QuickBooksChia Wei Zhen JoanneKok Yeun See DemonstrationLee Yincai NicholasQuek Ya Hui
Setting Up Getting Started
When a company first installs QuickBooks, this is the initial page that willbe displayed when the administrator first uses it. Upon clicking StartInterview, the user will be asked to key in basic company information andto choose basic preferences.
Additional users can be set up afterwards and the administrator has theoption to restrict their access to selected areas.
After keying in the basic information, customisation based on thecompany’s nature of business and its requirements can also be done.This simple customisation ensures that unwanted functions are removed,and QuickBooks’ layout will be kept as simple as possible.
Options are given for the followingfunctions:• Tracking customer orders• Managing bills the company owes• Using sales receipts• Tracking of tax• Using billing statements• Adding of bank account• Other functions that are shown in the following slides
SIt is recommended for TTS Copiers to track inventory as they have awarehouse in which copiers and spare parts are being stored, hence theywill need to track inventory movement in and out of the warehouse.
The QuickBooks Payroll feature allows companies to track payroll expensesmore efficiently and cash outflows can be tracked easily.
TTS Copiers drafts up quotations in the course of customer transactions,instead of creating sales orders directly. The QuickBooks Estimate functionallows TTS Copiers to create estimates, and these will act as quotations.
This is especially necessary for TTS Copiers, as most of its sales transactionsare leases, instead of a one-time-payment. The Progress Invoicing functionwill be able to document lease contracts effectively; and also to account forcontracts with specified after-sales service.
The last step in this EasyStep interview allows companies to set up theirchart of accounts to start tracking the company’s finance position.
Additional help is also being offered in the event the Help Menu does notaddress relevant issues.
Setting UpCustomising Features
Once the basic set-up is completed, users will be directed to the Homescreen. Users can also customise the various features to suit theirpreferences. They can also refer to the Help Menu by typing a question inthe Ask box.
Users can choose which icons they want to be displayed on the Homescreen. Other settings for other features can be configured by clicking onthe different tabs on the left.
Since TTS has sales transactions with international customers, it needs toenable the multicurrency feature in QuickBooks so that revenue received inforeign currency will be automatically converted into local currency whenpresented in the overall reports.
It is important that a system warning is generated whenever the salesamount keyed in exceeds the quantity available. This will ensure that noorders are being accepted in the event of insufficient inventory.
Creating Entries Setting up Master Files
Customer Master File
TTS Copiers will have to import all of its existing customers into theQuickBooks system. The full list of customers are shown on the left sidebar,and upon selection of a single entry, the customer’s details will be shown infull. The steps to create a new customer are shown in the following slides.
Customer information is categorised into individual tabs and allinformation can be entered and accessed in one page.
Entering of Accounts Receivable Account
TTS Copiers has numeral overseas customers and as such, an AccountsReceivable/Accounts Payable account has to be created for the specificcurrency. If it was not previously created, QuickBooks will generate aprompt to create a new account.
Inventory Master File
Creating new inventory
QuickBooks also includes the function of exporting inventory into Excel formore convenient viewing.
Using Excel for viewing of inventory lists allows users to view details of allinventory at a glance.
Price levels can also be set for different groups of customers.
Creating EntriesDocumenting the Revenue Cycle
Creating of Estimates
Creating of estimates can be done conveniently as all the details can beviewed all at once. The layout is also simple and neat, making it easier foremployees to acquire the skills required to use it.
When an estimate has been created with the total sales amount exceedingthe credit limit of the customer, QuickBooks will generate a prompt toinform the user.
In the Transactions tab, an overview of the estimates are reflected, and theuser is able to obtain information regarding whether the estimate iscurrently active.
Chosen Estimates can also be exported and viewed in Excel, and Excelfunctions then enable efficient generation of reports, in the form of tables,bar graphs, pie charts etc.
Creating Sales Orders
Sales Orders can be generated with reference to the Estimate. After clickingon the chosen estimated, click the Create Invoice button and choose SalesOrder.
The user will be directed to the Create Sales Orders page and all theinformation from the Estimate is reflected . To trace which Estimate thisSales Order is being created upon, the user can refer to the Memo fieldbelow.
A new line item can be added, for example, a discount.
Delivery charges (e.g. shipping charges) can also be recorded.
The system will generate a prompt when the customer’s credit limit hasbeen accepted. However, the sales order will still be created if the optionYes is chosen. The changes to the order will also be reflected, to show thatchanges have been made.
Creating Delivery Notes
Delivery Notes can be created under the Create Invoice tab, under TradeReceivables.
Tax Invoices are also generated under the Create Invoice tab.
Receiving of Payments
When payment has been received from the customer, it can be recordedunder the Receive Payments function.
Payments can be selected and deposited at the company’s own decisions.
The user can choose which entity the payments are being deposited to, andthe transaction is reflected for the user to check through discrepancies, ifany.
Generating Inventory Reports
Inventory reports can also be generated to track inventory movement. Theycan also be printed out for future reference, if the company intends to file ahard copy.
Configuration of Settings User Restrictions
The administrator has the authority to add, edit or delete users.
QuickBooks allows the administrator to limit access to specific areas.
The next few steps takes the user through 9 areas of the company’sprocesses.
• Sales and Accounts Receivable• Purchases and Accounts Payable• Chequing and Credit Cards• Inventory• Time Tracking• Payroll and Employees• Sensitive Accounting Activities• Sensitive Financial Reporting• Changing or Deleting Transactions
Before this user is created, the administrator is able to see an overview ofthe access given to this new user.