Bookkeeping » History » Revision 5
Revision 4 (Jon Goldberg, 01/25/2019 05:34 PM) → Revision 5/40 (Kerilyn Bartley, 01/29/2019 04:13 PM)
# Bookkeeping Megaphone Technology uses InvoiceNinja for A/R and Quickbooks Desktop for bookkeeping. ### Transfer client/invoice 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. * From the QB home screen, select "Create "Enter Invoices". For now, it seems like manually retyping the invoices is the only option. We just need client name, date, invoice #, item ("IT Consulting" or "Maintenance Plan"), and amount. ### Enter invoice payments into Quickbooks * Note the last recorded payment in Quickbooks. You can find that by clicking on "Enter Payments" from the home screen, and clicking "back" once. * Pull up a list of payments in InvoiceNinja (Payments tab, sort by date) * Start entering the payments. Make sure to get the dates correct. ### Enter payments received as credits into Quickbooks * Note the last recorded payment in Quickbooks. You can find that by clicking on "Enter Payments" from the home screen, and clicking "back" once. * 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. ### 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](https://invoices.megaphonetech.com/clients) screen. * 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 Using either the bank statements or the "Checks Deposited" Google doc, you'll now group your payments into deposits. * 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 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)