UK Club Quicken User Guide v3.2
Contents
1. Split Total OK Remainder Hint Use the Adjust button at right to recalculate Adjust Transaction Total the total Category The category field offers a similar sort of predictive text input as the illustration below shows As you enter category data the category window appears You can use down or up arrows to locate the correct category Once highlighted hit enter to write the category to your transaction we strongly recommend this method rather that trying to type the entry from memory It s quicker and provided you follow the procedures described later for new year processing you will not have a very large number of categories to page through Splitting Data Transaction data is at a single payee level however multiple events can be paid for with one entry As is the case with the Dave Bradshaw entry here the category field simply states Split this is to indicate that the money received is spread over more than one sub category To enter split data enter the total amount in the appropriate amount column and then click on Split and the following window is displayed In this example the data entered is already split into sub amounts Normally if the split has not been entered the total amount will appear in the first line Simply enter the first sub category in the category field and then over type the total amount with the split for that category Click Next and the Quicken will move to the next line which will2. Creating Subcategories Subcategories can be created on the fly however we don t recommend you do this until you are more conversant with Quicken For now you should use the following method Click on Tools Category List the above window will be displayed Click on New the window below will be displayed Enter name of the event in this case Summer Ball Click on Subcategory of the appropriate income parent sub category Click OK to complete the process ae te Page 12 IBM Club Use Only Version 3 1 6 Repeat the process to create the expense subcategory Remember for every income subcategory there must be a matching expense subcategory and vice versa Set Up Category x Name Summer Ball Description TI Gop O E Type C Income C Expense Spending is not discretionary fe Subcategory of D Income Estee Lauder a Members income 5p subscriptions Events Social Sport Subsection Theatre RETU Tax Tax Return ltem Tax telated Usual VAT Code optional D Backing up your data Clearly back up is a key part of your accounting process Quicken will periodically ask if you wish to back up your data We recommend that you take a back up every time you close Quicken Its very simple press Ctrl B together and the back up window will be displayed The file name in the top box should relate to the Quicken file you are currently using The lower box
3. allow you to validate the accruals and late receipts sections of your accrual spreadsheet The following is the step by step process you should use l 2 ea 11 12 13 14 Page 29 Run the Banking Summary Report Check to make sure there are no uncategorised or unrecognised categories of income or expense If there are they must be corrected before proceeding Get previous year creditor amp debtor information These can be found in the previous years accounts Get bank ending balance data from previous year annual accounts This should also be equal to the Quicken register balance as at 1 January of the accounting year Get closing balance for the year from Quicken Register Open UK Club Accounts CLUBNAME YEAR vn n xls the current version is available of the UK club website treasurers section Save file as UK Club Accounts Clubname Year vn nn xls Go to Start Here Page Enter admin details in the first box Enter non event related financial data in the second box Cash book Balance Year Start this is the value from 4 above Cash book Balance Year End this is the value from 5 above Bank interest from Banking Summary report Bank Charges from Banking Summary report IT Half Grant Cheque from Banking Summary report 2 Half Grant Cheque from Banking Summary report Members Subscriptions from Banking Summary report Associate Members Subscriptions from Banking Summary report Current Year depreciation U
4. EE Heer bar Body Fort C Landscape Help m Print Range Ce All Print in Colour Pages Print in Draft Mode From To 7 Fit to One Page Wide These settings are straightforward with no real complications However remember you must set the printer you wish to use in File Printer Setup For Reports Graphs You can do this while you have the report displayed but you cannot change it whilst the above window is displayed Report Customisation Customisation can be split into 2 areas Simple customisation This is setting the date using the date options using the down arrow to select a predefined date range or alternatively click on Custom date to specify your own date range The other simple customisation is Subtotal by the name of this box changes depending on which report is being produced Most reports will subtotal in columns with a grand total on the right Other reports such as the register report will subtotal in a single column with a grand total at the bottom Detailed Customisation Allows you to create a detailed report formatted to include just the data you need to produce a set of year end accounts and we will take you through the report process to generate the data for input into the year end accounts spreadsheet Rather than describe in detail all the customization options which are available we have included views of all of the customise options as they will appear on the screen when you cl
5. Help a 2 Au P w Vv p EA Back Update Reports Setup Services Advantage Personalise TaxCalc Customise Quicken Home P Porsonalise 333 Business Centre d 09 07 Print Options How Do I 0 00 Cash Flow Centre IL E Status Trans iption Current Balance AER Cash Flow Accounts Investing Centre Spending Accounts 0 00 06 08 YourClub YourBank 2 907 91 2 907 91 Property amp Debt 0 00 Account Name fYourClub YourBank Account Location Cash Flow Spending si Description WEE Financial Institution Abbey National Account Type Bank Account Number FO Account Currency Hr Pound Stering a Contact Name PO Tax Free C Yes No Phone rr Interest Rate Comments Set Up Alerts Max Balance bom Min Balance Net Worth 2 907 91 Financial Overview Q 7 Customise 1 Hide Amounts i The Bank Reconciliation report you then produce will look like this at the top of page 1 and 2 the yellow highlighted fields coming from the Reconciliation Report Setup and the blue highlighted field coming from the Account Name setup Page 1 Page 1 Reconciliation Summary BANK STATEMENT CLEARED TRANSACTIONS Page 2 Date Num Payee Memo Category Clr Amount Cleared Cheques and Payments If you are having any problems with this please contact your Finance Sub Committee buddy Page 21 IBM Club Use Only Version 3 1 Year End Proc
