table of contents · fraternal education quickbooks pro 2005 7 remember: the chart of accounts is...

Fraternal Education QuickBooks Pro 2005 1

Table of Contents

QuickBooks Pro 2005 ............................................................................................................................... 3 Accessing and Logging into QuickBooks Pro ....................................................................................... 4 Company Information ............................................................................................................................... 5

Entering and Editing Company Information ............................................................................................. 5 To View Or Change Company Information ........................................................................................... 5 *** Exercise – Editing Company Information ........................................................................................ 5

The Chart of Accounts.............................................................................................................................. 6 Sample Balance Sheet ............................................................................................................................ 8

Creating New Accounts ............................................................................................................................ 9 Adding New Accounts .............................................................................................................................. 9

***Exercise – Entering New Income and Expense Accounts ............................................................... 9 Adding Items for Income and Expense Accounts .................................................................................. 10

***Exercise – Entering new Income and Expense Account Items ...................................................... 11 Working with Classes ............................................................................................................................. 12

Adding Classes ...................................................................................................................................... 13 ***Exercise – Adding New Classes .................................................................................................... 13

Entering Vendors .................................................................................................................................... 14 Using Quick Add .................................................................................................................................... 15

***Exercise – Entering Vendors .......................................................................................................... 15 Entering Customers ................................................................................................................................ 16

Using Quick Add .................................................................................................................................... 17 ***Exercise – Entering Customers ...................................................................................................... 17

Working with Journal Entries ................................................................................................................ 18 To Make a Journal Entry: ................................................................................................................... 19

Writing Checks ........................................................................................................................................ 20 Writing Checks in QuickBooks ............................................................................................................... 20

Entering Bills ........................................................................................................................................... 23 To Enter a Bill: .................................................................................................................................... 24

Issuing Receipts ..................................................................................................................................... 25 Entering Dues and Fees ........................................................................................................................ 26 Direct Deposit Dues Received from Moose International ...................................................................... 26

***Exercise - Entering Dues and Fees ................................................................................................ 28 Entered from the Dues and Fees Log Book: ...................................................................................... 28 ***Exercise – Entering Receipts ......................................................................................................... 28

Memorizing Transactions ....................................................................................................................... 31 Entering Bingo Receipts ........................................................................................................................ 32

***Exercise – Entering Bingo Receipts ............................................................................................... 32 NSF Check Posting ................................................................................................................................. 33

***Exercise – Entering NSF Checks ................................................................................................... 33 Re-Payment of NSF Checks and Bank Charges .................................................................................. 34

***Exercise – Entering Repayment of NSF Checks ............................................................................ 35 Viewing Undeposited Funds .................................................................................................................. 36

Preparing and Recording Deposits ....................................................................................................... 37 ***Exercise – Deposit Funds .............................................................................................................. 37

Entering Journal Entries to Pay Payroll Taxes ...................................................................................... 38 ***Exercise – Enter Journal Entries for Unemployment Taxes ........................................................... 38

Entering the Monthly Bills ...................................................................................................................... 39 Paying Bills .............................................................................................................................................. 42

To Record Bill Payments: ...................................................................................................................... 43 To Pay Bills by Printing Checks: ............................................................................................................ 44

***Exercise – Paying Bills-General Checking ..................................................................................... 46


***Exercise – Paying Bills - Bingo ....................................................................................................... 46 ***Exercise - Write Checks ................................................................................................................ 47

Transferring Funds ................................................................................................................................. 48 To Transfer Funds using Online Banking: ............................................................................................. 48 To Transfer Funds at the Financial Institution ....................................................................................... 49

***Exercise – Transfer Funds ............................................................................................................. 50 Reconciling Bank Statements................................................................................................................ 51 Adjusting Inventory Balances ............................................................................................................... 56

***Exercise*** Adjust Inventory Values ............................................................................................... 58 End of Month ........................................................................................................................................... 59

End of Month Window ............................................................................................................................ 59 Updating End of Month Report .............................................................................................................. 61 Transmit End of Month Report ............................................................................................................... 61 Create a New End of Month Report ....................................................................................................... 62

Reports .................................................................................................................................................... 63 Create and View Reports ....................................................................................................................... 64

Backup ..................................................................................................................................................... 65 Restore Function ................................................................................................................................... 67

Reporting Errors ..................................................................................................................................... 68


QUICKBOOKS PRO 2005

QuickBooks is the computerized accounting system that has been selected by Moose International for use by lodges as part of the LCL project. QuickBooks operates on a personal computer through the Windows XP Pro operating system. Because QuickBooks is a Windows based system, you will use a mouse in moving from one area of the system to another.

QuickBooks is designed to be easy to use; yet it contains important controls and reporting capabilities. The QuickBooks system is known as an “integrated accounting package”, that is, you enter information into the system once and that information will be saved to all parts of the accounting system affected by the entry, eliminating repetitive entry of data. This is just one of the advantages of a computerized accounting system.

Also, QuickBooks has been set up as an accrual accounting system. It records revenues when the sale is made (not when payment is received), and records expenses when they are incurred (not when payment is issued).

QuickBooks has the capability of sending accounting information electronically to other computer programs. Information will be sent electronically from your QuickBooks accounting package to Moose International to prepare the Monthly Reports.

QuickBooks has been set up to work in conjunction with the LCL.net Membership program.

This system is designed to track income and expenses, enter Bills, pay Bills, enter Receipts, make Deposits and give totals for all financial transactions. Savings, Investments, and Payroll are also part of this financial package. A Chart of Accounts is provided for easy reference and tracking individual transactions.

QuickBooks Pro uses the term “Company” to refer to the data file that stores accounting information about an organization. The Company may be an individual, a business, a non-profit organization, or in this case, a Fraternal Unit.

As in LCL.net, you must use the Tab key to maneuver through the fields in QuickBooks.


ACCESSING AND LOGGING INTO QUICKBOOKS PRO Refer to the Getting Started with QuickBooks Pro chapter of the Moose International QuickBooks Pro Resource Manual.

You can access QuickBooks Pro from an icon on the desktop or from the Start menu. A student file has been installed so that you can “practice” in QuickBooks Pro without affecting actual financial data. This is the file we will be using for these Student Exercises.

The QuickBooks Pro program can be started using any of the methods commonly used to start other Windows applications.

Double-click on the QuickBooks Pro 2005 icon on the Windows desktop or 1. Click on the Start button on the Windows taskbar. 2. When Start menu appears select Programs and the Programs submenu appears. 3. Select All Programs and Click on QuickBooks and the QuickBooks submenu appears. 4. Choose QuickBooks Pro Edition 2005.

Note: QuickBooks Pro opens the most recently used file when the program is launched.

QuickBooks Pro opens and the No Company Open dialog box appears.

You can select a file from the list of previously opened files or choose Open an Existing Company and select another file by searching for the files on your hard drive or perhaps a portable drive.

Once you have found the file, click the Open button. All data is saved automatically when the file is closed.

Remember: Saved does not mean backed up. Backing up is a different function.


COMPANY INFORMATION

Entering and Editing Company Information

Company information for your Fraternal Unit can be viewed and modified whenever necessary.

To View Or Change Company Information 1. On the Menu Bar choose Company, 2. Choose Company Information. 3. Add or modify information, if necessary. Use the Tab key to move from one field to

another. 4. Click OK to save changes and close the window or Click Cancel to close the window

without saving changes.

Note: DO NOT CHANGE the initial information set up by Moose International in the Report Information section of the Company Information Screen.

*** Exercise – Editing Company Information Enter your Fraternal Unit’s Name, Number and other information. Jefferson Moose Lodge #9999 123 Main Street Jefferson IL 60539 630 859-2000 630 859-2001 [email protected] ID# 39-2563901


THE CHART OF ACCOUNTS. Refer to the Using QuickBooks Pro Accounts chapter of the Moose International QuickBooks Pro Resource Manual.

The Chart of Accounts is the core of your computerized accounting system and has been pre-entered by Moose International for you at a high level. The Chart of Accounts is already set up in QuickBooks for Fraternal Units. This well-planned account structure will make your financial reports and statements easier to read and understand. To make working with accounts a little easier, each account is assigned a number.

QuickBooks allows you and Moose International encourages you to create additional sub-accounts that you need for your operation, which will allow you to customize your financial statements.

IMPORTANT: You shall not edit any Parent Account provided for you by Moose International and you must not add any accounts at a Parent Account level. You may add as many sub-accounts to the Parent Account as you need.

It is important to understand the account numbering system used by Moose International. These account numbers help to classify income, expenses, liabilities, and assets.

Number Type Description 1000 series Bank Includes checking, savings, and investment accounts.

1000 series Accounts Receivable

Includes money owed to the Fraternal Unit. The balance changes whenever an invoice is issued or a payment is recorded against an invoice.

