Navigating QuickBooks Online Accountant

QUICKBOOKS ONLINE ACCOUNTANT
QuickBooks Online Certification
Training Guide
QuickBooks Online Certification Training
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QuickBooks Online Certification Training
TABLE OF CONTENTS
QuickBooks Online Certification Training Overview ................................ 7
QuickBooks Online Certification Exam ......................................................... 7
QuickBooks Online Accountant Sign-up ....................................................... 7
Chapter 1 - Getting started in Quickbooks Online Accountant ................ 8
Objectives ............................................................................................... 8
Single sign on .......................................................................................... 9
Navigating QuickBooks Online Accountant ................................................. 10
Clients .................................................................................................. 11
Bookkeeping ......................................................................................... 14
Team ................................................................................................... 16
Connecting to your Client ........................................................................ 18
Chapter 2 – Getting started in QuickBooks Online ................................ 19
Objectives ............................................................................................. 19
Dashboard ............................................................................................ 20
Create menu ......................................................................................... 21
Navigation Bar ....................................................................................... 22
Company Menu ...................................................................................... 23
Shortcuts .............................................................................................. 24
How Quickbooks is Built .......................................................................... 25
Working with Transactions ....................................................................... 33
Chapter 3 – Sales & Customers in QuickBooks...................................... 35
Objectives ............................................................................................. 35
Sales workflow overview ......................................................................... 35
Invoices in QuickBooks Online .................................................................. 36
Customer Payments ............................................................................... 40
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QuickBooks Online Certification Training
Make Deposits ....................................................................................... 41
Sales Receipts ....................................................................................... 42
Delayed charges overview ....................................................................... 43
Credit memos & refund receipts ............................................................... 45
Sales Reports ........................................................................................ 49
Customer Statements ............................................................................. 51
Chapter 4 - Expenses in QuickBooks Online .......................................... 52
Suppliers & expenses overview ................................................................ 52
Objectives ............................................................................................. 52
Cheques vs. bills in QuickBooks ................................................................ 52
Adding Suppliers .................................................................................... 53
Enter Bills in QuickBooks Online ............................................................... 54
Pay Bills ................................................................................................ 55
Adding Expenses .................................................................................... 56
Cheques in quickbooks online .................................................................. 57
Supplier Credits ..................................................................................... 58
Supplier Reports .................................................................................... 59
Reporting on expenses ............................................................................ 60
Reimbursable expenses ........................................................................... 61
Chapter 5 – Banking & Company activities in QuickBooks Online ......... 64
Objectives ............................................................................................. 64
Bank Transfer ........................................................................................ 64
Bank Reconciliation ................................................................................ 65
Filing Sales Taxes................................................................................... 67
Chapter 6 – Automation in Quickbooks Online ...................................... 72
Objectives ............................................................................................. 72
Bank feed in QuickBooks ......................................................................... 72
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QuickBooks Online Certification Training
Setting up Bank Feeds ............................................................................ 73
Processing Transactions in the Bank Feed .................................................. 76
Bank rules............................................................................................. 79
Recurring entries ................................................................................... 81
Attachments .......................................................................................... 82
QuickBooks Online Mobile ........................................................................ 83
Downloading the Mobile App .................................................................... 83
Open QuickBooks Mobile ......................................................................... 84
Navigating QuickBooks Mobile .................................................................. 85
Add Customers on mobile ........................................................................ 86
Create Invoices ...................................................................................... 87
Process bank transactions on Mobile ......................................................... 89
Chapter 7 Client File Setup ................................................................... 90
Objectives ............................................................................................. 90
Company setup ...................................................................................... 90
QuickBooks subscriptions ........................................................................ 91
Company Setup ..................................................................................... 94
Chapter 8 – Reports in QuickBooks ..................................................... 114
Objectives ............................................................................................ 114
Report Centre ....................................................................................... 114
Customizing reports .............................................................................. 118
Sending Reports to Excel ........................................................................ 121
Automated Reports ............................................................................... 122
Conclusion .......................................................................................... 123
Appendix i .......................................................................................... 124
Automation using Apps .......................................................................... 124
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QuickBooks Online Certification Training
Additional Resources ............................................................................. 136
Payments, Payroll and Apps .................................................................... 137
Social Media ......................................................................................... 137
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QuickBooks Online Certification Training
QUICKBOOKS ONLINE CERTIFICATION TRAINING
OVERVIEW
QuickBooks Online Certification is designed to help you better serve and support your clients. It
is designed to help you learn how your clients use QuickBooks and how you’ll use it as an
accounting professional to work with your client’s files.
QUICKBOOKS ONLINE CERTIFICATION EXAM
After attending this course in a classroom session or viewing the self-paced video training, you’ll
be prepared to take the certification exam. The exam is a 60 question, multiple choice exam
that will help you prepare to serve and support your clients on QuickBooks Online. Please visit
the ProAdvisor tab in QuickBooks Online Accountant to take the exam.
QUICKBOOKS ONLINE ACCOUNTANT SIGN-UP
If you have not already signed up for QuickBooks Online Accountant, sign up for free at:
1. Visit: http://proadvisor.intuit.ca/cloud-accounting/quickbooks-online-accountantedition.jsp
2. Click Sign Up for Free.
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QuickBooks Online Certification Training
CHAPTER 1 - GETTING STARTED IN QUICKBOOKS
ONLINE ACCOUNTANT
QuickBooks Online Accountant (QBOA) is designed to help you manage your client’s files in
QuickBooks Online. It’s designed to increase your efficiency and provide the tools and resources
you need to work effectively with clients. It’s seamless integration with QuickBooks Online
makes it easy to work in client files.
QuickBooks Online Accountant lets you do the following:
•
•
•
•
•
Access client files anywhere, anytime with an internet connection
Single sign on unlimited access to client files
Manage less technology; no complicated networks or servers
Reduce time spent on client file management
Use specific tools designed for accountants and bookkeepers
QuickBooks Online lets you and your client work together to do the following:
•
•
•
•
•
•
Handle all day-to-day transactions including sales invoices, payments, deposits, receipts
Handle all expense transactions like bills, cheques, credit and debit card receipts
Download bank transactions using your client’s online banking
Manage bank deposits and account reconciliations
Manage small business payroll
Create business reports
OBJECTIVES
After completing this chapter, you should be able to:








Login to QuickBooks Online Accountant
Navigate the client list
Understand the components of the dashboard
Add Team members
Login and view client files
Use the navigation bar
Use the Company menu
Connect to a client
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QuickBooks Online Certification Training
SINGLE SIGN ON
To access single sign in to your client files, go to ca.qbo.intuit.com. Login to your QuickBooks
Online Accountant account. You’ll see the Client list that includes all your client files in one
window.
1. Enter your Email or User ID
2. Enter your Password  Click Sign In.
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QuickBooks Online Certification Training
After signing in, QuickBooks displays the client list. This list includes all the company files that
you’re working with in QuickBooks Online Accountant.
NAVIGATING QUICKBOOKS ONLINE ACCOUNTANT
1. Click
to go back to the Client Dashboard from wherever you are in
QuickBooks. This acts as a Home button for QuickBooks Online Accountant.
2. Click
3. Click the
to toggle to another client’s file.
to add a new Client or add a new User.
