Introduction To Quick Books

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Introduction To Quick Books

  1. 1. Introduction to QuickBooks Floral Design 2
  2. 2. QuickBooks Accounting Software <ul><li>We will be doing our own bookkeeping for the flower shop for this term. </li></ul><ul><li>This is one of the hardest areas for business owners </li></ul><ul><li>You cannot make good business decisions if you do not know: </li></ul><ul><ul><li>how much you are making </li></ul></ul><ul><ul><li>how much you are spending </li></ul></ul>
  3. 3. Introduction Screen <ul><li>We will only use a few tools in QuickBooks </li></ul><ul><li>Income – in red </li></ul><ul><li>Expenses – in blue </li></ul>
  4. 4. Income <ul><li>Records income 2 ways </li></ul><ul><ul><li>Create a sales receipt </li></ul></ul><ul><ul><ul><li>Someone comes in and wants to buy a rose or a balloon </li></ul></ul></ul><ul><ul><ul><li>You give them the merchandise, they give you the $ </li></ul></ul></ul><ul><ul><li>OR </li></ul></ul><ul><ul><li>Create an invoice (bill) & then receive a payment for it later </li></ul></ul><ul><ul><ul><li>Filling an order to be paid later </li></ul></ul></ul><ul><ul><ul><li>Partial Payments </li></ul></ul></ul><ul><li>After you receive money, you deposit it. </li></ul>
  5. 5. To Enter a Sale <ul><li>Select “Create Sales Receipts” </li></ul>
  6. 6. Sale Receipt Form <ul><li>Enter customer’s last name </li></ul><ul><li>The form will auto fill their name if they are an existing customer </li></ul><ul><li>Fill in the check # if they are using a check – or select cash </li></ul><ul><li>Enter the item – use the arrow button to search through the choices </li></ul><ul><li>Enter the quantity </li></ul><ul><li>Change the price if it is not right </li></ul><ul><li>Select “save and close” or “save and new” </li></ul>1 3 4 5 6 7
  7. 7. Do a practice one <ul><li>Patty Practice came in before school and picked out 30 carnations to give to her class. </li></ul><ul><li>She paid $15. </li></ul><ul><li>Create a sales receipt for Mrs. Practice </li></ul>
  8. 8. Sales Receipts <ul><li>Remember – just use “Create Sales Receipt” if they pay on the spot and we have not made an invoice </li></ul><ul><li>Most of our entries will be invoices and received payments </li></ul><ul><li>Hint: any time you want to leave a screen, hit the Esc button. </li></ul>
  9. 9. Invoices <ul><li>The invoice screen looks a lot like the sales receipt and received payment screen so look carefully before you start to enter data </li></ul><ul><li>Invoices are used for </li></ul><ul><ul><li>Monthly flower subscriptions </li></ul></ul><ul><ul><li>Phone or e-mail orders from teachers </li></ul></ul><ul><ul><li>Orders we do for outside the school </li></ul></ul>
  10. 10. Invoices
  11. 11. Entering Invoices <ul><li>Most everything is the same </li></ul><ul><li>We frequently need to print invoices to give them to customers </li></ul><ul><li>You can print individually ( A ) </li></ul><ul><li>Or You can print a whole group at a time after you have entered them all ( B ) </li></ul>A B
  12. 12. Invoices <ul><li>Enter the information just like in sales receipts </li></ul><ul><li>Entering an invoice creates an open account in QuickBooks </li></ul><ul><li>The account stays open until a payment is received </li></ul>
  13. 13. Invoice Practice <ul><li>Mrs. Practice wants 2 medium arrangements for her dinner party on Friday. </li></ul><ul><li>Make an invoice for her and print it out. </li></ul>