1000 series Assets Includes things that the organization owns, such as Undeposited Funds, Lodge Home/Building, Inventory and Furniture and Fixtures.

2000 series Accounts Payable

Includes all unpaid bills. The balance in this account changes whenever new bills are entered or outstanding bills are paid.

2000 series Liability Includes money that the organization owes, such as unpaid bills, payroll taxes, and amounts due to Moose International.

3000 series Equity Bookkeeping accounts that record opening account balances and profits or losses from prior years. These accounts are automatically created and updated by QuickBooks Pro.

4000 series Income Records and categorizes money that has been received.

5000 series Expense Records and categorizes money that has been spent.


Remember: The Chart of Accounts is already set up for the Lodges with Parent Accounts and Sub-Accounts. While Sub-accounts can be added and/or changed, the Parent Accounts SHALL NOT be changed in any way.

Some accounts are set up as Sub-accounts of another main or Parent Account. Sub-accounts are indented in the Chart of Accounts, in an outline format.

IMPORTANT: If Sub-accounts are used, the “Parent” accounts will not contain any transactions; they will serve only as an account to collect all the transactions from the sub-accounts. NEVER add a Sub-account to another Sub-account.

If a new account must be created, it is important that it is in the proper numbering sequence with similar accounts and that it be at the correct level in the outline structure as a Sub-account.

Note: Before creating new asset or liability accounts, it is recommended that the Fraternal Unit consult the Finance Department at Moose International to ensure that the account will be recognized by the Moose International accounting system.


Sample Balance Sheet

BALANCE SHEET

ASSETS LIABILITIES 1. Actual Cash – General Checking 9957 73

1. Accounts Payable

2. Actual Cash – Other Auth. Checking 1500 00

2. Notes Payable

3. Escrow 3. Indebtedness on Furniture & Fixtures

4. Petty Cash

4. Moose International Indebtedness

5. N.S.F. Checks 5. Life Membership

6. Inventory – Social Quarters 6. Endowment Fund 7. Inventory – Food Service

7. Compensation due

Administrator 8. Inventory – Other 153 18 8. Payroll Tax 9. Lodge Home – Building 9. Wage Garnishments 10. Other Property / Real Estate

10. Monies Due to Other Units

11. Furniture & Fixtures 3500 00 11. Unpaid Interest 12. Leasehold / Bldg. Improvements

12. Real Estate Tax

13. Other Receivables 13. First Mortgage Indebtedness on Real Estate

14. Security Deposits 14. Other Mortgage Indebtedness

15. CD’s, Savings, etc. 7029 20 15. Certificate of Indebtedness 16. Inventory – Bingo 700 00 16. 17. 18. 19. TOTAL LIABILITIES (Sum of

Lines 1-19) NET ASSETS (Total Assets

Less Total Liabilities) 22840 11TOTAL ASSETS (Sum of Lines 1-21) 22840 11

TOTAL (Must be same as TOTAL ASSETS) 22840 11

FIGURES MUST AGREE


CREATING NEW ACCOUNTS Refer to the Using QuickBooks Pro Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Working with Asset and Liability Accounts.

Before setting up any new accounts, it is important to review the account numbering system used by Moose International. These account numbers help to classify income, expenses, liabilities, and assets.

If a new account must be created, it is important that it is in the proper numbering sequence with similar accounts and that it be at the correct level in the outline structure as a Sub-account.

Adding New Accounts To Add An Account:

1. From the Company Navigator, choose the Chart of Accounts icon. 2. In the lower left corner of the window, choose Account, New.

3. Choose the type of account from the Type drop-down list. 4. Enter an account number that does not duplicate an existing account, but is in the

proper numbering sequence group. 5. Enter the Name of the account. 6. Click in the box next to Sub account of 7. Use the Sub account of drop-down list to select the “parent” account. 8. Enter a brief description if needed. 9. Choose OK.

***Exercise – Entering New Income and Expense Accounts Enter the following account information: Enter a New Expense Account 5481.00 – Support Services and Fees Enter a New Income Account 4630.00 – Register Overages Enter a New Income Account 4620.00 – Miscellaneous Income Social Quarters Enter a New Income Account 4625.00 – Miscellaneous Income Lodge Enter a New Expense Account 5710.00 – Building Committee Enter a New Income Account 4730.00 – Community Service Committee


Adding Items for Income and Expense Accounts Refer to the Using QuickBooks Pro Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Working with Income and Expense Accounts.

When a sales receipt or a bill is recorded in QuickBooks Pro, part of the information on the receipt or bill is the item for which the receipt or bill is being written. When a new Income or Expense account is added to the QuickBooks Pro Chart of Accounts (COA), a corresponding Item must also be added to the Item list. While providing a quick way to enter data, an Item also handles behind-the-scenes accounting because it is linked to a specific account in the Chart of Accounts.

Note: Standard Moose International practice is to use the first four digits of the COA account number and title as the Item Name/Number for the corresponding Item, and the Name of the COA account as the Description of the corresponding Item. This facilitates selecting the correct item when recording a sales receipt or a bill.

To Add an Item for an Income or Expense Account: 1. Click the Item button in the Icon Bar. The Item List window appears.


2. In the lower left corner of the window, choose Item, New. The New Item window appears.

3. Choose the Type in the Type drop-down list. Typically, the Types used in Fraternal Units will be Service, Inventory Part, Non-Inventory Part or Other Charge.

4. Enter the first four digits of the corresponding COA Income or Expense account number and the name in the Item Name/Number field.

5. If this item is a Sub-item of another Item currently on the Item list, place a check in the checkbox next to Sub-item of and enter the first four digits of the parent Item and the name of the parent item in the field below Sub-item of.

6. Enter the name of the corresponding COA Income or Expense account in the Description field.

7. Select the corresponding COA Income or Expense account in the Account drop-down list.

8. Choose OK.

Hint: It is helpful to select the COA Income or Expense account first so that this information is visible before entering an Item Name/Number and Description for the new Item.

***Exercise – Entering new Income and Expense Account Items Enter Items to correspond to the following accounts: Enter Income Item for 4625 - Miscellaneous Income – Lodge Enter Income Item for 4620 - Miscellaneous Income – Social Quarters Enter Income Item for 4710 - Building Committee Enter Income Item for 4730 - Community Service Committee Enter Expense Item for 5481 – Support, Services and Fees Charge Enter Income Item for 4630 – Register Overages


WORKING WITH CLASSES Refer to the Using QuickBooks Pro Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Working with Classes.

QuickBooks Pro provides a feature called Class Tracking that permits you to group items and transactions in a way that matches the type of reporting you want to perform. This gives you an additional method to classify business transactions in addition to assigning an income or expense account. This allows the Fraternal Units to trace income and expenses for separate parts of the organization.

When entering transactions, each transaction window provides a field for entering a class. This allows you to generate a report on all transactions pertaining to a particular class, or generate a report showing all classes and the breakdown of transactions applied to each class. Classes allow the user to generate Profit / Loss Reports divided by class to get a better snapshot of the breakdown of monies received and paid in each area of the Lodge operations.

To access the current Class List: On the Menu Bar, choose Lists, then Class List

The Class List window appears.

The QuickBooks Pro database has been set up with the following Classes:


Adding Classes To add a new Class:

1. Select the Class button at the bottom of the window and select New from the pop-up menu.

2. Fill in the name that you want to use for the new class. 3. Select OK.

***Exercise – Adding New Classes Enter these new Classes: Social Quarters Kitchen Bingo Gaming


ENTERING VENDORS Refer to the Working with Vendors chapter of the Moose International QuickBooks Pro Resource Manual

QuickBooks Pro defines a Vendor as anyone, other than employees, to whom money is paid. Fraternal Units may have a variety of vendors with whom they do business.

Entering Vendors in advance ensures that all information will be available whenever it’s needed. If a Vendor is not entered in advance, information can also be entered at the time of a transaction.

To enter a vendor in QuickBooks: 1. Choose the Vendor navigator from the Navigators list. The New Vendor screen

appears.

2. On the Address Info tab, enter the Company Name in the appropriate field. 3. Enter the salutation, the first name, middle initial, and last name for the contact

person, if applicable. 4. Enter the Address. Note that the Contact name has been automatically added to the

Address and Contact fields. 5. Enter the address. 6. Enter the phone, fax, and e-mail. DO NOT enter a balance in the Opening Balance

field. Balances for Vendors must be created by entering Bills 7. Choose the Additional Info tab and enter the account number. 8. Choose OK.


Using Quick Add

If a Vendor has not been entered in advance, the information can be added at the time of a specific transaction, using the Quick Add process.

To Use Quick Add to Add a Vendor: 1. Access the desired transaction. For example, choose Vendors, Enter Bills. 2. Enter the Vendor’s name in the appropriate field. 3. Press Enter.

