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for the playas in the financial institution, those who engage customers daily or soliciting and delivering customers orders...

for the playas in the financial institution, those who engage customers daily or soliciting and delivering customers orders...

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  • Course Structure : This course is designed to be 2 hours in length if lead by an instructor or 4 hours if trainee is doing a self-study option. Success Criteria : At the end of this training session, the trainee will have a strong foundational understanding of the QB’s Online Banking process. Online Banking: Is only offered by participating financial institutions. (Intuit is unable to help if a Financial Institution doesn’t support QB. Requires access to the Internet either directly using a LAN or through an Internet Service Provider (ISP). Is only a feature of QuickBooks, Pro, Premier and QBES for Windows. And MAC Requires that you are at the latest release of the software (You must download the update internally; the manual update will not be sufficient for online banking use). Supports up to ten online bank accounts (multiple accounts with a single financial institution or with multiple financial institutions). Other documents that contain helpful information to pass on: Getting Started Guides for QBW at FI.intuit.com SBG Banking Functions training guide for new hires
  • MODULE OUTLINE (BREAKDOWN) : There are four sections to this training module 1. Getting Started with QuickBooks Online Banking Information the Customer will need Setting Up Online Account Access Direct Connect/Web Connect Updating QuickBooks Accounts Setting Up Bill Pay   2. Online Banking Center Navigation Features and Functionality Video Tutorials 3. Online Banking Workflow Create transactions Pay bills Write Checks Receive Items /Add Transactions to QB 4. OFX What is OFX Reading OFX- high level File Locations    
  • Getting Started with QuickBooks Online Banking Information the Customer will Need to Get Started- Provides a listing of the information you will need to have on hand before downloading transactions into QuickBooks. Setting Up Online Account Access-How to set up transaction downloads for your QuickBooks accounts. Keeping Your QuickBooks Accounts Updated- How to automatically download transactions into QuickBooks. Sending Online Payments- How to make online payments from within QuickBooks.
  • Getting Started with QuickBooks Online Banking- Information Needed to Get Started Customer ID- will be the login the customer utilizes when log into their financial institutions website or online banking center Personal Identification Number (PIN) or password Side Notes: The PIN and password may differ when setting up access to Online Banking within QuickBooks- this will depend on how the financial institution has set up access for end users. If the customer ID and PIN are not set up to be the same- the end user will need to contact their financial institution.
  • Getting Started with QuickBooks Online Banking- Setting Up Online Access As the trainee is reading/walking through the module having QuickBooks open will be helpful, this will create a hands on experience that will assist in retaining the QB Online Banking process. Provided trainee the following (if they do not already have): The link for QB test files http://fi.intuit.com/technical/testingfiles/ Instruction on Server_Jay
  • Getting Started with QuickBooks Online Banking- Direct Connect/ Web Connect Trainees should select Direct Connect within the QuickBooks product for this particular training module. Direct Connect vs. Web Connect There are two different types of downloads that financial institutions offer for use with QuickBooks. Review below each of these connection types and what services they accommodate. Setting Up Online Account Access via Direct Connect will follow steps 1-8 Setting Up Online Access via Web Connect will follow slide 9
  • Getting Started with QuickBooks Online Banking- Direct Connect The next two slides are specific to Direct Connect. Be sure that the trainee understands the difference between Direct Connect –vs- Web Connect. Side Notes that may be useful for new trainees : We authenticate the customers account with their financial institution, and then use secure data transmissions between the financial institution and Intuit. 2. Online services vary by participating financial institutions or other parties and may be subject to application approval, additional terms, conditions and fees. 3. Online services vary by participating financial institutions and may be subject to application approval, and additional terms, conditions and fees. **Account transfers, email, and bill pay may or may not be support..
  • Getting Started with QuickBooks Online Banking- Direct Connect Direct Connect Allows use of all types of online banking services (statement download, transfers, e-mail, and bill payment), provided they are supported by the financial institution. Accessed from the Online Banking Center within QuickBooks. QuickBooks makes a secure connection directly with the financial institution's server. The button in the Online Banking Center that initiates an online session is titled "Go Online". Account information is set up by the user within QuickBooks, prior to connecting to the Financial Institution.
  • NOTE: In this particular module we will not be walking through the Web Connect process.. If trainee wants to walk through the process further then this screen, they can do so outside the classroom. The routing number is not needed if the customer is setting up for Web Connect. Getting Started with QuickBooks Online Banking- Web Connect Web Connect Only allows statement downloads for bank accounts and credit cards. Accessed through the financial institution's web site or the QuickBooks Online Center. Statement information is downloaded through a secure web browser connection, and then imported into QuickBooks. The button in the Online Banking Center that initiates an online session is titled "Go Online" and will take the user to the financial institution's web site. Transactions can be downloaded immediately or save to a disk for later import. Account information is set up during the initial download from the financial institution.
