 Welcome to QuickBooks for Existing Nonprofit Users. My name is Becky Wiegand, and I'll be your host for today's event. I'm the Webinar Program Manager here at TechSoup Global, and I will be leading us through this event with our host today who is really a preeminent expert on QuickBooks for Nonprofits, Greg Bosson, who is a Certified CPA and CEO of QuickBooks Made Easy, one of the donor partners in our donation program here at TechSoup. You'll also see on the back end assisting with chat Katie Peterson from Peterson Business Services and also connected with QuickBooks Made Easy. You'll see David Webb from QuickBooks Made Easy, Allison Bliss and Ali Bezdikian from TechSoup Global along with some Kevin Lowe from TechSoup Global. These folks will all be on hand to help field your questions and make sure that we stay on track through this 90-minute webinar. Go ahead and chat in to let us know where you're joining up from today. We here at TechSoup are at our headquarters in San Francisco, and Greg is normally based in Atlanta, so they are there, but he's actually at NTC, the Nonprofit Technology Conference in Austin, Texas right now. So if any of you are joining from that event, try and find him there. We have people joining from all over, and right now we have a little more than 1,000 people on the line with us. So this is a big crowd, and I can probably guarantee that we won't get through every single question in this 90 minutes with 1,000 people on. We expect that that number will continue to climb. So bear with us while we try to respond to questions, and just know that we'll be working our tails off in the back end to get to as many as we can. Looking at today's agenda, I'll do a quick introduction of TechSoup, and Greg will introduce QuickBooks Made Easy. Then we'll go through some best practices for list setup, how to enter your income, how to enter expenses, how to create reports for your board, tracking restricted grants, and covering some information about in-kind gifts. We'll try to leave a big chunk of time for answering questions on the back end, but we'll also be answering them in chat throughout. So please make sure to look at your chat window so that you can see any conversations or questions that are being answered and broadcast out to everyone. At TechSoup Global, we are a global network of 63 NGOs around the world providing technology resources to over a half million organizations in 121 countries. We are proud to be doing this work, and before I started at TechSoup, I was a beneficiary of these services while a staff person at three small nonprofits in Washington, D.C. and in Oakland, California. We serve the sector in a variety of ways, primarily through our donation programs with donor partners like Microsoft in Adobe and QuickBooks Made Easy. And we have served this sector with almost $4.8 billion worth of grants for the greater good. You can learn more about our donation programs at TechSoup.org. So with that, I'd love to invite Greg Bosson, our presenter for today, to join us on the line and tell us a little bit about QuickBooks Made Easy and what he does. Thanks so much for joining us, Greg. Glad to have you on. Greg Bosson And thank you, and thank everybody that was here last week. I think we have a poll question to see who was here last week and who's here today. We'll get to that in a minute. But I am the owner of QuickBooks Made Easy as well as the CPA in Atlanta, Georgia. And by the way, I see that there are people here from Hawaii, and I also see there are people from New York. So it's snowing in New York apparently, but probably not in Hawaii. So good for you guys. So I am the owner of QuickBooks Made Easy. And what we try and do at QuickBooks Made Easy is to teach industries how to use QuickBooks, and in particular, where you are focused on the nonprofit industry. So we do this three ways. We have DVD training products. And if you look at the right bottom of your little slide there, I think I'll turn it on this little arrow. You see we have two products, QuickBooks Made Easy Essentials and Beyond the Essentials. Together these are probably 15, 16 hours of training on DVD. They come with follow-along handbooks. And we are going to give you big discounts on those, particularly Beyond the Essentials today. The second thing we do is we do live on the phone tech support, full-year tech support. And last week we gave away the tech support for $99 for a year. And I spent a lot of time over the weekend talking to some of you guys. It was awesome. And so we are going to do it again this week in a little bit of a different way. So be watchful for that. We are going to give you the coupons for that as well as for Beyond the Essentials towards the end here. And then we also do live seminars across the country. We are teaching in Hawaii by the way. Let me go ahead and click this forward. So these are some of the cities that we are going to be in. California, there's Hawaii on the 30th. And then some of the other cities. There will be more, but this is all we have definitely booked at this time. To find out more about what we are going to teach in your city, just go to QuickBooksMadeEasy.com and I will go there in a second. Let me just show you the little coupons here. So tech supports normally $299. We are going to give it away for $199 with this coupon, but there is a special way you can get it for $99. And we will talk about that at the end. Same thing with Beyond the Essentials. It is usually $229. We are going to give it away for $99 for 48 hours. And we will do that at the end. And then $20 off of any class. I think what I am going to do is share my screen so that you can see where this is. I am going to go ahead and share the screen now. And I am going to try and do this slowly because I know some of you, my mouth moves a little bit slower for some than others. And I am just going to go to the website here real quick. And here is the QuickBooksMadeEasy website. So to get either live seminars, tech support or the products, this is where you will go. If you click on the products and click on the nonprofits, that is