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                          TO:  Interested Parties                                                                                                                    FROM: Jim Bramer, Retired CPA-Auditor
                                                                                                                                                                                        FILE:  0079-50/hlp

                           RE:  QBOE Hands On -- Sample Self Help Process                                                                Originated:   June 2008                                        

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           PREFACE

        Our web site Ministry Finance Team Helps  was started in the Fall of 1999 and since then we have been in contact with probably over 300 Ministries regarding their use of the software product known as QuickBooks (QBs) to meet their unique Ministry Fund Accounting   needs.  Click here for a little more Onliner info. We have exchanged files with probably over 40 of these Onliners as a QBs system has been established within their unique situation. 
        Many of you have either an accounting or  "use of  QuickBooks or Quicken  - or like software"   background.  But what we have discovered is that those of you who wish to effectively implement QBOE (QuickBooks Online Edition) and its use of Fund Accounting within a Ministry  can really benefit by going  through a  "HANDS ON"  process that we provide below.  
        Obviously this is targeted to a Mom-Pop like small Ministry who handles less than $99,999 per annum who wants to do this locally or via one of their own people.   .  Please Click Here and digest some of the QBOE data that we share as we emphasize the use the remote features of  QBOE.  But consonant with the  "self help"  emphasis found in  0916,  we have set forth below the details of this  QuickBooks Online Editions - QBOE  effort.   Of course, you would do the "Hands On"  process at your own pace and not depend upon us to respond to various steps as our respective schedules permits, etc. Of course, we are always available via  Jim@bcidot.org  or  Brad@rpfin.org  for needed interaction. 
         Below is a list of the numbered steps by named topic within this web page.  Please click the topics below and obtain information that are of interest to you.

1. Preliminaries
2. "QBOE Hands-On" Sample -- Set Up
3. "QBOE Hands-On" Sample -- Chart of Accounts
4. "QBOE Hands-On" Sample --  08-31-xxx1 Opening Journal Entry
5. "QBOE Hands-On" Sample --  01-xxxxxxxxxxxxxxxxxxBal/Sheet
6. "QBOE Hands-On" Sample --  02-xxxxxxxxxxxxxxx Video Proof P&L
7. "QBOE Hands-On" Sample --  03-xxxxxxxxxxxxxxx Video Proof P&L
8. "QBOE Hands-On" Sample --  xxxxxxxxxxxxxxxxxxxx Reports
9. "QBOE Hands-On" Sample -- 1st week in September 01 Sample Giver DBase Report
10. "QBOE Hands-On" Sample -- 1st week in September 01 Sample Giver DBase Cash Receipts Entry
11. "QBOE Hands-On" Sample -- 2nd week in September 01 Sample DonaMail Receipts Entry
12. "QBOE Hands-On" Sample -- All Other September 01 Tranx via Journal Entry
13. "QBOE Hands-On" Sample -- xxxxxxxxxxxxxxxxx Proof-Bal/Sheet
14. "QBOE Hands-On" Sample -- xxxxxxxxxxxxxxxxx  Video Proof P&L
15. "QBOE Hands On" Sample -- 09-xx-xxx1 03-SPFunds Video Proof P&L
16. "QBOE Hands-On" Sample -- Year End  - Update FAssets - LB&E Accounts
17.   Sample of "Big Pix"  Annual Report"
18. "QBOE Hands-On" Sample -- 09-30-xxx1 and 10-01-xxx1 SPFunds Bal Forward - Step #1
19. "QBOE Hands-On" Sample -- 09-30-xxx1 SPFunds Bal Forward - Step #2
20. "QBOE Hands-On" Sample -- 10-01-xxx1 SPFunds Bal Forward - Step #3
21. "QBOE Hands-On" Sample -- 09-30-xxx1 and 10-01-xxx1 SPFunds Bal Forward - Step #4
22.  List of  "FREQUENTLY USED VOCATIONAL TERMS" appear below

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- # 1 -  Preliminaries

    For initial perspective, please go to  0041   as it spells out our view of doing the applicable Fund Accounting for a Ministry's General Purpose Fund (GPFund) and their multiple Special Purpose Funds (SPFunds.).  Probably what caused you to have an interest in all of this is that, following a transaction entry, all Fund Balances are immediately viewable without producing a variety of special reports.  Or you immediately know who belongs to the money on deposit.  Other  QBOE   helpful issues include the following:

    A>    You have anytime/anywhere access to the Internet (preferably via a fast connection and often via a laptop) and you can make use of Web Based software.  Or this software is not on your computer's desktop.

