Megaphone Commons

# 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 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 "Receive 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)