where you will go to get the training products. And here is Beyond the Essentials. And as you can see it is $229. And with the little coupon that I will give you at the end, you are going to be able to get it for $99. So I think that is, I think with that, I am going to go ahead and go back because I think we do have a poll question in here. Let's see what we have. One thing, we always like to just explain what QuickBooks is for. So it is a financial software package. And the point here is it will do accounting, receivables, payables, and it will act as a life donor database as well. And we will talk about how that works during the little training today. But right now go ahead and fill out this poll. I want to know if you were here last week or not. So if you were, then definitely put yes. If you weren't, put no. And then perhaps you don't remember anything. So we do have people that don't remember anything. Originally that said, I don't remember anything because I was highly medicated. But for some reason they decided to take that out. So I like the fact that there are people being honest here saying they don't remember anything. That's hilarious. So you can review this. I think you can get a recorded copy of it. Becky, am I right about that? Yes. And actually if you attended last week, you would have gotten an email from me later that same evening that had a link on the right side to the presentation, to the full recording that you can listen to and watch at your convenience, and to the audio file. So if you just want to listen to it rather than watching it, I had all three of those. And today's webinar will have a similar email sent out later this afternoon that has those same resources. So you can watch any of this if it goes really fast in any parts. Know that you'll be getting the recording and you can pause it and play it and do it along with your QuickBooks when you have it loaded up and ready to go. Awesome. I'm just noticing that one person commented that the slides are off and not syncing. I mentioned earlier as we were doing introductions, if at any point during the webinar the slides are out of sync with the audio, please dial in to the toll-free 866 phone number. We'll chat it out again because that's really the only way to sync it up if they're out of sync. It's usually an Internet connection or broadband issue on the user's end. So go forth and conquer, Greg. All right. And we got the one other poll here. So this is the other poll. So it looks like half of you were here last week and half of you weren't. So those of you that weren't here, you're in for something interesting. I'm a wild weird kind of person at times. And I may be coughing today by the way. I wasn't coughing last week. So the vast majority of you, this is just what version you're using. There's QuickBooks Pro, Premiere, Enterprise Solutions. If you're using QuickBooks Pro, that's perfectly fine. You're going to get everything you need from this webinar. Most people have the nonprofit edition. That's the one you can get very inexpensively from TechSoup. We've got 30 users with Enterprise Solutions. Those are bigger organizations, but the program looks the same. You with the Macintosh version and then the online edition. Online edition, your screen looks a little different. And I will have the online edition popped up and ready. So if anybody has questions about it, I can pop over. But the techniques are going to be the same regardless of whether you have the desktop or the online edition. So I think I'm going to be finished with that. Because we've got a lot to cover, and I want to go ahead and get into it. So the very first thing that I want to talk about is just really specifically for those of you that weren't here last week. One of the main reasons why people can't get the reports out of the software that they want, I mean, hey, I mean, isn't that why you're here? You want to get good reports out of the software. Mostly it's because people didn't set things up right to begin with. So that's what last week's webinar was all about. And this slide kind of explains what your accounts need to be, your classes. Obviously your donors, grants, members, or students go on the customer list. Everybody that you pay anything to goes to the vendors list besides employees and your budget is where you enter your budget. The main point I want to bring up real quick is the difference between accounts and classes. So I'm going to go ahead and share my screen again. And I'm going to go, this time I'm going to go into QuickBooks. So this is what I'm going to be teaching in. This is going to be the QuickBooks premiere, hold on a second here. There we go, the nonprofit edition. So the thing that I want to explain to you guys is when you're setting up your accounts, what they need to be is vitally important. And for those of you that were here last week, it will just be kind of a review. But I'm going to pull up a profit and loss here. And as we can see, what I suggested last week is that we have main categories for your income accounts. Do not use your income accounts to track restricted grants. There's another way to do that which we'll cover later on in the webinar. And then the other main thing that I wanted to talk about is expense accounts. When it comes to expenses, and we covered this last week, you want your expense accounts to be the natural category of expenses. By natural, I mean the way that normal people think about expenses, how much for salaries, payroll taxes, health insurance, rent. This is basically what the expenses were for. Some people call it the object of the expense. And every business in this country has to do that and nonprofits do as well. So that's what you want your expense accounts to be. What you do not want your expense accounts to be is the place where you track your programs. What you're going to use is the class list for that. So everybody listening to me, this is really important. You need to use your classes to track your programs. If you are an online edition person, you will need to have the plus version of online edition in order to set up your