6. Wizard Complete The InstallShield Wizard has successfully installed Quicken 2004 Click Finish to exit the wizard Launch Quicken 2004 when click Finish Page 7 IBM Club Use Only Version 3 1 You have now installed Quicken If you start the application it will ask you for a Quicken Installation Key and then try and contact Intuit to activate the software Quicken no longer support the software so they no longer provide this activation service Instead they have provided a Quicken UK 2004 R2 module Click on the link or copy this URL into your browser http anon intuit uk speedera net edgesuite net anon intuit uk 2009 QKN QuickenUK2004R2 exe Download the module to your desktop and then double click on it On the Welcome window select Repair and then click Next When the Complete window appears click Finish InstallShield Wizard eck KT a E kel A Welcome Modify repair or remove the program l a Welcome to the Quicken 2004 Setup Maintenance program This program lets you modify the current installation Click one of the options below e Repair iF Reinstall all program components installed by the previous setup C Remove Si Remove all installed components Note Quicken data will not be removed Se Next gt Cancel You have now upgraded Quicken to Release 2 but there is one more thing you need to do to stop Quicken chasing you to register Double click the Quicken application icon on your
7. data 4 Click Next Enter a name for the account m the format YourClub YourBank This is important for reconciliation reports as we will see later 5 Click Next to select the currency use the default of UK Pound sterling 6 Click Next On this screen you will enter the Start date of the account in our example this will be 01 01 06 7 On the next line you will enter the closing balance from your bank statements as at 31st December the previous year If there are any unreconciled transactions from the previous year these will need to be entered into Quicken but more of this later 8 Click Done Well that s the first account created You will need to repeat the process for each account your club has including any savings accounts you may have Quicken Account Setup LG Enter the ending date and balance from your statement if you have it gt Enter the ending date on the statement Statement Date 01 01 2006 gt Enter the ending balance on the statement Ending Balance This becomes the opening balance of your Quicken account Don t worry if you don t have your last statement you can make changes to your account later An important point to remember is that there are various ways to operate in Quicken This process sets out to define what we believe is the most basic method of operation If you are new to Quicken we strongly recommend that you follow this as written Using Quicken Before we get int
8. summary entries into the accounts spreadsheet 15 The final tasks are to enter event creditor and debtor information These actions will ensure the full income and expenditure incurred for an event is included in the accounts From the Accruals sheet in the accounts you need to add 1n a Previous year supplier prepayments to the individual event expense b Previous year members prepayments to the individual event income c Current year accruals to the individual event expense d Current year late receipts to the individual event income If you in any doubt about the above refer to the descriptions at the top of the pages within UK Club Accruals xls 16 You should now be in a position to look at a first pass of the accounts We suggest the first thing that you look at is the Summary Sheet The following checks will confirm that your accounts are in line with the years banking activity a Check that Lines 1 and 5 reflect your Quicken register balances as at 1 January and 31 December respectively b Check that Line 4 is zero If a amp b are correct then we are a long way to validating the accounts If b is not zero then there is a problem within the accounts which needs to be addressed We look at that a little later for now let s look at some of the other numbers c At this point you should read through the accounts with the following in mind Do they make sense If asked a question about the accounts by the FSC would yo
9. your Quicken Update CD or the Club Website and rename 4 In Quicken click on File Open and open the newly renamed files 5 Once open you will be presented with one of the Quicken home screen Page 22 IBM Club Use Only Version 3 1 6 Click Cash Flow Centre to add all your bank accounts A word about Opening Balances or as Quicken says Ending Balances The ending balance you enter for each account is the closing balance on the bank statement as 31 December Do not use the Quicken register closing balance as this will give you a reconciliation problem We will address unreconciled transactions later in this exercise 7 Add the subcategories for the unreconciled transactions to be re entered from the previous years accounts 8 Enter all unreconciled transactions from the previous year in each of your bank accounts Enter exactly as they appeared in the previous year files 9 Once this is completed check that the Opening Balance now equals the register closing balance for the previous year item 9 will alter the value of the opening balance because the transaction dates are earlier than the opening balance date If they are not the same then check The closing balance m item 2 was noted correctly Correct opening balance entered in Item 6 The transaction entered in item 9 are correct If all of the above are correct then there is a problem with the 31 December reconciliation which must be corrected before proceeding 10 Enter the inc
10. IBM UK CLUB Quicken User Guide Aka Standardised Accounting Package Owner UK Club National Committee Author UK Club Finance Sub Committee Version 3 2 Revision date January 26 2015 IBM CLUB use only IBM CLUB use only Table of Contents Introducti Otiocerus 1 EIN a CODY ol Quie E 1 e Omit KE E 2 Creating VOUF RETTEN 10 Creating Quicken TO sssini aikanaa aaa a aii anaana 10 Hsing QUICK e Menoni ee ee 11 Creating S bcategorits ee 12 B i king up your dalasio E ASEEN Esa EEES 13 Ae en Re n E E 13 Nee An E 14 Eege 14 EE 14 Ku E 15 SPUNE DAE a a S E e a E 15 Transferring between accounts s sssssssssussusnnnsunnnnnnunnunnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nanmanna nnmnnn nnna na 16 CU entad ONN TELIS LET sicsiscstensascnnseicsssanesciadceinenepiessenaesctedvicdenxtecsnaszeutenatoissstervscvensactesseuediedseaseeenesd 16 ATTEN tegt 17 Monthly Bank REC OMCHIA LIONS eege EE 17 YX car ENG Processing sssini ea earna EEEa aodai Eaa 22 Creating tne New Rer 22 Ou kon TES seei E EA E EE E 24 TEE 25 Producing TE E 29 IBM CLUB use only Introduction Welcome to the UK Club standardised accounting package This package is created assuming that the users have a reasonable understanding of Windows and are able to open and close applications and copy and rename files If you are not reasonably well versed in the use of Windows then please ensure you work