    B>    For some $30.00 a month the QBOE system permits you to do such things as the following:

     01 -- Allow some three people to access this system via even a laptop from anywhere at any time.
     02 -  It is always possible that one of these people could be your remote CPA who helps a Ministry set up an   After the Fact - ATF FinFax   system and would be able to overview what takes place throughout the year. Ask us about arranging with them to also provide the necessary annual Compilation report that meets the needs of ECFA for its new Affiliated Membership.
     03- Via the QBOE's "Location"  effort  you can account for the needed "Functional Expense" format of each expense as needed  for year end GAAP and Form 990 purposes
    04 - Compatible with the overall ATF FinFax approach above, this QBOE  system fantastically allows the daily Bank and Credit Cards activity to be automatically downloaded to this accounting system. You then manually, but efficiently via the use of previously coded Checks and Credit Card slips, etc., place these downloaded transactions into the accounting system which includes assignment to the appropriate QBox.
    05 - Integrated within this system is the means to not only know the essential fact of the current balance of each QBox  , but to simultaneously account for its 1st of fiscal year balance and then why its money both come in and went out during the fiscal year.

    C>  For viewing sample ATF FinFax weekly reports, please Click Here (Fund Video Report sample), Here (Video Report sample and Here (Photo Status sample ).  This reports, of course, provide you with essential information for the necessary Spending Controls.

    To remind you .... contact me at a Jim@bcidot.org  if you would like this as a Word Doc of this 0079-50 web page or for any other needed assistance.

 Return to the Topics List

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- # 2 -

 "REG-QBs HANDS ON"   Sample - Set Up

    Follow the setup and transaction processing instructions for this particular QBs Company that follow:   

    Choose New Company; Skip Interview; See below for own Chart of Accts .... do not choose any of Intuit's  Chart of Accts;  name is: "REG QBs Hands-On Sample";  First month of fiscal year is October - leave balance of form blank; Next; Next.  Place in folder called "Program File/Intuit; then  "x" out of all other "Getting Started" stuff.
     Locate the following tabs and do the following:

EDIT:  Preferences; Acctg .. use class tracking; others are not that important now
VIEW:  remove icon bar
LIST:  Input per Step #3  below re the "Chart of Accounts" and the  "QBsClass"  lists

Return to the Topics List

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-# 3 -

 "REG-QBs HANDS ON"   Sample - Chart of Accounts

 Input the following "Chart of Accounts List" - note the indicated "sub" accounts as you do your structuring.    