The Vendor Not Found dialog box appears.

4. Click the Quick Add button.

The Vendor is added to the Vendor list. 5. Complete the current transaction.

***Exercise – Entering Vendors Enter the following Vendors: Using Quick Add Enter Ameritech Using the New Vendor Screen Enter Webb’s Pest Control Using Quick Add Enter Commonwealth Edison Enter Holmes Refrigeration using either method


ENTERING CUSTOMERS Refer to the Working With Customers chapter of the Moose International QuickBooks Pro Resource Manual - Entering Customers

QuickBooks Pro defines a Customer as anyone from whom money is received. For Fraternal Units, Customers will be Member Dues and Fees, Kitchen, House Committee, Etc. However, money received from such sources as Endowment Fund, Committees, Bingo, Etc., will also need to be entered directly into QuickBooks Pro.

Entering Customers in advance ensures that all information will be available whenever it’s needed. If a Customer is not entered in advance, information can also be entered at the time of a transaction.

To Add a Customer Using the New Customer Screen: 1. Choose the Customer navigator from the Navigators list.

2. On the Address Info tab, enter the Company Name in the Company field or the

Individual’s Name in the Name fields. 3. Enter the Bill To address. You must press Enter to change lines in the Address field.

Note that the contact information has been automatically added to the Customer Name, Contact, and Bill To fields.

4. Choose the Copy button to copy the Bill To information into the Ship To box, if needed.

5. Enter phone, fax, and e-mail. 6. The remaining tabs (Additional Info, Payment Info, and Job Info) do not contain

information that would be useful to a Fraternal Unit. 7. Choose OK.


Using Quick Add

If a Customer has not been entered in advance, information can be added at the time of a specific transaction (such as recording a Committee turning in raffle money, or the like), using the Quick Add process.

To Use Quick Add to Add a Customer: 1. Access the desired transaction. For example, choose Customers, Enter Sales

Receipts. 2. Enter the Customer’s name in the Customer: Job field. Upon pressing Enter or Tab

the Customer: Job Not Found dialog box appears.

3. Click on the Quick Add button. The Customer is added to the Customer Job list. You will not see the Customer Job List at this time.

4. Enter customer address information in the appropriate field (e.g., the Received From field), if desired.

5. Complete the current transaction.

***Exercise – Entering Customers Enter the following Customers: Using Quick Add enter Endowment Fund Chairman. Using the New Customer Screen enter Ritual Chairman Using Quick Add enter Sports Committee Chairman Enter Youth Club Chairman using either method


WORKING WITH JOURNAL ENTRIES Refer to the Using QuickBooks Pro Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Working with Journal Entries

A General Journal Entry can be used to adjust the balances of accounts in specific kinds of situations:

• If the initial account balance was entered incorrectly and needs to be adjusted. • If a transaction was incorrectly charged to the wrong account.

General Journal Entries require offsetting balances in the Debit and Credit columns. Each General Journal entry should be carefully planned based on the following guidelines.

• To increase the balance of an asset account (including bank accounts), the adjustment is entered in the Debit column.

• To decrease the balance of an asset account (including bank accounts), the adjustment is entered in the Credit column.

• To increase the balance of an equity account (such as Opening Balance Equity), the adjustment is entered in the Credit column.

• To decrease the balance of an equity account (such as Opening Balance Equity), the adjustment is entered in the Debit column.

Note: If assistance is required, contact Moose International before making any General Journal Entries.


To Make a Journal Entry: 1. Choose Banking, Make Journal Entry. 2. The General Journal Entry window appears. An Assigning Numbers to Journal

Entries message may appear. Choose OK to close the message. Check the “Do not display this message in the future” box if desired.

3. Enter the Date of the Journal Entry. 4. In the Account column, use the drop-down list to select the account to adjust. 5. Enter the amount of the adjustment in the Debit column or the Credit column. 6. Enter a comment in the Memo column, to document the reason for the adjustment. 7. Enter the proper name in the Name category. 8. Enter the proper class in the Class category. 9. Repeat Steps 4-8 on subsequent rows for each additional account to be adjusted.

10. Be sure to make offsetting entries, so that the Debit and Credit columns have equal totals.

11. Choose Save & Close to post the Journal Entry and close the window or choose Save & New to post the Journal Entry and open another blank General Journal Entry window.

Note: If you are adjusting a balance, enter only the amount of the adjustment, not the resulting balance.


WRITING CHECKS Refer to the Working with Bank Accounts Chapter the QuickBooks Pro Resource Manual under Writing Checks.

There may be situations in which a check must be written without having a formal bill entered in advance. Some occasions for writing checks might include manual payroll processing, Banking Funds Transfers (When you do not have Online Banking) or a one time only occasion. Even if the check is hand-written, it must be recorded in QuickBooks Pro.

Writing Checks in QuickBooks

To Write a Check: 1. From the Banking Navigator, choose the Checks icon.

2. Select the Bank Account from which the check will be written, using the drop-down list. 3. Correct the check number, if necessary. QuickBooks Pro automatically uses the next

number in sequence. 4. Type the date of the check in the Date field or use the Calendar button to select the

date from a monthly calendar. 5. Select the payee from the drop-down list in the Pay to the Order of field or begin

typing the payee’s name. QuickBooks Pro automatically completes the name if it has been entered previously.


Note Any name that is entered in the Payee field must be entered into the QuickBooks Pro database. If the name is not in the database, the following message will appear:

Note: You may use Quick Add to add a new name if it is not found. Designate if the new name is a Vendor, Customer, Employee, or Other and Select OK.

6. Enter the amount of the check. Note that the payee information has been automatically added to the Address field.

Note: You must press Enter to change lines in the Address field. Note that the amount has been written out on the Dollars line above.

7. Enter a brief description in the Memo field. 8. If the check will be computer-printed, select the "To be printed" check box. 9. Select the first line in the Account column and use the drop-down list on the far right

side of the column to choose the balance sheet account from which the check will be paid.

Note: If the check will be charged to multiple accounts: Select additional accounts on subsequent lines. Divide the total amount of the check between the accounts.


10. Choose Save & Close to record the check and close the window or choose Save & New to record the check and begin another.

Note: If you are interested in Printing Checks on the Computer Refer to the Working with Bank Accounts Chapter in the QuickBooks Pro Resource Manual under Writing Checks


ENTERING BILLS Refer to the Working With Vendors chapter of the Moose International QuickBooks Pro Resource Manual - Entering Bills

When a bill is received, the Lodge has an obligation to pay that bill. The accounting term for this obligation is Accounts Payable. QuickBooks Pro uses an Accounts Payable balance sheet account to temporarily record these obligations until the bills are paid.

Moose International recommends that Fraternal Units enter bills into QuickBooks Pro as they are received. That will allow QuickBooks Pro to keep track of due dates and provide reminders of upcoming payments.


To Enter a Bill: 1. From the Vendors Navigator, choose the Enter Bills icon. The Enter Bills window

opens.

2. Select the name of the Vendor from the Vendor drop-down list or type the name of the Vendor in the Vendor field.

3. Enter the date when the bill was issued. 4. Enter the date when the bill must be paid. 5. Enter the total amount of the bill. 6. If the vendor offers discount terms, select the terms from the drop-down list or set up

terms for this bill. 7. Enter the Invoice Number in Reference Number field. 8. Enter a brief description in the Memo field, if desired. 9. Select the first line in the Account column.

10. Use the drop-down list on the far right side of the column to choose the account from which the bill will be paid.

Note: If the bill will be paid from more than one account: Enter additional accounts on subsequent lines and divide the total amount between the accounts.

11. Enter a brief comment in the Memo column, if desired. 12. Enter information about Class. 13. Choose Save & Close to save the bill and close the window or choose Save & New

to save the bill and enter another one.


ISSUING RECEIPTS Refer to the Working with Bank Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Issuing Receipts (Managing Bank Accounts) When money is received a receipt must be generated for the funds. Issuing a receipt will apply the value to the proper account on the Chart of Accounts and will record the entry in the Undeposited Funds account.

To Issue a Receipt in QuickBooks Pro: 1. From the Customer Navigator, choose the Sales Receipts icon.

The Enter Sales Receipts window opens.

2. If the Merchant Account Service message window appears, click the No button to

indicate that your Fraternal Unit does not accept credit cards. 3. Use the Customer: Job drop-down list to select the name of the customer or begin

typing the name in the Customer: Job field until the proper name appears. QuickBooks Pro automatically completes the name if it has been entered previously.

