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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.

Transfer invoice data from Invoiceninja¶

• Note the last recorded invoice in Quickbooks. You can find that by clicking on Create Invoices from the home screen, and clicking "back" once.
• Pull up a list of payments in InvoiceNinja (Invoices tab, sort by date).
• Start manually entering invoices. From the QB home screen, select Create Invoices. We just need client name, date, invoice #, item ("IT Consulting" or "Maintenance Plan"), and amount.
  • The invoice number should be transferred without the leading R (if it exists). The item should be "IT Consulting" if the invoice doesn't have an R, "Maintenance Plan" if it does have an R.

Automated invoice import¶

This is new in 2023 and still being tested.

• 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.php and place it in the invoiceninja-to-iif/input folder.
• Run invoices.php.
• Import the resulting IIF file into Quickbooks.

Enter payments received as credits into Quickbooks¶

• Note the last recorded payment in Quickbooks. You can find that by clicking on Receive Payments from the home screen, and clicking "back" once.
  • You will need this for the next step as well.
• Pull up a list of payments in InvoiceNinja (Credits tab, sort by date, show Archived)
• Start entering the payments. Make sure to get the dates correct.

Enter invoice payments into Quickbooks¶

• Note the last recorded payment in Quickbooks from the previous step.
• Pull up a list of payments in InvoiceNinja (Payments tab, sort by date).
• Start entering the payments. Make sure to get the dates and payment method correct, and apply it to the correct invoice(s). Payment method for ACH payments is "E-check", and Bank Transfers/Credit Card/Check all as appropriate. If the Invoiceninja Payment Method is just "Stripe" with no credit card listed, that's an ACH payment.
  • If the Invoiceninja payment method is Apply Credit, do not enter a Payment Amount. Instead, press the Discounts and Credits button in the toolbar. Place a checkmark next to the credit used to pay the bill (there is generally only one credit per client), then press Done.

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 either the bank statements or the "Checks Deposited" Google doc, you'll now group your payments into deposits.
Note: Most checks are e-deposited now, so it's pretty safe to simply record every payment of type Check into its own deposit on the same day the payment is listed for (I e-deposit checks when I record them in Invoiceninja)

• From the QB home screen, click "Record Deposits".
• Check off the first group of checks that were deposited together (note that you can slide your mouse over them to check them off faster).
• Confirm that the Payments Subtotal matches the bank statement, then Press OK.
• Enter the deposit date, then press "Save and New" until you're done.
• If your numbers are off, look at "Checks Deposited".

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 - credit card and ACH (Stripe) and other ACH (bill.com etc.¶

• 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.
• Other bill payments Some clients send money to us that bypasses Stripe, and is generally for the full amount. Currently they'll show up as bill.com, Building One America, and Skytruth. Record these the same as other ACH payments, but there are no banking fees.

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.

• 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)