  • Getting Started with QuickBooks Online Banking- Keeping Accounts Up-to-Date
  • Getting Started with QuickBooks Online Banking- Keeping Accounts Up-to-Date continued… Add transactions downloaded from FI Delete transactions Match transactions that are in QB’s: If a downloaded transaction(s) contain an unmatched deposit(s), QB’s allows the option to record the deposit from the unmatched transaction(s) or select an invoice(s) to pay. Automatically recording both the payment(s) and deposit(s) to the invoice.
  • Getting Started with QuickBooks Online Banking- Bill Pay This screen shot is of the check register, this is the workflow for setting up a payment for Bill Pay.
  • Getting Started with QuickBooks Online Banking- Bill Pay continued… Once the payment has been entered into the check register, it will be queued and waiting to be submitted in the Online Banking Center. This process will be covered later in the training module.
  • This section of the module will focus on the Online Banking Center : Features and Functionality Navigation Video Tutorial NOTE: QuickBooks 2009 improvements to Online Banking Center include: Categorize items to send and items to receive Access points for online transaction creation Improved workflow for creating payment inquiries and cancellations
  • Online Banking Center QB 2009- Features and Functionality Central place where users connect to their financial institutions to: Download transactions from accounts Upload transactions created in QB’s (depending on the type of connection and services supported by the FI) QuickBooks 2009 no longer shows the bank register.
  • Online Banking Center QB 2009-Navigation There are two main points of accessing the Online Banking Center in QuickBooks 2009.
  • Online Banking Center QB 2009- Video Tutorials There are two interactive video tutorials located within QB’s 2009. These are in-product video. Online Banking Part 1 can be accessed from the Online Banking Center and is 4:19 in duration. Online Banking 2 can be accessed from the Add Transactions to QuickBooks window and is 5:53 in duration.
  • This portion of the training module will be focusing on the Online Banking Workflow in QuickBooks 2009 Items Ready to Send Items Received Add Transactions to QuickBooks and Send/Receive Transactions 2009 improvements include; automatic renaming rule, automatic data pre-fill based on previous transaction, delete downloaded data functionality.
  • Online Banking Workflow- Items to Send Write Online Checks, transfer funds, and Paying Bills can all be done within the Online Banking Center. Creating messages to financial institutions or cancel a payment submitted can also be done within the Online Banking Center. Items are listed and numbered- for details double click.
  • Online Banking Workflow- Items Received All items with a number in the No. to send column are sent when you click the Send/Receive Transactions button. Before they are sent, you can edit and delete items.
  • Online Banking Workflow- Send/Receive Transactions and Add Transactions to QuickBooks Instructor notes: Go through and discuss what types of transaction can be sent or received and added into QuickBooks based on the prior to slides- allow the trainee(s) to lead the conversation.
  • This section of the module is designed to introduce the trainee to OFX , this is a high level overview. Questions that will be answered are: What is OFX? Why does QB’s use OFX? And how does QB’s use OFX? OFX- Q/A The trainee will (if they have not already done so) go through the OFX 101 training that will provide a more detailed explanation of the OFX files and how to read an OFX log.
  • OFX- Q/A The trainee will (if they have not already done so) go through the OFX 101 training that will provide a more detailed explanation of the OFX files and how to read an OFX log.
  • OFX- Where to locate OFX Files Instructor may want to walk trainees through locating the OFX files for the QB’s product Quick tips: Use the search feature in MS Windows (Start > Search > For Files or Folders…) to locate these files in QuickBooks. Open QuickBooks > hit the F2 key > Ctrl2 > select the Open File Tab > select file

Transcript

  • 1. QuickBooks Online Banking Internal Support Training QuickBooks Windows 2009/2010 Online Banking
  • 2. Course Agenda
    • Course Objective : This training course is designed to familiarize you with Online Banking features and functionality within QuickBooks Windows 2009.
    • Module Outline:
    • Getting Started with QuickBooks Online Banking
    • Online Banking Center
    • Online Banking Workflow
    • OFX Introduction
  • 3. 1. Getting Started with QuickBooks Online Banking
    • Information that is needed to Get Started
    • Setting Up Online Account Access
    • Keeping QuickBooks Accounts Up-to-date
    • Sending Online Payments – Setting Up Bill Pay
  • 4.
    • Before a customer can enable QuickBooks account transactions and make online payments they will need the following information:
    • Customer ID
    • Personal Identification Number (PIN) /Password
    • If the customer does not have this information they will need to contact their financial institution to obtain it.
