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QuickBooks 2007 Resource Manual Table Of Contents

1. Customize Icon Allows the user to add remove or rearrange icons to be Bar displayed on the Icon Bar Add Reminders Adds an icon that allows the user to do a simple find to Icon Bar One Window Allows the user to maximize open windows within QuickBooks Pro 2007 so that only one window is visible Multiple Windows Allows the user to minimize open windows within QuickBooks Pro 2007 so that multiple windows can be layered in the display 19 20 Exploring the Lists Menu The Lists menu allows the user to view elements of QuickBooks Pro 2007 in a list format Menus Item Description Chart of Accounts Displays a list of accounting categories used to classify Bank Accounts Receivable Other Current Asset Fixed Asset Accounts Payable Other Current Liability Equity Income Cost of Goods Sold and Expense Accounts Item List Displays a list of predefined items that can identify types of transactions Fixed Asset Item Allows you to list keep track of and manually List depreciate items in your fixed asset item list Price Level List Not used in LCL net project Class List Displays a list of classes identified Classes are a method used for classifying income and expenses in addition to assigning an income or expense account Customer Job List Displays a list of standard categories that can be used to classify customer services Vendor List Displays a list of vendors that have bee
2. E The Customer Navigator Section of the Home Page The following functions can be found in Navigator windows Available Description All Navigators Displays icons for common activities If activities must be done in a specific order the icons will be laid out in a flow chart with arrows showing the order of tasks Accounts Company Displays list of accounts and current Navigator only balances Identifying Navigator Windows Each Navigator displays information about a particular aspect of the organization Specific activities will be covered in later chapters Navigator Description Company Icons for activities and information screens related to the organization as a whole This Navigator includes reminders of activities that are due Customers Icons for activities and information screens related to customers members Activities are arranged in a flowchart layout Vendors Icons for activities and information screens related to vendors Activities are arranged in a flowchart layout Employees Icons for activities and information screens related to employees Activities are arranged in a flowchart layout Banking Icons for activities and information screens related to banking 37 Using QuickBooks Pro 2007 Accounts Using QuickBooks Pro 2007 Accounts Following the instructions in this chapter will enable you to O Work with Asset and Liability Accounts O Work with Income and Expense Accounts O W
3. msawta 203 Theens products amp services you set 5 Customers 21 Yeadon i Seports o i ee Learaiig Center Tutor ne De Help ew Asecy b cee eo Ce Sogn Using QurkSooks Garm vit aie Quads wees 2 bce D fs evecare or hea boaa 5 Fyre the pion al startuo 5 If you desire click on one of the QuickBooks overview links on the left side of the Welcome to QuickBooks screen to view a short tutorial about using QuickBooks Pro 2007 6 Click the Begin Using QuickBooks button to log into QuickBooks Pro 2007 Logging into a QuickBooks Pro 2007 File There are three Student files available for you to practice in depending on whether you are a Moose Lodge Administrator Chapter Recorder or Moose Legion Secretary These files will appear in your QuickBooks 2007 folder with the letters STU included in the file names After you go through all of the practice sessions and are ready to set up information specific to your Fraternal Unit you should open the appropriate file that does not contain the letters STU in the file name This will become your live database To Log into a QuickBooks Pro 2007 file 1 Double click on the QuickBooks Pro 2007 icon to start the program 2 Click OK Getting Started with QuickBooks Pro 2007 OR 2 Choose Cancel to select another file The No Company Open dialog box appears No Company Open Select a company that you ve previously opened and click Open EcLStuLegion QBW
4. Columns Choose columns to include for each transaction Total by Choose basis for subtotals if desired Sort by Choose the order in which rows will be displayed Advanced Include all accounts or just those with activity in the selected time period Choose to view balance information as of the current date or as of the ending date of the report if other than the current date To Create a Custom Report 1 Click Reports in the Menu Bar Click Custom Summary Report The Custom Summary Report dialog box appears 2 Click Custom Transaction Report The Custom Transaction Detail Report appears 3 Choose the desired report settings on each of the tabs Click OK to display the Custom report Report settings can be adjusted by choosing Modify Report 5 Choose Memorize to save the report for future use Appendices Chart of Accounts QuickBooks Pro 2007 Standard Reports Finding Transactions in a Check Register Glossary 113 Moose International has provided a standard Chart of Accounts The Chart of Accounts is a list of a Fraternal Unit s accounts and their balances Use the Chart of Accounts to track how much money the organization has how much money it owes how much money is coming in and how much is going out To Display the Chart of Accounts Click the Chart of Accounts Icon in the Company Section of the Home Page The attached listing of Parent Accounts Sub a
5. Expenses 372 50 Items Account Amount Memo Customer Job_ Billa 5125 00 Social 450 00 5125 00 Social 22 50 2200 00 Payroll 100 00 Clear Splits Recalculate Save amp Close 26 Choose Save amp Close to record the check and close the window if you have no more paychecks to enter 0Or Choose Save amp New to record the check and begin another if you have more pay checks to enter 103 The information in this chapter will enable you to O Work with Standard Reports O Work with Memorized Reports O Create Custom Reports 104 Working with Reports Viewing QuickReports Reports provide essential information about the history and current status of an organization s accounts QuickBooks Pro 2007 provides two kinds of standard reports QuickReports and Preset Reports QuickReports summarize information about some element of financial data with one click of a mouse Preset reports provide more in depth information on a variety of topics QuickReports can be viewed easily from any list form or register that is available in QuickBooks Pro 2007 QuickReports focus on one element of the organization s financial data such as a single vendor QuickReports are created with a standard set of default parameters Once the report is displayed several of these parameters can be adjusted using the instructions for memorizing reports later in this chapter ToVi
6. account number when reconciling your monthly Bank Statement All Bank Accounts are to be reconciled not just the Checking Accounts Sub accounts that should be attached to Parent account 4400 00 so balances roll up into 4400 00 creating an accumulated balance for Investmeyt Income may include 44 00 Checking Interest All Fraternal Units 44 00 Savings Interest 44_ 00 CD Interest 121 4500 00 Bingo Income This is the accumulation account for all funds received from the Bingo function of the Fraternal Unit Sub accounts that should be attached to Parent account 4500 00 so balances roll up into 4500 00 creating an accumulated balance for Bingo Income may include 4505 00 Admission and Card Sales All funds received from Admission Charges or the sale of Bingo Cards All Fraternal Units holding Bingo Games 4510 00 Bingo Merchandise Sales All funds received from the sale of Ink Daubers Bingo Chips Novelties Etc All Fraternal Units selling Merchandise At Bingo Games 4515 00 Bingo Concession Receipts Sales All funds received from the sale of Food Beverages Etc All Fraternal Units selling Food amp Beverages at Bingo Games 4550 00 Gaming Income This is the accumulation account for all funds received from the gaming functions of the Fraternal Unit Sub accounts that should be attached to Parent account 4550 00 so balances roll up into 4550 00 creating an accumulated balance for Gaming Income may include 45 00 Pull
7. Credit Cards j You may add most QuickBooks windows to the Icon Bar Enter Bills using Add to Icon Bar in the View menu This window Export Addresses lets you add some additional commands Find Transactions Import from Excel tem List Manage Sales Tax 3 Choose the desired item and icon O Each available item is associated with an icon by default 4 Type the desired label and description in the corresponding text boxes 5 Choose OK 32 34 Following the instructions in this chapter will enable you to Open and close the Home page Customer Center Vendor Center Employee Center and Report Center screens using the Navigation Buttons O Use the Navigation Buttons to display information about various aspects of a Moose Fraternal Unit Working with the Navigation Bar Working with Navigators QuickBooks Pro 2007 uses Navigators to organize tasks activities lists and reports Each Navigator focuses on one category of activities within a QuickBooks Pro 2007 company By default QuickBooks Pro 2007 displays the Navigator screens in Five separately defined areas of the Home Page screen This screen provides one click access to the function Icons within each Navigator section of the Home Page A list in the upper left portion of the screen shows all open windows within QuickBooks Pro 2007 To Close the Open Windows List Click the Close button Make Deposits Recei
8. This is the accumulation account for the value of all Real Estate owned and improvements Sub accounts that should be attached to Parent account 1700 00 so the balances roll up into 1700 00 creating an accumulated balance for all Real Estate owned and improvements may include 17__ 00 Lodge Home Building The appraised value of any Lodge Home owned by the Fraternal Unit Lodge Only 17__ 00 Other Property The value of any other property owned by the Fraternal Unit Lodge Only 17__ 00 Building Lease and Improvements The value of any Building Lease or Improvements to the Fraternal Unit Lodge Home or other property Lodge Only 1800 00 Furniture Fixtures and Equipment This is the accumulation account for the value of all Furniture Fixtures and Equipment owned by the Fraternal Unit as well as the Accumulated Depreciation account for the Depreciation applied to that value if applicable Sub accounts that should be attached to Parent account 1800 00 so the balances roll up into 1800 00 creating an accumulated balance for all Furniture Fixtures and Equipment may include 18 00 Furniture Fixtures and Equipment The value of all Furniture Fixtures and Equipment owned by the Fraternal Unit All Fraternal Units Women of the Moose may change the name of this Account to Chapter Paraphernalia 18__ 00 Accumulated Depreciation The Depreciation applied against the value of the Furniture Fixtures and Equipment Chapter Paraphern
9. To Open an Asset or Liability Account Register 1 Open the Chart of Accounts Double click on the account to be viewed The Register opens Creating Asset and Liability Sub accounts Using QuickBooks Pro 2007 Accounts Before setting up any new asset or liability sub accounts it is important to review the account numbering system used by Moose International These sub account numbers help to classify income expenses liabilities and assets Number Description 1000 series Bank accounts and other assets If a new sub account must be created it is important that it be in the proper numbering sequence with similar accounts and that it be at the correct level in the outline structure sub account The illustration below reflects the organization of asset and liability accounts that have been set up in the Chart of Accounts Assets and Liabilities within the Chart of Accounts 43 C To Add an Asset or Liability Sub account 1 Open the Chart of Accounts 2 Choose Account in the lower left corner Click New The Add New Account Choose Account Type window opens Add New Account Choose Account Type Categorize money your business earns or spends Income Expense Click an account type on the Or track the value of your assets and liabilities left to see a description here Fixed Asset major purchases Bank rs Loan Credit Card Equity Other Account Types Accounts
10. it may be necessary to choose Refresh to see the desired data Using QuickBooks Pro 2007 Accounts QuickBooks Pro 2007 provides a feature called Class Tracking that permits you to group items and transactions in a way that matches the type of reporting you want to perform This gives you an additional method to classify business transactions in addition to assigning an income or expense account This allows the Moose Lodges Chapters and Legions to track income and expenses for separate parts of the organization When entering transactions each transaction window provides a field for entering a class This allows you to generate a report on all transactions pertaining to a particular class or generate a report showing all classes and the breakdown of transactions applied to each class Classes allow the user to generate Profit Loss Reports divided by class to get a better snapshot of the breakdown of monies received and paid in each area of the Lodge Chapter or Moose Legion operation O To Add a Class 1 Select Class List from the Lists drop down list gt EU mre Orre Cene vegy Cous EvmieyesCerte Repot Center vert lien 2 Select the Class button at the bottom left side of the window and select New from the pop up menu ery Custorers Yevios Srpkvees Sere Aera re 53 me P Gh Vercer Cecter Gpo Cette Serii MeTs Ceshase C fetches of Erter Bis Ete Seer neces ten Lat Spon Coartty au x U Fi
11. Center Opens the QuickBooks Learning Center screen where Tutorials you can view Tutorials on the different functions in QuickBooks or a What s New in QuickBooks 2007 Tutorial Contact Support Provides Free and Paid Support options for QuickBooks Pro 2007 Send Feedback Provides an avenue to send Intuit Product Suggestions Online Bug Reports Help System suggestions and Feedback Internet Not used in LCL net Connection Setup Year End Guide Provides a Guide Checklist for closing the year in QuickBooks Pro 2007 Add QuickBooks Opens a link to Intuit for access to additional Services QuickBooks services offered Update Displays Update Options available QuickBooks Automatic Updates should be turned off Manage my Do not use Licenses for this product are managed by License Moose International Buy QuickBooks Do not use This version of QuickBooks and LCL net Premier Edition uses the QuickBooks Pro 2007 Edition QuickBooks A Statement of the QuickBooks Privacy Statement privacy statement All users should read this Statement About Automatic Do not use Automatic Updates with the Moose Updates International Version of QuickBooks About QuickBooks Contains the License Number Product Number User Pro 2007 License Number and Copy Write information on QuickBooks Pro 2007 Navigation in QuickBooks Pro 2007 Exploring the QuickBooks Pro 2007 Navigation Bar The QuickBooks Pro 2007 Navigation Bar provides one button acce
12. Charges Use Register Make Deposits Transfer Funds Reconcile Online Banking Loan Manager Other Names List Not used in LCl net Allows user to view a check register listing of bank account activity Allows user to record deposits to bank accounts Allows user to record transfers of funds from one bank account to another Allows the user to step through the reconciliation of bank statements Not used in LCL net Allows the user to Set up Loans and manage Payments Displays a list of names other than customers vendors or employees that need to be tracked 25 26 Exploring the Reports Menu The Reports menu allows the user to view and print stored reports as well as to design custom reports Menu Item Description Report Center Provides list of QuickBooks Reports available to the user These Reports are categorizes by Titles listed in the Title Box in the upper Left Corner of the Reports screen The Report list changes as you select a Category Memorized Allows user to run memorized reports that have been Reports designed for the current Company Process Multiple Allows the user to select multiple reports that will be Reports processed in a batch Category Headings There are 12 menu items displayed to produce and display reports according to category These include Company amp Financial Customers amp Receivables Sales Jobs Time amp Mileage Vendors amp Payables Purchase
13. Choose File Open Select the file you want to open Choose OK Click on the Print button OR 1 Choose File Print 2 Choose OK The Print Preview option is covered in more detail in the chapter on printing Following the Instructions in this Manual will enable you to O Access and log into QuickBooks Pro 2007 O Use the QuickBooks Pro 2007 menus and Icon Bar O Use QuickBooks Pro 2007 Navigators O Work with Asset Liability Income Expense and Equity accounts O Make General Journal entries O Set up manage and reconcile bank accounts O Enter and modify Vendor information O Enter and modify Customer information O Enter and modify Employee information O Run customize and create reports in QuickBooks Pro 2007 Getting Started with QuickBooks Pro 2007 Getting Started with QuickBooks Pro 2007 Following the instructions in this chapter will enable you to O Access the QuickBooks Pro 2007 program O Log into the QuickBooks Pro 2007 program O Exit the QuickBooks Pro 2007 program Introducing QuickBooks Pro 2007 10 QuickBooks Pro 2007 from Intuit is a comprehensive accounting system that has been selected by Moose International It has been set up to work in conjunction with the LCL net Membership program This system is designed to track income and expenses write checks and give totals for all financial transactions Savings investments and payroll are
14. E AEA 113 Chart of ACCOUNTS nionee dG a a a aa 114 Chart of Accounts SUSSEStONS ais eccrine eiced elicits 115 1000 00 SAS T oc ceo a cele ca hetaali is As ctehanuananee a a eaten 115 1100 00 Receivables x sstcesscirecseettsitaeentnteattnar aa aiint dentate caer 116 1199 00 Undeposited Funds csc 8teesutialitcercudeaaneedatiusnant 116 1300 00 Tiyen sas ature ei te eae ae tl R arse 116 1500 00 Due from other Fraternal Units cecceeeesseeeteeeteeeeees 117 1700 00 Building and Property ccecceecceeseeseesteseeeeeseecseeenteenees 117 1800 00 2000 00 2050 00 2075 00 2200 00 2250 00 2300 00 2500 00 2554 00 3000 00 3900 00 4000 00 4050 00 4200 00 4225 00 4250 00 4300 00 4400 00 4500 00 4550 00 4600 00 4700 00 4800 00 4900 00 5000 00 5025 00 5050 00 5100 00 5125 00 5150 00 5200 00 5225 00 5250 00 5300 00 5400 00 5500 00 5550 00 5600 00 5800 00 Glossary Furniture Fixtures and Equipment cccceseeseesseeeteees 117 Accounts Payable srei ine i pe eA RAN EAEE iei 117 Not s Payable elo re i oles adel nan a a 118 Other Payables ss simii aa a n an e a a a 118 Payroll and Benefit Liabilities 0 0 ce eeeeseeeeereeeeeeeeeeees 118 Real Estate Tax Liabilities 0 20cicscsicsedstesstsugiecstiasvoutesstecns 118 Other EE ler bi atau arene ee rite aS 119 Due to Other Fraternal Units 00 0 ceeeescecseeeteceeeeeeeeeeeees 119 HOG Mapler etas senen ao eas uaa asel bin titas 119 Opening Bal Equity cq vessentd
15. Menu Bar and select Make General Journal Entries from the Company drop down List The Make General Journal Entries window appears 3 An Assigning Numbers to Journal Entries message may appear Choose OK to close the message O Check the Do not display this message in the future box if desired 3 Set the Date of the Journal Entry 4 Inthe Account column use the drop down list to select the account to adjust 5 Enter the amount of the adjustment in the Debit column or the Credit column O Enter only the amount of the adjustment not the resulting balance 6 Enter a comment in the Memo column to document the reason for the adjustment 7 Enter the proper name in the Name category 8 Enter the proper class in the Class category 9 Repeat Steps 4 8 on subsequent rows for each additional account to be adjusted O Be sure to make offsetting entries so that the Debit and Credit columns have equal totals 10 Choose Save amp Close to post the Journal Entry and close the window Or Choose Save amp New to post the Journal Entry and open another blank Make General Journal Entries window Or Choose Clear to clear all entries from the window without posting the Journal Entry 55 Following the instructions in this chapter will enable you to O Set up bank accounts O Manage bank accounts O Reconcile bank statements 56 Working with Bank Accounts Bank accounts are assets of the Fraternal Unit and fal