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4. Click the Gear icon
to view the menu. This menu includes:
• Menu options to work within your own “Your Books” QuickBooks file
• Your Account and Your Team
• Link to the Sample Company
• Link to Resolve Duplicate Clients
CLIENTS
Click the client name to display more detailed information:
•
Notes – add notes for client files in the Notes section
•
Bookkeeping – click this link to review the client’s file status such as the Closing Date,
Last Signed In, and Last Download and review key accounts in your client file. Click
the items under the Review in QuickBooks section to review problem areas in
QuickBooks.
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QuickBooks Online Certification Training
•
Payroll – click this link to review the Next pay date, Last pay date and View All pay
cheques or Run Payroll
o Click the drop-down menu to choose Recent tax payments or Recent Form Filings
•
Shared Documents – You can upload documents for clients. Clients can also upload
documents for you as needed. Both you and your client can download these documents.
Click upload to upload documents to the QBOA Shared documents tab.
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QuickBooks Online Certification Training
•
Click the
icon to open the company file.
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BOOKKEEPING
For Review – in this column QuickBooks Online highlights potential problem areas in your
client file. Key information that’ll appear in this column is the following:
•
•
•
•
•
Unaccepted transactions
Change to closed books
Failed download
Cheque without payee
Change to reconciled
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•
Banking - Review the status of the recent online banking downloads
•
Payroll - Review the status of your client’s payroll status and Items due.
•
Tax – Start Review of your client file in QuickBooks Online Accountant Working Papers
(Learn more about this in QuickBooks Online Accountant Advanced Certification)
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TEAM
In QuickBooks Online accountant you’ll add members of your firm in the Team section. This lets
you setup users within your firm and give them rights to your firm books as well as access to
work in client files. To add a Team member:
1. Click Team  Add User
2. Enter the Name and Email  Click Next
3. Choose the access for the user to the Firm Books
4. Click Next
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5. Specify which clients the new user will have access to  Click Save.
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CONNECTING TO YOUR CLIENT
There are two ways to get connected to your client’s in QuickBooks:
1. They can invite you to be an accountant user.
2. You can setup a client from scratch and they’ll be added to your client list automatically.
To connect with your client, have them client invite you using the following steps:
1. Click the Gear icon to open the menu.
2. Click Manage Users  Click Invite Accountant.
3. Your client now enters the name of the accounting professional.
4. Enter the Email address  Click Next.
5. Click Finish.
NOTE: Every company file in QuickBooks Online can have 2 Accounting Firms as users in
their company file. The accountant user is considered a free user.
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CHAPTER 2 – GETTING STARTED IN QUICKBOOKS
ONLINE
QuickBooks Online (QBO) is designed to be intuitive, fast, and simple to use. The ‘click and go’
navigation makes it easy for you to find what you need quickly so you spend less time doing the
books and more time working on your business. The user interface is simple and contains fewer
menus, which results in fewer clicks to find the transactions and other information you are
looking for.
OBJECTIVES
After completing this chapter, you should be able to:



Use the Create menu
Use the Navigation bar
Use the Company menu
NOTE: QuickBooks Online works best in Google’s Chrome browser, but it also works
with Firefox (IE and Safari are not recommended and are not fully supported). It’s
useful to bookmark your login page.
1. Your clients will sign into QuickBooks Online at ca.qbo.intuit.com. They’ll see the same
window you see when logging in, but they will not view QBO through the QBOA version.
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DASHBOARD
The Dashboard is the first window you view when you open QuickBooks Online. It includes a
basic Profit & Loss for your client’s business. It also includes recent activity and banking
information.
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CREATE MENU
Most of your client’s day-to-day work will be recorded using the create menu at the top of the
QuickBooks window.
1. Click the
+ at the top of the QuickBooks window to view the menu.
2. Click any link to open the transaction.
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QuickBooks Online Certification Training
NAVIGATION BAR
The left-hand navigation bar lets you find the information you enter using the Create menu.
The navigation bar lets you find information based on
the name or by the transaction type.
1. Click Sales to view your Customers, Products
and Services and a sales listing.
2. Click Expenses view the Suppliers list and
expense transactions.
3. Click Banking to view the Online Banking and
Bank Rules.
4. Reports – lets you find information about the
client file in report format.
5. Taxes – you’ll access this area to setup and file
sales taxes and to view Payroll tax information
6. Click Accounting to view the Chart of
Accounts and the Reconcile window.
7. My Accountant - includes a link for the client
to invite you to be their accountant.
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QuickBooks Online Certification Training
COMPANY MENU
The Company menu is in the top right corner of your QuickBooks Online window, and is
accessed by clicking your Gear icon.
The Gear icon is used for important but less frequently used tasks, activities, and transactions.
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SHORTCUTS
There is a handy list of shortcuts in QuickBooks Online. It can be accessed by pressing the
following keys at the same time:
CTRL + ALT + ? When you press this shortcut, QuickBooks Online displays the list of
shortcuts. This window also displays the client’s Company ID.
In addition to these shortcuts, you can access date shortcuts on transactions. To use the date
shortcuts, place your cursor in any date field in QuickBooks online and use the following
shortcut keys:
•
•
•
•
•
•
•
T – enters today’s date
W – enter the first day in the week
K – enters the last day in the week
Y – enters the first day in the year
R – enters the last day in the year
M – enters the first day in the month
H – enters the last day in the month
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HOW QUICKBOOKS IS BUILT
QuickBooks uses a few basic elements to make it easy for you and your client to enter
information and do the required accounting tasks. QuickBooks uses lists and transactions to
make the accounting entries.
Lists
QuickBooks lists include customers, suppliers, employees, products & services, and the chart of
accounts, etc. You add entries to a list so they can be used whenever needed. This means that
you don’t have to enter names or accounts each time they’re used. The purpose of lists in
QuickBooks are:
•
•
Make it easy for your client to fill out transaction forms.
Save time on data entry.
Chart of Accounts
The chart of accounts is in the Transactions menu on the navigation bar and it also located in
the Gear icon. To add a new account:
1. Click the Gear icon  Chart of Accounts
2. Click New
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QuickBooks Online Certification Guide
3. Choose the Category Type  and Detail Type. Note: these are required fields.
4. Enter the Name.
Note: The Detail Type is a required field, although it has no effect on anything in QuickBooks.
This is a placeholder for future development of the product. Selecting the Detail Type gives the
account a name which can be edited in the Name field.
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QuickBooks Online Certification Guide
Expense Accounts
You’ll add expense accounts like any other account, but you’ll have an additional option to add a
tax code. Adding a tax code ensures that your client adds tax to their expense transactions.
Subaccounts
Add subaccounts to track more detail about your client’s expenses. Subaccounts will display
indented below their parent account on the chart of accounts. You can view the details on
reports or you can collapse information into the parent account.
To add a sub-account, create the account and select the Is sub-account option  Choose the
parent account in the menu below.
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QuickBooks Online Certification Guide
Products & Services List
To easily track the services and products that your clients sell, you’ll add them to the client’s
Products and Services list. There are 3 purposes of the products and services list:
1. Make it easy for your client to fill out transaction forms
2. Act as “pointers” to do correct accounting entries. Debit and Credits are done using the
accounts linked to the product or service and the type of form.
3. Keep track of inventory on hand.
To create a new service:
1. Click Gear Icon  Click Products and Services.
2. Click Add New  Choose the Type of item to setup.
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3. Complete the information including the Name of the service. This will be what displays
on the customer’s sales form.