11. K 5 Search DVD RW Drive D Qu P Organize v Ze Fil e RB Desktop Name Date modified Type Size ET Downloads S Recent Places 4 Files Currently on the Disc 8 A custom 15 04 2004 12 55 File folder T Libraries Diskl 15 04 2004 12 55 File folder Documents A dsmf 15 04 2004 12 54 File folder ei Music ie 15 04 2004 12 54 File folder E Pictures di iguide 15 04 2004 12 53 File folder Z Videos A TaxCale 15 04 2004 12 56 File folder tools 15 04 2004 12 53 File folder Bb Computer amp Local Disk C A4 DVD RW Drive D Se cp File name start exe v Executables exe With the start exe program selected click Next Enter the program file s location D start exe Browse Page 4 IBM Club Use Only Version 3 1 Now select Troubleshoot program Select troubleshooting option gt Try recommended settings Select this option to test run program using recommended compatibility settings Aen eeeeeeeeeeeeeeeeeeseeeeeseseeeeeseeeeeseseeseseeesEseSEesESEEESESEEEEEEEEEESESEEEEESEEEEEEESEEESESESEEESESEOESEESEEESESESESESESESESESESESESESEEESESESESESESESESESESESESESEEESESESESESEEESESSSESESEESEESESEEESSSESEEESESEESSESOEEESEESEEESEOEESESEEES H KIT In the next dialogue box select The program worked in earlier versions of Windows and then click Next What problems do you notice Select all that apply V The program worked in earlier versions of Windows but won t install or run now
12. K Club Asset worksheet Capital Expenditure from Banking Summary report If your club is not involved with Estee Lauder or similar offering eg Molton Brown go to the next step if you are involved go to the Estee Lauder sheet Enter the Gross income and expenditure from the banking Summary Sheet for each offering Next go to the Accruals sheet enter the Debtor amp Creditors for the previous year gathered in step 3 above in the left hand columns In the right hand set of columns enter the information here that is contained in your UK Club Accruals spreadsheet which you completed as part of your year end processing and validated above Now we can start to enter the Event details The spreadsheet groups events in the same way that they are entered in the Banking Summary We find it easier to work through the groups entering individual event income and expense It s at this point you realise the importance of using the same name for both the event income and expense Work through the banking summary making sure that all income and expenditure event items are covered At this point the subtotals for the event groups in the accounts spreadsheet should equal the event groups in the banking summary Once all of the above has been completed the only remaining items in the banking summary should be entered in the club expenses miscellaneous sections as IBM Club Use Only Version 3 1 appropriate This should now complete the entry of all banking
13. TOTAL INFLOWS 18 494 03 TOTAL OUTFLOWS 182 51 NET TOTAL 18 311 52 sa JAAR Address 100 fs i nager Message F instructions doc Micros Quicken XG 2004 Sa Let s start with the top row of commands and just give a brief description of its function Delete This allows you to delete the report currently highlighted in the report history Copy This allows you to copy the current report to a spreadsheet the function works well with both 123 amp Excel Sort This function allows you to change the order in which data is displayed in the report Preferences Allow you to set specific base preferences like date range Page 24 IBM Club Use Only Version 3 1 Let s look at the history side of the screen Firstly the displayed history relates only to the current report screen Each time you change the report a new title is added to the history This is very useful if you try a change and it does not work Simply hit the delete button and the report view will be deleted and you are returned to the previous view The 3 buttons are fairly self explanatory Back and Forward will take you up and down the report view list Clicking on the report title will take you there as well Print will display the window shown below Print x Print to gbnhblev 4 G B Real C ASCII Disk File Cancel C Tab delimited Disk File 123 PRN Disk File Preview Orientation Heading Font e Portrait
14. The program opens but doesn t display correctly The program requires additional permissions I don t see my problem listed Page 5 IBM Club Use Only Version 3 1 In the next dialogue box select Windows XP Service Pack 2 Which version of Windows did this program work on before Windows Vista Windows Vista Service Pack 1 Windows Vista Service Pack 2 Windows Server 2008 Service Pack 1 Windows Server 2003 Service Pack 1 H d j TUL i L Windows XP Service Pack 3 Windows 2000 Windows NT 4 0 Service Pack 5 Windows 98 Windows ME Windows 95 I don t know Now click on Start the program V 5 Program Compatibili Test compatibility settings for the program Settings applied Windows compatibility mode Windows XP Service Pack 2 You need to start the program to make sure these new settings have fixed the problem After running the program using these settings click Next to continue Page 6 IBM Club Use Only Version 3 1 The Quicken Installer Window will appear Click Install Quicken outen mm T n e Quicken PERSONAL FINANCIAL SOFTWARE XG 2004 Install Quicken e INSTALLATION GUIDE EXIT On the welcome screen click Next on the license screen click Yes on the Setup Type select Typical and then on the Start Copying Files screen click Next When the InstallShield Complete screen appears uncheck the Launch Quicken 2004 box and then click Finish InstallShield
15. Use Only Version 3 1 Creating your Quicken file Create a directory in My Documents called Quicken Data and then download a copy of the UK Club Quicken Master qdf file from the Information for Treasurers page of the UK Club website Rename this file to include your club name and the current year So for example if we are starting the NHBR 2006 accounts the file would be as follows UK CLUB QUICKEN MASTER QDF becomes NHBR2006 QDF Throughout these instructions we will refer to MYCLUB2006 QDF when talking about your data file for simplicity Double click on MYCLUB2006 QDF to start Quicken and openb the file You will be presented with either the Quicken home window or the Cash Flow Centre window For now select Cash Flow Centre followed by the MY Data tab and you will see the screen below 0 Quicken XG 2004 MASTER Cash Flow Centre ee Oi xi File Edit Tools Online Business CashFlow Investing Property S Debt Planning TaxCalc Reports Advantage Help d V un E B amp Back Update Reports Services Calc Customise Home gt Cash How Centre asa How Do I Pers 334 Cash Flow Alerts Options w Online Updates v v Business You currently have no cash flow alerts Update aaa x Show All Alerts Set Up Alerts Never connected Schedule Updates w Investing Spending amp Savings Accounts Options e Save tim