4. You may use Quick Add to add a new name. 5. Enter the appropriate Class. 6. Enter the Date of the transaction.

QuickBooks will automatically assign the Sales Receipt number. 7. In the Item column, use the drop-down list to select the desired income account. The

Item description appears in the Description column. 8. Use the drop-down list on the far right side of the column to choose the Item to which

the income will be applied. If the income will be applied to multiple accounts: Select additional accounts on subsequent lines. If the income will be applied to more than one account: Enter additional accounts on subsequent lines and divide the total amount between the accounts

9. Enter the amount in the Amount column. 10. Repeat steps 4-8 for additional receipts from the same customer. 11. Enter information on the Memo line if desired. 12. Choose Save & Close to complete the entry or choose Save & New to enter another

receipt. If the Check Spelling on Form window appears, choose the desired responses to the spell check.


Entering Dues and Fees

Refer to the Working with Bank Accounts chapter of the Moose International QuickBooks Pro Resource Manual – Entry of Dues and Fees (Managing Bank Accounts)

Dues will be manually entered into QuickBooks. Entries will be made from the Deposit History Report obtained from LCL.net for the direct deposit of dues made by Moose International into the Fraternal Unit’s checking account for dues paid through the Lockbox. Use the Customer name of Member Dues and Fees when entering Receipts for Dues and Fees.

Dues and Fees collected from Applicants will also be made into QuickBooks. It is recommended that you continue to use the Dues and Fees Log Book and enter the receipts from those entries.

It is possible that you may receive Dues monies from your Members from time to time and those entries should also be made into QuickBooks. A deposit of those monies will be made into the Fraternal Unit’s Checking Account and a Fraternal Unit Check will then be written on behalf of the member, including his Lodge name and number and MID# on the Memo line of the check, and mailed to the Lockbox.

Direct Deposit Dues Received from Moose International

Once you have received and printed a Deposit History Report from Moose International you can enter those dues into QuickBooks. That amount will contain only the Fraternal Unit’s portion of member’s dues that have been paid. That amount will be entered on a Dues Receipt and credited into the Income Account for Membership Dues, Account 4005.00. The members listed on the Deposit History Report can be entered on the Dues Receipt for tracking the dues payments to individual deposits.

To Enter Dues from Deposit History Report 1. Click on the Customer Navigator and select Dues Receipts. 2. Click the dropdown for the Customer: Job and select Member Dues and Fees. 3. Select the Appropriate Class for member dues and fees. 4. Enter the date of the Dues Deposit from the Deposit History Report. 5. Select the Item for Membership Dues from the dropdown list that corresponds to the

correct account on the Chart of Accounts. 6. Enter the Amount of the Dues Deposit. 7. Enter the names of the members appearing on the Deposit History Report on the

Dues Receipt. The names can be entered in the description area of the Dues Receipt. 8. Enter the Batch Number of the Deposit History Report on the Memo Line.


***Exercise - Entering Dues and Fees from the Deposit History Report

12345678 Ned Avery D $26.00 51000## Seth Welsley D $52.00

2137698 Donnie Cowean D $26.00

8284757 Ron W Ferreli D $26.00

2285142 Will Hacker D $26.00

1895381 Ted Kull D $26.00

2285146 Theodore Lektor D $26.00

1772487 Dan Manley D $26.00

2282956 Ronald Sentry D $26.00

TOTALS $260.00

Enter Dues from Dues and Fees Log Book: 1. Click on the Customer Navigator and select Sales Receipts. 2. Click the dropdown for the Customer: Job and select Member Dues and Fees. 3. Select the Appropriate Class for member dues and fees. 4. Enter the date of receipt of the fees or dues. 5. Select the Item for Membership Dues from the dropdown list that corresponds to the

correct account on the Chart of Accounts. 6. Select the Item for Fees from the dropdown list that corresponds to the correct

account on the Chart of Accounts 7. Enter the amount received. 8. Enter the names of the members appearing in the Dues and Fees Log Book on the

Sales Receipt. The names can be entered in the description area of the Sales Receipt or on the Memo Line.


***Exercise - Entering Dues and Fees

Entered from the Dues and Fees Log Book: ID# Name Fees Dues Remit to M/I

51000## John Davis $20.00

51000## John Davis $26.00 $14.00

51000## David Smith $20.00

51000## David Smith $26.00 $14.00

51000## Jim Bennett $50.00

51000## Jim Bennett $5.00

TOTALS $55.00 $52.00 $68.00

GRAND TOTAL 175.00

Note: In the Exercise above, the Remit to M/I column of the Log Book includes Application Fees and ABCD that are collected by the Lodge, but are actually Moose international Funds. These should not be entered into QuickBooks as Lodge Income. Entering Application Fees and ABCD as Lodge Income inflates the Income and gives false figures on the Profit and Loss Report. Application Fees should be entered into and paid from Account # 2510.00. ABCD should be entered into and paid from Account # 2515.00.

***Exercise – Entering Receipts Enter the following receipts:


Note: On the Receipt below for House Committee Receipts, notice that the Sales Tax has been calculated and deducted from each Line Item and the Receipt indicates the Sales Tax that should be entered and deposited to Account 2305.00 Sales Tax Liabilities. (7% Tax Rate was used)

Mdse. #1…………………..$…………..……....

Mdse. #1………….…...…..$…………………..

Mdse. #1…….………...…..$………..…..……..

………...………….Lodge No………..…Date..……..…..

Total Mdse ….…..$………..…..……..

Donation…….………...…..$………..…..……..

Vend. Mach….………...…..$………..…..……..

Other……..….………...…..$………..…..……..

…….……..….………...…..$………..…..……..

…….……..….………...…..$………..…..……..Total Receipts …..$………..…..……..

Loyal Order of MooseHOUSE COMMITTEE RECEIPT

I Hereby Certify that the total Receipts to date are

………………………………………………Dollars

Signed……………………………………….Signature of Employee

I Hereby Acknowledge having Received from said Employee the above-mentioned sum of money.

Signed……………………………………….Secretary of House Committee705508

Beer 3317.76Liquor 2672.90Wine 37.38

Food -------- 1892.52------- Overage 4.25

444.16Misc Merch 509.35

Lodge Merch 93.46

9599.50

#4230#4235#4240#4255#4630#4605#4245#4205# 2305Sales Tax Col lect ed 627.72

Mdse. #1…………………..$…………..……....

Mdse. #1………….…...…..$…………………..

Mdse. #1…….………...…..$………..…..……..

………...………….Lodge No………..…Date..……..…..

Total Mdse ….…..$………..…..……..

Donation…….………...…..$………..…..……..

Vend. Mach….………...…..$………..…..……..

Other……..….………...…..$………..…..……..

…….……..….………...…..$………..…..……..

…….……..….………...…..$………..…..……..Total Receipts …..$………..…..……..



………………………………………………Dollars




Mdse. #1…………………..$…………..……....

Mdse. #1………….…...…..$…………………..

Mdse. #1…….………...…..$………..…..……..

………...………….Lodge No………..…Date..……..…..

Total Mdse ….…..$………..…..……..

Donation…….………...…..$………..…..……..

Vend. Mach….………...…..$………..…..……..

Other……..….………...…..$………..…..……..

…….……..….………...…..$………..…..……..

…….……..….………...…..$………..…..……..Total Receipts …..$………..…..……..



………………………………………………Dollars




Beer 3317.76Liquor 2672.90Wine 37.38

Food -------- 1892.52------- Overage 4.25

444.16Misc Merch 509.35

Lodge Merch 93.46

9599.50

#4230#4235#4240#4255#4630#4605#4245#4205# 2305Sales Tax Col lect ed 627.72


MEMORIZING TRANSACTIONS

Some transactions that are entered on a repetitive basis can be memorized so they don’t have to be created again and again. Once memorized these transactions can be selected at any time and the only entry that will need to be made will be the date and the amounts.

1. Enter the transaction as you normally would, whether it is a Sales Receipt, Entering a Bill, Paying a Bill or any other type of transaction. Do not enter the date and the dollar amounts.

2. Once the transaction is created, click Edit on the Menu Bar or click the mouse using the right mouse button.

3. In the drop down, select Memorize Sale Receipt (or Bill, etc). The Memorize Transaction Box will appear. The name of the transaction will default to the name of the Customer entered.

4. Select whether you want to be reminded of the transaction. 5. Select the frequency of the reminder of you choose to be reminded. 6. Click OK. 7. The next time you need to enter this transaction you can click MemTX on the Icon Bar

and bring up the list of Memorized Transactions and select the one you want to use.


ENTERING BINGO RECEIPTS

When entering Bingo Receipts, it is necessary to enter the transactions in order to show all monies received and paid out. This requires entering the actual amount of monies received from Admissions and Card sales even if this is not the amount of money that will be deposited.

1. In the Item column, select the item for Admissions and Card sales. 2. Enter the total amount of money collected in the Amount column. 3. In the Item column select the item for Bingo Concessions or Food Sales 4. Enter the total amount of money collected in the Amount column. 5. In the Item column, select the item for the Sales Tax Collected, if required by your

state. 6. Enter the total amount of money collected for Sales Tax Collected in the Amount

column. 7. In the Item column, select the Item for Prizes and Jackpots. 8. In the Amount column, enter the amount paid as a (-) minus.