16. O QuickBooks Pro 2007 automatically uses the next check number in sequence 4 Click in the left column to select or deselect a check for printing Or Choose Select All to place check marks in front of all listed checks Or Choose Select None to remove all check marks 5 Choose OK to proceed with printing The Print Checks window opens Continued 9 10 Working with Bank Accounts The first time checks are printed make the following selections On the Settings tab choose the Printer Name from the drop down list if necessary Choose the Printer Type to indicate if the printer uses plain paper sheets or continuous forms Choose the Check Style from the options displayed O Choose Print company name and address if the checks are not pre printed with that information O On the Partial Page tab choose the method of printing partial sheets of checks O Consult the user manual that came with the printer for assistance with these settings With a page oriented single sheets printer specify the Number of checks on the first page on the Settings tab Partial sheets left from previous printings can be used at the beginning of a new print job Load check forms into the printer Choose Print to print the checks _or Choose Cancel to close the process without printing If the Checks were printed properly click OK on the Print Checks Confirmation screen If you
17. Tab Income Net profit from the sale of Pull Tabs Any Fraternal Unit selling Pull Tabs 45 00 Raffle Income Income received from Raffles by the Fraternal Unit Any Fraternal Unit 4600 00 Other Income This is the accumulation account for all funds received from miscellaneous income Sub accounts that should be attached to Parent account 4600 00 so balances roll up into 4600 00 creating an accumulated balance for Other Income may include 4605 00 Vending Funds received from sales of Items sold via a Vending Machine Lodge Only 4610 00 Youth Club Receipts Funds received from Youth Club Dues and Functions Lodge Only 46__ 00 Other Miscellaneous Income Income not fitting the criteria for other Income Accounts Any Fraternal Unit 4700 00 Special Project amp Committee Income This is the accumulation account for all funds received from Special Projects amp Committees Sub accounts that should be attached to Parent account 4700 00 so balances roll up into 4700 00 creating an accumulated balance for other Special Proj amp Committee Income may include 47__ 00 Moose Legion Committee Income Lodge Only 47__ 00 PEP Committee Income Chapter Only 47__ 00 Membership Committee Income All Fraternal Units Sub accounts may be added for each Committee in the Fraternal Unit 122 Appendices 4800 00 Entertainment Income This is the accumulation account for funds received as charges for Entertainment Sub accounts that shou
18. The QuickBooks Pro 2007 icon Bar provides one button access to the most commonly used functions of the software When the mouse pointer is positioned on an icon a toll tip a short description will appear A single click of the mouse activates the icon Pha QvzeAt Ui amp g MemTx Item Bill Find Reg Accnt Search Rmnd Support Services Payroll Credit Cards The Icon Bar Icons used in QuickBooks Pro 2007 are identified in the following table Icon Description MemTx Displays a list of memorized transactions that have been created in the current company Item Displays a list of predefined items that can identify types of transactions Opens the Enter Bills screen Find Allows the user to do a simple or advanced search within the current Company Reg Allows the user to view a check register listing of bank account activity Displays the Chart of Accounts for the active Company Search Allows the user to install Google Desktop to use as a QuickBooks search tool Not Recommended May slow down your Computer performance Displays a list of reminders Opens the main QuickBooks Support Resources screen Services Connects to the internet and accesses Intuits additional Services screen Payroll Connects to the internet and accesses Intuits QuickBooks Payroll Services screen Credit Cards Connects to the internet and accesses Intuits QuickBooks Credit Card Services screen Navigation in QuickBooks Pro 2007 Customi
19. account can be changed but the Parent Account Number must remain in it s original form gt Example Chapters may change the NAME of Account 1800 00 to Chapter Paraphernalia gt No Sub accounts of Sub accounts are to be added for any reason VVVVV Accounts and Sub accounts not pertaining to your Type of Fraternal Unit should be made inactive by 1 Open the Chart of Accounts 2 Highlight the Account you wish to make inactive 3 Click the Account Button in the lower left corner of the Chart of Accounts Screen 4 Click Make Account Inactive in the Pop up box 114 Appendices To make an Account active again 1 Open the Chart of Accounts 2 Click in the box next to Include Inactive at the bottom of the Chart of Accounts Screen to put a check mark in the box The Inactive Accounts will appear on the screen 3 Highlight the Account you wish to make active 4 Click the Account Button in the lower left corner of the Chart of Accounts Screen 5 Click Make Account Active in the Pop up box To hide the inactive Accounts Click in the box next to Include Inactive at the bottom of the Chart of Accounts Screen to remove the check mark The Inactive Accounts will disappear from the screen Chart of Accounts Suggestions 1000 00 Cash This is the accumulation account for all Cash Accounts Sub accounts that should be attached to Parent account 1000 00 so the balances will roll up into 1000 00 creating an accu
20. account can be viewed with an Account QuickReport O To View an Account QuickReport for an Income or Expense Account 1 Open the Chart of Accounts 2 Select the Income or Expense account to be viewed 3 Double click the account line item or choose Reports QuickReport in the lower left part of the window The Account QuickReport window opens 4 If desired adjust the time period for the Account QuickReport O After adjusting dates it may be necessary to choose Refresh to see the desired data Moose International has set up QuickBooks Pro 2007 with an initial set of Income and Expense accounts and sub accounts that will cover most situations There may be occasions however that will make it necessary for the Fraternal Unit to set up additional sub accounts NOTE It is important to observe the following cautions when working with Income or Expense accounts Do not modify any income or expense accounts or sub accounts relating to dues or membership fees Do not add or modify the top level Parent income or expense accounts set up in QuickBooks Pro 2007 It is acceptable to add sub accounts to the existing outline in order to get a more detailed classification of income or expenses Before setting up any new sub accounts it is essential to review the account numbering system used by Moose International These account numbers help to classify cash income expenses liabilities and assets Number Descrip
21. account from which the bill will be paid Select Check in the Payment Method drop down list 9 Ifthe check will be computer printed choose To be printed Or If the check will be written by hand choose Assign check number 10 Choose Pay amp Close to record the payments and close the window Or Choose Pay amp New to record the payments and leave the window open to pay additional bills 99 Or Choose Clear to close the window without recording the payment To Pay Bills by Printing Checks After recording the bill payments to the actual checking accounts that they are to be paid from you should open that account and either print the checks from the computer or record the checks and write the checks by hand for the bills The easiest way to do this is by using the account register 1 Open the Chart of Accounts 2 Double click on the account that you wish to write the checks from 88 Working with Vendors The Register opens You will notice that the bills that we just paid have been entered and the check number is To Print rj 7 ri s J t j 4 gt 4 4 fi 1 3 Double click on the first check to print Notice that the number on the check is To Print also The number will be assigned when you print the check 4 Select Print The Print Check Number box appears Printed Check Number E 3 5 Ensure that the number shown in the Print Chec
22. also part of this financial package A chart of accounts is provided for easy reference and tracking individual transactions QuickBooks Pro 2007 combines the Navigators used in the 2005 Version into one main screen called the Home page As with QuickBooks Pro 2005 there are several ways to access everything from this screen QuickBooks Pro 2007 uses the term Company to refer to the data file that stores accounting information about an organization The Company may be an individual a business a non profit organization or in this case a Moose Fraternal Unit The goal of this system is to have two way communication between Moose Lodges Chapters Moose Legions and Moose International The system ensures accuracy in reporting members as well as establishing a quick information link between Moose International and Moose Lodge Administrators Chapter Recorders and Moose Legion Secretaries As with any system experience will help users become accustomed to how the Membership program and QuickBooks Pro 2007 work Training patience practice failures achievements and time are all factors in becoming an expert Making daily or weekly entries and recording updates will help users become more proficient and save time Moose International provides a support system to help Fraternal Units get started with and use systems This Manual is a reference that users can consult first The Moose International Call Center Help Desk and volunteer T
23. amount of the check Note that the payee information has been automatically added to the Address field Press Tab to move to the Address field Note that the amount has been written out on the Dollars line Enter or correct the address if desired Enter a brief description in the Memo field If the check will be computer printed select the To be printed check box Select the first line in the Account column Enter the Balance Sheet account number the Check will be charged to If the check will be charged to multiple balance sheet accounts Select additional accounts on subsequent lines Divide the total amount of the check between the accounts Choose Save amp Close to record the check and close the window Or Choose Save amp New to record the check and begin another Or Choose Clear to close the window without recording the check 65 66 Printing Checks If the Fraternal Unit uses computer printed checks they can be printed directly from QuickBooks Pro 2007 All checks designated To Be Printed will be displayed the user may print any or all of them To Print Checks from the Computer 1 Choose Print Checks from the Banking section of the Home Page The Select Checks to Print window opens 2 Select the Bank Account from which checks will be written The checks designated to be printed from that account will be listed 3 Correct the First Check Number if necessary
24. fees received O Funds received for which a printed receipt can be generated in QuickBooks Pro 2007 Each of these sources is treated in a slightly different way in QuickBooks Pro 2007 Working with Bank Accounts When notification is received of a Direct Deposit from Moose International to the Fraternal Unit General Checking account for the Fraternal Unit portion of Member Dues payments a Dues Receipt is entered into QuickBooks Pro 2007 for the amount of the Deposit using the Income Item 4005 Membership Dues When Membership Dues are received from a current Member a Dues Receipt is issued to the member The monies received are entered on a Dues Receipt in QuickBooks Pro 2007 using a created Item number corresponding with a Sub account created and attached to Parent account 2500 00 Due Other Fraternal Units A check is then issued and mailed to the Dues Processing Center in the full amount of the Dues A Bill and the check will then be entered into QuickBooks Pro 2007 using the same Due Other Fraternal Units account number When Fees and Dues are received with an Application for Membership a Dues Receipt is entered into QuickBooks Pro 2007 using Item 2510 App Fee for the Application Fee amount Item 2515 ABCD portion of the Dues and 4005 Membership Dues for the Fraternal Unit portion of the Dues Do not remit any portion of the Fees or Dues received with an Application for Membership to Moose International The Moose
25. iCLStuLodge QBW 2 CLLodge QBW Location C Documents and Settings All Users Documents Intuit QuickBooks Company gt K i Create a Open or restore an Open a new company existing company sample file 2 Select a file from the list of previously opened files 0Or Choose Open an Existing Company and select another file 4 Choose Open 5 At the Register QuickBooks Pro 2007 Screen you have the option to either register on line or register by phone Click on the phone selection but DO NOT CALL INTUIT Instead of calling Intuit enter your validation code in the validation code field 6 Click Next 7 Click Finish 13 Exiting QuickBooks Pro 14 2007 A specific company file can be closed without exiting the QuickBooks Pro 2007 program To Close a File Choose File Close Company The file is closed The No Company Open dialog box appears O All data is saved automatically when the file is closed Remember that saved does not mean backed up Backing up is a different function Exiting QuickBooks Pro 2007 will close all open files and then close the program The user may choose any of the methods common to Windows programs O To Exit QuickBooks Pro 2007 Choose File Exit Or Click the Close button in the QuickBooks Pro 2007 window x O All data is saved automatically when exiting QuickBooks Pro 2007 The next time you open QuickBooks Pro 2007 the company previously o
26. name If desired enter a Date Range for the selected report Click Refresh to modify the Report to the Date Range Click Print to print the Report Click E mail to send the Report via E mail Click Export to export the report data to Microsoft Excel W hen the Export Report to Excel dialog box opens choose to 107 Each Fraternal Unit is able to produce custom reports in addition to those provided with the program There are two ways to produce a custom report Modify an existing report and memorize save the new configuration Create a custom report from scratch Memorizing Reports The easiest way to produce a custom report is to modify an existing report and then save the new configuration for future use Vodiy Report Proftaios E A Display Filters Header Footer Fonts amp Numbers Report Date Range Dates mS Fon the first day through the last day of the current __ _ ya month From 07 01 2007 Ba To 07 31 2007 Ba Report Basis Accrual g a Cash This setting determines how this report calculates income and expenses Columns Display columns by Total only w across the top Sort by Default v Ascending order 24 Descending order 4 Sort in Add subcolumns for C Previous Period C Previous Year Year To Date C of Row E of Column C ofincome C of Expense The Modify Report Dialog Box 108 Working with Reports The foll
27. need to reprint any Checks follow the instructions for reprinting on the Print Checks Confirmation screen Print Checks Confirmation If your checks printed correctly click OK What if my checks printed in reverse order If you need to reprint any checks select them and click OK Then return to the Select Checks to Print window to reprint them Select All What if my checks printed incorrectly 67 68 Voiding Checks Occasionally the need to void a check may arise Voiding the check changes the amount of the transaction to zero but keeps a record of it in QuickBooks Pro 2007 NOTE For accurate record keeping always void checks DO NOT delete checks for any reason To Void a Check Open the Chart of Accounts Double click on the bank account from which the check to be voided was written N e The Check Register window for the account appears 3 Click anywhere in the row that lists the check to be voided to select the transaction In the menu bar choose Edit Select Void Bill Pmt Check or Void Check VOID appears in the memo field for the selected check aera 6 Choose Record to complete the transaction or Choose Restore to prevent the check from being voided Entering Deposits and Transfers Money is added to bank accounts by deposits made directly to the account or by transfers of funds from another account There are two possible sources for deposits Membership dues and
28. roll up into 5025 00 creating an accumulated balance for all Social Quarters Cost of Goods Sold may include 5030 00 Beer Cost of Goods Sold All Beer products purchased for resale in the Social Quarters Lodge Only 5035 00 Liquor Cost of Goods Sold All Liquor products purchased for resale in the Social Quarters Lodge Only 5040 00 Wine Cost of Goods Sold All Wine products purchased for resale in the Social Quarters Lodge Only 5045 00 Misc Merchandise Cost of Goods Sold All other products purchased for resale in the Social Quarters I e Pop Candy Chips Pizza Nuts Etc Lodge Only 123 9050 00 Kitchen Cost of Goods Sold All Food products purchased for resale from the Kitchen Sub accounts may be added to this Parent account as long as they are attached to 5050 00 so the balances roll up into 5050 00 creating an accumulation account for all Kitchen Cost of Goods Sold All Fraternal Units 9100 00 Payroll amp Benefit Expenses This is the accumulation account for all Payroll Expenses associated with the Lodge side of the Fraternal Unit Sub accounts that should be attached to Parent account 5100 00 so balances roll up into 5100 00 creating an accumulated balance for all Lodge Payroll amp Benefit expenses may include 5105 00 Admin Rec amp Sec Compensation All Compensation expenses paid to an Administrator Recorder or Moose Legion Secretary All Fraternal Units 5110 00 Salary Expense Frate
29. to Parent account 2200 00 so the balances roll up into 2200 00 creating an accumulated balance for all Payroll and Benefit Liabilities may include 2205 00 Compensation Admin Rec amp Sec Funds owed the Administrator Recorder or Moose Legion Secretary as compensation for duties performed All Fraternal Units 2210 00 Payroll Tax Liability Funds owed Federal State or Local Governments for Payroll Taxes withheld and any employer portion of Payroll Taxes All Fraternal Units 22 00 Bingo Payroll amp Benefits Any Payroll amp Benefits Funds owed related to Bingo operations and payable from Bingo Checking Any Fraternal Unit with Bingo Payroll 22 00 Gaming Payroll amp Benefits Any Payroll amp Benefits Funds owed related to Gaming operations and payable from Gaming Checking Any Fraternal Unit with Gaming Payroll 2250 00 Real Estate Tax Liabilities This Account is used for Real Estate Tax Liabilities owed by the Fraternal Unit on the Lodge Home Building and or Other property owned No Sub accounts should be added to this Parent Account Lodge Only 118 Appendices 2300 00 Other Liabilities This is the accumulation account for Tax Liabilities not covered by Payroll and Benefit Liabilities or Real Estate Tax Liabilities Sub accounts that should be attached to Parent account 2300 00 so the balances roll up into 2300 00 creating an accumulated balance for all Other Liabilities may include 2305 00 Sales Tax
30. was recorded Payment The amount of a check written against the account will be blank for deposits v Cleared A check mark indicates that this item has been reconciled Deposit The amount of a deposit to the account will be blank for a payment Balance The balance in the account at the completion of this transaction The display of information in the Check Register can be customized to provide more or less detail about each transaction To Adjust the Detail in a Check Register 1 Open the desired Check Register In the lower left area of the window select the 1 line check box to display each transaction in a compact one line display Or Clear the 1 line check box to display more detail for each transaction in a two line display 3 Click the Splits button to display account detail below any transaction that is split between more than one account Or If Splits detail is displayed click the Splits button to hide the detail Working with Bank Accounts By default transactions in the Check Register are sorted by date Transactions occurring on the same date are further sorted by the type of transaction and the check or journal entry number Additional sort patterns can be applied if desired SortOrder Description Date Type The default sort order All transactions on the same date Number Ref will appear together grouped by type of transaction then transaction number Amount Displays all deposits firs