16. allows you to choose the backup location for your Quicken data Always make sure the Disk option is selected Initially we would recommend you write the data to Quicken Data Backup folder and then attach a copy of the 4 backed up files in a Note and store on a Notes server either on your own ID or your club task ID or alternatively on a Document library if you have one If you do not have access to a Notes server then we would recommend writing the data to a datastick Quicken Help Before we get into the detail of using Quicken we would like to commend Quicken help to you It is an invaluable source of information not only about how to do various tasks But also it gives information about what a particular function does in accounting terms If you click on How do I or Help if you in window it will provide contextual help together with the normal help index search facility Inputting Data into Quicken Each account records your data in its own register Each register entry contains the following fields 1 Date 2 Ref Type of transaction 3 Payee 4 Category This field defines what the income or expense relates to This will be divided into sub categories and each level of sub category is separated by a colon in the category field Page 13 IBM Club Use Only Version 3 1 5 Memo This free format field can be used for any purpose you wish however as a minimum you should enter the year that the register entry relates to if dif
17. ansfer to current account 3 510 00 Bank Transer to Current Acco 631 55 Bank Transer to Current Acco 2 000 00 Bank Transer to Current Acco 342 00 Bank Transer to Current Acco 529 20 Bank Transer to Current Acco 70 00 Bank Transer to Current Acco 603 40 Bank Transer to Current Acco 319 50 Bank Transer to Current Acco 500 00 Sank Transer to Current Acco 500 00 Bank Transer to Current Acco 450 00 Bank Transer to Current Acco 35 80 Bank Transer to Current Acco 163 30 0 00 Cleared Balance 2 364 80 Statement Ending Balance 6 528 24 Difference 3 663 44 engl ze JL esnan Click in Clr box for each entry which matches an entry on the bank statement Once you have clicked on all the bank statement entries the Difference will be zero if the reconciliation is correct If there is a Difference then check back through each of the entries looking for an incorrect value it may be that there was an error in a deposit entry which resulted m the bank changing the amount paid in If this is the case then cancel the reconciliation correct the offending entry and then redo the reconciliation If the error is simply the miss posting of a cheque in the current account then double click on the amount and this will take you back to the register entry to allow you to correct it without cancelling the reconciliation Page 19 IBM Club Use Only Version 3 1 Once the Difference is zero then click Finished and the followi
18. application media disk in your CD drive and if it offers to auto run the installation select Cancel Use windows explorer to view the contents of the disk and find the location of the start exe file In the example below it is in drive D Make a note of this Organize v Burn to disc e EN OF Gace Name e Date modified Type Size E Desktop 4 Files Currently on the Disc 11 e gees J custom 15 04 200412 55 File folder Lett J Disk 15 04 2004 12 55 File folder SP 7 dsmf 15 04 2004 12 54 File folder Es J ie 15 04 2004 12 54 File folder SE J iguide 15 04 2004 12 53 File folder di Music _ Ar TaxCale 15 04 200412 56 File folder hii D tools 15 04 2004 12 53 File folder E videos E autorun inf 08 08 2001 23 57 Setup Information 1 KB dicas demo Dbd 13 04 2004 17 33 DBD File 237 KB ge i Demo dsj 13 04 2004 17 33 DSJ File 1 KB co E KREE start exe 26 07 2001 21 26 Application 396 KB 8 1 custom Type Application A Diskl Size 396 KB za Date modified 26 07 2001 21 26 1 dsmf a A ie A iguide A TaxCalc MN ek et Sa 11 items Now click on the Windows start icon then select Control Panel then Programs On the menu below click Run programs made for previous versions of Windows Go Control Panel Home gen kal Programs and Features ra a ge m Bann System and Security Uninstall a program D Tun geg ee on or off Wang installed updates Run programs made for previous versions of Windows Howto install a program N
19. ate Range Include alldates zl from D 01 2005 to i 9 03 2005 Matching TF Mark All dee m Mark All Ee Clear All ome Memo Contains ka Cash Account ka Grant amen Category Contains ka Income Childrens Xmas 2 ka Income Estee Lauder ka Members income ka 5p subscriptions cancel If Hee For this report make sure that Mark all is clicked as you want to include everything you have entered in the years accounts Clearly if you are looking to separate out other data this window will allow you to be more selective in what you include in your report Next click on the Category Groups tab to display the window below H Customise Banking Summary Date Range Include alldates zl from D 01 2005 to fi 9 03 2005 Select Category Goups Category Group Mark All ka Business Expenses ka Business Income ka Discretionary La Expense ka Fenced expenses ka Fenced income ka Income ka Mandatory Expenses La Unassigned For this report make sure that Mark all is clicked as we want to include everything we have entered in the years accounts Next click the Advanced tab to display the Window overleaf In this window we will check a number of things Page 27 IBM Club Use Only Version 3 1 Q Customise Banking Summary Date Range Include all dates D from 01 01 2005 to E 03 2005 Transactions Status Amounts All k Not cleared Jh Newly cleared IT Tax telated transactions only Transactio