4. Enter the Sales information and Sales price/rate if necessary. These are optional
fields, as they can be added to each sales form as needed.
5. Choose the Income Account (account to be credited each time a sale is made).
6. Add the Tax Code (This ensures that your clients are adding sales tax to sales)  Click
Save and Close.
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Sales Tax Rate List
To view the sales tax rates in QuickBooks; click Sales Tax on the Navigation bar. In this
window, you see all the taxes you’ve setup for your client.
When you setup taxes for the first time, QuickBooks enables the sales tax for the province
where the business is located. You can add sales tax for different provinces if necessary. Click
Edit GST/HST to find more details.
When you turn on sales tax, you can add sales taxes to account setup and to transaction forms.
Customer List
Click the Sales link on the navigation bar and then Customers.
Click anywhere on the “Money Bar” to filter the customer list by Estimates, Unbilled activity,
Overdue invoices, etc.
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To Add a new customer.
1. Click the New customer button.
2. Complete the information on the new customer window.
a. The Display name as…lets you choose what naming convention to use on the
customer list.
b. Create Sub-customers (jobs or projects) by selecting Is sub-customer
c. Add payment and billing details on the Payment and billing tab.
3. Click Save.
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Forms
QuickBooks uses forms to make the accounting entries in QuickBooks simple for your clients.
Each form in QuickBooks is going to create a journal entry behind the scenes. Your clients will
enter almost all forms in the same way. To display a form:
1. Click Create  Click Invoice
2. There are simple ways to complete it for your client.
a. Who – Customer
b. When – Date
c. What – Products/Service sold to their customer
d. How much – Quantity, Amount, and Sales tax
3. Click Save and Close to enter any form.
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WORKING WITH TRANSACTIONS
There are a lot of tips and tricks to help you work more effectively with transactions in
QuickBooks Online.
More Menu
The more menu in QuickBooks is available on any ‘Saved’ transaction. The More menu lets you
have access to additional information and tools to work with the transaction.
Click ‘More’ to see the following options:
Copy – copy any transaction in QuickBooks saving time when creating duplicate entries
Void – void any transaction
Delete – delete the transactions
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Transaction Journal – click this option to view the journal entry behind any saved transaction.
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CHAPTER 3 – SALES & CUSTOMERS IN QUICKBOOKS
Making sales is critical for your client’s business. QuickBooks makes it easy to create customer
sales, track them, and receive customer payments. In this chapter, you’ll learn about customers
and sales transactions.
OBJECTIVES
After completing this chapter, you should be able to:




Complete the Sales workflow including:
o Invoices,
o Receive payments
o Deposits
Create sales receipts
Enter credit memos
Create Delayed Charges
SALES WORKFLOW OVERVIEW
Depending on how your clients make sales you may choose to do either invoices or sales
receipts or a combination of the two different methods of making sales. You would use the
following in each of these cases:
Sales Receipt – When your client gets paid at the time of the sale and needs to record the
customer payment, or they need to print a receipt.
Invoice – When your client uses Accounts Receivable.
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INVOICES IN QUICKBOOKS ONLINE
Creating an invoice in QBO will create an accounts receivable for your clients. There are several
ways to create invoices. You can create invoices from the Sales page.
1. Click Sales and then click Customers. The customer list displays.
2. To create an invoice for specific customer, you can do one of the following:
a. Click the Drop-down menu and then Create Invoice next to the customer
name. The invoice window displays.
b. You can click the Create menu at the top of the QuickBooks window to enter an
invoice.
3. Complete the Invoice form. There are several key elements to completing the form. They
are the following:
a. Choose the Customer.
b. If the customer’s email address does not appear to the right of the name, you can
enter the email address. This address lets you email invoices and will help
automate the process for your client.
c. The billing address should display for you. You can update the address here if
necessary to save it to the customer record.
d. Choose the Terms if applicable. The terms let you offer discounts and other
payment terms to customers.
e. Choose the Invoice date and Due date if applicable.
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f.
Choose the tax situation
i. Exclusive of sales tax - The price or cost of items shown in the Amount
column does not include sales tax (net price). Only the total amount
includes sales tax; line and subtotal amounts do not. The sales tax amount
is shown as a separate amount at the bottom of the form and is not
included in the subtotal.
ii. Inclusive of sales tax - The price or cost of items shown in the Amount
column includes sales tax (gross price). Sales tax is included in each of the
amounts (line, subtotal, and total) of the sales form. The total amount
of sales tax is also shown at the bottom of the form.
iii. Out of scope of sales tax - Items are not subject to sales tax.
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g. Choose the Product/Service. QuickBooks will complete the Description if it is
included in the product or service setup. If it is not, you can enter a description
for the customer. Repeat this step for each product you add to the invoice.
h. Enter a Quantity.
i. QuickBooks may also enter a Rate from the product or service setup. If it does
not, you can enter the sales rate.
j. QuickBooks completes the Amount for you.
k. Choose the Sales Tax rate.
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l.
Attach any documents at the bottom of the invoice window. This lets you add any
relevant documents to the customer transaction. You can add documents up to
25 MB. These documents can be sent via email as attachments with a customer
invoice.
4. After completing the invoice, click Save and Close.
5. Alternatively, you can click Save and send.
6. Click Send to complete the process.
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CUSTOMER PAYMENTS
After creating an invoice, you can receive a customer payment and apply it against the invoice.
To receive a customer payment:
Click Customers.
Click Receive Payment on the customer name. The Receive Payment window displays.
Enter the Payment Method.
Enter a Reference No. This can be a cheque number or some other form of reference
information.
5. Choose the Deposit to account. NOTE: This is important to ensure that your clients
select the correct account from the account options. There is no default that will force
the client to choose undeposited funds. This is considered best practice to choose
undeposited funds. This will serve as a control account.
6. Enter the Amount Received. QuickBooks automatically applies the payment(s).
7. You can edit how they are applied in the Outstanding Transactions section of the
window.
1.
2.
3.
4.
8. Click Save and close.
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MAKE DEPOSITS
After you have received customer payments the next step is to deposit the funds. You can
create new transactions from the Quick Create menu
To make a deposit:
1. Click the Create
+
menu.
2. Click Bank Deposit.
3. Select the Existing Payments to deposit.
4. Click Save and New.
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SALES RECEIPTS
Instead of creating invoices to record sales, your clients may receive funds at the time of the
sale. Record these sales using Sales Receipts. The Sales Receipt is meant to record an
immediate acceptance of payment while an invoice represents an expected payment in the
future.
This transaction lets you create the sale and record payment information on one form. To create
sales receipts:
1. Click the Create
+
menu  Click Sales Receipt.
2. Choose a customer  Choose a Payment method.
3. Enter a Reference. No.  Choose the Deposit to account.
4. Enter the sales using the Product/Service lines. Enter the descriptions, QTY, Rate
and Sales Tax.
5. Click Save & Close.
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DELAYED CHARGES OVERVIEW
Record delayed charges to record charges over a period to be invoiced later (This feature is only
available in QuickBooks Online Plus). Delayed charges let your clients accumulate charges to
clients and add them at a later time to a customer invoice. These are non-posting transactions
until you convert the charges into an invoice. This feature is only available in the QuickBooks
Online Plus version.
Delayed Charges
To create delayed charges:
1.
2.
3.