***Exercise – Entering Bingo Receipts Enter the following Bingo receipt to the accounts and in the amounts shown below.


NSF CHECK POSTING If you receive notification from your bank that an insufficient check has been returned, you can enter the following transaction to remove those funds from your checking account until such time that you receive payment for those funds.

Note: The first time you post an NSF Check, you must create Account # 1105.00 - NSF Checks (Attached to 1100.00 Accounts Receivable). If you do not Create Account #1105.00 – NSF Checks before opening the Invoice screen, the Account number field will not be available.

To Post a NSF Check: 1. Select the Customer Navigator, and then select Invoices. 2. Enter the Customer Name: NSF CHECKS In the Customer: Job field. The Bill To

box will auto fill with NSF CHECKS in the Customer: Job field. 3. Select the Account No. 1105.00 NSF CHECKS from the drop down in the Account

number field. 4. Enter the date of the bad check. 5. In the Item column, click the drop down on the far right side of the column and scroll

down to and select 1005 – NSF CHECKS. In the Amount column, enter the amount of the NSF Check.

6. Enter the name of the person who wrote the bad check in the Memo area. 7. Click Save and Close.

To Post the NSF FEE or Bank Charge: 8. Open the Chart of Accounts and double click on Account 1005.00. Checking – Cash

to open the account register. 9. On a blank transaction line, enter the date of the bad check in the date column.

10. Enter NSF FEE in the Number / Type column. 11. Enter NSF CHECKS in the Payee column. 12. Enter the amount of the bank charge that your bank may have charged for the NSF

Check in the Payment column. 13. Under the Payee, click the drop down for the account number, scroll down to and

select Account 5405.00 Bank Charges. 14. Enter the name of the person who wrote the bad check in the Memo line. 15. Click Record to save the transaction.

***Exercise – Entering NSF Checks Enter NSF Checks for the following: Pat Morris - $25.00, Bank Charge - $10.00 Molly Jones - $150.00, Bank Charge - $10.00 Darrell Baker - $50.00, Bank Charge - $10.00 James Thomas – $75.00, Bank Charge - $10.00


RE-PAYMENT OF NSF CHECKS AND BANK CHARGES

When a person re-pays the amount of an NSF Check, typically an amount for incurred bank charges plus an amount for an NSF Fee is usually paid at the same time. These monies will be entered into QuickBooks using the following steps:

1. Select the Customer Navigator and select Receive Payments. 2. Select the Customer NSF CHECKS or if entered individually select the name of the

person who wrote the bad check. 3. Make certain that the A/R Account box has the 1105.00 NSF CHECKS account

selected. 4. Enter the Amount being re-paid in the amount field. 5. Enter the date of the re-payment in the date field. 6. Select the method of payment from the Pmt. Method drop down. 7. Enter a Reference Number. 8. From the amount entered in Step #4, QuickBooks will automatically put a check mark

by the appropriate line in the table below. 9. Click Save & Close to complete the transaction or Click Save & New to enter the

repayment of another NSF Check. 10. Enter the repayment of NSF Bank Charges and NSF Fees in Sales Receipts using the

steps as listed on Page 29.


***Exercise – Entering Repayment of NSF Checks Enter Repayment of: Pat Morris - $25.00, Bank Charge - $10.00, NSF Fee - $10.00

Molly Jones - $150.00, Bank Charge - $10.00, NSF Fee - $10.00 Darrell Baker - $50.00, Bank Charge - $10.00, NSF Fee - $10.00 James Thomas – $75.00, Bank Charge - $10.00, NSF Fee - $10.00


Viewing Undeposited Funds The Undeposited Funds account 1199.00 is a holding account for the receipts you have entered into QuickBooks. Its function is similar to the monies you hold until you go to the bank and make a deposit. Once you have entered deposits this account will then be zero and the money will then show as deposited into your checking account.

1. From the Company Navigator, choose the Chart of Accounts icon. 2. Double-click on the Undeposited Funds account. The account Register opens. 3. Examine the entries as needed. 4. Choose the Close button to close the window.


PREPARING AND RECORDING DEPOSITS Refer to the Working with Bank Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Preparing and Recording Deposits (Managing Bank Accounts) Before funds are deposited, the amounts are held in the Undeposited Funds account. When a bank deposit is made, that deposit must be recorded in QuickBooks Pro.

NOTE: When making deposits to two separate accounts (such as General Checking, or Bingo Checking), each deposit should be processed separately. To Prepare and Record a Deposit:

1. From the Banking Navigator, choose the Deposit icon. The Payments to Deposit window opens.

2. Click in the left column to select individual entries to include in the deposit.

Note: If depositing all funds choose Select All to include all Undeposited funds in the deposit. To remove all Undeposited funds from this deposit choose Select None.

***Exercise – Deposit Funds Enter the following Deposits:

Deposit #1: Endowment Fund = $ 34.75 Total Deposit = $ 34.75

Deposit #2: House Committee = $ 9599.50 4 = NSF Checks, Fees & Charges = $ 380.00 Dues & Fees = $ 260.00 Dues & Fees = $ 175.00 Total Deposit = $10,414.50 Deposit #3: Youth Club = $ 178.00 Pete Space = $ 2500.00 Sports Committee = $ 900.00 Ritual Committee = $ 318.00 Total Deposit = $ 3896.00

Deposit #4: Bingo Receipts $ 3250.00 Total Deposit $ 3250.00


Choose OK to proceed. If OK is selected, the Make Deposits window opens with the selected entries included in the deposit list.

3. Use the Deposit To drop-down list to select the account to which funds will be deposited.

4. Enter the date of the Deposit. 5. Enter a brief description in the Memo field, if desired. 6. Verify the Deposit Subtotal against the actual cash and checks to be deposited. 7. Cash back is not permitted; those fields should be left blank. 8. Enter the Class that the deposit will be charged to in the Class field. 9. Choose Save & Close to record the deposit and close the window or choose Clear

and then the Close button to close the window without recording the deposit. 10. Save & New will record the deposit and open a new deposit window, but will not

display the Undeposited Funds list. Using Save & Close is recommended; then start a new deposit.

Entering Journal Entries to Pay Payroll Taxes

***Exercise – Enter Journal Entries for Unemployment Taxes

You would calculate these figures on the form you receive from your state. They have to be entered into QuickBooks as a Journal Entry for proper distribution to the different departments on the Income Statement as an Expense. They are also posted to the Balance Sheet as a Liability to the State. These amounts are the Lodges responsibility and are not deducted from the Employees paychecks. The Liability and Expense for these amounts must be established by a Journal Entry and payment will be made later from the Liability Account 2210.00. If the liability is not established when payment is made, a negative balance will appear on the Chart of Accounts.

Click on the Banking Navigator and select Make Journal Entry. Enter this information: Payroll taxes Lodge Acct # 5115.00 (debit) $ 63.50 Payroll taxes S/Q Acct # 5135.00 (debit) $200.00 Payroll tax Liability Acct # 2210.00 (credit) $263.50


ENTERING THE MONTHLY BILLS Earlier we learned to enter bills to bring the unpaid bills balance forward into Accounts Payable. Each month you will pay bills as they come in. It is best to enter them as soon as they are received as opposed to waiting to enter them all at once. Entering them as a bill first renders a better audit trail and QuickBooks will remind you to pay them when they are close to being due. ***Exercise: Entering Unpaid Monthly Bills

Record Bills (Invoices) from vendors. For proper accounting procedures, you should record bills when you receive them so your reports and statements reflect the amount you owe your vendors. Enter this month of unpaid bills (invoices)

Note: Bill #1 is for the purchase of Beer for resale in the Social Quarters. Purchases of merchandise for resale in the Social Quarters must be entered using the Cost of Goods Sold Account numbers. Using the Cost of Goods Sold Account numbers for purchases and making adjustments to the Cost of Goods Sold Accounts from the Monthly Inventory of House Committee Merchandise for resale, allows for the generation of accurate Profit and Loss Reports and Balance Sheets.