31. 7 If it were done manually this could be a time consuming process Fortunately QuickBooks Pro 2007 provides a simple method to reconcile bank statements To Reconcile a Bank Statement 1 Select the Reconcile Icon in the Banking Section of the Home Page The Begin Reconciliation window opens 7 Begin Reconciliation pe anep questa fask 7 How Do 1 Select an account to reconcile and then enter the ending balance from your account statement Account _ 1000 00 Cash 1005 00 Statement Date 06 30 2007 Beginning Balance 9 957 73 What if my beginning balance doesn t match my statement Ending Balance 10 593 23 Enter any service charge or interest earned Service Charge Date Account Class 3 00 06 30 2007 Ba 5400 00 General Admi Lodge Interest Earned Date Account Class 45 00 06 30 2007 4400 00 Interest Inve Locate Locate Discrepancies Undo Last Reconciliation T Ups LsstRecocaston connec __ h Hep 2 Select the Account to be reconciled from the drop down list O Note that the Beginning Balance is displayed automatically This should match the beginning balance on the bank statement The What if my beginning balance doesn t match my statement link offers troubleshooting tips Enter the Statement Date Enter the Ending Balance from the bank statement 5 Ifa Service Charge is applied to the account enter the relevant information Service Charge the a
32. International portion of the Fees and Dues will be billed to the Fraternal Unit on the Consolidated Statement The amounts of these receipts are held in the 1199 00 Undeposited Funds account in QuickBooks Pro 2007 until the Deposits are entered into QuickBooks Pro 2007 NOTE The Direct Deposit Money from Moose International is already deposited at the Bank so those funds do not need to be physically taken to the bank O ToView Undeposited Funds 1 Open the Chart of Accounts 2 Double click on the 1199 00 Undeposited Funds account The 1199 00 Undeposited Funds account Register opens 3 Examine the entries as needed 4 Choose the Close button to close the window 69 70 Issuing Receipts When money is received a sales receipt must be generated for the funds Issuing a receipt will apply the value to the proper balance sheet account and will record the entry in the 1199 00 Undeposited Funds account Tolssue a Receipt in QuickBooks Pro 2007 1 Open the Create Sales Receipts window The Enter Sales Receipts window opens neea artat 2 Ifthe Merchant Account Service message window appears click the No button 3 Enter the Customer name in the Customer Job field O You may use Quick Add to add a new name 4 Enter the appropriate Class if desired 5 Enter the Date of the transaction O The Sales Receipt number will be automatically assigned by QuickBooks 6 In the Item column use the drop
33. Liabilities Taxes owed by the Fraternal Unit on Business related sales All Fraternal Units 23 00 Local Tax Liabilities Liabilities specific to a Government Agency in your State County Township or City All Fraternal Units 2500 00 Due to Other Fraternal Units This is the accumulation account for all Funds due to Moose Charities Moose International or other Fraternal Units Sub accounts that should be attached to Parent account 2500 00 so the balances roll up into 2500 00 creating an accumulated balance of all Funds due other Fraternal Units may include 2505 00 Endowment Moose Charities Endowment Fund money collected by the Fraternal Unit are deposited into this Sub account Checks written monthly to Moose Charities to forward the Endowment Fund monies are charged against this Account number also All Fraternal Units 2510 00 Application Fees to MI Application Fees received by the Fraternal Unit are deposited to this Sub account Application Fees payable to MI on the Monthly Consolidated Statement are charged against this Sub account when paying the Consolidated Statement All Fraternal Units 2515 00 ABCD Per Capita due to MI Moose International s portion of the yearly Membership Dues ABCD received by the Fraternal Unit are deposited to this Sub account ABCD Per Capita payable to MI on the monthly Consolidated Statement are charged against this Sub account when paying the Consolidated Statement All Fraternal Un
34. Receivable Other Current Asset Other Asset Accounts Payable Other Current Liability Long Term Liability Cost of Goods Sold Other Income Other Expense 3 Choose Fixed Asset from the List or another type of Asset or Liability account from the Other Account Types drop down list 4 Click Continue Using QuickBooks Pro 2007 Accounts The Add New Account window opens Add New Account zaa Account Type Other Current Liability J Number Account Name C Subaccount of Optional Description Account No Tax Line Mapping lt Unassigned gt v How do I choose the right tax line Enter Opening Balance Should I enter an opening balance 5 Press Tab to move to the Number field 6 Enter a number that does not duplicate an existing account but is in the proper numbering sequence group O The format for account numbers is NNNN OO 7 Press Tab to move to the Account Name field Enter a Name for the account 9 Select the Subaccount of checkbox Use the Subaccount of drop down list to select the Parent account the sub account will be attached to 10 Enter a brief description the opening balance and the as of date in the corresponding fields Press Tab to move from one field to the next 11 Choose Save amp Close to save the new sub account number and close the Add New Account screen or Choose Save amp New to save the new sub account number and enter another new
35. Up to 50 changes can be reversed in this way Revert Reverses all changes since the last time the user saved a transaction Cut Removes selected data from a specific field and moves it to the Windows clipboard usually used in combination with Paste to move the data to another location Copy Makes a copy of the selected data on the Windows clipboard usually used in combination with Paste Paste Inserts data from the Windows clipboard at a specified point Use Register Displays account activity in a check register style window Use Calculator Opens the Windows Calculator Search Opens a Google Desktop installation box Observe the warning amp disclaimer before using Opens a screen with two find tools simple and advanced Simple find allows the user to find transactions based on commonly used criteria Advanced find allows the user to create more complex searches Preferences Allows the user to set preferences for using QuickBooks Pro 2007 Navigation in QuickBooks Pro 2007 Exploring the View Menu The View menu contains choices that control how the QuickBooks Pro 2007 screen is displayed Menu Item Description Open Window List Determines whether a list of open windows is displayed on the left side of the screen Navigation Bar Determines whether the Navigation Bar is displayed in the QuickBooks Pro 2007 window Icon Bar Determines whether the Icon Bar is displayed in the QuickBooks Pro 2007 window
36. ain the balance established by the House Committee for this Account Lodges amp Moose Legions Chapters are not allowed to have Petty Cash 115 1100 00 Receivables This is the accumulation account for all Accounts Receivable Accounts Sub accounts that should be attached to Parent account 1100 00 so the balances will roll up into 1100 00 creating an accumulated balance for all Accounts Receivable may include 1105 00 NSF Checks All NSF Checks are entered into this Account via whichever NSF Check entry system you choose to use Re payment of NSF Check amounts are also deposited to this Account number NSF Charges and Fees are charged and deposited to other Accts All Fraternal Units 11__ 00 An Accounts Receivable Account may be created for any other funds owed the Fraternal Unit All Fraternal Units 1199 00 Undeposited Funds All monies received by the Fraternal Unit must have a Custom Sales Receipt or Dues Receipt created in QuickBooks using Item numbers corresponding with Account numbers This puts the Dollar amounts of the receipts into Account 1199 00 Deposits are created from the funds listed in Account 1199 00 and deposited to the various Checking Accounts of the Fraternal Unit No Sub accounts should be attached to this Parent account All Fraternal Units 1300 00 Inventory This is the accumulation account for all Inventory Accounts Sub accounts that should be attached to Parent account 1300 00 so the balances roll u
37. alia for Chapters At the present time only the Chapters are to be doing the yearly depreciation 2000 00 Accounts Payable This Account shows the current balance of all monies owed to Vendors by the Fraternal Unit This Account is increased when you enter a Bill or Invoice in QuickBooks and is decreased when you enter a Check using the Pay Bill function to pay a previously entered Bill or Invoice No Sub accounts should be attached to this Parent Account All Fraternal Units 117 2050 00 Notes Payable This Account is the accumulation account for all Notes payable to Financial Institutions by the Fraternal Unit Sub accounts that should be attached to Parent account 2050 00 so the balances roll up into 2050 00 creating an accumulated balance for all Notes Payable may include 2055 00 Mortgage The amount of a Mortgage owed a Financial Institution that is secured by the Lodge Home Property Lodge Only 205_ 00 Any other Note owed by the Fraternal Unit Lodge Only 2075 00 Other Payables Any Funds owed by the Fraternal Unit other than Mortgage Notes Payroll and Benefit Liabilities Sales Tax Liabilities or Liabilities Due other Fraternal Units Sub accounts may be added to this Parent Account as needed but must be attached to Parent Account 2075 00 All Fraternal Units 2200 00 Payroll and Benefit Liabilities This is the accumulation account for all Payroll and Benefit Liabilities Accounts Sub accounts that should be attached
38. an deleting them customer records can be made inactive if they are used infrequently To Make a Customer Inactive 1 Single Click the Customer Center icon in the Navigation Bar 2 Single Click the Customer Name in the Customer amp Jobs list The Customer Name becomes highlighted 3 Click Edit in the Menu Bar 4 Click Make Customer Job Inactive The Customer name no longer appears in the Active Customer list If necessary an inactive Customer can be made active again To Make a Customer Active 1 Single click the Customer Center icon in the Navigation Bar 2 Select All Customers from the View drop down list in the upper left corner of the screen 3 Inactive Customers are displayed in the list with an X to the left of the Customer Name gt Single click the Customer to be reactivated The Customer Name becomes highlighted 5 Click Edit in the Menu Bar 6 Click Make Customer Job Active The Customer name now appears in the Active Customer list 97 Working with Manual Payroll Entry Following the instructions in this chapter will enable you to O Enter Payroll Expenses into QuickBooks Pro 2007 Working with Manual Payroll Entry Entering Payroll Using a Manual Payroll System If you decide that you do not want to purchase a Payroll Service from Intuit the following instructions will enable you to enter Payroll Transactions into QuickBooks Pro 2007 Manual payroll checks ca
39. ansfer funds from or to Savings accounts O To Transfer Funds Between Bank Accounts 1 Choose Banking in the Menu Bar 2 Choose Transfer Funds from the drop down menu The Transfer Funds Between Accounts window opens Transfer Funds Between Accounts Ml Previous next Transfer Funds Date 07 19 2007 m Transfer Funds From 1000 00 Cash 1010 Account Balance 7 029 20 Transfer FundsTo 1000 00 Cash 1005 Account Balance 10 007 73 Transfer Amount 1500 00 Memo Funds Transfer 3 Enter the date of the transfer in the Date field 4 Select the Transfer Funds From account by using the drop down list Note that the current recorded balance of the account is displayed 5 Select the Transfer Funds To account by using the drop down list O Note that the current recorded balance of the account is displayed 6 Enter the Transfer Amount in the corresponding field 7 Enter a brief description in the Memo field if desired Choose Save amp Close to record the transfer and close the window Or Choose Save amp New to record the transfer and open a new Transfer Funds window Or Choose Clear and the Close button to close the window without completing the transfer Continued 73 Reconciling Bank Statements When a bank statement is received it is important to reconcile the transactions on the bank statement with the transactions recorded in QuickBooks Pro 200
40. appears Customer Job Not Found 9 Kitchen is not in the Customer Job list To automatically add Kitchen to the Customer Job list click QuickAdd You can enter more detailed information later To enter the detailed information now click Set Up usually not required QuickAdd Set Up Cancel 4 Click on the Quick Add button The Customer is added to the Customer Job list You will not see the Customer Job List at this time 5 Complete the current transaction Continued Working with Customers Modifying Customer Information Customer information can be modified to reflect a change of address or contact information NOTE When a change is made all transactions for that Customer will reflect the change To Modify Customer Information 1 Click the Customer Center icon in the Navigation Bar 2 Double click the Customer name in the Customers amp Jobs List on the left side of the Customer Center screen The Edit Customer window opens Customer Name Ritual Current Balance 0 00 How do I adjust the current balance ee Address Info Additional Info Payment Info Job Info Company Name Ritual Committee Contact Mr Ms j Phone Customer is First Name M I FAX inactive Last Name Alt Phone Alt Contact E mail Cc Addresses Bill To Ship To Ne Ritual 0S Click the Edit button in the lower left hand corner Edit the information as required 5 Choose OK to save change
41. ation EXPENSE tesscssaxyecastaraneautserstentaraysessandecntanaetsacstotiness 126 General Administration Expense 0 ccccceeseeseeeteeeeeeees 126 Bingo Expenses nre naen a a a a a a 127 Gaming EX Pense noe norinioiia ien e 127 Occupancy EXpense esseesseeesereseseesresssoesssoessossrseestesseoessoss 127 Travel amp Rep Expense ssessesseessessesseessessssseessessessosseesseeno 128 E N E E E la 129 Using This Manual Using This Manual This manual is designed to assist you during the course and serve as a reference guide at the office Studies show that individuals demonstrate a higher level of retention when they can review their own notes later We strongly encourage taking notes in the wide left margins This manual includes step by step instructions for completing specific tasks The following table summarizes how instructions and information appear throughout the manual Activity Skill steps appear as step by step instructions Bold type denotes information to type or enter A lowercase or separates two alternatives for accomplishing the same skill within a single skill step An uppercase OR separates two or more completely different methods for accomplishing an entire set of skill steps A pointing hand graphic denotes additional facts or other pertinent information Description 1 Choose File Open 2 Select the desired directory Type Moose International Click on the Open button or
42. ccounts and explanations of Accounts for use with the Loyal Order of Moose Version of QuickBooks is meant for one purpose and one purpose only That is to be used as a Guideline when adding Sub accounts to Parent Accounts and the sequence in which the Sub accounts should be added It is in no way meant to be the exact list of Account Numbers each unit is to be using The easiest way to determine the proper numbering of Sub accounts is to find the Parent Account the Sub account will be attached to and use the first two numbers of the Parent Account as the first two numbers of the Sub account I e The first two numbers of a Sub account you wish to attach to 1000 00 Cash would be 10 The last two numbers of the account can be whatever you decide they should be and must be followed with 00 This is the reason that on the Account Number listing some of the Sub accounts are listed as 10__ 00 We want you to be able to add your own choice of the second two numbers and set up your own Account number sequence Sub account numbers should consist of Four Numbers a Period and Two Zeros Example 1005 00 Important things to remember All Sub accounts must be attached to a Parent Account All Sub accounts must end in 00 No Parent Accounts may be added No Parent Accounts may be deleted If the name of a Parent Account or a Sub account does not match the use for the Type of Fraternal Unit I e Lodge Chapter or Moose Legion the name of the Sub
43. ceivables balances Customer Demographic Information Sales Income Reports by Customer or Item Formulated from Cash Receipts issued Jobs Time amp Includes information about time and cost of jobs Mileage Vendors amp Includes accounts payable reports about which bills are due Payables sales tax liability and current balances with each vendor Moose International will be one of the vendors Reports of Purchases by Vendor Item or Open purchase Orders Reports on Inventory Valuation or Inventory Stock Status Employees amp Includes information about payroll and payroll related Payroll expenses Banking Includes detail about deposits checks and reconciliation statements Accountant Provides information related to accounting activities and amp Taxes income tax preparation Budgets Compares budgets with actual income and expenses if budgets have been entered in QuickBooks Pro 2007 Produces reports based on any lists used in QuickBooks Pro 2007 Preset reports are created with a standard set of parameters Once the report is displayed several of these parameters can be adjusted using the instructions for memorizing reports later in this chapter l Cot ON Reports Company amp Financial Customers amp Receivables Sales Jobs Time amp Mileage Vendors amp Payables Purchases Inventory Employees amp Payroll Banking Accountant amp Taxes Budgets List The Report Center
44. d New gt The New Terms window opens 3 Enter a name for these terms using the table above as a guide 4 Select the Standard or Date Driven discount type 5 Fora Standard discount enter the number of days until the full amount is due the percentage discount and the number of days the discount is available For a Date Driven discount enter the date of the month when full payment is due the number of days that causes the bill to be due the following month the percentage discount and the date of the month that is the deadline for the discount 6 Choose OK to save the discount definition or Choose Cancel to close the window without saving the definition Continued Working with Vendors QuickBooks Pro 2007 provides a Pay Bills window that incorporates all the steps involved in paying bills Even if the local Fraternal Unit ultimately hand writes its checks bill payments must be recorded in QuickBooks Pro 2007 for accurate record keeping NOTE It is important to use the Pay Bills window for all bills that have been previously entered If the payment is recorded in another way the Accounts Payable balance will not be credited correctly The following information boxes are displayed in the Pay Bills window Area Description Select Bills Identifies which bills to display and how they are sorted to be Paid Contains list of bills that can be selected Discount amp Provides details about discounts and cr