4.
Click the Create + menu.
Click Delayed Charges.
Enter the charges as you would on a regular invoice.
Click Save and close.
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To Invoice for Delayed Charges:
1. Click the + Create menu.
2. Click Invoice.
3. Enter the Customer that has delayed charges on their account. After choosing the
customer, QBO displays a “drawer” that slides in from the right-hand side of the invoice.
4. Choose the charges to add to the customer invoice. Click Add to add charges to the
invoice.
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CREDIT MEMOS & REFUND RECEIPTS
There are several additional important transactions that your clients may enter in QuickBooks.
In this section, you will learn about the following transactions:
•
Credit Memos – enter a credit memo to record a credit to a customer. The Credit memo is
usually used to issue credits when customers have accounts receivable or outstanding
invoices.
•
Refund Receipts – Record to refund given to a customer. The Refund Receipt is used when
a customer has purchased a product or service from the business using a Sales Receipt.
Credit Memos
Your client will record a credit memo to offer credits for a variety of reasons. The credit memo
creates a “negative invoice” for the client. They can apply it against the oldest outstanding
invoice (QuickBooks setting) for the customer or apply it against an invoice of their choice. To
create a credit memo and apply it automatically for the client, do the following:
1. Click Create  Credit Memo.
2. Complete the Credit Memo (complete this form like the invoice form).
3. Click Save and Close.
NOTE: By default, QuickBooks automatically applies the payment against the oldest
outstanding invoice. You can edit this setting. See next page.
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Credit Memos Settings
QuickBooks Online automatically defaults a setting related to QuickBooks credit memos. This
setting automatically applies credits against the oldest customer invoice. If you don’t want to
have QuickBooks automatically apply credits you would do the following:
1.
2.
3.
4.
5.
Click the Gear icon
Company Settings
Click Advanced
Click Automation to edit.
Deselect Automatically Apply Credits
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This changes the way that you apply credits. To apply an outstanding credit, do the following:
1. Create the credit memo
2. Click Create  Receive Payments
3. Select the invoice that you are receiving a payment against.
4. QuickBooks Displays the outstanding Credits. Select the credit(s) that you want to apply
against the invoice.
5. Click Save to complete the step of applying the credit against the invoice.
NOTE: If you applied a partial amount, QuickBooks keeps the remaining amounts open on the
credit memo, to be applied later.
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Refund Receipts
After creating a sale receipts your clients may need to issue a refund for products and services.
To issue a refund to a customer, you’ll create a Refund Receipt.
1. Click Create > click Refund Receipt
2. Complete the form including what account you are issuing the refund from.
3. Click Save & Close.
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SALES REPORTS
QuickBooks includes many default reports for tracking sales and accounts receivable.
A/R Aging
To create an A/R aging report:
1. Click Reports  All Reports
2. Manage Accounts Receivable  A/R Aging Summary
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Customer Balance Detail
1. Click Reports  Click All Reports
2. Click Manage Accounts Receivable  Click Customer Balance Detail
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CUSTOMER STATEMENTS
Your clients can create statements for their customers.
To create a statement:
1. Go to the Create menu.
2. Click Statement.
1. Choose the Statement Type  Enter the Statement Date.
2. Enter the dates as needed  Print of Preview to view the statements.
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CHAPTER 4 - EXPENSES IN QUICKBOOKS ONLINE
QuickBooks Online lets you manage expenses of all types including debit, credit card, entering
and paying bills and others. Simple transaction forms let your clients make entries easily and
efficiently.
SUPPLIERS
& EXPENSES OVERVIEW
Managing your client’s suppliers and expenses information is critical to their success. In this
section, you learn about how to enter day-to-day expense transactions. Many expense
transactions can be automated if you’d like to avoid regular data entry. Expense transactions let
you record different payment methods including debit, credit card, online payment, and
whatever payment method that your clients use.
OBJECTIVES
After completing this lesson, you should be able to:






Add Suppliers
Expenses vs. Accounts Payable
Enter expense transactions including credit card, debit card and others
Enter Bills  Pay Bills
Supplier Credits
Writing Cheques
CHEQUES VS. BILLS IN
QUICKBOOKS
QuickBooks handles a variety of expense related transactions. Depending on the complexity of
your client businesses you may use a combination of QuickBooks transactions. Many clients do
not understand when you to expenses vs. Bills in QuickBooks.
Bills  Pay Bills
This workflow should be used when accounts payable is important to your clients. This workflow
required two steps. Enter bills then pay bills. Bills can be paid using different payment methods.
Expenses
The expense transactions should be used whenever a cheque is not going to be created.
QuickBooks has an expense form that can be used for credit and debit card transactions,
automatic withdrawals, EFT, and other transactions used by your clients.
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ADDING SUPPLIERS
Before entering expenses, it is a good idea to add suppliers. To add a new supplier in
QuickBooks Online:
1.
2.
3.
4.
Click the Suppliers link on the left-hand pane of the QBO window.
Click New Supplier.
Complete the Supplier Information.
Click Save.
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ENTER BILLS IN QUICKBOOKS ONLINE
To enter accounts payable in QuickBooks Online, click Create +. This bill window is best used
to record bills to be paid later. Most other expenses can be recorded using the expense type of
transaction.
To Enter Bills:
1.
2.
3.
4.
Click Bills  Enter the Supplier.
Enter the expense Account  Enter a Description.
Enter the Amount and choose the Tax Rate.
Click Save and Close.
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PAY BILLS
To pay multiple suppliers at one time you can use the Pay Bills window. This is a great feature
for larger clients who may need to do large batches of payables transactions. To pay bills from
the Pay Bills window:
1. Click the + button and choose Pay Bills  Click Filter to filter the bills.
2. Select the Bills to Pay from the Payee column.
3. Edit the amount to pay in the AMT to PAY column  Select Print Later to print
cheques later.
4. Click the Save option. You can click Save and Close or Save and Print.
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ADDING
EXPENSES
Using the Expense transaction in QuickBooks Online you can create different types of expense
transactions like Debit, Wire, Online Banking payments and more. This feature lets you create
multiple types of transactions from one window. To create an expense transaction:
1.
2.
3.
4.
5.
Click the Create + menu  Click Expense.
Choose a Supplier  Enter the Date.
Choose a Payment Method  Choose an account.
Enter a Description  Choose the Sales Tax rate.
Click Save and Close.
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CHEQUES IN QUICKBOOKS ONLINE
On rare occasions, your clients may write a cheque without a bill. This can be handled in
QuickBooks. Create cheques in QuickBooks as needed using the Cheque option under the create
menu.
1.
2.
3.
4.
Click the + sign and click Cheques  Choose the Supplier.
Choose the Bank account  Choose the expense Account.
Enter a Description  Enter the Amount and choose Sales Tax.
Click Save and Close.
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SUPPLIER CREDITS
Your client will create supplier credits if they must return goods to a supplier or if they receive a
credit from a supplier to be applied against.
1.
2.
3.
4.
Click Create  Supplier Credit
Complete form including Supplier name, Account.
Enter the Amount and Sales Tax.
Click Save & Close.
NOTE: QuickBooks automatically applies the credit against the oldest outstanding bill.
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SUPPLIER REPORTS
To create reports for payables to your client’s suppliers, QuickBooks provides several key
reports.