classes. That's the only online edition version. It's the most expensive that has the class feature. So you go to lists and you go to class lists. And this is where you set up your classes. And what you are going to need to do is you are going to want to have one class for each program that you have. This organization is called Synergy Now. The purpose of the organization is to get the country on environmentally friendly forms of energy like solar or wind. And the programs are in service of that mission. We have the Guidance Center, the Synergy Conference, and the Aware Campaign. Those are the three programs. And then you'll notice I have two more classes, one for admin and another one for fundraising. Everybody has expenses that basically may not be for a program. And in that case, they go into admin or fundraising. So every single person should have at least three classes, one for admin, one for fundraising. Everyone will have those two. And then if you are a small non-profit, maybe you are a battered women's shelter. You just have the one shelter and that's your program, then your third class will be that program. In this organization we have three, Guidance Center, Synergy Conference, and Aware Campaign. Now as we get into how to enter the income and the expenses, you will see that it's very important that you point your transactions not only to an account, and in this case it's a check, so we put it to an expense account like postage and delivery. We'll get more into this in a minute. But you also point it to a class. And we'll point it to the Synergy Conference. And I said this last week, same is true this week. You can point a transaction. You can split it between multiple classes. And when you are entering your transactions you want to put every single solitary transaction to a class. You want to point things to classes. And then what you can get, and this is going to freak you out if you weren't here last week and you don't know about this, P&L by class. So rather than getting a standard P&L, I get this beautiful little report that gives me a column for each one of my programs and another column for admin and another column for fundraising. And what's so cool about this, and this really gets to reports that you might want to give your board, this is going to give you a report that tells you whether or not you are making or losing money on a program. This Guidance Center is losing $13,000. The Synergy Conference is making $6,700. This tells me how much I'm spending on admin versus fundraising. We talked about it last week like it was buckets. There's three buckets that your expenses need to go in, admin, fundraising, or programs. So that's basically it for the list. So that's the most important point that I wanted to make. So what I'm going to do now just so I can reach out and touch you guys is Becky, can you like ask me one question? Sure. I am looking through the questions of which there are many and Katie is doing a bang up job on the back end answering a lot of them directly. So Larry is asking, how about a class for programs and subclass for each program? Is that something? Yes. Larry, I love you. That's like the perfect question because like I can just answer it quickly. It's something I wanted to cover anyway and then I can move on. So what you want to do is you want to go to class. Thank you. I love it. So we click new. So yeah, what I do is I'll do a class called Program, just a general class. And then you can make these things subclasses. So watch guys, watch how you do this. You could manually just click subclass of and click programs. But an easier way of doing it is any time you see a diamond you just click and drag and you can make these subclasses. And the advantage of this is when we go back to our reports now what we're going to see is a total programs column. And what's really cool about it is you can see that of my, let me just scroll over here so you can see the total all the way at the end. Here we go. So all of our expenses are $254,020. It's fundraising. $55 is admin. $178 is the total program. And I'll go you one better, Larry. You click this Customize button all the way to the top left and you click Percent of Row. And when you click OK, I'm trying to move my mouth slow guys. When you click OK, now it tells you the percentage as well. So I'll just scroll over here and we can see fundraising is 8%. Admin is 22. Programs are 70%. Awesome. All right, I'm moving on guys. So what we're going to do is we're going to get into the transactions. So first thing we're going to talk about is we're going to talk about our income transactions. So I'm going to go over to another data file. I've got a ton of them. And we're going to talk about entering your income. And I know a lot of you are already using QuickBooks over 500 of you, but I guarantee you what I'm about to teach you is going to blow your mind. All right? So there are two ways that you enter income in QuickBooks. And those two ways are, one of them is called the lumped by category method. In this method you enter your income lumped by income account. In other words, you don't enter each individual check and you do it in the record deposit window. The second method is called the individual method. And I don't have a slide so be listening to me. The second method is the individual method and in that method you enter every single individual transaction separately by person. How do you know whether to use the lumped by category method where you lump it and you don't enter it individually or the individual method where you do enter it individually? Depends on whether you want to use QuickBooks as a donor, member, or student database. If you have an outside of QuickBooks database, one of them might be Salesforce or another one might be WordPerfect, not WordPerfect, DonorPerfect. If you have one, I think DonorTools is another one. There's Green Lantern I think. If you have one of these donor databases, put in the chat what that donor database is. Same thing with a member or a student database. And Becky, just read me some of them because I know some of you have