    • Note : There is no online transaction download capability with the QuickBooks 2009 Simple Start edition.
    a) Information that is needed to Get Started
  • 5. b) Setting Up Online Account Access via Direct Connect /Web Connect
    • Once QuickBooks Windows 2009 is installed successfully and a data file is created the following steps can be followed to set up Online
    • Account Access.
    • Go to the Banking drop down menu  Online Banking  Setup Account for Online Access.
    • You will be prompted to close all QuickBooks windows, click YES to continue.
    • After clicking YES  the Set Up Account for Online Service window will appear  click the drop down arrow for options to choose from or create a new account  click next
    • to continue.
  • 6.
    • Select your financial institution  click Next
    • If the financial institution support both Direct Connect and Web Connect downloads within QuickBooks, a prompt will appear asking “ How do you want to connect to …(financial institution)”
    Setting Up Online Account Access via Direct Connect /Web Connect continued… To learn more and compare these options QuickBooks provides a link for detailed information or the financial institution can be contacted.
  • 7. Setting Up Online Account Access via Direct Connect
    • If you selected Direct Connect and have your Customer ID and Password, if not please contact your financial institution  click Sign In to continue.
    • QuickBooks will retrieve a list of accounts available for you to download  select the account you want to download and follow the remaining on-screen instructions.
    • When the first download completes successfully your account setup is complete  click Finish  QuickBooks will now launch the Online Banking Center.
    If the customer does not have this information they will need to contact their financial institution to obtain it.
  • 8. Setting Up Online Account Access via Direct Connect continued…
    • If your financial institution supports Online Bill Payment, check the Activate Online Bill Payment box below to enable the service within QuickBooks.
    If the customer does not wish to activate Online Bill Payment at the time of set up, they can choose to activate it at a later date.
  • 9. Setting Up Online Account Access via Web Connect If Web Connect was selected as the preferred method of connection, the customer will see the window provided  Click on Go to My Bank’s Web site  QuickBooks will launch a web browser directly to the financial institution’s website.  Once at the financial institutions website, follow instructions to upload information into QuickBooks If the customer needs more information on the Web Connect process QuickBooks provides a link for Detailed Instructions.
  • 10.
    • Once in the Online Banking Center (Banking drop down menu  Online Banking  Online Banking Center), transactions can be downloaded to keep you QuickBooks accounts up-to-date.
    • Click the Send/Receive Transactions  Enter PIN to download transactions from the financial institution.
    • Once transactions are
    • downloaded from the
    • financial institution they
    • can be added to
    • QuickBooks by clicking the
    • Add Transactions to
    • QuickBooks button.
    • The Add Transactions to
    • QuickBooks window will
    • appear, with a summary of
    • transactions downloaded from
    • the financial institution.
    c) Keeping QuickBooks Accounts Up-to-Date
  • 11.
    • Click on the transaction(s) you wish to add to QuickBooks follow the prompts to insure accuracy  click Add to QuickBooks.
    Keeping QuickBooks Accounts Up-to-Date continued…
  • 12. d) Keeping QuickBooks Accounts Up-to-Date continued…
    • The online banking center within the QuickBooks 2009 product, is much different than the prior versions. With much feedback from end users our Product Development Team has developed and released an update that allows end users to change the interface of the Online Banking Center.
    This mode can be accessed from within the QuickBooks Preferences: Edit > Preferences > Checking > Online Banking Click on What’s the difference for more details
  • 13. Keeping QuickBooks Accounts Up-to-Date continued…
    • Switching to the mode used in prior versions will provide Online Banking customers a “register mode” view when matching and accepting transactions into QuickBooks.
    This mode is available in QuickBooks Windows version 2009 R8 and current (2010)
  • 14. d) Setting Up Bill Pay
    • Once at the check register  enter the payment date with sufficient lead time (if unsure of how much time is needed contact your financial institution)  for the transaction Type type “S” for SEND, which will auto-populate.
    If your financial institution supports Online Bill Payment and you have enabled the service within your QuickBooks, you can create online payments directly from your check register. To get to your Check Register go to the Banking dropdown menu  click Use Register
  • 15. Setting Up Bill Pay continued…
    • Enter the Payee (if it is a new Payee select <Add New> and follow the steps to add the payee to QuickBooks).
    • Enter Payment amount, Account the payment should post to, and any other information needed for accuracy  click Record.
    • To send your online payment, go to the Online Banking Center  you will see the queued payments listed under Items To Send  Click Send/Receive Transaction  enter your PIN to send the payment.
  • 16. 2. QuickBooks Online Banking Center The Online Banking Center has been updated in QuickBooks 2009. All online banking tasks can be managed from within the Online Banking Center.