QBs Type	Nbr	Name
Bank	105-Total Bank-Cash Accts
Bank	sub	101-Checking Account
Bank	sub	102-Daily Interest Bearing Savings
Bank	sub	103-Petty Cash
Fixed Asset	140-Memo Fixed Assets-LB&E
Fixed Asset	sub	141-See Excel for LB&E Details
Fixed Asset	sub	143-Accumulated Depreciation
Fixed Asset	sub	144-1st of Year Unpaid Debt
Fixed Asset	sub	149-Fixed Asset-LB&E Offset
Credit Card	220-Unpaid Plastic
Other Curr Liab	205-Total Due to Vendors
Other Curr Liab	210-Payroll Liabilities
Other Curr Liab	240-Funds held for Others
Other Curr Liab	259-Costrn Clearing Acct
Equity	299-Opening Fund Bal
Equity	300-SPFunds
Equity	sub	339-Total Donor Restrictions
Equity	sub	sub	301-Project #1
Equity	sub	sub	302-Acq Land Project
Equity	sub	340-Board Approved Sp Funds
Equity	sub	sub	341-Mission Fund
Equity	sub	370-Board Discretionary
Equity	sub	sub	371-GPFund Loss 09-30-x0
Equity	sub	sub	372-GPFund Gain 09-30-x1
Equity	sub	sub	380-SetASide #1
Equity	3900 Retained Earnings
Income	499-GPFund Income
Income	sub	401-Contribution Income
Income	sub	420-less-10% to Missions Fund
Income	sub	490-AllElse Receipts
Expense	599-GPFund Expenditures
Expense	sub	501-Salaries and Wages
Expense	sub	504-Payroll Taxes
Expense	sub	506-All Benefits
Expense	sub	520-Payments to Denomination
Expense	sub	555-Facility Debt Servicing
Expense	sub	560-Facility Costs
Expense	sub	567-Ministry Expenses
Expense	sub	569-Defrayment Receipts
Expense	sub	575-Communication Costs
Expense	sub	580-Other Supplies & Exp
Expense	sub	590-AllElse Costs

REMINDER:  "sub" above references the ability to provide sub (or sub divided or even subsidiary) lists within the reports and/or the Chart of Accounts listings

Input the following "QBs Class List" - again, please note the indicated "sub" accounts as you do your structuring.    

10-Bal Fwd
40-Receipts
sub	41-Donation Income
sub	42-Missions Donations
sub	44-10% of GPFund Income
sub	49--AllElse Receipts
50-Expenditures
sub	51-Mission Expenditures
sub	52-Supp & Exp
sub	56-Fixed Asset Acq
sub	59-AllExp Expend
90-Authorized In and Out

Return to the Topics List

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- # 4 -

 "REG-QBs HANDS ON"   Sample - 08-31-2001 Opening Journal Entry

    OK ....  now that you have these set up you go next to your  BANKING: MAKE JOURNAL ENTRY  and input the following 08-31-2001 Journal Entry.   You capture this year to date (YTD) trial balance info in this way so that you do NOT have to enter individual deposits or checks for the entire year and so that you the general idea of QB Method #1.  As applicable, please  click here for assistance in setting forth the original QBs Bank Recon.
     If you desire, you can use the EDIT cut and paste features and place  repetitive explanation in the Memo Column. e g., your initials and current date, etc.

Account	Debit	Credit		Classes
101 · Checking Account	525.00
102 · Daily Interest Bearing Savings	9,351.47
103 · Petty Cash	200.00
141 · See Excel for LB&E Details	137,854.60
143 · Accumulated Depreciation		5,488.90
144 · 1st of Yr Unpaid Debt		74,496.15
149 · Fixed Asset-LB&E-Offset		57,869.55
259 · Constrn Acct Clry		2,611.82
301 · Project #1		2,500.00		10-Bal Fwd
301 · Project #1	812.11			50-Expenditures:52-Supplies & Exp
302 · Acq Land Project		4,000.00		00-Bal Fwd
302 · Acq Land Project		26,921.07		40-Receipts:41-Donations
302 · Acq Land Project	2,687.89			50-Expenditures:52-Supplies & Exp
302 · Acq Land Project	25,845.00			50-Expenditures:56-Prop Acquisition
341 · Missions Fund		1,000.00		10-Bal Fwd
341 · Missions Fund		45,879.60		40-Receipts:42-Mission Donations
341 · Missions Fund		7,780.00		40-Receipts:44-10% of GPF Donations
341 · Missions Fund	53,875.00			50-Expenditures:51-Missions Expend
380 · SetASide #1		2,000.00		10-Bal Fwd
371 · GPFund Loss 09-30-X0	1,025.87			10-Bal Fwd
372 · GPFund Gain 09-30-x1		1,980.50		10-Bal Fwd
401 · Contribution Income		77,800.00
420 · Less-10% to Missions Fund	7,780.00
490 · AllElse Receipts		4,578.80
501 · Salaries & Wages	42,000.00
504 · Payroll Expenses	1,500.00
506 · All Benefits	4,000.00
555 · Facility Debt Servicing	8,000.00
560 · Facility Costs	3,800.00
567 · Ministry Expenses	7,890.00
569 · Defrayment Receipts		1,575.89
575 · Communication Costs	2,625.34
580 · Other Supp & Expenses	5,874.85
590 · AllElse Costs	835.15

