.

24 Figure 15: Locating the SOW 14. Use the information listed after the SOW to add to the Description in the estimate. 15. Add the Document Control number to the Description in the estimate as well. Once the estimate is successfully filled out you will create the invoice from the estimate. This will allow you to update the percentage completion of the projects later. To create the invoices from the estimate follow these next few steps, Figure 16: Creating the invoice from the estimate 1.Click Create Invoice when inside your estimate. 2.Click Create invoice for a percentage in the pop up box. 3.Enter the Percent Complete Hours from AT into this section. 4.Select OK" to save and finish this process.

25 Section Four: Procedures for executive assistant duties 15 What to do if the estimate is already created If the estimate has already been created all you need to do is update the Total % number in the invoice you created from your estimate. Updating the Total % number will automatically update the Amount section as well. Eventually, continuously updating the estimate will lead to the Total % number to reach 100%. Once the estimate reaches 100% the invoice will be ready to send to the customer. Figure 17: Updating an existing estimate E. Change the Total % to the new Percent Complete Hours from AT. F. Click Save & Close Note: When the invoice is complete and ready to be invoiced Mike Unruh will send you an telling you to send the invoice. Never send an invoice without consulting with him first. (Refer to Section Three: How to send an invoice, for finishing the invoice and sending it to the customer.

26 How to file documents/bills/invoices Located on the top of your desk is a black plastic inbox where you will place any items you need to file in the filing cabinet. The items you will need to file are listed in Figure 15 along with showing you which filing cabinet draw contains what documents. Figure 18: Filing cabinet Cabinet 1 HR, Insurance, Office lease/contracts, Tax statements, equipment warranties, event planning. Cabinet 2 Accounts Receivable, Bank statements, Paid Payables, Consultant expense reports, Paid receivables. Cabinet 3 Statements of work, Customer change orders, master service agreements. Cabinet 4 Box of First Citizens checks Box of Wellsfargo checks

27 Section Four: Procedures for executive assistant duties 17 How to create and send the monthly reports These reports are important because they inform the CEOs about the companies finances each month. These reports are to be sent to each CEO around the 10 th of every month. Follow these steps to successfully create and send the monthly reports to each CEO. Figure 19: Creating the Profit and Loss Standard report 1. Click on Reports > Company & Financial > Profit & Loss Standard". 2. Change the dates from the 10 th of the previous month to the 10 th of the current month. 3. Click anywhere on the screen to update the report. 4. Click the down arrow and select Send report as PDF. 5. the report to Mike, Gary and Martin. 6. Change the subject line to the report name and date and click send. Figure 20: Creating the Profit & Loss Prev. Year Comparison report

28 1. Click on Reports > Company & Financial > Profit and Loss Year Comparison. 2. Click on Customize Report. Figure 21: Customizing the Profit & Loss Prev. Year Comparison Report 1. Change the date to show from the 1 st of the year to the 10 th of the current month. 2. Unclick the Change boxes. 3. Click OK 4. the report.

29 Section Four: Procedures for executive assistant duties 19 Figure 22: Creating the Balance Sheet report Figure 23: Creating the A/R Aging Summary report 1. Click on Reports > Customers & Receivables > A/R Aging Summary 2. Change the date to the 10 th of the current month. 3. Click anywhere on the screen to update the report. 4. the report.

30 Creating the Cash Flow Projection report Figure 24: Creating the Cash Flow Projection report 4. Click on Reports > Company & Financials > Cash Flow Forecast. 5. Change the dates to show from the current date to the end of the year. 6. Click anywhere on the screen to update the information. 7. the report.

31 Section Four: Procedures for executive assistant duties 21 How to balance the checkbook You will receive the paper bank statements around the end of the month. You will use the paper statement to reconcile with your QB statement. If you have correctly entered all the correct deposits and bills into QB then this will allow you to reconcile the paper statement with the QB database statement. Figure 25: Balancing the checkbook 14. Click on Banking > Reconcile. 15. Select the bank account you want to reconcile from the Account drop box. 16. Make sure the statement date is the same as what is listed on the paper statement. 17. Enter the Ending Balance listed on the paper statement to the Ending Balance section on this pop up screen. 18. Click Continue. Figure 26: Balancing the checkbook Clear the transactions by selecting them according to what the paper statement shows. Deposits, credits, checks and debits. Note: The Difference will show 0.00 when it s in balance and only then will you click Reconcile Now.