20. contain the balance Repeat the process on following lines until all of the sub categories are entered Page 15 IBM Club Use Only Version 3 1 Once completed all the sub categories should add up to your total and no remainder should be present Click on OK to enter the Split Transferring between accounts Transferring money between accounts is very simple On the account register screen click Transfer and the following will be displayed In the Transfer Money From box select the account you are trasferrig from and in the To Account select the account you are transferring to In the Description box enter a meaningful identifier Quicken XG 2004 NHBR2006 NHBR Current Jog File Edit Tools Online Business CashFlow Investing Property amp Debt Planning TaxCalc Reports Advantage Help q G a J ap Back Update Reports Categories Services Calc Customise fm NHER Current Register Im gaz Delete Find Transfer Reconcile Write Cheques Set Up Online Report Options How Do I Date Num Payee Payme Ch Deposit Balance Category emc Exp 01 01 2006 Opening Balance R NHBR Current 03 01 2006 Paying slip 100157 NHBR Cash Account 03 01 2006 Langmere Hotel Members Expense Social Deposit 03 01 2006 Num Payee Payment Deposit Category Memo ss ERA F CR di Download Transactions Set Up Download Save time automatically keep this account up to date Q Cust Current accou
21. desktop and select J am already a Quicken user Get Started with Quicken 2004 Welcome to Quicken 2004 Select one of the following e I am new to Quicken I am already a Quicken user Page 8 IBM Club Use Only Version 3 1 If you see this message click Register Later Product Registration EN pn Please register Quicken 2004 To quickly and easily register your product now click the Register button z Then from the opening Quicken Home screen press Control and Shift on your keyboard and then click on One Step Update Current Bills and Standing Orders You don t have any standing orders due at this time View Go to Cash Flow Centre your complete list S M T W May 2014 F S 1 4 4 4 6 P B 11 b ba ba as is ng Do 21 22 H ba Customise How Do I Online Updates k One Step Update Never connected Schedule Updates Save time download from your brokerage Featured Service 25 De Pr De 30 La gt There is no data for this item to display Quicken Services Order Cheques amp Supplies Protect Your Quicken Records You will see the following screen and Quicken will stop chasing you to register Click OK m i You will no longer be prompted for registration Quicken 2004 Now close the Quicken application and proceed to the next section Page 9 IBM Club
22. e v Property Manage your daily finances Add cash flow accounts download from your bank Add Account Edit Accounts February 2006 Credit Card Accounts Options e SMT ei 1 Track your credit card spending Add credit card accounts SEET is 6 7 RR bp faa Add Account Edit Accounts if i Add Account J a2 h3 fia ls fie 17 lis Bills and Standing Orders options D 21 22 23 24 ps Scheduling your Gis ane Scheduled Traecections Options ER E te ep es Action a SS and deposits allows pre ss Full Calendar db Quicken to remind Con ze you when they are _ coming due Got ep Cash Flow Services 009 Pe Si Add a bill or other Show Ful ust Add a Tranasction Vesper Order Cheques amp Supplies standing order Protect Your Quicken Records Overview Q Show Full List Add a Transaction Set Up Paysiip Show Al Servi ei Customise Creating Quicken accounts You will need a Quicken account for each bank account your club has On the Cash Flow Centre window in Quicken click on Add cash flow account 1 You are offered the choice of which kind of account you wish to create As this is your first account choose Current Page 10 IBM Club Use Only Version 3 1 2 Click Next In the financial institution box enter the name of your bank you will be offered a drop down selection but if your bank is not listed just type the name into the box 3 Click Next Click Manual as the method of entering
23. essing Year end processing should take place as early in the New Year as possible preferably before you enter any of the New Year data It 1s best broken down into a series of events Some of which are Quicken activities others make use of Spreadsheets to record information All of which will help you to produce an accurate set of accounts for the year you are closing and a clean opening balance for the following year s accounts The following 1s a very basic activity list for year end processing The order 1s not exactly critical but most of the activities are affected or have an effect on other activities This will become clearer as we move through the list 1 Make sure where possible all outstanding invoices are paid before year end 2 Gather and record details of all debtors and creditors in the Accruals spreadsheet UK Club Accruals xIs Make sure that all the Debtor and Creditor information 1s gathered from subsections if you have any 3 Make sure that all transactions that relate to the following year have the year recorded in the memo field as well as in the prepayments section of the Accruals Spreadsheet 4 Reconcile Quicken up to the 31 December Do not reconcile after the 31 even if the Bank statement covers part of January Simply draw a line under the last entry for the 31 The January data will be reconciled in the following year s Quicken file 5 Once you have reconciled to the 31 December you are now in a pos
24. etwork and Internet Geib Default Programs Change default settings for media or devices Make a file type always open in a specific program Hardware and Sound Programs Set your default programs User Accounts and Famil Safety d rs Desktop Gadgets Add gadgets to the desktop Get more gadgets online Uninstall a gadget Appearance and ENE Restore desktop gadgets installed with Windows Personalization Clock Language and Region Ease of Access Page 2 IBM Club Use Only Version 3 1 This program compatibility screen will appear click Next Troubleshoot and help prevent computer problems Program Compatibility Make older programs run in this version of Windows Advanced Publisher Microsoft Corporation Read the privacy statement online When the following screen appears select Not listed and then click Next Select the program you re having problems with If you don t see your program select Not Listed to browse to the program file Hot Listed About Java Access Connections Activate Job Settings Dialog Adobe Reader XI AT amp T Global Network Client AT amp T Global Network Client Monitor Bluetooth Change the Notification port Customer Support Firewall Settings InfoPrint Select Notification Page 3 IBM Club Use Only Version 3 1 Now browse to find the CD drive and the start exe file highlight it and click Open x J 248 gt Computer DVD RW Drive D Quicken2004U