45. d write the check and then assign the check number in QuickBooks Pro 2007 instead of printing the check from the computer 1 Click the Pay Bills icon in the Vendor area of the Home Page The Pay Bills window opens anart amp Crect intersats for rigter cer Austr Sheer Beta he one 1000 00 Cast v Check Ending Banoe 16 341 93 2 Click the box to the left of the Bill you wish to pay to select the Bill you wish to pay Select the correct Payment Account Click the Assign Check no Radio button 5 Click the Pay Selected Bill button The Assign Check Numbers screen opens Assign Check Numbers oS Payment Account 1000 00 Cash 1005 00 Checking Cash How do you want to assign check numbers O Let QuickBooks assign check numbers Let me assign the check numbers below Check No 6 Enter the Check Number from the Handwritten Check in the Check No column 7 Click OK 91 92 Following the instructions in this chapter will enable you to O Enter Customers into QuickBooks Pro 2007 O Modify Customer information O Delete Customers O Make Customers inactive and active Working with Customers QuickBooks Pro 2007 defines a Customer as anyone from whom money is received For Lodges Chapters and Moose Legions Customers may be Members Committees Moose International Dues amp Fees Social Quarters Kitchen Etc Other monies received from sources such as Endowment fund rais
46. default to the amount box Enter the net amount of the check Note that the payee information has been automatically added to the Address field 8 Press Tab to move to the Address field Note that the amount has been written out on the Dollars line 9 Ifthe information has already filled the screen from the Vendor area press Tab to go to the Memo line NOTE If the information has not filled into this area you can manually enter the address by pressing Enter each time you want to enter a new line of the address 10 Enter information you want to appear on the Memo line and press Tab 11 Press Tab to skip the Online Payment box 12 Press Tab and click or unclick to select To Be Printed depending on whether you print checks on the computer or manually write checks 100 13 14 15 16 17 18 19 20 21 22 23 24 25 Working with Manual Payroll Entry Press tab to go the Account column or click with your mouse in the Account column Click the dropdown arrow and select the appropriate Salary account Press Tab to move to the Amount column Sijali 372 50 sga Change the amount in the Amount column to the Gross amount of the paycheck QuickBooks automatically enters the amount that the check is made out for which is the Net amount of the paycheck Enter the appropriate Class in the Class column if desired Press Tab to move to the second line in the Account column Click t
47. dify Vendor Information 1 Click the Vendor Center Icon on the Navigation Bar The Vendor Center window opens 2 Double click on the desired Vendor name The Edit Vendor window opens Edit Vendor Vendor Name oose International Current Balance 0 00 How do I adjust the current balance __ Address Info Additional Info Company Name Moose International Contact j j Mrapi Paone Vendor is First Name M I FAX inactive Last Name alt Phone Name and Moose International Alt Contact 155 S International Dr Mooseheart IL 60539 Address E mail Cc Print on Check as Address Details Moose International 3 Edit the information as required 4 Choose OK Choose Cancel to close the window without saving changes NOTE Do not edit Moose International as a Vendor 81 If a Vendor s record has not been used in any transactions it can be deleted from QuickBooks Pro 2007 NOTE The Vendors supplied by Moose International must not be deleted O To Delete a Vendor Record 1 Click the Vendor Center Icon on the Navigation Bar The Vendor Center window opens e Ges eee ee rei i mie T gie ieri 2 Single click to highlight the Vendor to be deleted 3 Click Edit in the Menu Bar 4 Click Delete Vendor The Delete Vendor dialog box appears Delete Vendor ep Are you sure you want to delete this vendor Cancel 5 Choose OK Choose Cancel to cancel the delet
48. down list to select the desired income item The Item description appears in the Description column Enter the amount in the Amount column 8 Choose Save amp Close to complete the entry Or Choose Save amp New to enter another receipt O Ifthe Check Spelling on Form window appears choose the desired responses to the spell check Continued Working with Bank Accounts Preparing and Recording Deposits Before funds are deposited the amounts are held in the 1199 00 Undeposited Funds account When a bank deposit is made that deposit must be recorded in QuickBooks Pro 2007 NOTE When making deposits to two separate accounts such as General Checking and Bingo Checking each deposit should be processed separately To Prepare and Record a Deposit 1 Choose Record Deposits in the Banking Section of the Home Page The Payments to Deposit window opens and shows all Receipted Payments being held in the Undeposited Funds account Payments to Deposit Type a help question Ask Select View View payment method type v Whatare payment method views Select Payments to Deposit lt Date Time Type No Payment Method Name Amount 07 19 2007 Endowment Fund 50 00 07 19 2007 Social Quarters 603 50 0of2 payments selected for deposit Payments Subtotal Select All L Cancel Help 2 Choose Select All to include all Undeposited Funds in the deposit Or Choose Select None to remove all Undeposited F
49. ds Sold 5040 00 Wine Cost of Goods Sold 5045 00 Misc Merch Cost of Goods Sold 5050 00 Kitchen Cost of Goods Sold 5100 00 Payroll amp Benefit Expenses 5105 00 Admin Rec amp Sec Compensation 5110 00 Salary Expense Fraternal Unit 5115 00 Payroll Tax Expense Frat Unit 5125 00 Social Qtrs Payroll amp Bene Exp 5130 00 Social Qtrs Salary Expense 5135 00 Social Qtrs Payroll Taxes 5150 00 Kitchen Payroll amp Benefit Exp 5160 00 Kitchen Salary Expense 5165 00 Kitchen Payroll Taxes 5200 00 Supplies amp Misc Expense 5205 00 Celebration Expense 5210 00 AOC Expense 5225 00 Social Qtrs Supplies amp Misc Exp 5250 00 Kitchen Supplies amp Misc Exp 5300 00 Donation Expense 5400 00 General Administration Exp 5405 00 Bank Charges 5410 00 Printing 5415 00 Licenses and Permits 5605 00 Utilities 5610 00 Real Estate Tax Expense 5700 00 Special Project amp Committee Exp 5800 00 Travel and Rep Expense 5805 00 Matriculant Expense 5810 00 Green Cap Expenses 5815 00 President Expenses 5820 00 Secretary Travel Expenses Income and Expense Accounts within the Chart of Accounts To View Income or Expense Accounts Adding Income or Expense Sub accounts Using QuickBooks Pro 2007 Accounts Unlike Asset or Liability accounts Income and Expense accounts do not have separate registers Instead the transactions for an Income or Expense
50. e information about an employee s salary benefits and tax liabilities Represents the net worth of the organization at a point in time In general it can be thought of as the difference between the value of all of the assets of the organization and the total of all the liabilities The accounting records that show all the financial statement accounts of an organization A chronological list of transactions 129 130 Liabilities Lists Navigator Vendor A Fraternal Unit s debts In QuickBooks Pro 2007 current liabilities are debts that the organization expects to pay within a year such a bill Long term liabilities are debts that the organization expects to pay off in more than a year QuickBooks elements that form the framework of the program The Chart of Accounts is an example of a list QuickBooks elements used to find tasks and information related to the major areas of QuickBooks The data file that stores information about anyone other than employees to whom money is paid Moose International has been set up as a Vendor
51. e to the salutation Mr Ms field Note that the company name has been automatically added to the Vendor Name and Address fields 5 Enter all applicable information available using Tab to move from one field to the next 6 DO NOT enter a balance in the Opening Balance field The Balance will be entered when entering your Outstanding Bills in the Initial Setup 7 Choose the Additional Info tab 7 Enter the account number credit limit and tax ID in the appropriate fields if applicable 8 Choose OK If a Vendor has not been entered in advance the information can be added at the time of a specific transaction using the Quick Add process O ToUse Quick Add to Add a Vendor 1 Enter a Vendor Name in the appropriate field on a Vendor screen O For example choose Enter Bills in the Vendors Section of the Home Page 2 Press Tab The Vendor Not Found dialog box appears Peedor Mol Pond ep Qt Sonmenpnte wre ni Eee Ferer hit To mieraiiahy acid Geach Sragi bo tha erco bk dich Quackfedd fou can srie fee deii inin late Pi enbe dhe debinin nore chk Set Uo opiy iagad 3 Click on the Quick Add button The Vendor is added to the Vendor list 4 Complete the current transaction Working with Vendors Vendor information can be edited to reflect a change of address or contact information NOTE When a change is made all transactions for that Vendor will reflect the change To Mo
52. eca nerina a whe dena cedeee woees 84 O Setting Up Discount Tenms cicsecenipcsinaecautiasenesen 86 Fe WaT A ES aus cn clare actin n seer a e ax eentasecaee 87 WORKING WITH CUSTOMERS cccccecceseesceseeeeeseeeceaeceeesecaeeseeneees 92 Pterite CUStOIMELS sistein AAE EEA E oe Aii 93 O Entering a CuUstomer ssessesseessessseseesseossessesseossessessesseossessesseesse 93 el Wis ira Quek Add ienuernei oneee d a EA A S 94 Modifying Customer Information seseseesesseeseeseessesseesseserssressessrssees 95 Deleting CUS COTES se eso cern taccaeeiceteaeer ate inneics asnan isa 96 O Making Customers Imactr yess isis ceetivchiisuhdeneettianetaeastvaieretans 97 O Making Customers Active cccccccecsccesecssecesceeeecsseceseceeeeeeneees 97 WORKING WITH MANUAL PAYROLL ENTRY ccc cececeeeeeeeeees 98 O Entering Payroll Using a Manual Payroll System eee 99 WORKING WITH REPORTS ascssccsbeedsviehodsseect esis eaeirtnsveesvicheecebatereeeds 104 Working with Standard Reports 0 ccceccceesceesceesseeeeceeeeeeeeenseeeseenees 105 O Viewing QUICK CpOMtSsciniaiccenvsrsccoiht nus ecinceteenenaenes 105 O Viewing Preset Reports sseesseessessesseossossrsseeseossossesseessessessees 106 Creating Custom Reports scceo ccauaivcsteshuve is iaeastased Gescss sheeessanaeepecvisede wees 108 O Memorizing Reports sssini ieis 108 O Creating a Custom Repott ssssessesessseessesessseessessesrrssressessessees 110 APPENDICES edane A
53. echnical Trainers are part of this support system We have one goal to make the job of Administrators Recorders and Secretaries easier more efficient and most of all enjoyable Getting Started with QuickBooks Pro 2007 Accessing and Logging into QuickBooks Pro 2007 The user can access QuickBooks Pro 2007 from an icon on the desktop or from the Start menu Student files has been installed so that Moose Lodge Administrators Chapter Recorders and Moose Legion Secretaries can practice in QuickBooks Pro 2007 without affecting actual financial data Accessing QuickBooks Pro 2007 The QuickBooks Pro 2007 program can be started using any of the methods commonly used to start other Windows applications O To Access QuickBooks Pro 2007 1 Double click on the QuickBooks Pro 2007 icon on the Windows desktop Or Click on the Start button on the Windows taskbar The Start menu appears 2 Choose Programs The Programs submenu appears O If you are using Windows XP choose All Programs 3 Choose QuickBooks The QuickBooks submenu appears 4 Choose QuickBooks Pro 2007 The following screen will appear 11 12 JuickBooks Learning Center O E Soret tuea ray an ure se mane cory lew to QuickBooks Qeictefocms aversiew Lean how to set up sio Basics Master 9 few beac Concects rem ond sPerd less Dre nnp AETS and moe tree mares you buren Deervicw of OAs ayay ddn and sena Qrecktoaks
54. edits available for Credit the bill that is highlighted in the listing The user can apply Information the suggested discount to the bill Payment Allows the user to select the bank account from which the Account bill will be paid Payment The user can specify the form of payment and whether Method checks will be computer printed or handwritten Payment Indicates the date on which the payment will be posted in Date QuickBooks Pro 2007 The bill payment process should be completed regularly to ensure that all available discounts are taken O To Record Bill Payments Select Pay Bills in the Vendor area of the Home Page The Pay Bills window opens The Pay Bills Window 87 Select Show all bills Select the Sort Bills By method to determine the order in which bills will appear 3 In the lower right portion of the screen enter the date on which bills will be paid 4 Click in the Selection Y column to select one or more bills for payment If a check has been selected incorrectly click in the Selection Y column again to deselect it NO 5 If discount terms are available choose Set Discount to apply the discount O Confirm or adjust the Amount of the discount Confirm the balance sheet Discount Account that will contain the offsetting entry for the discount 6 Repeat step 5 to set discounts for all bills to be paid 7 In the lower left part of the window use the drop down list to select the bank
55. em of another Item currently on the Item list place a check in the checkbox next to Subitem of and enter the first four digits of the parent Item and the name of the parent item in the field below Subitem of Enter the name of the corresponding COA Income or Expense account in the Description field Select the corresponding COA Income or Expense account in the Account drop down list O Hint It is helpful to select the COA Income or Expense account first so that this information is visible before entering an Item Name Number and Description for the new Item Choose OK to save the new item number and close the New Item window Or Choose Next to save the new item number and enter another new item number You can also access the New Item window from the Enter Sales Receipts window Select lt Add New gt in the Item column drop down menu of the sales receipt form and proceed with steps 3 7 or in the Enter Bills window select the Item Tab and select Add New in the Item column drop down menu and proceed with steps 3 7 You can edit an Item by double clicking it in the Item List to open the Edit Item window and make the desired changes 51 52 Viewing Equity Accounts Equity represents the net worth of the organization at a given point in time In general it can be thought of as the difference between the value of all of the assets of the organization and the total of all the liabilities QuickBooks Pro 2007 a
56. essesseseesessesersseseesessesesseseesesseseessesee 36 O Exploring Navigator Windows csccsscesecetecseeeeeneeeeeeeeeeseenaes 36 O Identifying Navigator Windows csscesscseeseeeeceneeeeeeeeeeseeeaes 37 USING QUICKBOOKS PRO 2007 ACCOUNTS seses 39 The Accounting EQuat Oy css aciuscasaceseasdoxseeactecracuatanasneosateeerdasacienchiaterenss gt 40 Accounts Numbering SYStenieyycs 22 525 5 asessatedansdastaassadasanaaseayeeiuaede cians 41 Working with Asset and Liability Accounts 0 ce eeeeseeseceteeneeereeerees 42 O Viewing Asset and Liability Accounts 00 0 0 eeeeceeseeeeeeeeeeeeeees 42 O Creating Asset and Liability Sub accounts 43 Working with Income and Expense Account cscecceseceteeneeeeeerees 46 O To View Income or Expense Accounts 0 ccccecceeseeeseeeteeeteeeees 47 O Adding Income or Expense Sub accounts 47 O Adding Items for Income and Expense Accounts ceeeeeees 50 Working with Equity Accounts cceccceseceseeeeeeeeseeeeeeeeeeeseeenseeneeeaes 52 O Viewing Equity Accounts sesseeseseesessesessseseesessesessesresessessessesee 52 Working with Classes istic cisidstaaastoarasttcsnacsdectvssteaagavierniaasseauieans 53 Working with Journal Entries 22c ciesnucenintvendcrun cians 54 WORKING WITH BANK ACCOUNTS 1 00 ccecceeeesceseeeceeeeeeeaeeseeaeens 56 Setting Up Bank Accounts sir fesucsirslats waceasterds totaal aaanconcadity eas 57 O Changing Bank Accou
57. euspearssataadivasvainomargaeiorentinngees 119 Retained Earnings exiuiccesaaccaatcagevaa cia iecaua atetosavdeoacaays 119 Dues atid Fees Income sags cdtsveccencsant sna necebantaeeesaeetions 120 Home Chapter Dues and Fees cccceecceesseeeteeeeeeeteeeneeees 120 Sales Income nannini a i 120 Social Quarters Sales isna R aR i 121 Kitehen Sales sesione n o ings E 121 Donations Received jasjsxicastetaysautazritentavtonnvrehativanriocdoraves 121 Investment INCOME seirena ia ea a E aE EEAS 121 Bingo INCOMES nri anette n a aa 122 Gaming INCOME sssnssesessesseseessesseserssressessrssressessessessresseese 122 Other INCOME sasira a a a a ia 122 Special Project amp Committee Income s ssesessesseeseeseesee 122 Entertainment Income sssssseseeseesesseessesessressesersressressesese 123 Sales Tax RE Cel StS riirn a eta teehee daniel Sed 123 Cost of Goods Solds asot a ai i 123 Social Quarters Cost Goods Sold ccccecccessecssseeeseeeeeseees 123 Kitchen Cost of Goods Sold oie cecceccceesceesseesteeeeeeteeenseees 124 Payroll amp Benefit Expenses 00 cecceeceesceeseceteeeeeeeteeenneens 124 Social Quarters Payroll amp Benefit Expense eeeee 124 Kitchen Payroll amp Benefit Expense 0cceeceeceesteeeteee 124 Supplies amp Misc Expense ioc cccnteasanununlncnineees 125 Social Quarters Supplies amp Misc Expense c cseeeeeee 125 Kitchen Supplies amp Misc Expense ccccscceeseeseesseeeeees 126 Don
58. ew a QuickReport 1 Open any list such as the Chart of Accounts 2 Select the desired item in the list 3 Choose Reports QuickReport in the lower left part of the window The QuickReport window for that List opens or Double click in the Chart of Accounts on a Bank Accounts Receivable Other Current Asset Fixed Asset Accounts Payable Other Current Liability or Open Equity Balance Account The Account Ledger for that Account opens 4 Click QuickReport at the top of the Account Register screen The QuickReport window for that Account opens or Double click in the Chart of Accounts on a Retained Earnings Income Cost of Goods Sold or Expense Account The QuickReport window for that Account opens or Click on the Customer Center Icon Vendor Center Icon or Employee Center Icon in the Navigation Bar on the Home Page 5 Click QuickReport in the upper right corner of the screen The QuickReport window for that Center opens 105 106 Viewing Preset Reports Preset reports are more comprehensive than QuickReports They provide summary or detailed information that can incorporate multiple accounts in a snapshot view or over a period of time The following table describes the categories of preset reports Category Description Company amp Financial Reports for the Income and Expenses of the Financial Company Customers amp Customer listings and information about outstanding Re
59. g box opens Select Reconciliation Report Congratulations Your account is balanced All marked items have been cleared in the account register Select the type of reconciliation report you d like to see Summary O Detail Both To view this report at a later time select the Report menu display Banking and then Previous Reconciliation 14 Choose Detail or Summary as desired Detail is recommended If a Reconciliation Report dialog box appears click OK 15 Choose Display to view the report on the screen before printing it Or Choose Print to print the report without displaying it va seas aes al Hono j idis Raport Memonge Port Docuit rederiemder Aetres Veet Abs Jefferson Moose Lodge 9999 acini Reconciliation Detail 1019 00 General Checking Period Ending 01912005 Type Dra Aun name Crs Amoi Selnce Beginning Beene Ciwared Transactions Checks and Payments 2 nems b Chet maam Ser Sest Treaster 2 7 Tris Checks and Ferreria Deposits and Credits item Devers deere Uoan 1 4 tatib Tots Depots sci Crecita seron Tats Oswwd Traseactore Ha nss Deret hauna 22 nss Regater Seerce aa of O10 1G00s 12 ns Ending fatance ua nas 16 If Display is chosen the report will appear on the screen Choose the Print button at the top of the report window to print the report NOTE Remember you must reconcile each one of your Ban
60. g will open a register From the Banking Navigator choose the Check Register icon use the drop down list to select the account to be viewed and choose OK O From the Banking drop down menu select Use Register use the drop down list to select the account to be viewed and choose OK O Click on the register icon REG at the top of the screen use the drop down list to select the account to be viewed and choose OK O0 From the Chart of Accounts double click on the bank account to be viewed O From the Chart of Accounts right click on the bank account to be viewed and select Use Register from the pop up menu Any of the above actions will open the desired account register 61 62 Working witha Check Register A Check Register displays information about each transaction in the bank account being viewed The following table identifies the information that can be found in the Register Field Description Date The date on which the transaction took place Number The number of the check or Journal Entry if applicable Will contain the phrase To Print if computer printed checks are used for the account The type of transaction such as CHK DEP BILLPMT Account The QuickBooks Pro 2007 account against which the funds will be recorded Will contain the word split if the transaction is split between more than one account Memo Any description or memo information entered when the transaction