Return to the Topics List

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- # 5 -

      We now set up and process our Integrity Reports (or what I call "Proofs").. 

      Plse go to the REPORTS: Company and Financial: Balance Sheet Standard; make sure you use the 08-31-2001 date.  Working from the MODIFY REPORTS tab content then:  Choose Header/Footer tab and change the "Report Title" only to read "01-Photo Proof-Bal/Sheet" and click OK.  MEMORIZE into a Group where you can find later.  When you print out this Integrity Report, it should look like the following:

 "REG-QBs HANDS ON"   Sample - 01-Photo Proof Bal/Sheet

					Aug 31, 01
ASSETS
	Current Assets
		Checking/Savings
			101 · Checking Account		525.00
			102 · Daily Interest Bearing Savings		9,351.47
			103 · Petty Cash		200.00
	Total Current Assets				10,076.47
	Fixed Assets
		140 · Memo FAssets-Land Bldg Equipment
			141 · See Excel for LB&E Details		137,854.60
			143 · Accumulated Depreciation		-5,488.90
			144 · 1st of Yr Unpaid Debt		-74,496.15
			149 · Fixed Asset-LB&E-Equity Offset		-57,869.55
		Total 140 · Memo FAssets-LB&E			0.00
TOTAL ASSETS					10,076.47
LIABILITIES & EQUITY
	Liabilities
		Long Term Liabilities
			259 · Constrn Acct Clearing		2,611.82
	Equity
		300 · SPFunds
			339 · Total Donor Restrictions
				301 · Project #1	1,687.89
				302 · Acq Land Project	2,388.18
			Total 339 · Total Donor Restrictions		4,076.07
			341 · Missions Fund		784.60
			370 · Board Discretionary
				371 · GPFund Loss 1st FYE	-1,025.87
				372 · GPFund Gain 2nd FYE	1,980.50
				380 · SetASide #1	2,000.00
			Total 370 · Board Discretionary		2,954.63
		Total 300 · SPFunds			7,815.30
		Net Income			-350.65
	Total Equity				7,464.65
TOTAL LIABILITIES & EQUITY					10,076.47

    The Integrity Proof is that the $7,815.30 above is also in the 03-Proof report below and the $7,815.30 in the 01-Proof above agree. The content of  0610  might be of overall help on this topic.

Return to the Topics List

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- # 6 -

 "REG-QBs HANDS ON"   Sample - 02-GPFund Video Proof P&L

      Now please go to the REPORTS: Company and Financial: Profit and Loss Standard; make sure you use the 10-01-2000 thru 08-31-2001 dates.  Working from the MODIFY REPORTS tab content then:  Choose Header/Footer tab and change the "Report Title" only to read "02-GPFund Video Proof P&L" and click OK.  MEMORIZE this also into a Group where you can find later.  Print out this Integrity Report -- it should look like the following:

				Oct '00 - Sep 01
	Income
		499 · GPFund Income
			401 · Contribution Income	77,800.00
			420 · Less-10% to Missions Fund	-7,780.00
			490 · AllElse Receipts	4,578.80
	Total Income			74,598.80
	Expense
		599 · GPFund Expenditures
			501 · Salaries & Wages	42,000.00
			504 · Payroll Expenses	1,500.00
			506 · All Benefits	4,000.00
			555 · Facility Debt Servicing	8,000.00
			560 · Facility Costs	3,800.00
			567 · Ministry Expenses	7,890.00
			569 · Defrayment Receipts	-1,575.89
			575 · Communication Costs	2,625.34
			580 · Other Supp & Expenses	5,874.85
			590 · AllElse Costs	835.15
	Total Expense			74,949.45
Net Income				-350.65

    The Integrity Proof here is that the $350.65 above in the 02-Proof and the $350.65 in the 01-Proof above agree.