25. ferent from the current year For example the current year in Quicken is 2006 however you are paying for an item from a 2005 event You should enter 2005 in the memo field to allow you to separate out other year costs 6 Spend 7 Receive 8 Balance 9 Clr indicates if the item is uncleared blank or cleared reconciled R Predictive text Date A few words about how to enter the date The date field will normally present you with the first 2 characters the day highlighted In this mode you can change the date by entering 010106 enter and the date will be entered as 01 01 2006 If however the day field is not highlighted then you will need to enter the full date 01 01 06 enter Once you have entered the date Quicken will use this date for subsequent transactions until you change it or exit Quicken If you only need to change the day and it is highlighted then just enter the new day number and hit enter Payee As you enter the data into Quicken it will offer you previously entered transactions to reduce the amount of typing you need to do See illustration overleaf If the offered name is incorrect just keep typing if the name is in there it will find it If it is not there then carry on entering the data as normal If the name offered is correct you can use it two ways 1 You wish to use the whole transaction and edit the data to reflect the new details Simply hit enter or tab and Quicken will write a complete duplicate ent
26. hould equal the last date on the statement you are about to reconcile The lower part of the window area 2 allows you to enter bank charges and interest whilst reconciling you account We find it much simpler to ignore this section and make the entries directly into the register before starting the reconciliation Page 18 IBM Club Use Only Version 3 1 So assuming you have completed the last 2 boxes correctly when you click OK the following screen 1s displayed 0 Statement Summary CURRENT ACC IBM Club 28 05 2004 10256 07 06 2004 10257 07 06 2004 10258 07 06 2004 10259 11 06 2004 10260 18 06 2004 10261 18 06 2004 10262 18 06 2004 10263 18 06 2004 10264 24 06 2004 10265 30 06 2004 10266 30 06 2004 10267 30 06 2004 10268 02 07 2004 10269 02 07 2004 10270 0 cheques debits Back to Statement Summary City Of Edin Counci John Stewart 100 00 Sarah Weston 291 00 Barrhead Travel 3 400 00 Caire amp Scott Caterhire 71 33 Sarah Houston 236 31 Tony Dowds 154 06 SEC Box Office 540 00 John Stewart 397 76 Austen McDonach 27 15 The Ashoka 130 00 SEC Box Office 554 50 P Lasen 226 30 SEC Box Office 390 00 C Misco 10 00 0 00 16 01 2004 TXFR 07 06 2004 TXFR 11 06 2004 TXFR 18 06 2004 TFR 13 06 2004 TFR 24 05 2004 TXFR 30 06 2004 TFR 3 06 2004 TFR 30 06 2004 TFR 30 05 2004 NFR 02 07 2004 TER 02 07 2004 ER 02 07 2004 TFR 0 deposits credits lB x View e How Do I Deposits Bank tr
27. ick the Customise tab The report we will produce is Reports Cash Flow Income Expense so click here and lets make a start on our first report For this exercise select all dates and none in the subtotal box Assuming you have data in Quicken a single column report will be displayed Click on Customise and the window overleaf will be displayed Page 25 IBM Club Use Only Version 3 1 Customise Banking Summary Date Range Include all dates il from D 0172005 to fi 9 03 2005 Report Layout Title E anking Summary Headings Show Row Category H IW Hundredths no rounding Column Dont Subtotal il W Organisation Income amp Expense il Currency JUK Pound Sterling D Se From this screen you set up all of the basic settings of timescale and format For year end accounts set the date range to custom date and dates to 01 01 to 31 12 of accounting year Set Row to Category Set Column to Don t Subtotal Set Organisation to Income amp Expense Check Show has Hundredths ticked Next click on the Accounts tab to display the window below 0 customise Banking Summary Date Range Include all dates il from D 01 2005 to i 9 03 2005 Account Cash Flow La Sample Current 2005 Mark All Clear Al Show Hidden Accounts In this window you should select all bank accounts Next click the Category tab to display the Window overleaf Page 26 IBM Club Use Only Version 3 1 Q Customise Banking Summary D
28. idual payee level either in Quicken or in a supporting event reconciliation sheet 3 Ifnecessary use the split function to distribute balances across multiple events Quicken Printing Before we start on monthly reconciliations we need to set up the printer definitions Quicken has the capability to print in a number of different ways it has the facility to set up alternate printers to do different tasks So before you try to print the reconciliation report you need to just check that you have the correct printer defined To select your printer click on File then Printer Setup and For Reports Graphs the displayed window will allow you to select a printer from your printer list and change the fonts and margins etc if needed This setup must be completed before you try to print any reports graphs Alternatively you can select Print to ASCII Disk File from the print dialogue box very useful for keeping a softcopy and for importing into Word or Open Office Monthly Bank Reconciliations As a treasurer a key part of your responsibilities will be monthly reconciliations They have a multiple purpose 1 To ensure that your accounts are in sync with your bank s view of your financial Status 2 To ensure you have a current view of actual account balances as well as your cleared account balances 3 To demonstrate on a monthly basis to the UK club coordinator that you are in control of your club s finances We would strongly recommend you ha
29. ition to create your new set of Quicken files There are other activities related to producing your clubs year end accounts and we will cover these m the appropriate section later on At this stage our task is to close out the previous year and start the new year Creating the New Year Quicken file Quicken has built in software year end processing routines However we will not be using these as they do not address 2 items which while not show stoppers do tend to make Quicken more difficult for us to use These are 1 Old event sub categories are not removed this means the category list becomes longer and more difficult to use with event names becoming confusing 1f similar events are run over a number of years 1 Less of a problem but also likely to slow you down in Quicken is the Payee history continues to grow This means although you are more likely to find a Payee m the history it will take longer to do and be more prone to error The approach we will take is to build a fresh Quicken file each year We will follow the procedure we used to get started in Quicken Rather than spell it out in detail we will summarize the steps here and direct you to the appropriate page with detail 1 From the previous years Quicken take the details of any unreconciled transactions in your Quicken file as these will need to be re entered in your new Quicken file 2 Make a note of the closing current account register balance 3 Copy the master file from