32 How to pay scheduled liabilities The scheduled liabilities are taken directly out of each of the employees paychecks. There are two different liability accounts that need to be paid, one is for HSA (Health Savings accounts paid by company and by employee) and one is our IRA (Individual Retirement account). At the end of each month you will need to follow these steps to pay for the liabilities. Note: We pay HSA to Exante Bank and we pay IRA to Edward Jones. Figure 27: Locating the Scheduled Liabilities Click on Employees > Payroll Taxes and Liabilities > Pay Scheduled Liabilities. Paying Edward Jones Note: The blank IRA forms are in the file cabinet under Edward Jones (Simple Blank forms).

33 Section Four: Procedures for executive assistant duties 23 Figure 28 Filling out the IRA paperwork Figure 29: Creating the check for IRA 1. Click the amount for Edward Jones, then select View/Pay. 2. Select the Bank Account First Citizens. 3. Confirm the date is from the current date. 4. Click Save & Close.

34 Paying Exante Bank 1. Print out the HSA form. Keep in mind that there are two separate entries in QB for HSA, one will show the amount the employee paid and the other is for the amount the company matches. Note: The blank HSA forms are on the computer under your Itrus folder. (Open Excel, look for the file under MyDocuments\Itrus\HR\OptumHealth Bank HSA Check Contribution Worksheet) Figure 30: Filling out the HSA paperwork 7. Click on the amounts for HSA to see how much was paid to each person and what month the payment covered. (15 th & 30 th of each month) 8. Fill out the blank HSA form you printed off. Figure 31: Creating the check for HSA 11. Select both HSA Payments. 12. Click View/Pay. 10. Confirm the date is the current date. 11. Click Save & Close.

35 Section Four: Procedures for executive assistant duties 25 Figure 32: Printing the HSA and IRA checks Click on File > Print Forms > Checks. Figure 33: Printing the HSA and IRA checks 1. Change Bank Account drop down box to First Citizens. 2. Put a check mark next to the check you re printing. 3. Select OK to print the checks. 4. Locate the checks in the third drawer of the filing cabinet. 5. Enter the check in the printer face up and the printer will automatically print the check. 6. Send in the paperwork you filled out with the Note: You will need to print both checks; one check for IRA and one for HSA. To do that you will check IRA then select OK, then select both HSA checks then select OK. This will add both HSA amounts together on one check instead of two separate checks.

36 How to enter bills Figure 34: Entering bills into QuickBooks 5. Click Vendors > Enter bills. Figure 35: Entering bills into QuickBooks 2. Enter the vendors name (should autocorrect if the Vendor is already in the Vendor list). 3. Enter the date due in the Date section. 4. Change the Terms to Due on receipt. 5. Add the amount due. 6. Add the account number to Ref. No if there is one. 7. Add a brief memo. 8. Click Save & Close.

37 Section Four: Procedures for executive assistant duties 27 How to pay bills Figure 36: Paying bills in QuickBooks 1) Select Vendors > Pay Bills. 2) Select the bill you want to pay. 3) Select the same Payment Date First Citizen chose when you paid bill. 4) Confirm the Method of payment is Assign check number 5) Choose the correct bank Account. 6) Then follow the steps for Paying the bills from QuickBooks online Figure 37: Paying the bills from QuickBooks online 1. Go to First Citizens.com. 2. Select Business. 3. Enter you login information.

38 Figure 38: Paying the bills from QuickBooks online 2. Select Payments & Transfers. 3. Enter the bill amount 4. The Pay date will automatically chose a date for payment. 5. Click Make Payments. Figure 39: Paying the bills from QuickBooks online 6. Select Submit Payments. 7. Click Finished on next screen.

39 Section Four: Procedures for executive assistant duties 29 Figure 40: Showing the payment online in QuickBooks 8. Select the date you chose for payment on the bank account screen. 9. Select Pay selected bills. 10. Leave check number blank if paying online.

40 Paying bills with a check Figure 41: Paying bills with a check Go to: 1. File > Print forms > Checks In the pop up box, 1.Select the check you would like to print. 2.Click OK.