61. he dropdown arrow select the appropriate Payroll Tax account Enter the amount of Social Security and Medicare that the Fraternal Unit will pay as a positive number This amount represents the Fraternal Unit s matching portion of Social Security and Medicare Enter the appropriate Class in the Class column if desired Press Tab to move to the third line in the Account column Click the dropdown arrow and select the Payroll Tax Liability Account number 2210 00 Press Tab to move to the amount column and check the number that is automatically entered to ensure that this amount equals the total amount of the payroll tax liabilities for this pay period This amount will be entered as a negative number using a minus sign Enter the appropriate Class in the Class column if desired 101 102 Your completed payroll check should look like the following The Account Numbers may be different depending on whether the Payroll Check is for a Lodge Social Quarters or Kitchen Employee Ei Write Checks Checking Cash Type a help question Ask 7 How Do I DR Previous GP Next Print Find Bank Account 1000 00 Cash 1005 00 C Ending Balance 9 957 73 No 1 Date 07 24 2007 E Pay to the Order of George A Moose v 372 50 Three hundred seventy two and 50 100 ea EE E E E Dollars George A Moose 151 International Blvd Address Mooseheart IL 60539 Memo Payroll for Week of 7 27 2007 Order Checks
62. ick once on the desired menu category to open the menu list 2 Glide the mouse down to the desired choice 3 Ifasubmenu opens glide the mouse to the right into the submenu then up or down as required O Glide the mouse at right angles rather than diagonally to avoid accidentally changing menu selections 4 When the desired choice is highlighted click once to activate the command 16 Navigation in QuickBooks Pro 2007 Exploring the File Menu The File menu contains commands that allow the user to perform basic functions within the company file as a whole Menu Item Description New Company Creates a brand new company file Open or Restore Allows the user to open an existing company file Restore a Company Backup Copy or Restore a Portable File Open Previous Displays a submenu of recently opened companies that can be Company opened from this menu Allows the user to set the number of companies to be listed in the submenu Save Copy or Allows the user to save a Copy or Backup the current Backup Company Files Close Company Closes the current Company and returns to the No Company Open screen Switch to Multi user Allows more than one person to access the current Company Mode file at the same time Utilities Opens a Sub menu that allows the user to import or export data synchronize contacts convert Quicken files to QuickBooks format Copy Company File for QuickBooks Mac Copy Company File for QuickBo
63. inders Alerts Manager Displays a list of scheduled alerts that will generate messages to the user Chart of Accounts Displays the Chart of Accounts for the active Company Make General Allows the user to make manual adjustment to accounts Journal Entries in the active Company Enter Vehicle Allows the user to enter and track vehicle mileage for Mileage company use of vehicles Prepare Letters with Allows the user to generate standard letters to one or Envelopes more individuals or create new standard letters 21 22 Exploring the Customers Menu The Customers menu allows the user to view information or take actions with the customers defined in the current Company Menu Item Description Customer Center Displays a snapshot listing of customers with outstanding balances or unbilled expenses Create Invoices Allows the user to enter invoice information in an on screen form Enter Sales Receipts Allows the user to enter Sales Receipts in an on screen form Enter Statement Not used in LCL net Allows the user to enter Charges charges for services as they are performed Create Statements Allows the user to generate statements from charges previously entered Assess Finance Allows the user to apply finance charges to past due Charges accounts Receive Payments Allows the user to enter payments received using an on screen form Create Credit Memos Allows the user to enter refund or credit informat
64. ing and similar activities will also need to be entered directly into QuickBooks Pro 2007 Entering a Customer Entering Customers in advance ensures that all information will be available whenever it s needed If a Customer is not entered in advance information can also be entered at the time of a transaction To Add a New Customer 1 Click the Customer Center icon in the Navigation Bar The Customer Center screen opens 2 Click New Customer amp Job and Click New Customer The New Customer screen opens Ajdeess Info 93 Using Quick Add 94 3 Enter the Customer name in the Company Name field Press Tab Notice Customer Name field auto filled with the Company name 4 Enter all desired information for this customer in the appropriate fields Press Tab to move from one field to the next 5 Choose the gt gt Copy gt gt button to copy the Bill To information into the Ship To box 6 Choose OK If a Customer has not been entered in advance information can be added at the time of a specific transaction such as recording a member turning in raffle money or the like using the Quick Add process O ToUse Quick Add to Add a Customer 1 Select the desired option in the Customers area of the Home Page For example select Create Sales Receipts 2 Enter the Customer s name in the Customer Job field 3 Press Tab The Customer Job Not Found dialog box
65. ion Refunds in an on screen form Add Credit Card Not used in LCL net Processing Add Marketing and Not used in LCL net Customer Tools Item List Allows the user to view and edit the list of transaction items available for customers in the current Company Change Item Prices Allows the user to change pricing for items to be charged Navigation in QuickBooks Pro 2007 Exploring the Vendors Menu The Vendors menu allows the user to view information or take actions with the vendors defined in the current Company Vendor Center Vendor Ratings Online Enter Bills Pay Bills Create Purchase Orders Receive Items and Enter Bill Receive Items Enter Bill for Received Items Inventory Activities Print 1099 1096 Item List Description Displays a snapshot of contact information and transactions for a specific vendor Allows the user to get Vendor Reviews in an online form Allows the user to enter Bills to be paid Allows the user to Select and Pay Bills Allows the user to create print E mail and save file Purchase Orders Allows the user to enter Bills to be paid after receiving items from vendors Allows the user to enter a receipt for items received from a vendor with the idea that a bill will be generated later Allows user to select a vendor choose the item receipt that corresponds to the bill to be paid and then enter a bill for that specific item Opens a submenu allo
66. ion and leave the Vendor in the list If a Vendor has been used in any transactions the record cannot be deleted Attempting to delete a Vendor with associated transactions will result in an error message QuickBooks Message Problem QuickBooks cannot delete this name because it has a balance or it is used in at least one transaction Solution If you rarely use this name consider making it inactive so that it doesn t appear on the list If you need to use the name at a later time you can always make it active again CMake Inactive Cancel Hep Delete Vendor Error Message The vendor can be made inactive or the deletion can be cancelled 82 Making Vendors Inactive Making Vendors Active Working with Vendors Rather than deleting them Vendor records can be made inactive if they are used infrequently NOTE The Vendors supplied by Moose International must not be made inactive O To Make a Vendor Inactive 1 Click the Vendor Center Icon in the Navigation Bar The Vendor Center window opens seal es 2 Single click the Vendor to be made inactive 3 Select Edit in the Menu Bar 4 Click Make Vendor Inactive in the Edit drop down list The Vendor name no longer appears in the list If necessary an inactive Vendor can be made active again To Make a Vendor Active 1 Click the Vendor Center Icon in the Navigation Bar 2 Select All Vendors in the Vie
67. its 2504 00 Home Chapter Home Chapter no longer exists and this Account number should not be used Should not be used by any Fraternal Unit 3000 00 Opening Bal Equity This Account is for entering account balances in the initial setup of a New QuickBooks Company correcting an opening account balance that was entered wrong entering outstanding Bills and Checks during the Initial setup No Sub accounts should be attached to this Parent Account All Fraternal Units Should not be used after Initial Setup except to correct Beginning Balances that were entered wrong 3900 00 Retained Earnings Do not touch this account Do not add Sub accounts or alter it in any way 119 4000 00 Dues and Fees Income This is the accumulation account for the Fraternal Unit portion of all Dues and Fees received Sub accounts that should be attached to Parent account 4000 00 so the balances roll up into 4000 00 creating an accumulated balance of all Fraternal Unit Dues and Fees received may include 4005 00 Membership Dues The Fraternal Unit portion of all Dues electronically deposited to the Fraternal Unit Checking Account or received as part of the Application and Enrollment process All Fraternal Units 4010 00 Application Fee The Fraternal Unit portion of the Application Fees received as part of the Application and Enrollment process if applicable Chapters Only 4015 00 Life Membership The Fraternal Unit portion of the Life Membe
68. k Accounts 76 Troubleshooting Account Reconciliation If reconciliation of a bank account does not result in a Difference of zero these tips may help in the search for the source of the problem O O Confirm that the starting balance in QuickBooks Pro 2007 matches the starting balance on the bank statement If not follow the What if my beginning balance doesn t match my statement link for tips Confirm that the ending balance service charge and interest were correctly entered If not choose Modify in the Reconcile window to correct the balances Compare each item in the bank statement with the corresponding item in the Reconcile window Make sure that the amounts match exactly including bank encoding If a QuickBooks Pro 2007 entry is in error correct the entry then choose Return to Reconciliation The Missing Checks report in QuickBooks Pro 2007 lists all gaps in the sequential numbering of checks This may help in identifying a check that was not recorded in QuickBooks Pro 2007 Reports are covered in detail in a later chapter If Reconcile Now is chosen while there is still a difference QuickBooks Pro 2007 will offer to enter a transaction to artificially balance the account NOTE This is not recommended as it will cause problems during future reconciliations 77 78 Following the instructions in this chapter will enable you to O Enter Vendors into QuickBooks Pro 2007 O Modify Vendor infor
69. k window matches the check that you are actually printing If the numbers do not match change the number in the Check Number field to match the check 89 6 Click OK 7 After ensuring that your printing options are correct from your printer s dialogue box that appears select the Print button to print the check The Print Checks Confirmation box opens Print Checks Confirmation If your checks printed correctly click OK What if my checks printed in reverse order If you need to reprint any checks select them and click OK Then return to the Select Checks to Print window to reprint them R Check No Payee Moose International Select All What if my checks printed incorrectly 8 Ifthe check did not print ok place a check mark in the left hand column next to the check number s of the check that did not print correctly and click OK If the check printed ok enter nothing in the box and click OK This will return you to the check to print it again If the check printed ok the actual check number used will be entered in the Check No field If you need to print the check again no number will be assigned in the check number field Remember to ensure that your check number matches your check if you have to reprint Working with Vendors To Pay Bills by Hand Writing Checks Hand writing checks for the bills is very similar to printing checks with the major difference being that you will han
70. l be used for calculating income and expenses Display Choose Total Only or the degree of detail to be displayed columns by as column headings Display rows Choose source of information to display in rows by Display Chose to display columns for amount quantity or both columns for Most common choice is amount Choose the order in which rows will be displayed Add Choose additional columns to display if desired subcolumns for Advanced Choose to hide zero value columns or rows if desired by choosing non zero Choose to report on fiscal year or calendar year for Fraternal Units the income tax year is the fiscal year May 1 to April 30 Modify Report Custom Transaction Der A F Display Filters Header Footer Fonts amp Numbers From the first day of the current month through today From 07 01 2007 To 07 25 2007 fai This setting determines how this report calculates income and expenses Columns left margin Total by Total only Trans 7 Type Entered Last Modified Sort by Default M Last modified by Date Sortin A Num Descending order Ascending order 4 z Put a check mark next to each column that you want to appear in the report Ce The Custom Transaction Detail Report Window 111 112 Field Description Report Date Choose either a time period or specific dates Range Report Basis Use the Accrual basis for calculating income and expenses
71. l under the 1000 series of account numbers Moose International has set up four initial banking sub accounts in the Chart of Accounts As explained earlier sub accounts are indented in the Chart of Accounts in an outline format When sub accounts are used the Parent accounts will not contain any transactions they will serve only as a Roll up account to collect all the transactions from the sub accounts Therefore the only bank accounts that transactions will be entered into are the sub accounts attached to the 1000 00 Cash account In addition to the four sub accounts initially set up and listed below banking sub accounts may be set up as needed but must be attached to 1000 00 Cash Checking Cash Account Savings Cash Account CDs Cash Account Petty Cash Account The bank accounts are listed in the chart of accounts as shown below i khem Loge 9 uaa Pro tl oo 2 fe a CortsmerCenter Tenir Ceti SrcceyenCamiee Report Center eeriTx rame Bank Accounts 57 58 Changing Bank Account Information It may be necessary to change bank account information to adjust information that was not entered correctly or to add information that was not available when the account was set up NOTE Users must not change the account numbers or sub account settings provided by Moose International in the Chart of Accounts C To Edit Account Information 1 Open the Chart of Acco
72. l up into 5500 00 creating an accumulated balance for all Bingo Expenses may include 55__ 00 Prizes amp Jackpots All monies paid out to Bingo Game amp Jackpot Winners during the operation of Bingo Games by the Fraternal Unit When entering Bingo Receipts this amount should be entered as a negative amount I e 2125 00 All Fraternal Units holding Bingo Games 55__ 00 Bingo Supplies All purchases of supplies needed to operate Bingo operations All Fraternal Units holding Bingo Games 55___ 00 Bingo Tax Any Taxes owed on receipts from Bingo operations All Fraternal Units holding Bingo Games 9090 00 Gaming Expense This is the accumulation account for all expenses related to Gaming operations in your Fraternal Unit Sub account that should be attached to Parent account 5550 00 so balances roll up into 5550 00 creating an accumulated balance for Gaming Expenses may include 55__ 00 Gaming Supplies Expenses relating to purchases of Gaming Supplies Le Pull tabs Raffle Tickets Prizes Etc All Fraternal Units holding Gaming Operations 55__ 00 Gaming Tax Any Taxes owed on receipts from Gaming operations All Fraternal Units who pay Gaming Taxes to Local State or Federal Taxing Units 9600 00 Occupancy Expense This is the accumulation account for all expenses relating to the operation or maintaining of your Lodge Home Building or Property Sub accounts that should be attached to Parent account 5600 00 so balances ro
73. ld be attached to Parent account 4800 00 so balances roll up into 4800 00 creating an accumulated balance for Entertainment Income may include 48 00 Cover Charges Fees charged Members to help defray the cost of bands All Fraternal Units 48 00 Show Tickets Fees received from Members for the purchase of Tickets to Specialty Shows booked by the Fraternal Unit All Fraternal Units 48 00 New Years Eve The portion of the New Years Eve Tickets charged to pay for the Entertainment All Fraternal Units 4900 00 Sales Tax Receipts Account Number 4900 00 should be made inactive and not used Sales Tax received is not Income for the Fraternal Unit but is a Current Liability and should be Deposited and Paid through the Sales Tax Liability Account 2305 00 9000 00 Cost of Goods Sold This Account may be used for purchase of Fraternal Unit Resale Merchandise I e Hats Shirts Coats Etc If Sub accounts are created for each type of Merchandise the Sub accounts must be attached to Parent account 5000 00 thus making account 5000 00 the accumulation account for all Fraternal Unit Resale Merchandise Cost of Goods Sold 50__ 00 Cost of Goods Sold Hats lt 50_ 00 Cost of Goods Sold Shirts 50__ 00 Cost of Goods Sold Coats 9025 00 Social Quarters Cost Goods Sold This is the accumulation account for all Social Quarters Cost of Goods Sold Sub accounts Sub accounts that should be attached to Parent account 5025 00 so the balances
74. ll in the name that you want to use for the new class Select OK to save the new Class and close the window 5 Select Next to save the new Class and enter another gt 53 A General Journal Entry can be used to adjust the balances of accounts in specific kinds of situations If the initial account balance was entered incorrectly and needs to be adjusted If a transaction was incorrectly charged to the wrong account General Journal Entries require offsetting balances in the Debit and Credit columns Each General Journal entry should be carefully planned based on the following guidelines O To increase the balance of an asset account including bank accounts the adjustment is entered in the Debit column To decrease the balance of an asset account including bank accounts the adjustment is entered in the Credit column To increase the balance of an equity account such as Opening Balance Equity the adjustment is entered in the Credit column To decrease the balance of an equity account such as Opening Balance Equity the adjustment is entered in the Debit column e w 5 b e Deerom meine Arem Atire Seh General Journal Entry Window NOTE If assistance is required contact Moose International Customer Call Center before making any General Journal Entries 54 Using QuickBooks Pro 2007 Accounts To Make a Journal Entry 1 Choose Company on the