1) Ben E. Keith - Beer

Inv # 12 $863.90 (Acct # 5030.00)

2) Commonwealth Edison - Electricity Inv # 1234 $2,537.06 $1,316.97 (Acct # 5615.00)$1,220.09 (Acct # 5520.00)

3) First National Bank - Mortgage Inv # 2098 $1,000.00 $738.62 (Acct # 2055.00)$261.38 (Acct # 5460.00)

4) Ray Wallace - Sat Dance Inv # 11 $250.00 (Acct # 5235.00)

5) Illinois Dept. of Revenue Inv # 073105 $263.50 (Acct # 2210.00)

6) Nicor Gas Gas Inv # 13 $306.39 $148.10 (Acct # 5625.00)$158.29 (Acct # 5520.00)

7) Ameritech - Telephone Inv # 14 $257.30 (Acct # 5630.00)

8) Moose International - Risk Pool Insurance Inv # 16 $450.00 (Acct # 5645.00)

9) City of Jefferson - Water Bill Inv # 17 $250.00 (Acct # 5620.00)

10) U.S. Postmaster - Stamps Inv #18 $39.00 (Acct# 5425.00)

11) Boy Scouts of America - Donation Inv# 20 $1,500.00 (Acct# 5515.00)

12) Bingo Bonanza - Bingo Supplies Inv# 21 $550.00 (Acct# 5510.00)

13) Moose Charities - Endowment Fund Inv# 10 $34.75 (Acct# 2505.00)

14) Metro Commercial – Ice Mach. Repair Inv.# 22 $175.80 (Acct# 5655.00)

15) County of Kane – Real Estate Tax Inv. # 23 $1729.27 (Acct# 5610.00)


Enter the Moose International Consolidated Statement 2006-01 Officers Bond Acct #5485.00 $415.00

Support Services & Fees Acct #5481.00 $10.00

Total $425.00

Fraternal Education 41

Enter a Bill for the Petty Cash Payouts Loyal Order of Moose

House Committee

JEFFERSON MOOSE LODGE No. __9999_______ This envelope encloses cash register tape(s) for the week ending ___________________

and receipts for cash payouts as listed in the Social Quarters

Cash Purchase Record Book on page(s) ______169_____________

RECEIPTS CASH PAYOUTS Merchandise #1 Merchandise #1 – Beer 5030.00 Merchandise #2 Merchandise #2 – Liquor 5035.00 31 71 Merchandise #3 Merchandise #3 – Wine 5040.00 55 25 Food Merchandise #4 – Misc. 5045.00 Total Merchandise Receipts Repairs Soc Qtrs

5655.00

46 70 Register Reading Incidentals: Laundry Soc Qtrs

5240.00 18 50 Overage/Underage Bar Supplies 5230.00 26 25 Other Social Quarters Receipts Kitchen Supplies 5255.00 168 20 Shortage

5245.00 3 20 Janitor Services

5660.00 32 40 TOTAL RECEIPTS per House Committee Receipt No._____________and duplicate Deposit dated______________________

TOTAL CASH PAYOUTS as covered by Reimbursement Check No._________________________ 382 21

Fraternal Education 2006 42

PAYING BILLS Refer to the Working with Vendors chapter of the Moose International QuickBooks Pro Resource Manual - Paying Bills (Entering and Paying Bills)

QuickBooks Pro provides a Pay Bills window that incorporates all the steps involved in paying bills. Even if the Fraternal Unit ultimately hand-writes its checks, bill payments must be recorded in QuickBooks Pro for accurate record keeping.

Note: It is important to use the Pay Bills window for all bills that have been previously entered. If the payment is recorded in another way, the Accounts Payable balance will not be credited correctly.

The following information boxes are displayed in the Pay Bills window.

Area Description Select Bills to be Paid Identifies which bills to display and how they are sorted. Contains

list of bills that can be selected.

Discount & Credit Information Provides details about discounts and credits available for the bill that is highlighted in the listing. You can apply the suggested discount to the bill.

Payment Account Allows you to select the bank account from which the bill will be paid.

Payment Method You can specify the form of payment and whether checks will be computer-printed or handwritten.

Payment Date Indicates the date on which the payment will be posted in QuickBooks Pro.

The bill payment process should be completed regularly to ensure that all available discounts are taken.


To Record Bill Payments: 1. From the Vendor Navigator, choose the Pay Bills icon. The Pay Bills window opens.

2. Enter a date in the Due on or before field or select Show all bills 3. Select the Sort Bills By method to determine the order in which bills will appear.

Note: They DO NOT appear in the order they were entered.

4. In the lower right portion of the screen, enter the date on which bills will be paid. 5. Click in the Selection column to select one or more bills for payment. 6. If a check has been entered incorrectly, click in the Selection column again to deselect

it. 7. Use the arrow keys to move to the first bill to be paid. 8. If discount terms are available, choose Set Discount to apply the discount. 9. Confirm or adjust the Amount of the discount. Confirm the balance sheet Discount

Account that will contain the offsetting entry for the discount. 10. If necessary, repeat steps 7-8 to set discounts for all bills to be paid. 11. In the lower left part of the window, use the drop-down list to select the bank account

from which the bill will be paid. 12. Select Check in the Payment Method drop-down list. 13. Choose Assign check no. if the check has been written by hand. If the check will be

computer-printed, choose To be printed. 14. Choose Pay & Close to record the payments and close the window or choose Pay &

New to record the payments and leave the window open to pay additional bills.


To Pay Bills by Printing Checks:

Refer to the Working with Vendors chapter of the Moose International QuickBooks Pro Resource Manual - To Pay Bills by Printing Checks (Entering and Paying Bills - Paying Bills)

After recording the bill payments to the actual checking accounts that they are to be paid from, you should open that account and either print the checks from the computer or record the checks and write the checks by hand for the bills. The easiest way to do this is by using the account register.

1. Open the Chart of Accounts. 2. Double-click on the account that you wish to write the checks from or highlight the

desired account and choose Activities, Use Register or right click the desired account and choose Use Register from the pop up menu

Note: You will notice that the bills that we just paid have been entered and the check number is “To Print”.

3. Double-click on the first check to print. Notice that the number on the check is “To

Print”, also. The number will be assigned when you print the check.


4. Select Print.

5. Ensure that the number shown in the Print Check window matches the check that you

are actually printing. If the numbers do not match, change the number in the Check Number field to match the check.

6. Click OK. 7. After ensuring that your printing options are correct from your printer’s dialogue box

that appears, select the Print button to print the check.

8. After selecting print, the following dialogue box will appear.

9. If the check did not print ok, enter the check number in the box. If the check printed ok, enter nothing in the box and click OK.

10. This will return you to the check to print it again. If the check printed ok, the actual check number used will be entered in the Check No. field. If you need to print the check again, no number will be assigned to check number. Remember to ensure that your check number matches your check if you have to reprint.

11. Choose Save & Close to record the check and close the window or choose Save & New to record the check and move to the next check to be paid as shown in the register.


***Exercise – Paying Bills-General Checking

Pay the following bills using general checking

Check # 5 Commonwealth Edison Electricity $1316.97

Check # 6 IL Dept of Revenue Unemployment Tax $ 263.50

Check # 7 Moose Charities Lodge Meeting $ 34.75

Check # 8 First National Bank Mortgage $1000.00

Check # 9 Metro Commercial Repaired Ice Machine $ 175.80

Check # 10 Ray Wallace Saturday Dance Lodge $ 250.00

Check # 11 Ben E. Keith Beer $ 863.90

Check # 12 Nicor Gas Gas $ 148.10

Check # 13 Ameritech Telephone $ 257.30

Check # 14 US Postal Service Postage $ 39.00

Check # 16 Moose International Risk Pool Insurance $ 450.00

Check # 17 County of Kane Real Estate Tax $1729.27

Check # 18 City of Jefferson Water Bill $ 250.00

TOTAL BILLS PAID $6,778.59

***Exercise – Paying Bills - Bingo

Pay the following bills using bingo

Check #2 Boy Scouts of America Donation $1,500.00

Check #3 Commonwealth Edison Electricity $1,220.09

Check #4 Bingo Bonanza Bingo Supplies $ 550.00

Check #5 Nicor Gas Gas $ 158.29

Total of BILLS PAID $3,428.38


***Exercise - Write Checks

Enter the following checks:

EXPENDITURES: GENERAL CHECKING

PAYROLL: SET EMPLOYEES UP AS EMPLOYEES

Check # 1 Donna Clark Check Amount $238.12

Clerical Help Salary $ 300.00 (5110.00)

Payroll Taxes (FICA & Medicare) $ 19.88 (5115.00)

Payroll Tax Liability $ -81.76 (2210.00)

Check # 2 Ned Avery Check Amount $402.81

Manager Salary $ 500.00 (5130.00)



Check # 3 Ned Avery Check Amount $360.00

Compensation Due $ 536.00 (2205.00)

Payroll Taxes Comp (FICA & Medicare) $ 53.00 (5115.00)


Check # 4 Irene Fletcher Check Amount $372.50

Bartender Salary $ 450.00 (5130.00)



TOTAL $1,373.43


TRANSFERRING FUNDS

Transferring of Funds from one Banking Account to another should be performed in a manner that will not inflate the Income and Expense figures on the Profit and Loss Statements of the Fraternal Unit.