  14. 14. Receiving Payments <ul><li>Enter the customer’s Name </li></ul><ul><li>Make sure the customer balance is NOT 0 </li></ul><ul><li>Enter the amount received </li></ul><ul><li>Select which invoice is being paid if there is more than one </li></ul><ul><li>Check the numbers on the bottom right </li></ul><ul><li>Save & Close </li></ul>1 2 3 4 5
  15. 15. Practice Receive Payments <ul><li>Mrs. Practice wrote a check for $40 to pay for her flowers. </li></ul><ul><li>She said they were “lovely” </li></ul>
  16. 16. Customer’s with open invoices <ul><li>Go to “Customer Center” on the top menu bar. </li></ul><ul><li>A side bar opens on the left that shows a list of customers </li></ul><ul><li>Select the arrow in the view box to show “Customers with open balances” </li></ul><ul><li>Enter a “received payment” for any one who has paid (see the list of receipts) </li></ul><ul><li>Update the list to see who is left </li></ul>
  17. 17. Expenses <ul><li>Write a check </li></ul><ul><li>Indicate what it is for in its account </li></ul><ul><li>Typical accounts </li></ul><ul><ul><li>Flowers </li></ul></ul><ul><ul><li>Supplies </li></ul></ul><ul><ul><li>Plants </li></ul></ul><ul><li>Not very many – mostly at the end of the month </li></ul>
  18. 18. Flower Review <ul><li>I will give you a list of about 10 flowers per week from FD1. </li></ul><ul><li>Please refresh you memory about their: </li></ul><ul><ul><li>Name </li></ul></ul><ul><ul><li>Relative Cost (cheap, moderate, expensive) </li></ul></ul><ul><ul><li>Use in arrangements </li></ul></ul><ul><ul><li>Longevity </li></ul></ul>
  19. 19. Gerbera - Common & Botanical Name <ul><li>Mass flower </li></ul><ul><ul><li>Formal or informal </li></ul></ul><ul><li>Available year-round </li></ul><ul><li>Colors yellow, red, orange, pink, & white </li></ul><ul><li>Lasts 4 -14 days (not in foam) </li></ul><ul><li>Leafless stems </li></ul><ul><li>Uses special straw to protect stem </li></ul><ul><li>Sold by: Bunch (10) </li></ul><ul><li>Price: $9.00/bunch </li></ul>
  20. 20. Spray or Mini Carnation <ul><li>Genus: Dianthus </li></ul><ul><li>Availability: year-round </li></ul><ul><li>Color: red, yellow, orange, white, pink, lavender, and various bicolors </li></ul><ul><li>Flower is fragrant, long lasting, and has many cultivars. Shows ethylene sensitivity. </li></ul><ul><li>Small mass flower: Extremely long-lasting flower and buds add texture, form, and mass. </li></ul><ul><li>Longevity: days 10-14 </li></ul><ul><li>Sold by bunch (5), $3.50/bu </li></ul>
  21. 21. Alstromeria Peruvian Lily <ul><li>Genus Name: Alstromeria </li></ul><ul><li>Available year round </li></ul><ul><li>Colors: White, yellow, pink & purple usually striped and freckled </li></ul><ul><li>Long-lasting, attractive, ethylene sensitive </li></ul><ul><li>Form flower, topiary standard </li></ul><ul><li>Lasts 12-15 days </li></ul><ul><li>Sold by bunch (10), </li></ul><ul><li>$7.00 </li></ul>
  22. 22. Standard Rose <ul><li>Genus Name: Rosa </li></ul><ul><li>Availability: year-round </li></ul><ul><li>Color: red, pink, yellow, white, lavender, orange, and bicolors </li></ul><ul><li>Fragrant; air-dries well; will benefit from stems being cut under water during processing </li></ul><ul><li>Sold by the stem length 40 -60 -70 cm </li></ul><ul><li>Mass flower: The rose is as varied in color as in its applications. Uses are limitless. </li></ul><ul><li>Longevity: days 3-10 </li></ul><ul><li>Sold by: Bunch (25) </li></ul><ul><li>Price: $.85/stem </li></ul>
  23. 23. Baker’s Fern <ul><li>Genus: Rumohra </li></ul><ul><li>Available year round </li></ul><ul><li>Dark green. </li></ul><ul><li>Fronds are triangular, available in several size grades </li></ul><ul><li>Medium to large filler, covers mechanics, adds mass & texture </li></ul><ul><li>May have spores on the back – be careful in corsages </li></ul><ul><li>Longevity: 1-2 weeks </li></ul><ul><li>Sold by bunch (12) </li></ul><ul><li>Cost: $3.00/bunch </li></ul>