75. ll up into 5600 00 creating an accumulated balance for all Occupancy Expense may include 56__ 00 Gas Bill Expenses relating to the Heating of the Lodge Home with Natural Gas Propane or Fuel Oil Lodge Only 56__ 00 Electric Bill Expenses related to the use of Electricity to operate the Lodge Home Lodge Only 56__ 00 Real Estate Tax Tax on your Lodge Home Building and or other Property Lodge Only 56__ 00 Building Repair Expenses related to repairs of the Lodge Home or other property Lodge Only 56__ 00 Mortgage Interest Interest Expense on the Mortgage on the Lodge Home or other property Lodge Only 56__ 00 Insurance Cost of property insurance pertaining to the Lodge Building or other property owned by the Fraternal Unit Lodge Only 127 56 00 Risk Pool Insurance purchased through Moose International covering personal injury occurring on Lodge Property All Fraternal Units 3700 00 Special Project amp Committee Expense This is the accumulation account for all expense relating to Special Projects or Committee Projects Sub Accounts that should be attached to Parent account 5700 00 so balances roll up into 5700 00 creating an accumulated balance for all Special project amp Committee Expense may include 57__ 00 Ritual Committee Expense All Fraternal Units 57__ 00 PEP Committee Income Chapters Only 57__ 00 Membership Committee Income All Fraternal Units Expense Sub accounts may be added for each Co
76. mation O Delete Vendors O Deactivate and reactivate Vendors Working with Vendors QuickBooks Pro 2007 defines a Vendor as anyone other than employees to whom money is paid Fraternal Units may have a variety of vendors with whom they do business Vendor records for Moose International and Moose Charities have already been set up for Fraternal Units Entering a Vendor Entering Vendors in advance ensures that all information will be available whenever it s needed Ifa Vendor is not entered in advance information can also be entered at the time of a transaction To Add a Vendor Using the New Vendor Screen 1 Click the Vendor Center Icon in the Navigation Bar 2 Click New Vendor in the upper left corner of the Vendor Center screen The New Vendor screen appears New Vendor Vendor Name How do I determine Qi the opening balance Opening Balance as of 07 20 2007 m _ Cancel AddressInfo Additional Info Next Company Name Contact Help Mr Ms Phone o Vendor is First Name M FAX inactive Last Name Alt Phone Name and Alt Contact Address r E mail Ee Print on Check as Address Details 3 On the Address Info tab enter the Company Name in the appropriate field Continued 79 Using Quick Add 80 4 Press Tab to mov
77. mmittee within the Fraternal Unit 9600 00 Travel amp Rep Expense This is the accumulation account for all expenses relating to Travel and Fraternal Representative expenses to Conventions Conferences and Training Sessions Sub accounts that should be attached to Parent account 5800 00 so balances roll up into 5800 00 creating an accumulated balance for all Travel amp Rep Expenses may include 5805 00 Matriculant Expense Matriculant expenses to Convention Chapter Only 5810 00 Green Cap Expense Green Cap expenses to Convention Chapter Only 5815 00 Presidents Expense President s Travel amp Convention expenses Moose Legion Only 5820 00 Secretary Travel Expenses Moose Legion Secretary Travel Exp Moose Legion Only 58 00 Governor Travel Expenses Governor Travel amp Convention Exp Lodge Only 58__ 00 Administrator Travel Expense Administrator s Travel amp Convention Expenses Lodge Only 58__ 00 Chapter Representative Chapter Representative Travel amp Convention Expenses Chapter Only In place of adding Sub accounts the names of Accounts may be edited to reflect the terminology applicable to the type of Fraternal Unit Le 5805 00 could be edited to read Governor s Travel Expense 5810 00 could be edited to read Chapter Representative Expenses Etc 128 Assets Accounts Payable Accounts Receivable Chart of Accounts Credit Company Customer Debit Employee Equi
78. mount of the charge Date the date the charge was applied to the account Account 5405 00 Bank Charges will record the charge Class the class that the service charge will be charged gt 6 If Interest is earned on the account enter the relevant information Interest Earned the amount of the interest Date the date the interest was applied to the account Account 4400 00 Interest Investment Income or a Sub account thereof will record the interest Class the class that the interest income should be posted to ent ae 74 Working with Bank Accounts 7 Choose Continue The Reconcile window opens ny Cah 8 Compare the checks and payments listed on the bank statement to the items in the left portion of the window 9 Click in the left column to place a check mark beside each item that appears on the bank statement 10 Compare the deposits and credits listed on the bank statement to the items in the right portion of the window 11 Click in the left column to place a check mark beside each item that appears on the bank statement 12 Examine the Difference amount in the lower right corner of the window O The Difference should be zero 0 00 O If the difference is not zero follow the trouble shooting tips listed below Continued 75 13 When the Difference is zero choose Reconcile Now The Select Reconciliation Detail Report dialo
79. mulated balance for all Cash Accounts may include 1005 00 10 00 10 00 10 00 10 00 10 00 General Checking All Fraternal Unit Funds and Social Quarters Funds are deposited to this Account All Fraternal Unit Checks are written from this Account All Fraternal Unit Types Bingo Checking All Funds derived from Bingo Games are deposited to this Account All Bingo expenditures and Donations are paid with Checks written on this Account Any Fraternal Unit holding Bingo Games Gaming Checking This could be Pull Tab Account or some other form of gaming for which your State requires a separate dedicated Checking Account All Income from this Gaming should be deposited to this Account and all Gaming expenditures and Donations are paid by Check from this Account Any Fraternal Unit required to have separate Gaming Checking Savings Cash Funds deposited to a regular Savings Account are listed in this Account A dispensation from the General Governor is required to add funds to or remove funds from this Account Any Fraternal Unit with Funds in Savings Accounts CDs Cash CDs purchased with Fraternal Unit Funds are listed in this Account A dispensation from the General Governor is required to remove funds from or to purchase CDs Any Fraternal Unit with Certificates of Deposit Petty Cash Funds kept on hand at the Fraternal Unit for operating capital This Account should be replenished with a Fraternal Unit Check to maint
80. n be entered into QuickBooks by using the Write Checks function found in the Banking Navigator Section of the Home Page You will click on the Write Checks Icon which opens Write Checks Cash screen 1 Click the Write Checks icon in the Banking Area of the Home Page The Write Checks window appears Per ia Ea Onder of Gape L hiz fat h apan and DS e enmana a TETIT Dele 2 Select the Bank Account from which the check will be written using the drop down list 3 Press Tab to move to the Check Number field 4 Correct the number if necessary QuickBooks Pro 2007 automatically uses the next number in sequence 99 5 Enter the Check date in the Date field 6 Enter the Employee s Name on the Pay to the Order of line You should have previously entered the Employee s name and personal information into your QuickBooks database before writing the check If the name is not in the database the following message will appear Name Not Found QA Howard is not in the Name list J To automatically add A Howard to the Name list click QuickAdd You can enter more detailed information later To enter the detailed information now click Set Up usually not required peas O You may use Quick Add or Set Up to add a new name Designate that the new name is an Employee and Select OK Select Name Type Select which type of name to add then click OK Vendor Customer 7 The cursor will
81. n defined in this Company Employee List Displays a list of employees that have been defined in this Company Other Names List Displays a list of names other than customers vendors or employees that need to be tracked in QuickBooks Pro 2007 Customer amp Submenu displays lists of information that might be Vendor Profile associated with a customer or vendor Lists Templates Displays a list of templates for such items as invoices and receipts Memorized Displays a list of memorized transactions that have been Transaction List created in the current Company Navigation in QuickBooks Pro 2007 Exploring the Company Menu The Company menu allows the user access to lists transactions and displays that relate to the Company as a whole Menu item Description Displays Home Page window Company Displays a summary of basic company information Information such as address Federal tax number etc Advanced Service Not used by LCL net Administration Set Up Users Allows the Administrator to define additional users for the current company file Change Your Changes the password for the current user of the Password current Company Set Closing Date Allows the Administrator to set a closing date to password protect data entered on or before a specific date Planning amp Submenu allows the user to set up budgets and Budgeting forecasts if desired Displays the list of active tasks Displays the list of active rem
82. nassvaesstasceadsaanneaivoasesnesaanans 20 O Exploring the Company Menu sii csaissoucescescsssovaseeavsarsvarvsersenneanayee 21 O Exploring the Customers Menu eeeeeccsseceteeeeceeeeneeeaeeeeees 22 O Exploring the Vendors Men sssscesssssssscssesssssstssosscnssssenss 23 O Exploring the Employees Menu cscssssecssssossnrseossensonssees 24 Exploring the Banking Mien oij2dsiacssuctsnasisecteaeseansinceuseian 25 O Exploring the Reports Menu cceeseseeseeeeceeeceeeseceeeeneeeneeeneess 26 O Exploring the Window Metis scccccsirstecciaedecacnisateccastvaiecateencescsees 27 O Exploring the Help Ment 14 cates scarce ett seccanaaseneeeareteatees 28 Exploring the QuickBooks Pro 2007 Navigation Bat eseeeeeees 29 O Exploring the Navigation Bat cien son ctesinneataacadattnevieans 29 Exploring the QuickBooks Pro 2007 Icon Bat cesceseeseeteeneeeeeeeees 30 O Exploring the Icon Bat ci cisscnvsee ves cetsuneestesaivssnesrewsereseavtusivutecstas 30 O Customizing the Icon Bat csssaccsssessysaatecrs centsnavesnanvienslcateeasietaraases 31 Adding Items to the Icon Bar 0 ccceccccssceesseeseceeeceseceeeceteeeeeeeeaees 32 WORKING WITH THE NAVIGATION BAR occ eeeeeceteeeeeteeeeees 34 Working with the Navigators criz sieivastestasattines nel nara hteeaietes 35 O Working with Navigators eessesessessessesseseesesseseeseserssesersesseseese 35 O Displaying a WindoW s sssessess
83. nations if your State has this requirement All Fraternal Units 9400 00 General Administration Expense This is the accumulation account for all General Administration Expenses Sub accounts that should be attached to Parent Account 5400 00 so balances roll up into 5400 00 creating an accumulated balance for all General Administration Expenses may include 5405 00 Bank Charges All Charges pertaining to banking accounts I e Checks Fees Etc All Fraternal Units 5410 00 Printing All expenses related to the Printing of Newsletters Letters to the Membership Tickets to events Etc All Fraternal Units 5415 00 Licenses amp Permits All expenses relating to the operation of the Lodge Kitchen and Social Quarters All Fraternal units 54 00 Office Supplies Purchases of any Supplies necessary for the operation of the Lodge Chapter or Moose Legion Office All Fraternal Units 54 00 Telephone Expenses incurred by the Fraternal Unit for Telephone usage in the operation of the Fraternal Unit All Fraternal Units 54 00 Depreciation Expense Expense account for depreciation of Furniture amp Fixtures Chapter Paraphernalia for Chapters Chapters Only at this time All Fraternal Units in the future 126 Appendices 9000 00 Bingo Expenses This is the accumulation account for all expenses related to Bingo operations in your Fraternal Unit Sub accounts that should be attached to Parent account 5500 00 so balances rol
84. ng system NOTE NO Sub Accounts of Sub Accounts should be created Moose International mandates that only Two 2 levels of Accounts be used in the Chart of Accounts in the Moose International version of QuickBooks 41 Working with Asset and Liability Accounts 42 Viewing Asset and Liability Accounts Asset accounts are balance sheet accounts that track the value of things the organization owns This might include such things as the Lodge Home Furniture and Fixtures Inventory etc QuickBooks Pro 2007 allows the user to create two types of asset sub accounts O Current assets for things that will be used within one year O Fixed assets for things that will be held for a longer time Liability accounts are balance sheet accounts that track the debt of a Fraternal Unit Similar to asset accounts there are two kinds of liability accounts QuickBooks Pro 2007 allows the user to create two types of Liability sub accounts O Current liabilities include things that will be paid within one year such as amounts owed to Moose International or payroll liabilities O Long term liabilities are debts that will be paid over a longer period such as a mortgage NOTE Do not make any changes to the liability accounts set up by Moose International to record membership dues and fees Balances and transactions affecting asset and liability accounts can be viewed using techniques similar to those for bank accounts
85. nt Information ee eeeeseeseeereeeeeeeeeeees 58 O Deleting a Bank ACCOuUnt 3 ijsccds csccuicsscectscaveersensouenncatioaseatenves 59 O Making a Bank Account Inactive cee ceeeeeseeeeereeeeeeeeeeseeeaee 59 O Making an Account Active j cjscsosccscsiacavecssesseesstastecsetiantecetaversestis 60 Managing Bank Accounts ssssessesessseesseseessressesstssressessesstesrosseeseeseessee 61 O Working with a Check Register cece ceseseeseeseeeneeseeeeeeeseeeaee 62 H Writing CGC Si eee rte ceca A a Saas aah ca A 64 O Entering Deposits and Transfers cccaceoncisiciarasstiea aavtencienes 68 Dram Stereo P Ud Sait Giei pcs ttt a ties tala ed ode 73 O Reconciling Bank Statement 0 ee eeecseeeseeeececeeeceseeeseeeseonees 74 Table Of Contents WORKING WITH VENDORG cccceeccessescsseeeceseeeeeseeeesecaeeseeneeeeneens 78 Entera Vendosi iracion adani east aes 79 O Enteringa Vendor isicecnensricin mnnn ania a 79 O Using Quick Add sssssssseessesnesseessessessessseesresresseesesersresseesseseesseesse 80 Editing Vendor Information ccccccescceesceesceeeseceeeeeseecsaeeeeeneeeeeseees 81 Deleting Vendors iannau a A E a ai 82 O Making Vendors Inactive sssssesseeseesseeseeseosseessesesresseesseseesseesse 83 O Making Vendors Active ssssssssesssesessseeseesresseessesresresseessesressresse 83 Entering and Paying Bills cco tel ak atest iccts a suhaeg cute sameutaceneuisiortaves 84 C Enterne BS c
86. oks Online Edition Convert Accountant s Copy to Company file QBW Host Multi User Access Verify Data Rebuild Data or Clean Up Company Data Accountant s Copy Opens a submenu that allows the user to create an accountant s copy of the current Company import or cancel changes made by the accountant Print Allows the user to print the current screen A printer must be defined on the computer before using this menu item Save as PDF Allows the user to save open reports invoices and other items directly to PDF files Print Forms Allows the user to print various items using pre printed forms or in some cases blank paper Printer Setup Allows the user to specify the setup details for printing particular types of items Send Forms Allows the user to send specific forms via e mail over a live Internet connection This menu item is not currently being used by the LCL net projects Closes QuickBooks Pro 2007 17 18 Exploring the Edit Menu The Edit menu contains commands that allow the user to modify or find specific data Please note that the Edit menu items will change based on your current window open in QuickBooks If you are writing a check the Edit menu lists those items specific to check writing If you are entering bills the Edit menu is specific to bill writing The following items are included in the basic QuickBooks Edit Menu Menu Item Description Undo Reverses the last change that was made
87. oler Repair All expenses related to repair of Social Quarters Cooler Equipment Lodge Only 52__ 00 Miscellaneous Social Quarters Supplies All expenses for Social Quarters Supplies not covered by Cost of Goods Sold I e Ice Plastic Glasses Coasters Napkins Bar Glasses Plastic Drink Stirrers Condiment Picks Etc Lodge Only 125 5290 00 Kitchen Supplies amp Misc Expense This is the accumulation account for all Kitchen Supplies amp Miscellaneous Expenses Sub accounts that should be attached to Parent account 5250 00 so balances roll up into 5250 00 creating an accumulated balance for all Kitchen Supplies amp Miscellaneous Expenses may include 52__ 00 Kitchen Equipment Maintenance Exhaust System Cleaning Fire Equipment inspection amp Repair Cooking Equipment Repair Etc Lodge Only 52__ 00 Miscellaneous Kitchen Supplies Purchases of Dishwasher Supplies Paper plates Sundry Items Fryer Oil Etc Lodge Only 52__ 00 Dinnerware Purchases of Plates Cups Saucers Etc Lodge Only 52__ 00 Silverware Purchases of Silverware Lodge Only 9300 00 Donation Expense This account number is for all Donation Expenditures made from the Fraternal Unit General Checking Account Some States require a percentage of Gaming Revenue such as Pull Tab and Bingo Revenue be donated to Charity to qualify for a Gaming License for the Next Fiscal Year Therefore it is recommended you use your Pull Tab or Bingo Accounts to make do
88. one account e Enter additional accounts on subsequent lines e Divide the total amount between the accounts Enter a brief comment in the Memo column if desired Enter a Class if desired Choose Save amp Close to save the bill and close the window Or Choose Save amp New to save the bill and enter another Bill Or Choose Clear to close the window without saving the bill 85 86 Setting Up Discount Terms If a vendor offers discount terms for paying the bill by a specific deadline these terms can be entered into QuickBooks Pro 2007 so that the user will be reminded of the deadline for obtaining the discount Discount terms are generally given names that reflect the amount of the discount and the deadline for obtaining it The following table gives a few examples Terms Description 1 10 net 30 1 discount if paid within 10 days of the Bill Date Ifthe discount deadline is not met the full amount is due within 30 days 15 net 30 2 discount if paid within 15 days otherwise the full amount is due within 30 days net 15 Full amount is due within 15 days no discounts offered 1 10 net 1 discount if paid by the 10 of the month otherwise 31 full amount due by the 31 of the month This type of discount is called Date Driven O To Set Up Discount Terms 1 Select Enter Bills in the Vendor area of the Home Page 2 Inthe Terms field use the drop down list to select lt Ad
89. ork with Equity Accounts O Work with Journal Entries 39 The Accounting Equation QuickBooks Pro 2007 is a double entry accounting system This ensures that your books are always in balance and is dictated by generally accepted accounting principles The double entry system is exemplified in the basic accounting equation 0 Assets Liabilities Equity Although you will not work directly with the accounting equation when you use QuickBooks Pro 2007 a basic grasp of the equation is necessary to understand other accounting principles The accounting equation states that total assets equal the amounts claimed by creditors owners and shareholders In other words what an organization has assets is either owned by creditors liabilities or by investors equity Earnings profits are reflected in the equity part of the equation Earnings can be defined as the difference between income and expenses Without changing the validity of the accounting equation we can revise it to 0 Assets Liabilities Income Expenses Equity If proper accounting procedures are followed the accounting equation will hold true before and after you record each financial transaction However if it were necessary to go to all the trouble to prepare the accounting equation after recording each financial transaction few transactions would ever take place Accounts asset liability equity income and expense were devised as an efficient mean