another donor member or student database. We have folks saying, GiftWorks, CVCRM, Salsa, Salesforce, DonorPerfect Online, Little Green Light, all kinds, Web Junction, Non-Profit Easy, lots and lots. That's good. Now listen, you better listen to me now because this is going to be confusing. So listen very carefully. Pay attention. Is everyone paying attention? Okay, here we go. Only to those of you that have an outside donor database, if you have an outside of QuickBooks donor member or student database, and you love it and you think it's good and somebody is using it, you or somebody else, you're going to use the lump by category method. We're going to click the record deposit window when it's time to go to the bank. We are going to enter our deposits lumped by category. When I say lumped by category, I really mean lumped by income accounts. So we're going to take all of our membership dues checks for this deposit, the total of the deposit for the membership dues checks with 625. I'm not entering each individual one. You know why? Because you have it in the other database and I don't want you to have to enter the same information twice. Now understand, I'm only talking to those of you that have a donor member or student database. We'll get to the rest of you in a minute, but still listen either way. Alright, because then we've got corporate grants. We're lumping this. We're not entering the individual step. We're lumping it by income account. And then we have some individual transactions, individual contributions, and we maybe got 6 checks and the total of those is 475, whatever. That's called the lump by category method. Now those of you, I know you're typing questions, but listen to me because I'm going to head you off at the pass. I know that some of you get freaked about this. If you have an outside donor member or student database, you're like, well wait a second. What if somebody who has a membership due, it never cleared my bank account? And so they call and they say, my check never cleared. Did you get it? Well if I'm just lumping this and I'm not entering it by person, then I don't have any way of knowing which check. I mean I could look in Salesforce and see that it was received, but I don't know which deposit it's a part of if I look at QuickBooks. So you may say, well forget you, Greg. I'm going to enter every single line in here. Well if you've got an outside donor database, you're double working. And you probably know you're double working. You're entering it twice, which is crazy. So let me tell you what to do. Put some sort of identifying number here in the memo field and then type that number in the memo field where you enter the check in Salesforce or in Donor Perfect or GiftWorks or what have you. That way that software over there will alert you to which deposit the check is part of. So that way you can get away with not having to re-enter everything over again. I think that's crazy. So if you have an outside donor student member database, this is what I want you to do. I want you to lump it by category. There is one other field you've got to fill out besides accounts and amounts. And that other field is the class field. Remember I told you a minute ago it is vitally important that you point every single transaction to at least one class. What class should I pick? Well what you want to do, I'm going to go back to my little class report here, my little P&L by class. I don't remember to move it slow. You'll get this. Any of the income that relates to a program pointed to that program's class, that way you can see whether or not a program is paying for itself. So for instance, membership dues in this example, that gets the membership into the guidance center. It's part of that program's revenue. So I'm going to point it to the guidance center. The corporate grant was for the synergy conference so I'll point it to that program. Individual contributions, what do we do with them if they're not restricted, if they're not related to a program? Unrestricted contributions, what you don't want to do is point them to a program because then you can't tell whether the program's paid for itself. You want only the money earmarked for that program specifically to be in that program's column. So all the unrestricted stuff put to the fundraising column. And yes, listen carefully, I know you're typing, but listen, you can put them in the admin column. Just pick one or the other and be consistent. Just don't put them in one of the programs. I like putting it to fundraising so I'm going to put fundraising. That's the lump by category method, period. So I'm going to now move on. Would you know what? I'll take one question about this and then I'm going to move on. Becky, is there anybody with a question about the lump by category method? I am weeding through them here and it looks like it asks, can you use the individual method if you use the bank feed? And that's from Kimberly. Is that related to that? Okay. So the bank feed situation, that's a longer conversation. And I'm planning on doing a webinar on bank feeds, but we really can't discuss that now. Whether you do the individual or lump by category method is dependent upon whether you're using QuickBooks as a donor member or student database. So if you want to use the individual method, the bank feed situation, you can still download transactions, but you're going to have to enter individually on the front end. So I think she's pointing out that bank feeds don't tell you who the donor is. And she's right, they just give you lump deposits. So what we're going to do is move on to the individual method now. You can still match transactions to things already entered, but you'll need to enter them individually. If you're going to use the individual method, you'll need to enter it before you download the transactions. So let's go to the individual method. Now the individual method, so everybody listen carefully again. I may start singing if you're not. I'm so freaked that you won't be listening to me. I think that's an issue left over from childhood, but we'll cover that towards the end of the