AP Aging Summary
Create the A/P Aging detail report to view the detailed outstanding bills by supplier. Run the
report by:
1. Click Reports
2. Click Manage Accounts Payable
3. Click A/P Aging Summary
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REPORTING ON EXPENSES
To find out details about where your clients spend their money you can create the Expenses by
Supplier Summary. To create this report:
1. Click Reports
2. Review Expenses and Purchases
3. Expenses by Supplier Summary
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REIMBURSABLE EXPENSES
Many service businesses will invoice for their time/service plus the expenses they incur.
QuickBooks Online can track reimbursable expenses to customers and remind the user to add
those reimbursable expenses to invoices.
The reimbursable expenses feature is only available in the Plus version of QuickBooks Online.
The feature needs to be enabled before tracking expenses to customers. To enable the feature:
1. Click Gear  Company Settings
2. Click  Expenses
3. Click Edit Select Track expenses and items by customer
4. Click Make expenses and items billable
5. Click Save  Click Done.
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Note: You can track billable expenses and items as income in a single account or multiple
accounts. This is setup in the chart of accounts.
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After enabling the feature, you can add expenses to customers and make them billable. To do
this open any expense transaction including purchase orders, expenses, cheques and bills.
1. Click Create  Expense.
2. Enter the expense information as you usually would.
3. In the Customer field, choose the customer to whom you want to track the expenses for
reimbursement.
4. Select the Billable checkbox.
5. Create an invoice for the customer and QuickBooks will prompt you to add the
reimbursable expenses to the invoice.
6. Click Add to add the expenses to the invoice  Click Save to complete the process.
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CHAPTER 5 – BANKING & COMPANY ACTIVITIES IN
QUICKBOOKS ONLINE
Banking is a critical day-to-day function of small business. QuickBooks makes data entry and
account reconciliations easy with bank feeds. If your clients want to save time and reduce data
entry task they can use the automated bank feeds in QuickBooks to feed transaction
information directly into QuickBooks.
OBJECTIVES
After completing this chapter, you should be able to:



Make a bank transfer
Reconcile an account
File Sales taxes
BANK TRANSFER
An important transaction in QuickBooks is recording bank transfers. You can record a transfer
that your client does online or at the bank in QuickBooks. To create a transfer:
1. Click Create > Transfer
2. Complete the Transfer Funds From and Transfer Funds To fields to include the
accounts you are transferring between.
3. Enter the Amount and Date.
4. Click Save and Close.
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BANK RECONCILIATION
The purpose of your bank reconciliation is to:
1. Match individual transactions from QBO to your transactions on your bank statement
2. Match your ending balance from your bank statement to the cleared balance in
QuickBooks Online.
To reconcile your bank account:
1. Click Gear Icon/Company Menu, and then click Reconcile.
2. Choose the Account under the Which account do you want to reconcile?
3. Complete the Enter the following from your statement section including the Ending
balance and Ending date.
4. Complete the Enter the service charge or interest earned, if necessary section.
NOTE: this is optional. You can enter these transactions using another type of
transactions like expense or journal entry.
5. Click Start reconciling.
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6. Select the transactions that have cleared the bank account on the bank statement.
Reconciliation Tips
• Click the down arrow in the summary section to expand the window. This lets you view
the details of the reconciliation as you reconcile. This section of the window displays the
Balances, Payments, and Deposits.
• Filter the reconciliation window by clicking the one of the 3 options of Payments,
Deposits, or All. QuickBooks default view is All.
• Sort the list of transactions by clicking the column heading.
7. After you’ve completed marking the cleared transactions from your bank statement, click
Finish Now or click the down arrow to Save for Later or Close without Saving.
NOTE: As part of the QuickBooks Online Accountant edition you can undo the reconciliation for
your client. Your client does not have access to this feature in their version of QBO.
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FILING SALES TAXES
To file your client’s sales taxes:
1. Click the Taxes. QBO displays the Sales Tax Centre, which includes all the taxes that
you track in your business. QuickBooks displays a summary view of the next return to
file.
2. Click View Reports to create a sales tax liability report.
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3. Click View summary to review the summary report for the filing period.
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4. After reviewing and printing the report, click Sales Tax, and then click Prepare Return.
5. The return window will match the sales tax report, you just created. Click Mark as Filed
to complete the GST/HST Return.
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NOTE: QBO marks each of these transactions as filed. It gives you a message indicating that
QuickBooks will close the books for the tax period.
6. QuickBooks marks each transaction in the period as filed. Click Continue.
7. Click Record Payment to pay for this sales tax filing.
8. Enter the payment information including the Account, Payment date and Payment
amount.
9. Click Save to complete the payment.
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CHAPTER 6 – AUTOMATION IN QUICKBOOKS ONLINE
Automating the work that you do in QuickBooks will help you save time and enter data in the
most accurate and efficient way possible. QuickBooks lets you automate a variety of
transactions using bank feeds and recurring transactions. You can automate additional date
entry when you use partner apps to integrate with QuickBooks.
OBJECTIVES
After completing this chapter, you should be able to:






Setup a bank feed
Categorize client bank feeds
Create Bank Rules
Create recurring transactions
Create and send reports automatically
Understand how apps can help automate your practice
BANK FEED IN QUICKBOOKS
The Banking page is where you connect your accounts and download transactions. This is
sometimes known as "bank feeds." Once you begin adding and matching your bank feed
transactions into QuickBooks, the process gets easier and faster over time. QuickBooks learns
from your decisions and offers smart suggestions to speed the work for you.
Note: The first download after setting up the bank feed will include the last 90 days of
transactions. If you’ve already added and reconciled these transactions, they can be excluded.
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SETTING UP BANK FEEDS
1. Click Home, then Connect Account.
2. Search for your bank or credit card name or choose from the list of common banks.
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3. Enter the client’s banking or credit card information.
4. Click Sign In.
5. QuickBooks may require extra information. This is a security feature. NOTE: Some
accountants get a “read-only” access bank card for this purpose. It has limited access
but meets the requirements to setup a client bank account.
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6. In the Connect an Account choose the QuickBooks account that the online account will
link to.
7. Click Connect.
8. Click Let’s go! to complete the connection.
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PROCESSING TRANSACTIONS IN THE BANK FEED
With your transactions now in QuickBooks Online, you are ready to allocate them to the
required expense categories.
There are 4 types of transactions that you will work with in the bank feed.
Matched – transactions that QuickBooks recognizes that match the bank download
Rule – a rule that you add to QuickBooks that automatically categorizes transactions
QuickBooks “Rule” – suggestion that QuickBooks makes based on historical information from
QuickBooks
Uncategorized Expense/Uncategorized Income – QuickBooks needs your help to
categorize the transaction.
1. Click Home.
2. Click To Review. QuickBooks displays the bank feed window.
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3. In the For Review tab, first review the Match transactions.
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4. After reviewing the transactions, click Match to confirm and enter the transactions in
QuickBooks Online.
5.For transactions labeled in Green, QuickBooks suggests a category you can click Add if the
category is correct, or click the transactions to expand it and edit the category and other
information as needed.
6. For transactions that are not matching, you’ll click on the transaction to process.
7. Complete the information as needed.
8. Click Add to complete the transaction.
NOTE: After adding transactions to QuickBooks, they move from the For Review tab to the In
QuickBooks tab.