90. owing information can be changed to customize an existing report Category Description Display Select columns to display Determine sort key and sort order Filters Apply or remove filters to limit data that is included in the report Header Add or remove elements from header and footer Footer Determine on which pages header and footer appear Fonts amp Determine fonts to use for various report elements Numbers Determine format of numbers used in report To Memorize a Report 1 View a report that is similar to the desired configuration 2 Choose Modify Report from the tool bar in the Report window The Modify Report window opens 3 Make changes on any of the tabs as desired 4 Choose OK 5 The revised report is displayed 6 Click Memorize at the top of the Report The Memorize Report dialog box opens O Ifthe report you are memorizing is based on another memorized report you will be given the chance to replace the original memorized report or create a new one O NOTE DO NOT select to replace the original report If you modify a report rename the report and save or memorize the report with a new name 7 Enter a Name for the report 8 Choose to save the report in an existing group if desired 9 Choose OK 109 Creating a Custom Report If there are no existing reports similar to use as a model a custom report can be created from scratch Custom reports can be though
91. p into 1300 00 creating an accumulated balance for all Inventories may include These Accounts should be adjusted monthly to reflect the Inventory Values from the monthly Inventory compiled by the Trustees General Laws Sec 40 1 13__ 00 Social Quarters Inventory Inventory Value of all Resale and Miscellaneous items used for Social Quarters operation Lodge Only 13__ 00 Kitchen Inventory Inventory Value of all Resale and Miscellaneous items used for Food Service operations Lodge Only 13__ 00 Bingo Inventory Inventory Value of all Bingo Supplies and Prizes associated with Bingo operations Any Fraternal Unit holding Bingo Games 13__ 00 Gaming Inventory Inventory Value of all Gaming supplies and Prizes associated with Gaming operations Any Fraternal Unit having Gaming Supplies 13__ 00 Resale Merchandise Inventory Value of Fraternal Unit Merch For resale to Members Any Fraternal Unit with Resale Merchandise Supplies 116 Appendices 1500 00 Due from other Fraternal Units This is the accumulation account for all Funds owed to your Fraternal Unit by another unit within the Loyal Order of Moose Sub accounts that should be attached to Parent account 1500 00 so the balances roll up into 1500 00 creating an accumulated balance for all Funds due from other Fraternal Units may include 15__ 00 Any Debt owed your Fraternal Unit by another Unit of the Loyal Order of Moose All Fraternal Units 1700 00 Building and Property
92. pened will automatically open Navigation in QuickBooks Pro 2007 Navigation in QuickBooks Pro 2007 Following the instructions in this chapter will enable you to O Navigate in QuickBooks Pro 2007 using commands available from the Menu Bar drop down lists O Navigate in QuickBooks Pro 2007 using actions available from the Navigation Bar Navigate in QuickBooks Pro 2007 using actions available from the Icon Bar O O Navigate in QuickBooks Pro 2007 using Icons available in the Navigation areas of the Home Page Most Accounting Function screens in QuickBooks Pro 2007 may be accessed in several different ways using the Menu Bar Lists The Navigation Bar The Icon Bar or Icons in the Navigation Areas of the Home Page Exceptions to the multiple methods of navigating to a certain function in QuickBooks Pro 2007 will be noted in the documentation for that particular function Exploring the QuickBooks Pro 2007 Menu Bar When a company file is open in QuickBooks Pro 2007 the menu bar allows the user to navigate to various parts of the financial records and take a variety of actions Using the Menu Bar The menu bar provides access to commands and views of company records File Edit View Lists Company Customers Vendors Employees Banking Reports Window Help The QuickBooks Pro 2007 Menu Bar The QuickBooks Pro 2007 Menu Bar is similar to Menu Bars in other Windows applications To Use the Menu Bar 1 Cl
93. pense paid to Federal State or Local Agencies from Kitchen Payroll Lodge Only 124 Appendices 9200 00 Supplies amp Misc Expense This is the accumulation account for all Supplies amp Miscellaneous Expenses associated with Moose Legion Celebrations DEC Schools or SEC Schools Sub accounts that should be attached to Parent account 5200 00 so balances roll up into 5200 00 creating an accumulated balance for all Supplies amp Miscellaneous Expenses may include 5205 00 Celebration Expense Expenses related to Moose Legion Celebrations Moose Legion Only 5210 00 DEC Expenses Expenses related to Director s Educational Conference Moose Legion Only 5215 00 SEC Expenses Expenses related to Secretaries Educational Conferences Moose Legion Only Lodges may change the names of these Accounts and use them as the Expense Accounts for such things as Janitor Supplies Office Supplies may be expensed using General Administration Expense 9229 00 Social Quarters Supplies amp Misc Expense This is the accumulation account for all Social Quarters Supplies and Miscellaneous Expenses Sub accounts that should be attached to Parent account 5225 00 so balances roll up into 5225 00 creating an accumulated balance for all Social Quarters Supplies amp Miscellaneous Expenses may include 52__ 00 Draft Line Cleaning amp Repair All expenses related to the cleaning and Maintenance of Draft Beer Systems Lodge Only 52__ 00 Co
94. rnal Unit All Salary amp Benefit expense paid to Employees of the Fraternal Unit I e Administrator Salary Clerical Wages Janitorial Wages or Lawn Care Wages Lodge Only 5115 00 Payroll Tax Expense Fraternal Unit All Payroll Tax expense paid to Federal State or Local Agencies from Fraternal Unit Payroll All Fraternal Units 9125 00 Social Quarters Payroll amp Benefit Expense This is the accumulation account for all Payroll Expenses associated with Social Quarters Operations Sub accounts that should be attached to Parent account 5125 00 so balances roll up into 5125 00 creating an accumulated balance for all Social Quarters Payroll amp Benefit expenses may include 5130 00 Social Quarters Salary Expense All Salary amp Benefit expense paid to Social Quarters Employees Lodge Only 5135 00 Social Quarters Payroll Taxes All Payroll Tax expense paid to Federal State or Local Agencies from Social Quarters Payroll Lodge Only 9150 00 Kitchen Payroll amp Benefit Expense This is the accumulation account for all Payroll Expenses associated with Kitchen Operations Sub accounts that should be attached to Parent account 5150 00 so balances roll up into 5150 00 creating an accumulated balance for all Kitchen Payroll amp Benefit expenses may include 5160 00 Kitchen Payroll amp Benefit Expense All Salary amp Benefit expense Paid to Kitchen Employees Lodge Only 5165 00 Kitchen Payroll Taxes All Payroll Tax ex
95. rnational practice is to use the first four digits of the COA account number and title as the Item Name Number for the corresponding Item and the Name of the COA account as the Description of the corresponding Item This facilitates selecting the correct item when recording a sales receipt or a bill O To Add an item for an Income or Expense Account 1 Open the Item List The Item List window appears erica to Mico Chartiaa ance on Fees lembarship cuss gir Fees TA z i 2 ae t marchar Mic rece mian Fienberhig Der Thee rengi giae fe nenie Heed Sere bininin 0 ere Me Hine fr e erid of N deys Pih Fraternal Unit Item List 2 Choose Item in the lower left corner Click New 50 Using QuickBooks Pro 2007 Accounts The New Item window appears New Item Type ol y Use for services you charge for or purchase like specialized labor consulting hours or professional Cancel fees Next Item Name Number _ Subitem of Custom Fields Spelling This service is used in assemblies or is performed by a subcontractor or partner Description Rate 0 00 C Item is inactive Account Choose the Type in the Type drop down list Typically the Types used in Fraternal Units will be Service Inventory Part Non Inventory Part or Other Charge Enter the first four digits of the corresponding COA Income or Expense account number and the name in the Item Name Number field If this item is a subit
96. roll processing or a one time only occasion Even if the check is hand written it must be recorded in QuickBooks Pro 2007 To Write a Check 1 Click the Write Checks Icon in the Banking section of the Home Page The Write Checks window opens 2 Select the Bank Account from which the check will be written using the drop down list 3 Press Tab to move to the Check Number field 4 Correct the number if necessary O0 QuickBooks Pro 2007 automatically uses the next number in sequence 5 Enter the date of the check in the Date field 6 Enter the Payee in the Pay to the Order of Field Any name that is entered in the Payee field must be entered into the QuickBooks Pro 2007 database If the name is not in the database the following message will appear Continued 10 11 12 13 14 15 Working with Bank Accounts Name Not Found p A Howard is not in the Name list J To automatically add A Howard to the Name list dick QuickAdd You can enter more detailed information later To enter the detailed information now click Set Up usually not required EEE You may use Quick Add to add a new name Designate if the new name is a Vendor Customer Employee or Other and Select OK Select Name Type Select which type of name to add then click OK Vendor Customer Employee O Other Press Tab and enter the
97. roll up into 4225 00 creating an accumulated balance for Social Quarters Sales may include 4230 00 Beer Sales Social Quarters Income from the sale of Beer Lodge Only 4235 00 Liquor Sales Social Quarters Income from the sale of Liquor Lodge Only 4240 00 Wine Sales Social Quarters Income from the sale of Wine Lodge Only 4245 00 Miscellaneous Merchandise Sales Social Quarters Income from the sale of Pop Chips Candy Pizza Nuts Etc Lodge Only 4250 00 Kitchen Sales This is the accumulation account for all Kitchen Sales Funds Sub accounts that should be attached to Parent account 4250 00 so balances roll up into 4250 00 creating an accumulated balance for Kitchen Sales may include 4255 00 Food Sales Kitchen Sales Income from Food Sales All Fraternal Units might use this but mainly Lodge 4260 00 Enrollment Celebration Meals Re imbursement for Enrollment or Celebration meals from the Fraternal Unit Lodge Only Used to record reimbursements for Lodge Kitchen Resale Merchandise used for Enrollment or Celebration meals 4300 00 Donations Received All Donations received by the Fraternal Unit should be deposited into the General Checking Account using this Account number All Fraternal Units 4400 00 Investment Income All Interest Income on Checking Savings CDs Etc should be entered in the Interest Earned Field of the begin Reconciliation Box under the Banking Navigator using this Account number or a Sub
98. rship Dues of a Member applying to become a Life Member All Fraternal Units 4020 00 Acceptance Fee The Fee received from a Paid Life Member or a 250 Sponsor Life Member 50 yr Life Members are exempt to the receiving Fraternal Unit All Fraternal Units The Acceptance Fee is waved for 50 year Life Members 4025 00 Transfer Fee The Fee paid by a Member to the receiving Fraternal Unit with the Application for Transfer All Fraternal Units The Transfer Fee is waved for 50 year Chapter Life Members 4050 00 Home Chapter Dues and Fees Home Chapter no longer exists and this Account number should not be used Should not be used by any Fraternal Unit 4200 00 Sales Income This is the accumulation account for all Sales Income derived from the sale of Fraternal Unit Merchandise Sub accounts that should be attached to Parent account 4200 00 so the balances roll up into 4200 00 creating an accumulated balance of Sales Income from Fraternal Unit Merchandise Sales may include 42 00 Resale Merchandise May include Hats Shirts Can Coolers Coats Sweaters Sweat Shirts Etc Some Fraternal Units will create a separate Sub account for each Item type that s up to you but they should all be attached to 4200 00 All Fraternal Units 120 Appendices 4225 00 Social Quarters Sales This is the accumulation account for all Social Quarters Sales Funds Sub accounts that should be attached to Parent account 4225 00 so balances
99. s 0Or Choose Cancel to close the window without saving changes gt 95 96 If a Customer s record has not been used in any transactions it can be deleted from QuickBooks Pro 2007 C To Delete a Customer Record 1 Click the Customer Center icon in the Navigation Bar 2 Single click the Customer Name in the Customers amp Jobs list The Customer Name becomes highlighted 3 Click the Edit icon in the Menu Bar 4 Click Delete Customer Job in the drop down box The Delete Customer Job dialog box appears Delete Customer Job Are you sure you want to delete this customer job Cancel 5 Choose OK O Choose Cancel to cancel the deletion and leave the Customer in the list NOTE If a Customer has been used in any transactions the record cannot be deleted Attempting to delete a Customer with associated transactions will result in the following QuickBooks message QuickBooks Message Problem QuickBooks cannot delete this name because it has a balance or itis used in at least one transaction Solution If you rarely use this name consider making it inactive so that it doesn t appear on the list If you need to use the name ata later time you can always make it active again i Make Inactive i QuickBooks Message The customer can be made inactive or the deletion can be cancelled Making Customers Inactive Making Customers Active Working with Customers Rather th
100. s Inventory Employees amp Payroll Banking Accountant amp Taxes Budgets and Lists Custom Summary Allows the user to design a custom summary level Report report Custom Allows the user to design a custom report that includes Transaction Detail details for each transaction Report Quick Report Prepares a standard report covering the contents of the current window Transaction Provides a listing of all activity pertaining to a History transaction Transaction Provides a journal listing of activity for a specific Journal transaction Navigation in QuickBooks Pro 2007 Exploring the Window Menu Several windows can be open at the same time in QuickBooks Pro 2007 The Window menu gives the user a list of all QuickBooks Windows that are open Menu Item Description Close All Closes all open Windows Window Listings Lists all open windows in the current Company The user can navigate to a specific window by selecting it from this list When the Open Windows List is selected from the View menu this list is also shown on the left side of the screen 27 28 Exploring the Help Menu The Help menu allows the user to obtain help regarding the features in QuickBooks Pro 2007 Menu Item Description QuickBooks Help Opens the QuickBooks Help Window where you can select a topic by category or Sub category to read and print covering most areas of QuickBooks functionality Learning
101. s never been used ToMake an Account inactive Open the Chart of Accounts Select the account to be deactivated Choose Account in the lower left corner Click Make Account Inactive le oe The account no longer appears in the Chart of Accounts 59 60 Making an Account Active If necessary an inactive account can be made active again To Reactivate an Account 1 Open the Chart of Accounts 2 Select the Include Inactive check box in the lower portion of the window Inactive accounts are displayed in the Chart of Accounts 3 Select the account to be reactivated 4 Choose Account in the lower left corner Click Make Account Active After activating the desired account to hide the other inactive accounts uncheck the Include Inactive check box in the lower portion of the window Working with Bank Accounts All bank accounts and many other accounts in the Chart of Accounts have a Register that displays transactions in chronological order The Register can be used to determine which transactions have been entered for the account It should not be used to enter transactions as this will populate when checks and deposits are entered for this account It will also populate when General Journal entries are made for this account Fraternal Unit Cash Account Register To Open a Bank Account Register There are several ways to open a bank account register Either of the followin
102. s to record financial transactions The following table may help you remember to normal types of transactions and usual account balances for each type of account Type of Account Increase witha Decrease witha Normal Balance is a Asset Debit Credit Debit Liability Credit Debit Credit Equity Credit Debit Credit Income Credit Debit Credit Expense Debit Credit Debit 40 Using QuickBooks Pro 2007 Accounts It is important to understand the account numbering system used by Moose International These account numbers help to classify income expenses liabilities and assets Number Description 1000 series Bank accounts and other assets Some accounts are set up as sub accounts of another main account Sub accounts are indented in the Chart of Accounts in an outline format NOTE If sub accounts are used the Parent accounts will not contain any transactions they will serve only as a roll up account to collect all the transactions from the sub accounts If a new sub account must be created it is important that it be in the proper numbering sequence with similar accounts and that it be at the correct level in the outline structure parent accounts should never be added NOTE Before creating new asset or liability sub accounts it is recommended that the Fraternal Unit consult with Moose International to ensure that the account will be recognized by the Moose International accounti
103. ss to the most commonly used areas of the software When the mouse pointer is positioned on an icon in the bar a tool tip a short description will appear A single click of the mouse activates the icon H oJ va LY Home Customer Center Vendor Center Employee Center Report Center The QuickBooks Pro 2007 Navigation Bar Exploring the Navigation Bar The Navigation Bar Icons used in QuickBooks Pro 2007 are identified in the following table Icon Description Displays the QuickBooks Pro 2007 Home Page Customer Center Displays a list of Customers History for a Customer Allows the adding of a new Customer or new Transaction Print Reports and export to Excel or Word Vendor Center Displays a list of Vendors History for a Vendor Allows the Adding of a new Vendor or Transaction Print Reports and export to Excel or Word Employee Center Displays a list of Employees Payroll History Lists Allows managing Employee information entering Payroll Transactions Print Reports and export to Excel and Word Report Center Provides access to all of the Reports in QuickBooks relating to each of the following categories Company amp Financial Customers amp Receivables Sales Jobs Time amp Mileage Vendors amp Payables Purchases Inventory Employees amp Payroll Banking Accountant amp Taxes Budgets amp List 29 Exploring the QuickBooks Pro 2007 Icon Bar 30 Exploring the Icon Bar
104. sub account number Choose Cancel to close the window without setting up the sub account oR 45 Income and expense accounts provide a means of tracking and classifying the sources of income and the kinds of expenses incurred by Fraternal Units The illustrations below reflect the organization of income and expense accounts that have been set up in the Chart of 46 Accounts er KAT Ma Name 4000 00 Dues and Fees Income 4005 00 Membership Dues 4210 00 Application Fee 4215 00 Life Membership 4220 00 Acceptance Fee 4025 00 Transfer Fees 4205 00 Resale Merchandise 4225 00 Social Quarters Sales 4230 00 Beer Sales 4235 00 Liquor Sales 4240 00 Wine Sales 4245 00 Miscellaneous Merchandise Sales 4250 00 Kitchen Sales 4255 00 Food Sales 4260 00 Celebration Meals 4300 00 Donations Received 4400 00 Interest Investment Income 4500 00 Bingo Income 4505 00 Admission and Card Sales 4510 00 Bingo Merchandise Sales 4515 00 Bingo Concession Receipts Sales 4550 00 Gaming Income 4600 00 Other Income 4605 00 Vending 4610 00 Youth Club Receipts 4700 00 Special Proj amp Committee Income 4800 00 Entertainment Income 4900 00 Sales Tax Receipts ru Char 02 hao cceston ask ME tow AX Name 5000 00 Cost of Goods Sold 5025 00 Social Quarters Cost Goods Sold 5030 00 Beer Cost of Goods Sold 5035 00 Liquor Cost of Goo