  • 17. QuickBooks Online Banking Center a) Features and Functionality View account information such as, account type and balance. Go online to Send/Receive Transaction. View a list of all transfers, checks, payments, and messages that are waiting to be sent. Write checks, transfer funds, pay bills all from within the Online Banking Center. Click to Add Transactions to QuickBooks.
  • 18. QuickBooks Online Banking Center b) Navigation
    • Navigation
    • Online Banking Center access points
    • QuickBooks Icon Bar
    • Banking drop down menu  Online Banking  Online Banking Center
  • 19.
    • Online Banking Video Tutorial
    • There are two Video Tutorials located within QuickBooks Windows 2009
    • Click on Video Tutorial for Online Banking
    • Click on Add Transactions to QuickBooks at the bottom of the Online Banking
    QuickBooks Online Banking Center c) Video Tutorial
  • 20. 3. Online Banking Workflow
    • Items Ready to Send
    • Items Received
    • Send/Receive Transactions
    • Add Transactions to QuickBooks
  • 21.
    • Items to Send shows the instructions and messages waiting to be sent to the financial institution, such as:
      • Online Vendor Payments
      • Online Transfer of funds
      • Bill payments
      • Payment Inquiries
    Online Banking Workflow continued… a) Items Ready to Send Write checks, transfer funds, pay bills all from within the Online Banking Center. View a list of all transfers, checks, payments, and messages that are waiting to be sent.
  • 22.
    • Items Received list shows the items received from your financial institution, such as
      • Downloaded transactions
      • Payments due on your credit card
      • Replies to your messages
      • You can view downloaded transactions and match them to the ones in QuickBooks.
      • You can view and delete the messages and other items. (Some cannot be deleted until you have done the requested action.)
    Online Banking Workflow continued… b) Items Received Notification of Items Received to be added into QuickBooks Hyperlink to view items downloaded for more detail View QuickBooks and Online Balance
  • 23. Online Banking Workflow continued.. c) Send/Receive Transactions Add Transactions to QuickBooks
    • Send/Receive Transactions
    • Pay Vendors
    • Transfer funds
    • Pay Bills
    • Download transactions from the FI
    • Receive FI notifications
    • Add Transactions to QuickBooks
    • Add transactions downloaded from FI
    • Delete transactions
    • Match transactions that are in QB’s
  • 24. 4. OFX
    • What is OFX?
    • OFX is a standard which describes how financial data is exchanged
    • between financial institutions and their customers over the internet.
    • Why does QuickBooks use OFX?
    • OFX supports a wide range of financial activities
      • Consumer and Small Business Banking
      • Consumer and Small Business Bill Payment
      • Bill Presentment
      • Investments, including stocks, bonds and mutual funds
      • Consumer and small business Loans
      • Tax download, including W-2, 1098 and 1099
    • How does OFX work?
    • OFX sends messages in text format. It uses widely accepted data formatting standards such as SGML and XML, connectivity standards like TCP/IP and HTTP, and security standards like SSL.
    • OFX features full data synchronization and complete error recovery.
  • 25. OFX continued…
      • <header goes here…>
      • <OFX>
      • <SIGNONMSGSRQV1>
      • <SONRQ>
      • <DTCLIENT>20080628170000[-4:EDT]
      • <USERID>myUserID
      • <USERPASS>mypass
      • <LANGUAGE>ENG
      • <FI>
      • <ORG>ICH
      • <FID>1002
      • </FI>
      • <APPID>QWIN
      • <APPVER>1600
      • </SONRQ>
      • </SIGNONMSGSRQV1>
      • <BANKMSGSRQV1>
      • <STMTTRNRQ>
      • <TRNUID>1001
      • <STMTRQ>
      • <BANKACCTFROM>
      • <BANKID>999999999
      • <ACCTID>1000CH
      • <ACCTTYPE>CHECKING
      • </BANKACCTFROM>
      • <INCTRAN>
      • <INCLUDE>Y
      • </INCTRAN>
      • </STMTRQ>
      • </STMTTRNRQ>
      • </BANKMSGSRQV1>
      • </OFX>
  • 26. OFX continued… Where to locate the OFX file for QuickBooks
    • CONNLOG.TXT
    • Can be located where the company data file has been saved. The default location is C:Documents and SettingsAll UsersDocumentsIntuitQuickBooksCompany Files
    • QBWIN32.dll (ofxlog.txt equivalent for QuickBooks)
    • Is also located where the company file data has been saved.
    • The files are encrypted for the customer’s privacy and security. Use the OFXLogDeob Tool that can be located at http://fi.intuit.com/support/logfileslocation.cfm