30. n types all Transactions D Transfers Include All S Subcategories Show All V Reconciled Set Amounts to all and ensure all 3 items in the Status box are ticked Set Transaction types to All transactions Set Transfers to include all This will cause your report to include all transfers between accounts These are shown at the end of the report as positive and negative amounts so cancelling each other out Set Subcategories to show all This will ensure all the detail relating to your accounts are included Click OK and your report will be displayed Remember this is a report of your income and expenditure during the accounting year It does not consider your opening balance at the beginning of the year or your closing balance at the end of the year just the I amp E during the year We would strongly recommend you look at some of the other available reports and how you can customise them As mentioned earlier there are many ways to do the same thing in Quicken Our intention here is to provide a basic working structure which will enable you to produce a good set of year end accounts Page 28 IBM Club Use Only Version 3 1 Producing Annual Accounts Once you have completed year end processing and identified all of creditors and debtors in the accruals spreadsheet you will be in a position to produce the Annual Accounts We would recommend that you do not produce the annual accounts until the end of January this will
31. ng window is presented Reconciliation Complete E3 Your account is balanced The items you have marked have been reconciled in your register Would you like to create a reconciliation report Don t show me this screen again Select the Yes option to print Reconciliation Report Setup ae os e When the Reconciliation Report Setup dialogue box Report Title optional A272030 A127203 appears complete it as shown with the exact period Show Reconciliation to Bank nd en in the Report Titl x the peri a an mazans E start a de d dates t C Epon t i t e bo 9 t C pe od end date in the Show Reconciliation to Bank Transactions to Include All Transactions Balance as of box and then select the All Summary and Uncleared Transactions radio button The Report Title is WEE limited to 25 characters so you cannot put your club name and bank account identification here It needs setting up a one off operation shown next Set your Quicken Account Name to show your club name and your account identifier which will link the bank statement to this reconciliation To do this select Tools then Account List Click on the Account you want and then click Edit You will see the current Accounts Details Enter YourClub and YourBank in the Account Name box as shown and the year if you wish Page 20 IBM Club Use Only Version 3 1 File Edit Tools Online Business CashFlow Investing Property amp Debt Planning TaxCalc Reports Advantage
32. nt register Below is a copy of the Current account register for the same period It shows the description entered in the Payee field and the category field identifies where the transfer is to from Notice also the cheque payment make sure you include cheque numbers 0 Transfer Money From To Account Date NHBR Cash Account OD 0301 2006 Cancel Description Amount Transfer Money K Page 16 IBM Club Use Only Version 3 1 Split entries are permitted One small point look at the entry for the Langmere Hotel it looks like the category is Members Expense Social Deposit this 1s not the case the full entry actually reads Members Expense Social 2006 Dinner Dance the word Deposit is written in the Memo field This is partly caused by sizing the Quicken window to place it in this manual If you find that you have this problem and find it disconcerting when you are using Quicken the following will minimise the effect 1 Make sure your window is maximised when using Quicken 2 Drag the edge of the register within the window as far to the left as possible You should now be in a position to start entering data into Quicken If you follow the instructions in the previous pages and the data entry process it should be relatively simple The following list is a simple summary of dos and don ts 1 All payments should be via cheque or BACS and detailed in the current account 2 All money in should be recorded at an indiv
33. o using Quicken a few words about the structure of the data in the master files Quicken uses a category to identify what event an item of income or expense relates to In order to establish a common basic structure the MASTER package supplied includes all the key major categories for income and expense If you click on Tools on the top task bar and then Category List the following window will be displayed Page 11 IBM Club Use Only Version 3 1 KE E 2002 Deluxe amp Business 2005 Category amp Transfer List l x Fie Edit Finance Business Banking Investing Property amp loan Taxes Planning Reports Help l gt 2 f B A me Back Forward Stop Refresh Update Web Cale Print Custom Category amp Transfer List New Edit Delete Report Options HowDolw X Category Type Description Group Tax Tax Line Item YAT TEANO OTE r ERR RES b PENG pe ee ee E Ce a EE E UE FE 1st half cheque Sub Income 2nd half cheque Sub Income Income Childrens Xmas Income Fenced income Income Estee Lauder Income Fenced income Members income Income Income Sp subscriptions Sub Income Events Sub Income Social Sub Income Sport Sub Income Subsection Sub Income Theatre Sub Income Bank Charges Expense Expense Club expenses Expense Expense Expense Childens Xmas Expense Fenced expenses Expense Estee Lauder Expense Fenced expenses Members Expense Expense Expense Other Events Sub Expense Social Sub Expense Sport Sub Expense S
34. ome and expense sub categories for all known events for the now current year You are now in a position to start entering your current year transactions Page 23 IBM Club Use Only Version 3 1 Quicken Reports Quicken has a very comprehensive report generating facility which can produce customised reports to cover most eventualities It is not the intention of this section to cover all the possible options but to highlight the key report that you will need as a treasurer Before we look at individual reports let s look at the report screen BER Delete Copy Sort e Preferences How Do I J gt Si Date Range Custom Date Subtotal By Don t subtotal k Save Report Customise Ble Wl KA edit Back Print Se Register Report 2 Report History a a 01 2005 Through 28 2005 in U K Pounds Sterling Register Report All Dates Di at i Date Account Num Description Memo Category Clr Amount Register Report Register Report 2 BALANCE 31 12 2004 0 00 01 01 2005 Sample Curr Opening Balance Sample Curre R 442 53 11 01 2005 Sample Curr HSBC Bank Charge 2005 Bank Charges R 28 00 15 01 2005 Sample Curr HSBC Bank 2005 Bank Charges R 5 00 26 01 2005 Sample Curr HSBC Bank Charge 2005 Bank Charges R 4 00 26 01 2005 Sample Curr John Smith 2005 Admin R 145 51 28 01 2005 Sample Curr Transfer Money Cash Account R 18 051 50 TOTAL 01 01 2005 28 01 2005 18 311 52 BALANCE 28 01 2005 18 311 52