The method used to Transfer Funds in QuickBooks from Checking to Savings or Savings to Checking is dependant on whether you have Online Banking or physically do your Banking Transactions at the Bank Facility.

To Transfer Funds using Online Banking: 1. Connect to your Financial Institution Website and complete the Transfer of Funds in

your Banking Accounts. 2. Open QuickBooks to the Banking Navigator. 3. Click the Transfer Funds Icon or Click Banking in the Menu Bar at the top of the

Banking Navigator screen and select Transfer Funds from the Drop Down Menu. The Transfer Funds Window will open.

4. Click the Calendar to the right of the Date field and select the date of the

Transaction by clicking the date in the Calendar. 5. Click the Drop Down Arrow to the right of the Transfer Funds From field and select

the Account number you wish to transfer the funds out of from the Chart of Accounts Drop Down menu.

The Account Balance will appear to the right of the From Account number field.


6. Click the Drop Down Arrow to the right of the Transfer Funds To field and select the Account number you wish to transfer the funds into from the Chart of Accounts Drop Down menu.

The Account Balance will appear to the right of the To Account number field. 7. Enter the amount you wish to transfer in the Transfer Amount field. 8. Enter a message in the Memo field if desired. 9. Click Save & Close to enter the transaction into QuickBooks and close the Transfer

Funds Window. 10. Click Save & New to enter the transaction into QuickBooks and enter another

Transfer funds Transaction. 11. Click Close to close the Transfer Funds Window without saving the Transaction into

QuickBooks.

To Transfer Funds at the Financial Institution 1. Open QuickBooks to the Banking Navigator. 2. Click the Checks Icon. The Write Checks screen will open.

3. If the To Be Printed box has a Check Mark in it, click in the box to deselect To Be

Printed if you hand write your Checks or make sure it has a Check Mark if you do Print your Checks.

4. Make sure the Bank Account Field shows the Account number of the Account you are transferring the Funds From.


5. Click in the No. field and enter Check Number. If you print your Checks, the system will assign the Check number. 6. Enter the Lodge Name in the Pay to the Order of field. 7. Enter the amount you are transferring in the field to the right of the ($) sign. The Dollar amount automatically populates he written amount field. 8. Enter Funds Transfer on the Memo Line. 9. Select the Account you are transferring the funds to in the Account Column. 10. Enter a Memo, Customer Job and Class in the available fields if needed. 11. Click Save & Close to enter the Transaction into QuickBooks and close the Write

Checks screen. 12. Click Save & New to enter the Transaction into QuickBooks and enter more Write

Check Transactions. 13. Click Close to close the Write Checks screen without entering the Transaction into

QuickBooks. 14. Endorse the Check and take it to your Bank to complete the Funds Transfer.

Note: Remember to reconcile all of your Bank Accounts including Checking, Savings and CD Accounts.

Note: When reconciling your Bank Accounts, the Transfer Amount will show on each Bank Account in QuickBooks and should show on the Statement you receive from the Bank.

***Exercise – Transfer Funds Enter the following Transfer of Funds made using Online Banking. Transfer $1500.00 from 1005.00 – Checking

to 1010.00 - Savings


RECONCILING BANK STATEMENTS Refer to the Working with Bank Accounts chapter of the Moose International QuickBooks Pro Resource Manual - Reconciling Bank Statements (Managing Bank Statements)

All Cash Accounts should be reconciled prior to creating and transmitting the End of Month Report. When a bank statement is received, it is important to reconcile the transactions on the bank statement with the transactions recorded in QuickBooks Pro. If this were done manually, it could be a time-consuming process. Fortunately, QuickBooks Pro provides a simple method to reconcile bank statements.

To Reconcile a Bank Statement: 1. From the Banking Navigator, choose the Reconcile icon. The Begin Reconciliation

window opens.

12. Select the Account to be reconciled from the drop-down list.

Note: The Beginning Balance is displayed automatically. This should match the beginning balance on the bank statement. The “What if my beginning balance doesn’t match my statement?” link offers troubleshooting tips.

13. Enter the Statement Date in the corresponding field. 14. Enter the Ending Balance from the bank statement. 15. If a Service Charge is applied to the account, enter the relevant information: 16. Service Charge – the amount of the charge 17. Date – the date the charge was applied to the account 18. Account – the balance sheet expense account that will record the charge; Acct#

5405.00. 19. Class – the class that the service charge will be charged 20. If Interest is earned on the account, enter the relevant information: 21. Interest Earned – the amount of the interest. 22. Date – the date the interest was applied to the account. 23. Account – the balance sheet income account that will record the interest; Acct#

4400.00 24. Class – the class that the interest income should be posted to 25. Choose Continue. The Reconcile window opens.


26. Compare the checks and payments listed on the bank statement to the items in the left portion of the window.

27. Click in the left column to place a check mark beside each item that appears on the bank statement.

28. Compare the deposits and credits listed on the bank statement to the items in the right portion of the window.

29. Click in the left column to place a check mark beside each item that appears on the bank statement.

30. Examine the Difference amount in the lower right corner of the window. The Difference should be zero (0.00).

31. If the difference is not zero, follow the trouble-shooting tips listed below. 32. When the Difference is zero, choose Reconcile Now..


33. Choose Detail or Summary, as desired.

Note: Printing detail is recommended. 34. If a Reconciliation Report dialog box appears, click OK. 35. Choose Display to view the report on the screen before printing it or choose Print

to print the report without displaying it.

36. If Display is chosen, the report will appear on the screen. Choose the Print button

at the top of the report window to print the report.

Note: Remember, you must reconcile each of your Bank Accounts.


FIRST NATIONAL BANK GENERAL CHECKING ACCOUNT

LODGE NUMBER 9999

PREVIOUS BALANCE 9,957.73

DEPOSITS & OTHER CREDITS 14,345.25

CHECKS & OTHER DEBITS 9,992.02

CURRENT BALANCE 14,310.96

DEPOSITS

0X/01 $ 3,896.00

0X/01 $ 10,414.50

0X/01 $ 34.75

***CHECK TRANSACTIONS*** NUMBER AMOUNT NUMBER AMOUNT

1 238.12 12 148.10

2 402.81 13 257.30

3 360.00 14 39.00

4 372.50 15 or Funds Transfer 1500.00

5 1316.97 16 450.00

6 263.50 17 1729.27

7 34.75 18 250.00

8 1000.00

9 175.80

10 250.00

11 863.90

***CHECKING ACCOUNT TRANSACTIONS*** DESCRIPTION DEBITS CREDITS

NSF CHECKS AND CHARGES 340.00


FIRST NATIONAL BANK BINGO CHECKING ACCOUNT JEFFERSON LODGE 9999 PREVIOUS BALANCE $1,500.00 DEPOSITS & OTHER CREDITS $3,250.00 CHECKS & OTHER DEBITS $3,432.66 CURRENT BALANCE $1,317.34

***CHECK TRANSACTIONS***

NUMBER AMOUNT NUMBER AMOUNT

2 $1,500.00 4 $ 550.00

3 $1,220.09 5 $ 158.29

***CHECKING ACCOUNT TRANSACTIONS***

DESCRIPTION DEBITS CREDITS

DEPOSITS $3,250.00

CHECKING FEES $4.28

FIRST NATIONAL BANK LODGE SAVINGS

JEFFERSON LODGE 9999

PREVIOUS BALANCE $7029.20

DEPOSITS & OTHER CREDITS $1580.00

CHECKS & OTHER DEBITS $ 0.00

CURRENT BALANCE $8609.20

***SAVINGS ACCOUNT TRANSACTIONS***

DESCRIPTION DEBITS CREDITS

DEPOSITS $1500.00

INTEREST $ 80.00


ADJUSTING INVENTORY BALANCES Prior to creating and transmitting the End of Month Report, the Inventory Balances must be adjusted in QuickBooks to reflect the Inventory value as determined by the Monthly Physical Inventory compiled by the Trustees and delivered to the Administrator. (Sec. 40.1 of the General Laws) These Inventory Adjustment Dollar Values are adjusted in the General Ledger of each Inventory Account or Sub-account.

Note: The Dollar amount of the Inventory adjustments are the difference between the Inventory Account Balance and the Physical Inventory Dollar amount, Negative or Positive, only. To adjust a General Ledger Inventory Account:

1. Click the Acct. Icon in the Icon Bar at the top of the QuickBooks screen.

2. Select the Inventory Account number or Sub-account number you wish to adjust the Dollar Value of.

The General Ledger Account screen for the selected Account number opens.

3. Click the Calendar Icon in the Date Field and select the Inventory Date from the Calendar or

manually enter the Inventory Date.

IMPORTANT: The Date entered should be the last day in the month of the current Monthly Report.