  24. 24. Ranunculus Persian Buttercup <ul><li>Availability: January-May </li></ul><ul><li>Color: pink, red, orange, yellow, and white </li></ul><ul><li>Unique Characteristics: double flowered form is most readily available in the cut flower trade </li></ul><ul><li>Medium mass flower: Buds and leaves can also be used to add texture or interest. </li></ul><ul><li>Longevity: days 4-7 </li></ul><ul><li>Sold by: Bunch 10 </li></ul><ul><li>Cost: $11.00 </li></ul>
  25. 25. Standard Carnation Dianthus <ul><li>Availability: year-round </li></ul><ul><li>Color: white, red, yellow, orange, pink, lavender, purple, green, and various bi-colors </li></ul><ul><li>Unique Characteristics: Flower is fragrant, long lasting and durable, and extremely versatile. Many cultivars are available. </li></ul><ul><li>Shows ethylene sensitivity. </li></ul><ul><li>Design Applications: Medium mass flower, uses are unlimited. </li></ul><ul><li>An excellent choice for paving, terracing, or pillowing techniques. </li></ul><ul><li>Sold by: Bunch (25) </li></ul><ul><li>Wholesale price:$.35 </li></ul>
  26. 26. Pompon or Cushion Pomp <ul><li>Genus: Chrysanthemum </li></ul><ul><li>Spray mum with no button in the center </li></ul><ul><li>Availability: year-round, </li></ul><ul><li>Color: white, yellow, lavender, purple, bronze, and burgundy </li></ul><ul><li>Flower form consists of solid ray florets. Stems often have long laterals. This flower is known for its longevity and durability. </li></ul><ul><li>Medium mass flower: Round form adds mass to any style of design. Flower is extremely versatile. </li></ul><ul><li>Longevity: weeks 2-3 long lasting </li></ul><ul><li>Sold by bunch, $3.00 </li></ul>
  27. 27. Wax flower <ul><li>Chamelaucium </li></ul><ul><li>Availability: September-May </li></ul><ul><li>Color: purple, pink, or white </li></ul><ul><li>Fragrant, citrus-like smell is apparent upon breaking leaves. </li></ul><ul><li>Small filler or line flower. </li></ul><ul><ul><li>Versatile filler </li></ul></ul><ul><ul><li>Adds movement to handheld bouquets </li></ul></ul><ul><ul><li>Provides length or height to container arrangements. </li></ul></ul><ul><li>Longevity: days 7-10 </li></ul><ul><li>Sold by: Bunch </li></ul><ul><li>Cost: </li></ul>
  28. 28. Monte Cassino Aster <ul><li>Availability: Year round </li></ul><ul><li>Color: white, lavender </li></ul><ul><li>Flower has prominent yellow center. </li></ul><ul><li>Small filler flower </li></ul><ul><li>Daisy-like flowers lend themselves to garden-style designs </li></ul><ul><li>Longevity: days 7-10 </li></ul><ul><li>Sold by: Bunch </li></ul><ul><li>Cost: $4.50/bunch </li></ul>
  29. 29. Old Hat <ul><li>I’m sure most of them are very familiar. </li></ul><ul><li>You probably don’t remember the ones we didn’t use as much </li></ul><ul><li>Like this one? </li></ul>
  30. 30. How about these <ul><li>? </li></ul><ul><li>? </li></ul>
  31. 31. Answers <ul><li>Ranunculus </li></ul><ul><ul><li>Mid Price $$ </li></ul></ul><ul><li>Monte Cassino Aster </li></ul><ul><ul><li>Cheap $ </li></ul></ul><ul><li>Cushion Pomp </li></ul><ul><ul><li>Cheap $ </li></ul></ul>
  32. 32. Today <ul><li>We need to begin planning for Valentines Day in 2 weeks </li></ul><ul><li>See the folder for what we did last year </li></ul><ul><li>Plan a simple $20 arrangement that we can make with the flowers that I have ordered (keep the wholesale price under $10 including the container) </li></ul><ul><li>Start to plan a marketing campaign </li></ul>

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