35. ry into the register You can then edit any of the fields to reflect your new data 2 You wish to only use the Payee name and will enter the rest of the data yourself Once the payee name is highlighted move the mouse pointer to amount field and left click The name will be entered the amount field will be highlighted and you can enter the transaction amount and continue as normal One other point you should remember about entering the Payee data Because Quicken uses this predictive text process when you enter a completely new Payee you will need to hit the enter key twice Once will register the name and give you the option to change it the second time will move you to the amount field A simple alternative is to use the tab key once you have entered the name This will move you directly to the amount field Page 14 IBM Club Use Only Version 3 1 J Quicken XG 2004 NHBR2006 Cash NHBR Cash Account ole File Edit Tools Online Business CashFlow Investing Property 8 Debt Planning TaxCalc Reports Advantage Help 4 SNN E a B A Back Update Reports Categories Services Calc Customise A Beri Na E Delete Find Transfer Update Balance Report Options How Do I Payee OOOO Recei Balance Category Opening Balance NHBR Cash Account John Smith Members income Events Sam Brown Members income Theatre A Ok 2 Members income Theatre Mary Poppins 3 Members income Social 2006 Dinner Dance
36. u feel comfortable explaining the figures If the answer to both of these questions 1s yes then your accounts are ready for signing and submission 17 If item 17b Line 4 of the Summary sheet is not Zero then look at the following a Check opening and closing Bank balances b Check debtors amp creditors to make sure correct numbers have been added to the event numbers it may be worth taking out all debtor and creditor entries from the Accruals sheet and the Events sheet and then making sure that line 4 of the Summary sheet is zero then adding them back in one at a time to the Accruals sheet and the Event sheet and making sure that line 4 is 0 each time Check event entries in accounts vs the banking summary d Check the banking summary to make sure all the items in the banking summary are reflected in the accounts e Ifyou still have problems it s time to call remote support The FSC have a lot of experience in resolving accounts queries Contact the UK Club Coordinator who will put you in touch with an FSC member who can help SS Page 30 IBM Club Use Only Version 3 1
37. ubsection Sub Expense Theatre Sub Expense Quicken Online How do I find the right unit iny trust These are the major categories which you will use to classify your income and expenditure They are chosen because they will flow directly into the IBM Club Accounts Spreadsheet Do not create new categories as you will then have to flow them through all of the other spreadsheets in the accounting package If in doubt ask an FSC member When using Quicken you will create the sub categories which will define your events There are a few key rules which must be followed 1 The subcategory for an event must be the same for both income and expense We recommend you create the income and expense subcategory at the same time to ensure the name is the same 2 Do not create subcategories within an event If you need to break an event down further then use the memo to provide additional detail 3 Do not create any sub categories which do not fall under one of the major categories 4 Every club event no matter how small must have its own sub category 5 Ifyou run the same event in more than one year then include the year in the event name For example if you run a dinner dance every year then it should be named 2015 Dinner Dance 2016 Dinner Dance etc as you may have transactions for more than the current year s event in your account Remember the better your control of sub categories the easier the management of your end of year accounts
38. ve your bank provide monthly bank statements with a statement date of the last day of the month If this is not possible then opt for the first day of the month If you are a large busy club then maybe opt for weekly or fortnightly statements Reconciliation within Quicken is a relatively simple task provided you have followed the ground rules detailed earlier So let s get started firstly make sure that your Quicken 1s up to date Click on reconcile on the current account register and the following screen will be displayed Page 17 IBM Club Use Only Version 3 1 Statement Summary CURRENT ACC IBM Club Glasgow The last statement ending date 02 07 2004 1 Enter the following from your bank statement Opening Balance 2 864 80 Ending Balance New Statement Ending Date 02 07 2004 2 Enter and categorise your interest and bank charges if any Service Charge Date 15 08 2004 Category D Interest Eamed Date 15 08 2004 Category D A few words of explanation of the various boxes Opening Balance this is the last reconciled balance for the current account it should also be equal to the opening balance on the bank statement we are about to reconcile If it s not equal don t start the reconciliation because it will not balance at the end Ending Balance you should enter the closing balance from the bank statement you are about to reconcile New Statement Ending Date this date s
39. with someone who is to get you started The accounting package uses Quicken Money Manager 2004 as its basis Reports from Quicken are used to produce 1 Monthly bank reconciliations 2 Income and expense analysis 3 Reports which act as feeders for the UK Club Accounts annual return spreadsheet 4 Because of the way Quicken works it is not necessary to keep a separate Cash Book The UK Club Accounts annual spreadsheet will take input from Quicken and any other data sources you may have and produces a consolidated accounts package including income and expenditure balance sheet and the summary sheet Other spreadsheets are included in the package but these are simply to help you understand your year end processing All of the above will be covered in detail in the appropriate sections here Obtaining a copy of Quicken The Quicken 2004 application is only available to install from a CD A copy can be borrowed from UK Club Admin Send an email to UKCLUBOM uk Vom Gomm including your name club and postal address Once finished with the disk please return it promptly to IBM Club administrator Mail Point AGAC PO Box 41 North Harbour Portsmouth Hampshire PO6 3AU Page 1 IBM Club Use Only Version 3 1 Installing Quicken The Quicken 2004 installer on the application disk does not work correctly with the currently available versions of Windows To get a working system you need to do the following Insert the
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