Acct. Icon Balance Column

Increase ColumnDecrease

Column

Cost of Goods Sold Account # Field

Date Field

Memo Field

Record Button


4. Tab to the Decrease Column and enter the Dollar amount by which you wish to lower the Inventory Dollar Value or the Increase Column and enter the Dollar amount by which you wish to raise the Inventory Dollar Value.

5. Tab to the Account Field.

6. Enter the Corresponding Cost of Goods Sold Account number in the Account Field.

7. Enter the words “Monthly Inventory Adjustment” in the Memo Field.

8. Click the Record Button.

The adjusted Balance value will appear in the Balance Column and the Active Field moves to the next General Ledger line.

Inventory Accounts with corresponding Cost of Goods Sold Account numbers.

Inventory Account Number Cost of Goods Sold Account/Sub-account Numbers Social Quarters Inventory

Account #1310.00 SQ Inventory

5030.00 Cost of Goods Sold – Beer 5035.00 Cost of Goods Sold - Liquor 5040.00 Cost of Goods Sold - Wine 5045.00 Cost of Goods Sold – Misc. Merchandise

Kitchen Inventory

Account # 1315.00 Kitchen Inventory

5050.00 Cost of Goods Sold – Food

Bingo Inventory

Account # 1320.00 Bingo Inventory

5510.00 Bingo Supply Expense

Gaming Inventory

Account # 1325.00 Gaming Inventory

5555.00 Gaming Supply Expense

Lodge Resale Merchandise

Account # 1305.00 Resale Merchandise – Frat Unit

5000.00 Cost of Goods Sold


***Exercise*** Adjust Inventory Values

Enter the following Monthly Inventory Value Adjustment.

Use the last day of last month as the Inventory Date.

1310.00 Social Quarters Inventory

General Ledger Shows = $ 0.00

Physical Inventory Shows = $300.00

Increase Account 1310.00 Dollar Value by = $300.00

(Cost of Goods Sold Account # 5030.00 – Beer)

Enter the following Monthly Inventory Value Adjustment.

Use the last day of last month as the Inventory Date.

1305.00 Resale Merchandise – Frat. Unit Inventory

General Ledger Shows = $ 153.18

Physical Inventory Shows = $ 126.18

Decrease Account 1305.00 Dollar Value by = $ 27.00

(Cost of Goods Sold Account # 5000.00)


END OF MONTH Refer to Page Chapter 6 of the LCL.Net Resource Manual

The End of Month function is located under the Go To menu.

The End of Month window allows you to create, update, or transmit an end of month report for your Fraternal Unit. The End of Month window will create a report for the Fraternal Unit's Net accounting activity for a given month. This accounting information is retrieved from your QuickBooks Chart of Accounts.

End of Month Window

The End of Month window contains three action buttons that are active depending on the current reporting status:

Create - is only active when a NEW month is selected in the drop down menu. This button is used to create an OPEN month for the current month by retrieving net balance activity for the month from QuickBooks and recording the information into the LCL database. No information is transmitted to Moose International using this button.

Update - is only active when an OPEN month is selected in the drop down menu. This button is used to update any net balance activity for the month from QuickBooks and record the information into the LCL database. No information is transmitted to Moose International using this button.

Transmit - is only active when an OPEN month is selected in the drop down menu and when the system date on the computer is past the last day of the current month. For example, if the current month is September, the Transmit button will not be active until October. This button is used to close the current month by retrieving final net balance activity for the month from QuickBooks, recording it into the LCL database, and then transmitting the information to Moose International.

Click here to open.


In the event that you have NOT performed the End of Month, the first time to click Create, QuickBooks must be opened. When you click the Create button, the screen above Application With No Certificate screen will open. It will be necessary to select the radio button that says Yes, always; allow access even if QuickBooks is not running. Then put a checkmark in the box next to Allow this application to access personal data such as Social Security Numbers and customer credit card information. Once both areas are selected click Continue…. You will receive another message that you will need to click Yes, then click Done on the next message.


Note: Applications that are older than 6 months are deleted during this End of Month process.

Updating End of Month Report

You can make revisions to your information in QuickBooks and can update the End of Month report at any time during the current month as long as the status is still OPEN by clicking the Update button.

Transmit End of Month Report

Click Transmit to perform a final update and transmission to Moose International.


Create a New End of Month Report

After transmitting an End of Month report, the Month drop down menu will display the CLOSED report and will also display the current End of Month report with a status of NEW.

To Create a New End of Month Report: 1. Select the current month being displayed as NEW in the Month drop down menu. 2. Click the Create button to open a new accounting month into the system.

The QuickBooks accounting information for this month will be imported and the status will change from NEW to OPEN.

Note: The Account Information area will show all zeros. This is due to no accounting information being entered into QuickBooks for the current month.

The Update button will now be the only active button until the first day of the next month. You can use Update at any time to update the information contained in your End of Month report.


REPORTS Refer to the Working with Reports chapter of the Moose International QuickBooks Pro Resource Manual

Reports provide essential information about the history and current status of an organization’s accounts. They provide summary or detailed information that can incorporate multiple accounts in a snapshot view or over a period of time.


The following table describes the categories of reports available in QuickBooks:

Category Description Company & Financial

High-level information about the financial position of the organization includes Incomes Statements and Balance Sheets.

Customers & Receivables

Customer listings and information about outstanding balances.

Sales Includes information about what has been sold and to whom. (This refers to Cash receipts issued.)

Jobs, Time & Mileage

Includes information about time and cost of jobs.

Vendors & Payables

Includes accounts payable reports about which bills are due, sales tax liability, and current balances with each vendor. Moose International will be one of the vendors.

Employees & Payroll

Includes information about payroll and payroll-related expenses.

Banking Includes detail about deposits, checks, and reconciliation statements.

Accountant & Taxes

Provides information related to accounting activities and income tax preparation.

Budgets Compares budgets with actual income and expenses, if budgets have been entered in QuickBooks Pro.

Lists Produces reports based on any lists used in QuickBooks Pro.

Create and View Reports

To Create and View Reports

1. Choose Report Navigator. The Report Navigator window opens.

2. Choose a report category from the list in the upper left of the screen. A list of reports specific for that category will be displayed on the main portion of the screen along with a short description of that report.

37. Select a report by clicking once on the name. 38. If desired, adjust the time period by selecting from the Date Range drop-down list in

the lower left or just enter specific dates in the From and To fields and the selected report will appear.

39. Choose Print to print the report:


BACKUP

The Backup function is used to make a back up copy of your Lodge Financial information. You can save this back up copy to a specific location on your computer, such as a hard drive, CD, jump drive, or flash drive. The Backup function does not allow you to backup to a tape drive.

Note: A backup question will appear when you exit the QuickBooks program, providing you with the opportunity to backup each time you exit the software. If a backup is performed, the backup question will not appear again for three days.

The Backup function is located under the File menu.

In order to take a look at the Backup window features, we must open the window.

Once open, the Backup window will allow you to select your backup filename and the location where the file will be saved.

The window will open with the current database filename highlighted in the Filename field. To name and date your file, simply begin entering your desired backup filename.

Note: It is recommended that you date your backup filename. This allows you to identify each backup point in case you must restore your data.


The Location field will open grayed-out and displays the default backup location on your computer system hard drive. This location will show each time you enter the Backup function. To change the location where you want to save the backup file you must click the Browse button.

The Browse For Folder window is used to navigate to the location (hard drive or removable media) you wish to save the backup file to. To select a backup folder you must click to highlight the folder in the window. To create a new folder inside a selected folder, use the Make New Folder button. When the desired location is selected, click the OK button to continue.

Note: If a backup has not been performed in the past three days, when you exit QuickBooks, an QuickBooks Backup dialog box will be displayed allowing you to create a backup file of your Lodge data prior to closing.


Restore Function

The Restore function allows you to restore your Lodge Financial information (QuickBooks Files) using the Backup file saved on your computer or removable storage device. This provides you with the ability to retrieve your Lodge Financial data in the event you have computer or software problems.

IMPORTANT: Do not use the Restore function before calling the Moose International Customer Support Call Center. Performing a Restore will overwrite all program data and return the records to the restore point selected. All Financial data entered after the selected restore point will be lost.


REPORTING ERRORS

Occasionally you may encounter an error associated with a file transfer with Moose International. A window similar to the one displayed below will indicate that an error has occurred.

IMPORTANT: Make sure to convey the contents of any error messages to the Moose International call center personnel so they can help you determine what has caused the error.

It is important to document the error by taking a screen capture, or by contacting the Moose International call center. The data contained in this error message will help Moose International determine what type of error occurred.

To get a screen shot, 1. Open up Word or WordPad. 2. Click somewhere in the error message and press the Alt+PrtScrn keys.

That will copy the print screen. 3. Go to your open Word document and click Edit on the Menu bar, scroll down to and click Paste.

The document will appear on the page. 4. Save the document.

Email to [email protected]

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