webinar. So anyway, the thing is that if you're going to be using QuickBooks as a donor member or student database, it's not a bad database. It really isn't. But when you enter your income, you've got to enter using the individual method, which means you're going to enter it by person. Obviously, so you can get a year-end donor letter out of QuickBooks with a list of the donations. If you're going to do that, you've got two places to go to. So now I'm talking to everybody else, not the people with an outside database, but everybody's using QuickBooks as a donor database or member or student. Two places you can go to. One is the wrong place, which is here to make deposit window, and one, which is the right place, which is a sales receipt window right there. So let me explain this to you. Here's the wrong way of doing it. Now again, you're going to get confused unless you're just really listening. So listen very carefully. There's the wrong way to enter your donations if you want to use QuickBooks as a donor database. Parker and Faith. Ashford, there's the name. Seems good to me. I don't know why I can't do this. I'm going to show you in a second. So I'm going to go to Individual Contributions. And I wonder if you guys hear those sirens? That's somewhat annoying, but anyway. A tiny bit in the background, but we can keep going. Can you hear it? Okay. Listen, it's not a big deal. The building's on fire, but I'm going to keep teaching. That's just how I am. All right. As long as you have your priorities straight, Craig. Yes, that's true. That's true. All I care about is it's very odd in here, but we'll worry about it later. All right, so one million, and then you'd go on to the next check, and the next all, and we could put our check number here. Remember, this is the wrong way, wrong way, wrong way. Now, why is this the wrong way? Because we could just enter each individual transaction in here, and I know a ton of you do this, and you're like, Greg, you're freaking me out. So let me show you why. If you want to use QuickBooks as a donor member or student database, you're going to be using these sales reports. Now there's a ton of sales reports, and they're actually really cool, and we're going to show you as we do a little bit of training, but these sales reports are where you're going to go to get your year-end donor letters and all kinds of stuff. I'm just going to pop up one called a Sales by Customer Summary, and look how cool this is. We'll get back to why you shouldn't use this Make Deposit window in a minute, but let me just show you how cool this is. This is a list of our donors and how much they gave us. I can make the date range all dates. I can go over to where it says Show Columns, and I can click it and make it Year. So now we've got a column for each year, and I can see that this Chad and Marie Brown they gave money every year except this last year, and we need to call them up or go bang on their door and demand money from them. Anyway, the point is that this is really kind of cool. This is just one of many sales reports that can give you all kinds of information about your donors. And this is where you'll go to if you want to use QuickBooks as a database to make it easier to read. I'm going to make it total-only. Oh, I can also sort it. I'll sort it by the total, and now it's the lowest to the highest. If you push this arrow over here that says A to Z with the arrow going down, if you push it, it's the highest to the lowest. Now watch what happens. This is the big deal here. If I want to use QuickBooks as a donor base, I do not want you to do this. Here's why. When I click Save and Close, it doesn't appear here. Why is that? Well, maybe I need to refresh it. Nope, it's refreshed. It's not here. Is it not anywhere? No, it's not anywhere. That's my point. If you want to use QuickBooks, see here's Parker and Faith Ashford down here, only $12,000. Maybe it wasn't entered at all. Yes, it was. Look over here. The checking account includes that $1,000,000. It's been entered. Your financials are right, but you can't use QuickBooks as a donor database. It won't appear on this report. It won't appear on any of your donation or member reports in QuickBooks if you use that wrong method. So that's the wrong way of doing it. So I'm going to go back, and I'm going to do this there. On that note, somebody asked, if we've been doing it the wrong way with the donor database, how do we go about fixing it? Should we do it mid-year, or should we wait till the next year to fix it? Yeah, what you should do is you should start doing it correctly now. So that you know how to do it, there is kind of a little secret background report where I can get you one thing, but that's about it. But then starting in the next year you'll be able to get everything, but there's no need to wait. You can start now. The other thing you could do is simply quit your job, which I always think is a good idea. So I'm going to go ahead and start doing drugs heavily. So now what we're going to do is I'm going to show you the right way. Now this is, whoa, that's interesting. I guess those are those drugs I was talking about. So now we're going to do the right way. Now the right way involves using a sales receipt form. Now if you look at the desktop version of QuickBooks, if you have the nonprofit edition, the button is going to say donations, but this is what you would do for your membership dues, tuitions, whatever. This is how you're going to do it if you want to keep QuickBooks as a database. If you have QuickBooks Pro, or you have QuickBooks for the Mac, or you have the online edition, you're going to go to the sales receipt form. Because that's what this really is. They just changed the name to donations. It really is a sales receipt. So the right place to enter it is the sales receipt. So let me show you how to do this. Parker and Faith Ashford gave me a check, and here's the check number, and it is for an individual contribution. It's unrestricted. Where do unrestricted donations go? Y'all chat me up and tell me. Where do unrestricted donations go? What class? Becky, are you