Return to the Topics List

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-  # 7 -

 "REG-QBs HANDS ON"   Sample - 03-SPFunds Video Proof P/L

      Please now go to the REPORTS: Custom Summary Report; Modify Reports; make sure you use the 10-01-2000 thru 08-31-2001 dates.  Display columns = Total only; Display rows= Class; go to Filter: Account; choose all Equity Accounts; OK;  Choose Header/Footer tab and change the "Report Title" only to read "03-SPFunds Video Proof P&L" and click OK.  MEMORIZE this also into a Group where you can find later.  Print out this Integrity Report -- it should look like the following:

			Oct '00 - Aug 01
	10-Bal Fwd		10,454.63
	40-Receipts
		41-Donations	26,921.07
		42-Mission Donations	45,879.60
		44-10% of GPF Donations	7,780.00
	Total 40-Receipts		80,580.67
	50-Expenditures
		51-Missions Expend	-53,875.00
		52-Supplies & Exp	-3,500.00
		56-Prop Acquisition	-25,845.00
	Total 50-Expenditures		-83,220.00
TOTAL			7,815.30

    The Integrity Proof is that the $7,815.30 above in the above 03-Prrof report  and the $7,815.30 in the above 01-Proof agree. Information within  0610  might be of overall help on this topic.

Return to the Topics  List

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- # 8 -

    The process for the GPFund Actual to Budget (A to B)  Reports goes like this: 

     Go to the tab called COMPANY: SET UP BUDGETS: Choose the 2000-2001 fiscal year (note the Annual and Monthly whole dollar Budget data below); choose the 501 expense account; input $3,820.00 in the October 2000 area;  use the Fill Down; made no 0.0% change and click OK.  You will notice there is now a $3,820.00 for each month of the year. 
     Click next to the 504 Expense and process .....   then do this for all of the monthly expenses (deferment) below.

 "REG-QBs HANDS ON"   Sample - GPFund Actual to Budget Report

Expenses	Annual	Monthly
501 · Salaries & Wages	45,816.00	3,820.00
504 · Payroll Expenses	1,644.00	140.00
506 · All Benefits	4,370.00	365.00
555 · Facility Debt Servicing	8,725.00	730.00
560 · Facility Costs	4,140.00	350.00
567 · Ministry Expenses	8,600.00	715.00
569 · Defrayment Receipts	(1,715.00)	(145.00)
575 · Communication Costs	2,870.00	240.00
580 · Other Supp & Expenses	6,410.00	535.00
590 · AllElse Costs	910.00	75.00

        The result is a GPFund Actual to Budget (A to B)  Report  when you go through the following steps:  Go to the REPORTS: BUDGET; choose the P&L Budget to Actual; at Modify Report; be sure of Oct 2000 thru August 2001 dates; Display columns by TOTAL ONLY; Display row by ACCOUNT; Click on "Show Actual" and click on "Show Difference"; FILTER for "All Ordinary Expenses Only", Change HEADER/FOOTER to say "GPFund Actual to Budget Report".  Then click OK and you should note below we are reporting on the expenses only in the following.

			Year to Date (YTD)  Oct '00 - Aug 01		YTD Budget		$ Over Budget
	599 · GPFund Expenditures
		501 · Salaries & Wages	42,000.00		42,020.00		-20.00
		504 · Payroll Expenses	1,500.00		1,540.00		-40.00
		506 · All Benefits	4,000.00		4,015.00		-15.00
		555 · Facility Debt Servicing	8,000.00		8,030.00		-30.00
		560 · Facility Costs	3,800.00		3,850.00		-50.00