105. t beginning with the largest largest first followed by all deposits followed by all checks or fees beginning with the smallest Amount Displays all checks and fees first beginning with the smallest largest followed by all deposits beginning with the first smallest Number Ref Displays unnumbered transactions first then all numbered transactions in numerical order Order Displays transactions in the order in which they were Entered entered may not coincide with the transaction dates Date and Displays transactions in order by the date assigned Order Transactions with the same date will be displayed in the Entered order they were entered Cleared Displays all cleared transactions first followed by Status transactions that have not yet been marked as cleared When a sort order is selected for an account the account retains that sort order until it is re sorted NOTE To avoid confusion always return each account to the default sort order Date Type Number Ref before closing the Register To Sorta Check Register Open the Check Register Choose the desired sort order from the Sort by drop down box Note that the Balance column is re calculated for each transaction based on the new sort order ON 63 64 Writing Checks There may be situations in which a check must be written without having a formal bill entered in advance Some occasions for writing checks might include manual pay
106. t of in two general ways Snapshot reports provide information as of a specific point in time perhaps with comparison to a previous period For example bank account balances as of today compared to one year ago Transaction reports provide detail or summary information about transactions over a period of time For example bingo income for the year to date Most of the report design tabs are identical to those described above in the Memorizing Reports section The Display tab however requires that additional choices be made CPA EO Cm a A E aai TYPE a help question Ask Ed Display Filters Header Footer Fonts amp Numbers Report Date Range Dates MASAMA am oaee From the first day of the current month through today From 07 01 2007 To 07 25 2007 E Report Basis Accrual O Cash This setting determines how this report calculates income and expenses Columns Display columns for Amount Display rows by Income statem Y down the left Quantity Sark Ascending order 4 ortin Display columns by Total only across the top Sort by Default Ni Both Descending order Z Add subcolumns for _ Previous Period E Previous Year Year To Date C of Row C of Column The Custom Summary Report Window 110 Working with Reports Field Description Report Date Choose either a time period or specific dates Range Report Basis Accrual basis wil
107. tion 4000 series Income 47 Some accounts are set up as sub accounts of parent accounts Sub accounts are indented in the Chart of Accounts in an outline format NOTE If sub accounts are used the Parent accounts will not contain any transactions they will serve only as a roll up account to collect all the transactions from the sub accounts If a new sub account must be created it is important that it be in the proper numbering sequence with similar accounts and that it be at the correct level in the outline structure sub account O To Add an Income or Expense Sub account 1 Open the Chart of Accounts 2 Choose Account in the lower left corner Click New The Add New Account Choose Account Type window opens iid Ree iron Che ance yga Tii Chane ore mint hype and click Coninue Caingin rear foo eT eh gt pome D Eene Cii an oont type gn thie Oe raite pie p p eindini laft to saa a description bera _ Foted meat magor parchada 3 Choose Income or Expense or Drop down the Other Account Types list and choose either Other Income or Other Expense 4 Click Continue Continued 48 Using QuickBooks Pro 2007 Accounts The Add New Account screen opens Z Add New Account zad Account Type Income Number Account Name L Subaccount of Optional Description Note Tax ine Mapping lt Unassigned gt iv How do I choose the right tax line Save amp Close Sa
108. ty General Ledger General Journal Appendices Things a Moose Fraternal Unit owns In QuickBooks Pro 2007 current assets are those that are likely to be converted to cash within one year such as cash on hand and funds in checking and savings accounts Fixed assets are those that the organization does not expect to convert to cash during one year of normal operations such as office equipment The record of the outstanding bills of a Fraternal Unit Accounts Payable is called A P for short The record of money owed to a Fraternal Unit Accounts Receivable is called A R for short A complete list of a Fraternal Unit s accounts and their balances Use the Chart of Accounts to track how much money the organization has how much money it owes how much money is coming in and how much is going out Moose International provides a standard Chart of Accounts A transaction that decreases the balance of an asset account or increases the balance of an equity account The data file that stores all the information about a Fraternal Unit and its finances Creating the company file is the first thing the user does when setting up financial records in QuickBooks Pro 2007 All company files have the extension QBW The data file that stores the information about persons from whom money is received A transaction that increases the balance of an asset account or decreases the balance of an equity account The data file that stores th
109. unds from this deposit Or Click in the left column to select individual entries to include in the deposit 3 Choose OK to proceed Or Choose Cancel to exit the process without proceeding Continued 71 72 If OK is selected the Make Deposits window opens with the selected entries included in the deposit list ORAON 10 11 12 Use the Deposit To drop down list to select the Cash account to which funds will be deposited Press Tab to move to the Date field Enter the deposit date in the format MM DD Y YYY Enter a brief description in the Memo field if desired Verify the Deposit Subtotal against the actual cash and checks to be deposited O Cash back is not permitted those fields should be left blank Press Tab to move through the line items to the Class field Enter or Change the Class that the deposit will be charged to Choose Save amp Close to record the deposit and close the window Or Choose Save amp New to record the deposit and open a new deposit window The Payments to Deposit window opens O Choose Clear and then the Close button to close the window without recording the deposit Transferring Funds Working with Bank Accounts There may be occasions when funds need to be transferred from one bank account to another QuickBooks Pro 2007 provides a Transfer Funds process to easily record the transfer NOTE A Dispensation from the General Governor is required to tr
110. unts 2 Select the account to be edited 3 Choose Account in the lower left corner Click Edit The Edit Account window opens 4 Add or modify information as needed 5 Choose OK Choose Cancel to close the window without saving the changes Deleting a Bank Account Making a Bank Account Inactive Working with Bank Accounts NOTE Users must not delete any of the Parent accounts provided by Moose International in the Chart of Accounts Accounts that the Fraternal Unit will not use may be made inactive If the account has a balance or has been used in any transaction or payroll setup it cannot be deleted Attempting to delete an account that has been used in any transaction will result in an error message Problem QuickBooks cannot delete this account because it has a balance or itis used in at least one transaction in an item or in your payroll setup Solution If you rarely use this account consider making it inactive so that it doesn t appear in your chart of accounts If you need to use the account at a later time you can always make it active again Delete Account Error Message The account can be made inactive or deletion can be cancelled If you want to clean up your Chart of Accounts to display only those bank accounts that you use regularly rather than deleting accounts they can be made inactive A bank account should only be made inactive if it is no longer used or ha
111. utomatically creates two Equity accounts to assist in tracking equity 1 3000 00 Opening Balance Equity provides an offset to the opening balances that were entered when QuickBooks Pro 2007 was set up 2 3900 00 Retained Earnings records profits from previous fiscal years At the beginning of a new fiscal year May 1 for Moose International any profits from the previous year are automatically transferred to the Retained Earnings account NOTE Entries to Equity accounts are handled automatically in nearly all cases Unless specifically instructed to do so it should never be necessary to make any manual adjustments to these accounts Transactions to the 3000 00 Opening Balance Equity account can be viewed by opening the Account Register The 3900 00 Retained Earnings Account entries may be viewed in a QuickReport by double clicking the account in the Chart of Accounts NOTE The Retained Earnings account will not display any transactions until after the next fiscal year has begun which is May 1 ToView a QuickReport for an Equity Account 1 Open the Chart of Accounts 2 Select the Equity account to be viewed Choose Reports QuickReport in the lower left part of the window The QuickReport window opens 4 If desired adjust the time period for the QuickReport in one of two ways 5 Use the Dates drop down list to select a time period 6 Enter From and To dates in the fields O After adjusting dates
112. ve amp New 5 Press Tab to move to the Number field 6 Enter a number that does not duplicate an existing sub account but is in the proper numbering sequence group O The format for account numbers is NNNN OO Press Tab to move to the Account Name field Enter a Name for the sub account Select the Subaccount of checkbox 0 Use the Subaccount of drop down list to select the Parent account the sub account will be attached to 11 Enter a brief description note and tax information if desired O A Press Tab to move from one field to another 12 Choose Save amp Close to save the new sub account number and close the Add New Account screen Or Choose Save amp New to save the new sub account number and add another new sub account number O Choose Cancel to close the window without setting up the sub account 49 Adding Items for Income and Expense Accounts When a sales receipt or a bill is recorded in QuickBooks Pro 2007 part of the information on the receipt or bill is the item for which the receipt or bill is being written When a new Income or Expense sub account is added to the QuickBooks Pro 2007 Chart of Accounts COA a corresponding Item must also be added to the Item list While providing a quick way to enter data an Item also handles behind the scenes accounting because it is linked to a specific account in the Chart of Accounts NOTE Standard Moose Inte
113. ve Payments Write Checks Checkin i 1000 00 Cash 1005 00 Create Invoices i item List Chart of Accounts l Enter Bills Enter Sales Receipts Open Windows List Close Button OR Choose View Open Window List to uncheck this menu item If the Open Window List has been closed it will remain closed the next time QuickBooks Pro 2007 is opened The Open Window List can be displayed again whenever desired O To Display the Open Window List Choose View Open Window List 35 Exploring Navigator Windows The Home Page contains available Navigators Each Navigator section of the Home Page contains Icons for the different functions available within that Navigator area in QuickBooks Pro 2007 The Report Navigator is now located on the Navigation Bar and may be opened by clicking the Report Center Icon The Home Page with the Open Windows List open O To Display a Window Choose an open window from the Open Windows list OR Click an Icon in the Navigator area of the Home Page The Navigators provide easy access to common functions concerning a specific function within QuickBooks Pro 2007 Each Navigator has a flow chart to guide you in performing the tasks in this specific portion of QuickBooks in the proper order Also included on each Navigator screen are any Memorized Reports specific to this area of QuickBooks 36 Working with the Navigation Bar Customers
114. w field in the upper left side of the screen O Inactive Vendors are displayed in the list 3 Single click to highlight the Vendor to be made active 4 Select Edit in the Menu Bar 5 Click Make Vendor Active in the Edit drop down list 83 84 Entering Bills When a bill is received the Fraternal Unit has an obligation to pay that bill The accounting term for this obligation is Accounts Payable QuickBooks Pro 2007 uses an Accounts Payable balance sheet account to temporarily record these obligations until the checks are written to pay the bills Moose International recommends that Fraternal Units enter bills into QuickBooks Pro 2007 as they are received That will allow QuickBooks Pro 2007 to keep track of due dates and provide reminders of upcoming payments In some cases a vendor will offer a discount on a bill if it is paid by a specific time If these terms are entered into QuickBooks Pro 2007 the user will be reminded of the discount dates as well as the due dates Funds for paying bills are drawn from the bank account that the user designates The expense for the bill is tracked through one or more expense account from the Chart of Accounts This allows the local Fraternal Unit to determine for example how much money has been spent for specific purposes such as postage or office supplies during a specified time period Classes may also be designated for each bill that the Fraternal Unit receives This allo
115. window opens E Memorized Company amp Financial Find out how well your company is doing financially Working with Reports ToView a Preset Report Click the Report Center icon in the Navigation Bar on the Home Page Preferences M Learning Standard Detail YTD Comparison Prev Year Comparison By Job By Class Unclassified Profit amp Loss income statement How much money did my company make or lose over a specific period of time More What are the year to date transactions and totals for each income and expense account so can determine what contributed to my company s net profit More How do my income and expenses for a fecent period of time compare to the entire fiscal year to date More Is my company making more money now than for the same period a year ago More How much money is my company making or losing on each job More How much money did my company make or lose on each business segment that is tracked through QuickBooks classes More How much money did my company make or lose that is not tracked through create a new workbook or an existing Excel Workbook Choose a report category from the list in the upper left of the screen A list of reports specific for that category will be displayed on the main portion of the screen along with a short description of that report Select a report by clicking once on the
116. wing the user to add a new item to inventory adjust the quantity and or value of the inventory currently on hand or open a report showing details of the physical inventory Allows the user to print 1099 and 1096 forms for vendors Allows the user to view and edit the list of transaction items available for vendors in the current Company 23 24 Exploring the The Employees menu allows the user to view information or take actions with the employees defined in the current Company Employee Center Payroll Additional Options Description Allows the user to Enter New Employees Manage Employee Information View Employee Lists View Payroll Transactions Print Payroll Reports Export Reports to Excel and Export Reports in a Word Document form Allows the user to learn about the Payroll Options available in QuickBooks Pro 2007 Order a Payroll Service and enter a Payroll Service Key Additional options will become available after you purchase a Payroll Service from Intuit Navigation in QuickBooks Pro 2007 Exploring the Banking Menu The Banking menu allows the user to view information or take actions with the bank accounts and internal accounts used in the current Company Menu item Write Checks Order Checks and Envelopes Description Allows the user to compose checks in an online form Allows user to order checks that can be printed directly from the computer Enter Credit Card
117. ws the user to run reports to track expenditures in the given areas that are defined by the classes For example if a Profit Loss by Class Report is generated a Lodge can track how much expense the Kitchen has in comparison to the Social Quarters and so on To Enter a Bill 1 Click the Enter Bills Icon in the Vendors Section of the Home Page The Enter Bills window opens SO eg Working with Vendors Enter the Vendor name in the Vendor field Press Tab to move to the Date field Enter the date the bill was issued Press Tab to move to the Amount Due field Enter the amount of the Bill Press Tab to move to the Bill Due field O Note that the Amount Dues amount has been copied to the bottom half of the window 8 Enter the date the Bill payment is due 10 11 15 16 17 18 19 Press Tab to move to the Terms field If the vendor offers discount terms select the terms from the drop down list O Setting up discount terms is described in the next section Press Tab to move to the Reference Number field 12 13 14 Enter the invoice number if one is available Enter a brief description in the Memo field if desired Press Tab to move to the Account column in the bottom half of the form Enter the Account number from which the Bill is to be paid O QuickBooks Pro 2007 will fill in the account field based on the first few characters typed If the bill will be paid from more than
118. x MOOSE UNIVERSITY EDUCATION amp TRAINING QuickBooks 2007 Resource Manual Table Of Contents QUICKBOOKS 2007 RESOURCE MANUAL ceeeeceseesseeeteeneeaeees I TABLE OF CONTENTS cpctctaccuteatacateatececalcataceseticeccuseahacecnaataceceaataeeohs 1 USING THIS MIAN ssiscstiossinadsosssiasieniecnoastspadlssuberedarsaneseteisteselguseads 5 OBJECTIVES cinstnceasacasschenntanteian e EE EE EER 7 GETTING STARTED WITH QUICKBOOKS PRO 2007 004 9 Introducing QuickBooks Pro 2007 ssssssssessssssassrenscsnssansveavaseesossesaeres 10 Accessing and Logging into QuickBooks Pro 2007 s sssssssssssseseesesse 11 O Accessing QuickBooks Pro 2007 scsssvcssssisstecsszssadecssssvedecassvcnccaianes 11 O Logging into a QuickBooks Pro 2007 File ces eeeesesteereeeeeees 12 O Closing a Company File a ca stevancaseeccncesaavracsamaceataaneasea accor 14 O Exiting QuickBooks Pro 2007 sscsscssscossersssscsscsscssocssnconsonss 14 NAVIGATION IN QUICKBOOKS PRO 2007 eeeseeeeneeteeeeneeeees 15 Exploring the QuickBooks Pro 2007 Menu Bat escesseeeeseeeeenee 16 O Using the Menu Bat sci ccsisicesressnsaustanieateontasassatnsedessaasieedvenpareesaanans 16 O Exploring the File Meh ssissasssiseisisanssrnsisasansiansiais 17 O Exploring the Edit Monts 23icsissiscsvasiscsvaasadseteasiacacsiagieatvabsasnenatoses 18 O Exploring the View Menu esessssessesessssessssesessesresesseseessrseesesse 19 O Exploring the Lists Mens csisssicinesdssicsiv
119. zing the Icon Bar By default icons are displayed with short text labels below each icon The display of icons can be adjusted to remove the text labels if desired PRE QZEARN FSE MemTx Item Bil Find Reg Acent Search Rmnd Support Services Payroll Credit Cards The Icon Bar with Text Labels To Change the Display of Icons 1 Choose View from the menu bar 2 Choose Customize Icon Bar The Customize Icon Bar dialog box appears ase Icon Bar 7 How Do I x Icon Bar Content Edit Delete Add Separator L To reorder the icons within the Icon Bar click the diamond next to the item you wish to reposition and drag it up or down to the desired location Display Options Show icons and text Show icons only 3 Reorder the icons by selecting the diamond next to the name of the icon and moving that icon up or down in the list 4 Select the desired display in the Display Options frame 5 Click OK 31 Adding Items to the Icon Bar Users also have the option of adding items to the Icon Bar as needed O To Add an item to the Icon Bar 1 Access the Customize Icon Bar dialog box 2 Click the Add button The Add Icon Bar Item dialog box appears Add Icon Bar Item Add Services to QuickBook BAME Label Services K Back Up Data Calculator Description Add Services to Chart of Accounts z iContact Support Create Invoices Cancel Help create Portable Compa

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