still there? Hello? Yes, sorry, sorry. I had myself muted there. Sorry about that. Anybody answer? Where do unrestricted donations go? We need to roll ahead here. Fundraising, fundraising, fundraising, fundraising. There you go. Great. And then a million dollars. So here's the right place to do it. So what I'm going to do, I wonder if I still have that report pulled up. I do. So here's my report. I'm going to go ahead and save this. Here's the right way of doing it. And look at this. It does appear. There it is. So I need to keep talking because I've got to get you comfortable with this form. So the right way of doing this is using the sales receipt form. Now, a couple things about this form. The first thing I need you to understand is I know you've got a lot of questions, but I want you to hold off on a second and look at the screen because I think I'm going to answer a lot of them for you. Go ahead and get over here. All right. If you're going to use the sales receipt form and I understand most of you haven't used it yet, don't be afraid of it. It's the same things that you would enter in the make deposit window. So look at this. Received from, this would be the name of the donor or member or student, income account, check number, payment method, class, and amount. He's in rhymes. Name of the donor, income account, check number, payment method, class, and amount. Anyway, the same pieces of information go on the sales receipt window. Name of the donor, income account, check number, payment method, class, and amount. It's the same information. Now you may say to me, Greg, you are out of your mind because I am not about to enter a separate one of these for each donor. When all I got to do in the make deposit window is go to the next line. Well, let me tell you something. To go to the next line, you click the tab button in the make deposit window. To go to the next sales receipt, you click Save and New. It's the same number of clicks. I promise you I've counted. So that's the one thing. The other thing is do you know how cool the sales receipt is? Do you know what you can do with this thing? You can actually print this out or email it and give it to the donor. And you have satisfied the IRS's requirement that you notify the donor of the donation that can use it on their taxes. Here's what it looks like now. I know you don't like the way this looks. I've got a whole thing and I don't have time to go into the details of it here. It's in the trainings but where you can actually turn it into a thank you letter. So I'm going to go ahead and preview this and turn it into a thank you letter. So I mean, this thing is really cool and you can email it as well. So another thing I got to do to get you comfortable about this. If you're going to start using the sales receipt form. Okay. Where does this customer job feel? This comes from the customer list. Well that's not hard to understand. That's where you put your donors, members, or students. Let's see here. You just pick the type of the method of payment here. You type the check number. You type the dollar amount. And you also here, let me make this a little bit easier to see. There we go. You also put the class in and this is from the class list which we already know about. The only thing that's weird, so listen carefully. This is the crux of this whole topic. Is this place right over here? I'm telling you I want you to put the income account here. But what you'll see is that's not what's appearing here. What's appearing is the word item. Now what the heck is an item? I could spend two hours talking to you guys about what an item is. And obviously we don't have time for that. So what I'm going to tell you right now is items equal income accounts. I think I'll say it again. Items equal income accounts. If you're going to be using the sales receipt and for those of you that want to track pledges, you'll be using the invoice. The famous true on the pledge thing, you need to create items. One item for each one of your income accounts. So what you're going to do, so this requires a little bit of setup. You're going to go to your chart of accounts list and you're going to look at your income accounts. And I have it looks like eight income accounts, so I'm going to have eight items. Each item will point to one of the income accounts. So let me show you how to create an item. Let me move this over here. And to go to the items list, you go to list, and you go to item. Those of you that are using the online edition, your list is called product or service, but it's the same exact thing. Okay. We're going to go to the item list. I'm going to go to the bottom left-hand button and click new. I'm going to make the type of item be service. There's these other kinds. Ignore them. Make it service. I'm going to name the item the same name of the account that it relates to. What was this? Individual contributions, we'll say. Individual contributions. Over here, this is the important part. When you're setting up an item, here's where you point it to the income account. And I'm pointing it to the individual contributions in an income account. So what this means is every time I'm on a sales receipt or an invoice for you to do an invoice or maybe membership news or what have you, any time you do an invoice. When I pick this item, individual contribution on the form, then QuickBooks goes, oh, I know what you want me to do. You want me to point it to the individual contributions income account. See? Now, you may be wondering, well, Greg, this is real stupid. Why can't I just put the income account here? Why do I have to put an item that points to an income account? That seems like ridiculousness. Well, the reason why is because, listen carefully, QuickBooks is not meant for nonprofits. Even if you have the nonprofit addition, it wasn't designed with us in mind. When you have a sales receipt, let me go back here to the other template here. When do you get a sales receipt in life? Becky, go ahead and unmute yourself. I want somebody to tell me when you get sales receipts. Forget about QuickBooks. When do you get sales receipts in