41 Section Four: Procedures for executive assistant duties 31 How to finish creating the customer invoice Mike Unruh will you to let you know you need to send a customer an invoice. Before you send the customer the invoice you will need to double check that the invoice has the correct item listed, a proper description, the correct amount, the correct due date, a PO number (if there is one), and the message, There will be a 10% late fee applied for payments past 30 days and 14% APR on the balance thereafter. should be added in the Customer message section. Once all the correct information is in the invoice you will, 1. Send the invoice via to Mike Unruh for him to over look and make sure all the correct information is entered. 2. Send the invoice to the customer after Mike has approved it. 3. Select the down arrow and confirm that the address listed in the pop up box is the correct address. 4. Select Send. 5. Go into the invoice and enter Yes in the invoiced section. 6. Print the finished invoice and place the invoice in the file cabinet in the Accounts Receivable folder. Note: The invoice should already be created because you are supposed to be updating the Total % section in the invoice until it reaches 100 %. Figure 42: Viewing a correct invoice How to receive payments on customer invoices Once you receive any form of payment (wither it s an EFT or a check) from a customer paying for an invoice you need to show receiving this payment in QB. Note: Once you receive payment the funds will automatically go into the Undeposited Funds account. Transfer the funds in the Undeposited Funds account to our current bank account. (Refer to Transferring funds)

42 Figure 43: Receiving payments in QuickBooks 2. Select the Receive Payments tab in the corresponding invoice. Figure 44: Receiving payments in QuickBooks 1. Enter the amount that was paid for the invoice. 2. Enter the check number. 3. Make sure the correct invoice is select. 4. Select Save & Close. 5. Transfer the funds from the Undeposited Funds account to the Firstcitizens account. (Refer to Section Three: How to transfer money from bank accounts)

43 Section Four: Procedures for executive assistant duties 33 How to transfer funds from bank accounts Once you receive payment on a customer invoice the funds transfer to the Undeposited Funds account. To get the Funds out of the Undeposited Funds account and put in to the current bank account, follow these steps, Figure 45: Transferring funds from bank accounts in QuickBooks 1. Click the Banking tab 2. Click transfer funds Figure 46: Transferring funds from bank accounts in QuickBooks 1. Select the bank you want to transfer funds from. 2. Select the bank you want to transfer funds to. 3. Enter the amount you would like to transfer. 4. Change the Memo to the reason why you re transferring the funds. 5. Click Save & Close

44 How to enter your time worked Figure 47: Entering your time worked in QuickBooks 1. Select the Employees tab. 2. Select Enter time > Use weekly timesheet. Figure 48: Entering your time worked in QuickBooks 1. Select your name from the drop box. 2. Unselect the billable box. 3. Change the payroll item to hourly wage. 4. Enter your time for the hours you worked that day. 5. Click Save & Close.

45 Section Four: Procedures for executive assistant duties 35 Abbreviations AT PO QB SOW EFT HSA IRA A/R Autotask Purchase Order QuickBooks Statement of Work Electronic Fund Transfer Health Savings accounts Individual Retirement account Accounts Receivable

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47 Index 37 Index AT 5, 7, 8, 9, 11, 12, 35 Autotask...See AT CEO... 3, 17, See Martin Jones, Mike Unruh, Gary Bowers Consultants... i, ii, 1, 7 Estimate... 9, 10, 11, 12, 14, 15 Expense reports... 5 First Citizens... 5, 7 Gabe Fuller... 7 Gary Bowers... 6 Health Savings accounts... See HSA HSA... 22, 24, 25 IBM... 3 Individual Retirement account... See IRA Invoice... 5, 12, 14, 15, 31, 33 IRA... 22, 23, 25 IT consultants... See consultants Itrus Twitter... 3 Martin Jones... 3, 6 Mike Unruh... 5, 6, 9, 12, 15, 31 PO number... 11, 12, 31 Pranav Vankawala... 7 Purchase Order Number... 12, See PO number QB 2, 4, 5, 7, 8, 9, 10, 12, 21, 24, 31, 35 QuickBooks... See QB Remote Desktop Connection... 7 Reports A/R Aging Summary... 6, 19 Balance Sheet Cash Flow Projection... 6, 20 Profit & Loss Prev. Year Comparison... 6, 17 Profit and Loss Standard... 6, 17 Project Summary... 5, 9, 10 Scheduled liabilities... 6, 22, See HSA, IRA SOW... 13, 14, 35 Statement of Work... See SOW Undeposited Funds account... 31, 33 VMWare... 3