NOTE: When you first download, QuickBooks downloads the last 90 days. If these are not
needed, select the transactions  click Batch Actions  Click Exclude Selected.
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BANK RULES
On the Banking page, you can set up rules to tell QuickBooks what to do with bank items that
meet conditions. Rules help you control, customize, and automate how you use the Banking
page in QuickBooks.
Even without rules, QuickBooks makes it easier for you to accept bank transactions quickly.
When QuickBooks downloads your bank transactions, it does the following:
•
•
•
•
Cleans up cryptic bank descriptions
Suggests logical categories based on bank descriptions
Remembers changes you made before, and applies those changes to similar transactions
Looks for matches among the transactions you already entered into QuickBooks
Rules go beyond the automatic processing to give you a finer level of control. They scan
downloaded bank items for certain criteria you specify, and then assign particular payees,
categories, classes, locations, and more to them. Rules can even help automatically split items
between categories and more.
To add a rule:
1. In the navigation bar  click Transactions > Banking.
2. Click drop-down arrow  Manage rules from the list.
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3. Click New rule.
4. Enter a descriptive name and select whether the rule is for a money-in or money-out
transaction.
5. Rule names can have only letters, numbers, and spaces.
6. Select the bank account the rule applies to.
7. Set up the conditions QuickBooks should look for when downloading bank items:
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RECURRING ENTRIES
Creating an invoice in QBO will create an accounts receivable for your clients. You can automate
the invoice by clicking Make Recurring at the bottom of the invoice window.
1. To create an invoice for specific customer, click Create Invoice next to their name. The
invoice window displays.
2. Complete the Invoice form. There are several key elements to completing the form. They
are the following:
a. Choose the customer
b. Choose the Invoice date and Due date if applicable.
c. Choose the Product/Service  Enter a Quantity  Rate
d. Choose the Sales Tax rate.
3. Click Make recurring.
4. Click Save Template. This will not only create the invoice but also send it automatically
on the assigned date.
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ATTACHMENTS
QuickBooks Online lets your client upload and save attachments on any transaction. This makes
referencing the client’s source document easier and more efficient. To add an attachment:
1.
2.
3.
4.
Open an invoice
Click attachments icon
Browse for the attachment
Click Save
NOTE: Now QuickBooks Online lets you view the source document when viewing the
transaction. This is helpful for receipts, bank statements, copies of transactions, etc.
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QUICKBOOKS ONLINE MOBILE
A powerful component of QuickBooks Online is the ability to use QuickBooks Online on mobile
devices. You can download the mobile app from the iTunes store or the Google Play store.
DOWNLOADING THE MOBILE APP
To download the mobile app, you can visit the iTunes store to download the free QB application.
You can also download the app from the Google Play store.
The QB app is a free app designed to help your clients who are on the go to capture and enter
information on their mobile devices.
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OPEN QUICKBOOKS MOBILE
After downloading the iPhone app from the iTunes store, you can access the app from your
home screen.
You can do the following activities in the mobile app:
•
•
•
•
•
•
Add Customers
Add Notes
Add Products & Services
Add Suppliers & create expenses
Create Estimates, Sales Receipts, Invoices, & Customer Payments
Process bank transactions
Activities like filing sales tax, bank reconciliations and other accounting specific tasks can only
be completed in a web browser.
To open the QuickBooks mobile app:
1.
2.
3.
4.
Tap the QuickBooks app.
Enter your User Name.
Enter your Password.
Click Sign In.
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NAVIGATING QUICKBOOKS MOBILE
After signing into the QBO mobile app, QuickBooks displays two tabs; a Dashboard and
Activity.
Tap the Menu option in the top-left corner of the app.
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ADD CUSTOMERS ON MOBILE
To add customers using the QBO App:
1. Tap the Customers +
2. Enter the Customer information.
3. Click Save.
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CREATE INVOICES
1. Tap the + symbol.
2. Tap Invoice.
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3.
4.
5.
6.
7.
8.
9.
Tap Invoice.
Enter the Inv. #
Date, Due Date, and other information
Tap Add Line Item to items for sale.
Choose the Tax
Click Save.
Review the completed invoice after you click Save.
NOTE: The mobile app lets you email invoices directly from your mobile device.
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PROCESS BANK TRANSACTIONS ON MOBILE
1. Tap the Menu  tap Banking.
2. Tap New Transactions.
3. Tap a transaction to add information.
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CHAPTER 7 CLIENT FILE SETUP
Setting up a new client file can be fast and efficient in QuickBooks Online using the tools
provided by QuickBooks Online Accountant. QuickBooks lets you setup the basics and then you
can add information as needed based on the client’s needs.
OBJECTIVES
After completing this chapter, you should be able to:






Setup a client file and add team members
Set wholesale pricing for a client file
Import list information including chart of accounts
Edit company settings
Sales form setup
User setup
COMPANY SETUP
You can setup QuickBooks Online for your client from the QuickBooks Online Accountant. In the
QBOA window, click the Add Client button. QBO displays basic information for your company.
1. Enter the Client contact information.
2. Click the Add more info link to add contact details for the client.
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3. Choose the QuickBooks subscription for your client (see next section for details on
Wholesale discount)
QUICKBOOKS SUBSCRIPTIONS
As part of the QuickBooks Online Accountant version you have the benefit of offering your
client’s wholesale pricing. There are two wholesale billing options.
Option #1 Wholesale discount (firm is billed)
In this option your firm will pay for the client’s subscription. You’ll receive the wholesale pricing
discount of 50%. In this option the wholesale pricing details are the following:
•
•
•
•
Discount – 50% off
Duration – Life of the Subscription
Consolidated Billing – all your clients that are included in your client list under
wholesale pricing will display on one consolidated bill per month with one charge to your
credit card
Unlimited Users – For your clients where your firm pays, your clients can have
unlimited users in their company file (regular company files are limited to 1,3, or 5
users)
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Benefits
•
•
50% off for the life of the subscription
Consolidated Bill – one credit card charge and one bill that includes all your clients
included under wholesale billing.
Option #2 Direct discount (client is billed)
When you choose this option, your client will pay for their subscription. The client will receive
wholesale pricing. In this option the wholesale pricing details are the following:
•
•
Discount – 50% off
Duration – 1 year
4. Choose the subscription for your client. QuickBooks displays the following window. If
you’ll be the Master Admin of the client’s QuickBooks, click Make me the Master
Admin of this client’s QuickBooks Company.
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5. Under the Team Access section of the client setup, you can select which team members
in your firm can access your client.
6. Click Save.
7. Enter the Wholesale Billing Information if required.
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COMPANY SETUP
Following the basic setup, open the client file in QuickBooks Online Accountant.
Answer the remaining setup questions.
1. What’s your business called?
2. How long have you been in business?
3. Click Next.
NOTE: If you’re converting a client from QuickBooks Desktop you’ll select I’ve been using
QuickBooks Desktop and want to bring in my data.
4. Choose the options available that apply to your client’s business.
5. Click All set.
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6. QuickBooks Online opens the company file to the Home page. The items chosen on the
previous window now display at the top of the Home page. Click any item to complete
the task.
NOTE: It is recommended you setup the client’s bank feed from this window. See Chapter 6 for
review.
Importing Your Data
If you are currently using QuickBooks desktop or another accounting software program you can
import list information into QuickBooks Online from Microsoft Excel.