your life? When what? Well, I imagine it's when you buy something, but let's say people are saying when you purchase something, when you buy something. At a store. We're all brainiacs. Yeah, I know. I love asking stupid questions. Okay, so anyway, the point is when you buy something at a store and you get the receipt, the general ledger income account on the store's general ledger is not what appears on the receipt. What appears on the receipt is what you bought. More specifically, the items that you bought. That's why they call this list the items list. So basically what companies do is they put all their products and services in the items list. I have hundreds of them, and they'll point them all to the same income account, sales income or something like that. So what we're going to do is we're kind of making this work for us. We're going to use items, point an item to an income account, and then the accounting will be done. So this is pretty simple. Now, there's one more thing I got to teach you, and then we'll stop. We'll take a couple of questions. And it has to do with this deposit to thing up here. So let me go ahead. I'm going to delete this because I mean, who gets a million dollars? Nobody. So let me go ahead, well maybe you do, but then you probably aren't on this phone call now. You'll probably be at the beach somewhere. But anyway, so we'll say this person gave us a check for, here's the check number, and it was an individual contribution. And we'll say it was for $25. And it was unrestricted, so I'll put it to the fundraising class. Before I click Save and Move to go to the next sales receipt to enter the next check or credit card deposit or whatever, you have to decide what to put in this field that says deposit to. And when I tell you right now, what you pick here is going to either be one of the bank accounts that you're depositing to. If it's not that, it's going to be the undeposited funds account. So which one do you pick? You pick this based on what you're going to do with the check. All right? So I'm holding in my hand a check for $25. It's Thursday. It's early in the day. I don't feel like going to the bank for $25. So what do you do with that thing? You stick it in a drawer somewhere, right? You put it in a drawer and you wait till the end of the week and then you go marching off to the bank with a bunch of checks. If that's what you're going to do, you're supposed to pick undeposited funds. What a lot of people do that's wrong is they'll go, well, I'm going to go to the bank eventually so they'll put checking. What happens is then QuickBooks records this as a deposit to your checking account when you didn't really go to the bank yet. So what you're supposed to do is you're supposed to put it in this weird account called undeposited funds. Undeposited funds, what the heck is that? Undeposited funds is an account in your chart of accounts. Every one of you listening to me has this account. You can help it. It's there when you start QuickBooks. And what it is, it is the representation in QuickBooks of that money sitting in your top drawer waiting to be deposited. It's an asset. I hope that you lock that drawer. It's something of value. What some people do is they edit the name of the account and they'll actually change the name of the account to that money in my top drawer because that's what it is. It's money sitting in the top drawer usually with the pens in it waiting to be deposited. It might be in a safe somewhere. But anyway, so that's what you're supposed to do. So watch what happens here. I'm done with this sales receipt. Again, I could print it out or email it to the donor, member, or student and that notified them that I got the money. But let me just move this over to the side here. So you see how the checking account has 101, 639, and the top money in the top drawer is zero. When I click Save and Close, now guys, keep your eyeballs right there. When I click Save and Close, it goes to 25. And the bank account didn't change. Good. I haven't gone to the bank yet. I don't want to change the bank. I haven't gone there yet. So that's how that's supposed to work. Then you would go and you'd do the next sales receipt. So let's just do one more so you get an idea of how this works if you missed it the first time and get it again. So here is a grant that I got from Hugh Grant Foundation. And we'll say that it was a check. Could have been a credit card, but it was a check. Same thing works with cards. And this time this is a foundation grant. So I'm going to point it to the foundation grant item which I previously pointed to the account called Foundation Grants. This grant has to be split. Sometimes you get grants that partially go for one program and partially for another. Say the whole grant is $10,000. But we'll say that half of it or five goes to the guidance center. And we'll take the other half, the other five, and we'll say that one. You know what? We'll say that can be used for anything. So I'll just put it over in fundraising. We'll say the other half is unrestricted. So you can split these things. That's just something that I wanted to show you. But anyway, let me move this over to the side so if you didn't catch it the first time. Here we go again. That money in the drawer is at $25 right there. I click Save and Close. Now it's $10,025. That's how you're supposed to do the things with the sales receipts. One more thing, because at the end of the week, what's it time to do? It's time to go to the bank. So I'm going to go back to the home page. I regret that the online users don't have a home page because the home page gives you this great little flow chart that keeps you doing stuff in the right order. So I've done my donations or my membership dues or tuitions. It's time to go to the bank at the end of the week. What you do in real life is you open up that top drawer, get the checks out. In QuickBooks you push Record Deposit. And when you do that, you do this one more time here. When you do that, you will get a window that pops up and the window will show you all the checks that should be sitting in the drawer