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Bookkeeping

Megaphone Technology uses InvoiceNinja for A/R and Quickbooks Desktop for bookkeeping.

Transfer client data from Invoiceninja

  • Get clients from InvoiceNinja. IN Settings » Import/Export » Export Clients to CSV. Open in LibreOffice Calc.
  • In Quickbooks, Lists menu » Add/Edit Multiple List Entries. List is Customers. Paste new clients in the Name and Company Name columns.
    • Set the list View to All Customers. Otherwise it's not clear which Invoiceninja clients are new vs. already archived in Quickbooks.
    • Work to Reassign isn't a real client, don't transfer to Quickbooks.

Automated invoice/credit/payment import

This is new in 2023. Manual steps are in older versions of this wiki page.

  • Note the last recorded invoice in Quickbooks. You can find that by clicking on Create Invoices from the home screen, and clicking "back" once.
  • Go to Invoiceninja Reports tab. Select Type of Invoice, the date range of invoices we need, and press Export (to CSV).
  • Rename the file to invoices.csv and place it in the invoiceninja-to-iif/input folder.
  • Run invoices.php.
  • Import the resulting IIF file into Quickbooks.

Do the same for payments ("Record Payments" in QB, file is payments.csv, run payments.php).
Same for credits - but manually add the Date field to credits.csv in ISO format.

Cross-check: Compare outstanding client credits/debits in Quickbooks/Invoiceninja

  • QB's list is easily available by pulling up the customer center.
  • You can see Invoiceninja balance from the clients screen. Note: If the client has a credit, this will NOT show up on the client screen (this may be a bug). If the numbers don't match Quickbooks, click into the client to look for a credit.
  • This is also a good time to mark QB customers inactive that have been marked inactive in Invoiceninja. Double-click their name and check off "customer is inactive".

Record the deposits - Checks

Using the bank statements, you'll now record deposits.
Note: The vast majority of checks are e-deposited, so each "deposit" is a single check.

  • From the QB home screen, click "Record Deposits".
  • Sort by payment method, we're only looking at Checks.
  • Put a checkbox next to the first check, press OK.
  • Find the check on the bank statement (will be listed as Mobile Check Deposit), enter the deposit date in Quickbooks.
    • Sometimes one check pays multiple invoices, so you need to put them in the same deposit.
  • Press "Save and New", repeat until you're done.
  • If your numbers are off, look at "Checks Deposited".

Record the deposits - ACH

Same as above, but we're looking at payment method of ACH.
ACH payments will have the name of the organization on the bank statement, and usually "bill.com" as well.

Record the deposits - Wire transfers

  • From the QB home screen, click "Record Deposits".
  • Locate wire transfers on the bank statements.
  • Check off the corresponding payment in Quickbooks.
  • On the next blank line, set the Account to "Bank Service Charges* and enter a negative amount that equals the service charge.
  • Enter the deposit date from the bank statement, then press "Save and New" until you're done.

Record the deposits - PayPal

  • From the QB home screen, click "Record Deposits".
  • Log into Paypal.com, go to Activity > All Reports menu, then Activity Download.
  • Run a report of type Balance Affecting for the appropriate time period, download as a CSV.
  • Check off the corresponding group of payments in Quickbooks.
  • On the next blank line, set the Account to "Bank Service Charges* and enter a negative amount that equals the service charge. Note that all Quickbooks fields allow you to do arithmetic, so you can put in the amount from the statement minus the total of payments.

Record the deposits - Stripe

[for next time - does Balances >> Payouts (in browser, not exported) offer a better UI?]

  • From the QB home screen, click "Record Deposits".
  • Log into Stripe.com, go to Payments and export all payments.
  • Open the export in your spreadsheet software and create a column called "Net" that's Total - fee.
  • Check the bank statement for payments from Stripe.com. They'll batch multiple payments together, so find the payments on the Stripe export whose "net" adds up to the amount on the statement.
  • Check off the corresponding group of payments in Quickbooks.
  • On the next blank line, set the Account to "Bank Service Charges* and enter a negative amount that equals the service charge. Note that all Quickbooks fields allow you to do arithmetic, so you can put in the amount from the statement minus the total of payments.
  • Enter the deposit date from the bank statement, then press "Save and New" until you're done.

Import Payroll data

The bank statement can't be used because we need to record the gross wages and the employer taxes, but the bank statement lines are net wages and all taxes.

  • First, find the last payroll imported. In QB's Report Center, run a Profit and Loss Detail report. (make sure your report covers the necessary date range).
  • In Gusto, go to Payroll >> Payroll History. Scroll down to "Payroll Expenses". Note the most recent date
  • Find the payroll summary dated 2-3 days later. Click View Details.
  • Near the top will be an Export link. Click it for this and all more recent payroll history details.
  • Copy all the exported IIF files to a folder accessible to Quickbooks.
  • Import them one by one (unless we figure out how to be more clever) from File >> Utilities >> Import, IIF files. Keyboard shortcut is Alt-F, U, I, I.
  • Reimbursements will be imported under "Office Supplies". Drill down in the P&L Detail on all office supplies to enter what the payment was for, and optionally to change the category (e.g. books fall under Training Expenses).

Record accounts payable

Using the bank statements and/or the Amalgamated website, we can put all the payments into Quickbooks. Also a bit long/tedious.
Note: Ignore all "Gusto/NET" and "Gusto/TAX" since we handled those above but record "Gusto/FEE".

  • From the home screen, click "Write Checks". Click on "Previous" to note the last transaction recorded in QB
  • Record payments on the bank statements.
    • Make sure payments are categorized correctly.
    • When setting up a new vendor, don't do Quick Add; enter a default category for the payment.
    • Make sure the date and check number is correct.
    • The check number for debit card transactions is "DB". The check number for direct transfers from the bank account is "EFT".
    • Put any memos from the check into the memo field in QB.

Reconcile the bank acccount

Bank reconciliation (aka "bank rec") is a cross-check to ensure that your ending balances in the bank account match that of Quickbooks. You do it once for each physical bank statement you have - though you can also just do it through any date if you know what the ending balance on that day was.

  • On the home screen, press the "Reconcile" button.
  • Enter the Statement Date and the Ending Balance, press "Continue".
  • Check off all the debits and credits that are on or before the statement ending date. If you're lucky, it'll match, and your difference will be $0.00. ** If not, go through the items one by one (or bifurcate!) and find the discrepancies and correct them.

How to handle unusual transactions in Quickbooks:

  • Tax refund: Make Deposits (Rec'd from: NYS Tax and Finance, From Account: Taxes, Memo: NYS Tax Refund, Payment Method: Check, Amount: $73)
  • Bounced checks (to us, not from us: http://support.quickbooks.intuit.com/support/articles/HOW12221)
  • Payroll Tax Adjustment (bank statement shows GUSTO PAYROLL/TAX): Go to Gusto Reports >> Taxes and Compliance >> Tax Reconciliation. Find the correct one and View Details twice. You'll find, e.g., Dennis, NYS SUI adjustment, -$12. Go to Company >> Make General Journal Entries. Debit the bank (Amalgamated) the $12. Credit Payroll Taxes $12. If we owe additional (i.e. not a refund) flip the debit/credit.

Updated by Jon Goldberg 10 months ago · 36 revisions