To import a data file:
1. Go to the Gear icon
2. Click Import Data.
3. Then choose the type of data you would like to import.
4. Find your data.
5. Click Next.
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6. Review the data to ensure it is mapping correctly.
7. Click Next.
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8. Click Import to complete the import.
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Company Settings
In QuickBooks Online, there are settings that let you customize QuickBooks Online to your
client’s business. You can use these settings for a wide variety of purposes. The settings are
where you enable features, disable features, and select options to customize QuickBooks Online
around your company needs and your personal working style.
In this section, you’ll only learn some of the basic settings needed when you first setup a client
in QuickBooks Online.
1. Click the Gear icon menu in the top right corner.
2. Click Account and Settings.
3. The Account and Settings window displays for you. There are over 60 settings that can
be edited in this window. When you first setup QuickBooks Online, it’s not necessary to
edit every setting. There are several important settings to edit. Other settings can be
updated later.
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Company Contact Information
The company information section at the top of the window is important. This contains the
company contact information. This information will be completed with the information that you
entered when you first setup the company file.
If the company contact information changes this is the location where you will update the
information.
The contact information is entered in the Company Settings. Enter the Business number in
the appropriate field.
Update, add or remove information in the Contact info. section.
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Accounting Information
You can update the Accounting information under the Advanced section.
1. Click Advanced.
2. Click Accounting.
3. To save any changes, click Save.
Set the fiscal year for your client, Closing Date, and other information in this section.
Note: Clients sometimes make mistakes that you want to avoid. QuickBooks Online
has a feature called, Close the Books to help your clients avoid making these entries.
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Close the Books
1. Select the Close the books option.
2. Enter the Closing date in the Closing date field. Enter a closing date. In addition to
setting a closing date, QuickBooks Online lets you select one of two warning options.
a. First, you can choose, Allow changes after viewing a warning. This option will
warn users that they are about to save a transaction that is dated prior to the
closing date. If they choose, they can continue and save the transaction.
b. Second, you can choose Allow changes after viewing a warning and
entering password. This option warns the user that they are about to save a
transaction dated prior to the closing date as well as requires the user to enter a
password. This is the best practice to ensure that users do not save entries in
previous accounting periods.
3. Enter the password again in the Confirm password field. Now you know that Big Time
Fitness cannot make errors in previous periods.
4. Click Save.
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Date, Time & Warning Settings
QuickBooks Online lets you edit the date and time setting within the software.
1.
2.
3.
4.
5.
6.
7.
Click Advanced.
Click Edit next to the Other preferences settings.
Click Date Format.
Edit the Date Format for your client needs.
Click Save.
Select
Click Done to close the Company Settings window.
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Basic Sales Tax Setup
Before your clients record any sales or expenses, it’s important to make sure that sales tax is
setup. QuickBooks knows the location of your client’s business based on their company
information entered during the setup.
To complete the setup, you must enable the sales tax option. To turn on sales tax:
1. Click Taxes.
2. Click Set up sales tax.
3. Choose your Province or Territory.
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4. Add the appropriate tax information for your client’s business.
5. Click Next.
QuickBooks confirms the setup of sales tax.
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Chart of Accounts
The chart of accounts is a critical part of QuickBooks Online. Click the Gear icon to view the
Chart of Accounts. Who sets up the client file will determine what type of chart of accounts your
clients have. The two different scenarios are the following:
1. Client sets up QuickBooks Online: If your clients purchase and setup QBO they will
be asked for an industry type and they QBO will setup a chart of accounts for your client.
This is convenient for your client because they will have sufficient information to get
started. However, if you want to standardize the chart of accounts for all your clients,
you will have some work to do.
2. ProAdvisor sets up QuickBooks Online: If you setup you client files from the
QuickBooks Online Accountant version QuickBooks will provide you with a minimal chart
of accounts. This lets you import or add a standard chart of accounts.
Customize invoices
To customize invoice templates:
1. Click the Gear icon.
2. Click Custom Form styles.
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3. Click New Style. d Invoice, Estimate or Sales Receipt
4. There are 2 main elements that you can edit in the customization of forms. They are the
Design of the form and the Content the form will contain.
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5. Click Design to customize the appearance of the form. From this window, you can do
the following:
o Change the template. Click Change up the Template, and then choose from
one of the 5 template options.
o
Click Make Logo Edits. Add or remove the logo, resize the logo and place it on
the form, from this section.
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o
o
Click Try Other Colours. Choose from the color palette available or enter your
own.
o
Click Get Choosy with your Font. Select a font that works for your form.
Click When in Doubt Print it out to edit the margins.
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6. Click Content to customize the body of the form.
7. Click one of the three sections on the form template to the right. Click the Header, Body,
or Footer to edit each section.
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8. Click Header to edit the following:
o Business name, phone, email, and other contact information.
o Enter the Form name and choose Form Number options.
o Add or remove fields to display under the Display options.
9. Click the Table section to edit the body portion of the template.
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Add or remove columns from the body of the template. Reorder the columns by dragging the
icon to the left of the field up or down.
Click Edit Labels and Widths to edit how the columns display.
10. Click the Footer portion of the page to edit the footer. Add or remove information from
the footer.
11. Click Done to complete the setup of the form.
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Setup Users
You can add users for your client and assign them limited permissions within QuickBooks. There
are 4 types of users:
•
•
•
•
Regular or custom user
Company Administrator
Reports only
Time Tracking only
To add a user:
1. Click the Gear Icon  click Manage Users.
2. Click New.
3. Choose a type of user  Next.
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4. Select the user’s access rights  click Next.
5. Select the user’s administrative rights  Click Next.
6. Enter the Email address of the user to add  Click Next  Click Finish to send the
invitation to the user to complete the setup.
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CHAPTER 8 – REPORTS IN QUICKBOOKS
There are many preset reports in QuickBooks Online that provide information for your client.
They are listed in the Reports page on the navigation bar. Click the navigation bar to view what
reports are available.
OBJECTIVES
After completing this chapter, you should be able to:




Create default reports for your client
Customize a report using filters, and column customization
Save reports as .pdf and .xls
Save customized reports
REPORT CENTRE
Click the Reports link in the navigation bar to open the report centre. The report centre includes
several different categories of reports.
Recommended – reports that are commonly run reports for small business
Frequently run – reports frequently run by your client
My Custom Reports – customized reports created by your client or shared by you with your
client
Management Reports – financial statements
All Reports – list of all reports sorted into categories
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To view Accountant reports:
1. Click All Reports
2. Click Accountant Reports
Click any category of reports in the Accountant Reports section to view specific reports about
your client business.
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Profit & Loss Report
This report is also called an income statement. It summarizes your income and expenses for
each income or expense account on your chart of accounts, so you can tell if you're operating at
a profit or a loss. To create a profit and loss report:
1. On the Reports link, under Company Reports, click Profit & Loss. QuickBooks creates
the reports based on the year to date information.
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Balance Sheet Report
To create a Balance Sheet report:
1. In Accountant Reports,
2. Click Balance Sheet.
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CUSTOMIZING REPORTS
To change the view on any report:
1. On any report, click Customize.
2. Edit the report using the two menu options on the report. You can sort the information
add notes and edit the header of the report.
3. Click the right-side menu option to save the report or to send it to excel. Click the Gear
icon to customize the columns.
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4. Click Customize continue to customize the report. You can customize the report by
changing the following:
o
Report period
o
Number format
o
Rows/Columns

Select columns to add or remove

Drag and drop the columns to reorder
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5. Click Filter.
o
Select Filter  Choose more details
6. Click Header/Footer to edit the report information.
7. Click Run Report.
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SENDING REPORTS TO EXCEL
QuickBooks is a powerful reporting tool. To further analyze you may want to use Excel to do
further financial analysis. QuickBooks helps you get started by exporting reports to excel with
one click exports. QuickBooks maintains the formulas and formatting after sending the report to
Excel. To export a report to Excel:
1. Go to Reports and run a report.
2. On the report…click the Export report icon.
3. QuickBooks saves the report and downloads it to your computer. Click the report to
open.
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AUTOMATED REPORTS
Using QuickBooks Online, you can have reports automatically sent by email to yourself and
others at regular times (e.g. 1st of the month).
Any customized reports can be saved as part of a Report Group.
1. In My Custom Reports, click Edit to edit the Report Group Settings.
2. Click Set email schedule.
3. Edit the email schedule for your client.
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CONCLUSION
To take the QuickBooks Online Certification exam, login to your QuickBooks Online Accountant
account and then click the ProAdvisor tab. Click the Certification tab and click Take exam.
You can take additional training classes online or in classrooms across Canada. You can view all
upcoming training classes in the Certification tab.
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APPENDIX I
AUTOMATION USING APPS
There are many apps in the Apps centre in QuickBooks that will help you be more efficient as a
bookkeeper or accountant. Apps to automate data are going to help you reduce or eliminate
data entry. This can save you and your teams time and money. In this section, we review
several common apps that accountants and bookkeepers are using to automate their data entry
work and other processes in their practice and for their clients.
Notes:
•
•
The information presented in this section will not appear on the QBO Certification exam.
There are many apps available in the Apps Centre. We’ve chosen common apps but
there are many alternatives to these apps if you search for them.
Automation of Accounts Payable and Expenses
One of the most challenging parts to data entry is recording credit card receipts, bills, and other
expenses. The bank feed does a great job entering some of this data. There are two apps that
will help with these tasks.
Hubdoc – Hubdoc.com
Hubdoc is an app designed to fetch your client’s statements and bills and automatically enter
them in QuickBooks. It also manages the receipts and bills that you can scan from your
computer or using the mobile app. Using this app will automate the data entry of bills and many
expenses.
To Setup Hubdoc you do the following:
1. From the QuickBooks Apps centre find Hubdoc and click Get App now.
2. Create an account.
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3. Click Launch from the My Apps tab in the App Centre.
4. Click Add account to add a new supplier bill or statement.
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5. Like the setup of QBO bank feeds, enter your online credentials with the supplier.
6. Click Add account.
7. Hubdoc adds the supplier.
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8. Setup the supplier account by going to the bill. Click the Edit icon (far-right on the bill) 
click Configure.
9. Update the information and then click Publish.
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Plooto – Plooto.co
Plooto works with QuickBooks to automate online bill payment. You can pay bills from Plooto
that come from QuickBooks. When they’re paid, they are paid in QBO, automating the Pay Bills
process.
To setup Plooto:
1. Go to the App Centre and click Get App Now.
2. Click Authorize.
3. Plooto synchronizes your bills from QuickBooks automatically.
4. Select the bills to Pay and QuickBooks will receive updated information for Plooto to
automate the Bill Payments.
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Automation of Accounts Receivable
InvoiceSherpa – Invoicesherpa.com
Automate accounts receivable for your clients. This app lets you setup automated reminders for
your client’s customers. You can customize automated reminders using emails and text
messaging. Setup recurring payments for your clients or even your own firm. To setup
InvoiceSherpa:
1. Go to the Apps centre  find InvoiceSherpa.
2. Click Get App Now.
3. Click Authorize.
4. Click Invoice Reminders.
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5. Drag and drop the type of reminder you want to setup for your client or for your firm.
Choose to setup reminders for before the invoice is due or when it is past due.
6. Click Customer Portal to preview the customer’s view in the portal
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Report Automation
Fathom Reporting – Fathomhq.com
Fathom is designed to help you get more out of QuickBooks reports. It’s designed to provide
Key performance indicators, and other powerful visual reports. To connect Fathom:
1. Go to the App centre and find Fathom  click Get App Now.
2. Click Add a Company
3. Click Select to choose QBO as the data source.
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4. Click Connect to QuickBooks
5. Sign-in to QuickBooks.
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6. Click Authorize.
7. Choose the date range for the data import.
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8. Click the 3 icons to edit the Settings, run Analysis or Reports.
9. Click Analysis to view a visual representation of QuickBooks data.
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ADDITIONAL RESOURCES
Intuit Sales Team
Contact Sales at: 1-800-452-9970
RESOURCES FOR ACCOUNTING PROFESSIONALS
Intuit Canada website
https://quickbooks.intuit.ca
Find-an-Accountant
Find a trusted network of experts and ProAdvisors who can help with your QuickBooks setup,
bookkeeping and tax planning
http://proadvisor.intuit.com/search/index-standalone.html?v3&region=ca#/landing
QuickBooks Online Training for Accountants and Bookkeepers
Current QuickBooks Online training schedules are included on this website, along with short
videos, QuickBooks Online Certification training recordings, and resources for small businesses
http://proadvisor.intuit.ca/cloud-accounting/accounting-resources/training.jsp
QuickBooks Learn & Support
Search for resources which includes support articles, videos and tutorials that address the top
FAQ’s for QuickBooks Online, QuickBooks Desktop and T2 Corporate Tax
https://community.intuit.com/products/quickbooks-help-en-ca?_cr=3
RESOURCES FOR SMALL BUSINESSES
QuickBooks Small Business Centre
Small Business resource for Accountants and Bookkeepers that features topic like tax, working
in the Cloud, Apps for your business and business growth strategies
http://quickbooks.intuit.ca/r/
QuickBooks Tutorials
Short videos with step-by-step instructions to learn how to use QuickBooks
http://quickbooks.intuit.ca/tutorials/
QuickBooks Webinars
Live online sessions that will help you get started on the features and functions of QuickBooks
http://quickbooks.intuit.ca/tutorials/webinars/
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PAYMENTS, PAYROLL AND APPS
Payments
Get started with QuickBooks Online Payment
http://quickbooks.intuit.ca/payments/
Payroll
Features and benefits about Direct Deposit and QuickBooks Online Payroll
http://quickbooks.intuit.ca/payroll-software/online-payroll-software/
Apps
Browse and sign-up for Apps that enhance the QuickBooks experience
https://apps.intuit.com/
SOCIAL MEDIA
Intuit Accountants News Central
Accountant Blog that features business and industry trends, newsletters and expert advice, on
topics like Apps for your business and business growth strategies
https://www.firmofthefuture.com/?countrySelect=Canada
Facebook
Connect with Accountants and Intuit product experts for insights and have questions answered
https://www.facebook.com/IntuitQuickBooksCanada/
Twitter
Have a question? Our Intuit experts are available to help
https://twitter.com/QuickBooksCA
YouTube
Videos and discussions
https://www.youtube.com/channel/UCM3hMaFsFdMlPznK_Qg4nlQ/featured
Contact Us
In-product chat also available within the ‘ProAdvisor’ Support tab
https://help.quickbooks.intuit.com/en_CA/contact
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