waiting to be deposited. It's a great little check and balance to make sure that nobody stole anything out of the drawer. Now these are checks, but if they were credit cards, they wouldn't be in the drawer, but they would still be in transit until they hit the bank usually in batch form and you need to check these and check off the ones that got deposited in the bank. This is our money sitting in the drawer. I check them off. I click OK. It copies it to the main deposit window. So this window in QuickBooks, you can actually print the deposit slip directly out of QuickBooks. If you don't feel like dealing with that, you don't have a ton of checks every time you go. So it's like, you know what, I'll just hand write them. I still want you to print a deposit summary before you go to the bank. Then you go to the bank. You'll get a little receipt from the bank, a little tiny receipt, computerized receipt, looks like a tape. Then you'll have your deposit summary out of QuickBooks. It's an 8.5 x 11 sheet of paper that lists all the checks being deposited and cash as well. And then you'll staple those two together. Behind it, you probably want to put copies of all of the checks that you've deposited and you staple it all together so you have a little packet for each deposit. So if I come out, I'm an auditor. If I audit your books, you hire me to do a financial statement audit. I come out there and I want to know what makes up a deposit. You can just hand read that packet. So that's basically it. Now here's my big finish. So I'm going to go back to my chart of accounts here and you see how we still only have $101,000 in the checking account and we have $10,000 in the drawer. So when I click Save and Close, you make sure this is the bank account you're depositing to, this checking account right there, $10,125. So I'm going to go ahead and click Save and Close. This goes to zero. The checking account is at $111,000. And you know what's really cool about this guys? The thing was deposited as a lump. It was a total. I can't remember which one it was. It's probably this one. I can't remember. Is that the one it was? No, that's something else. But you get the point. So the point is it's showing as a lump rather than each check individually and that's how it shows on your bank statement. So it's going to make it much easier to reconcile. So that was just a ton of stuff. So let's go ahead and take one, maybe two questions Becky, and then I'll move on. So what do we got? Becky Sure. Well we had some people asking about what if it's a pledge? Where does that go? And it's not actually income that you actually received. Gregg If it's a pledge, you have a decision to make. What you'll do if it's a pledge is if you want to show your pledges in QuickBooks, you enter invoice. You enter it on an invoice. Don't have time to teach it here. It's covered in the training products though, and it'll also help you with the tech support. When you get money against a pledge, you push this button here that says Receive Payments. It puts it in under positive funds and then you go to record deposit. We'll do one more question and then we'll move on. Becky Great. Is there a way to scan and upload an image file of a receipt instead of creating it in this? Like does it still need to be created either way even if you have an image? Gregg Yeah, if you have an image of a receipt you still need to create it. Understand that the purpose of this form is so you can get good donation member or student reports. You don't have to print this thing if you don't need it for any other reason. You still got to enter it there. So let's move on to expenses. I'm going to go to another data file. Oh, actually, how are we doing on time? How much time do we have left? Becky Well, we've got about 7 minutes till we said we'd start with Q&A. So I know, and we have a lot of people asking about in-kind donations too. So we should try and zip through as much as we can in the next few minutes. And maybe we'll go a little bit over this time into Q&A time and we can extend Q&A time a little bit. Gregg Okay. Yeah, that sounds like a good plan. So there's one little thing I want to show you guys that's going to make you very happy. And it has to do with expenses. So I'm going to go over here to chapters 9 and 10. Expenses, there's not anything that's unusual about expenses. Obviously you need to enter them. Some people choose the enter bills icon when the bill comes in and then later on when it's time to pay it they click the pay bills icon. If you're doing that then you're using the accounts payable portion of the program and that's good for you. Other people, they don't do that. They just wait until they pay things and then they do the right checks window for that. If it was a debit card that they paid with, they click Debit. Some people don't do either. Some people use the bank fees which is this thing where you can hook to your bank and it will download transactions. So they don't enter anything in QuickBooks and they pay everything online and just download the transactions. There are problems with that. You can't point transactions to multiple classes if you do that. And it's very important with the nonprofit edition that you do point things to classes. So be careful if you're going to do the bank fees thing. But the main thing I wanted to teach you here is when it comes to expenses it's very important that you point things not only, and this is kind of something we talked about before, not only to the expense account over here, but also to the program that it relates to over here. So this was Space Rental for the Synergy Conference so I'll put it here. So when you're entering either your checks or your bills, your credit cards, or your debit, make sure you point it not only to an account but also to a class. So this is for people that are already using QuickBooks so I'm assuming you guys know how to enter a check or a bill. But the one thing I do want to tell you that's going to make you excited is when you're talking about entering expenses and pointing them to program admin or fundraising, if the expense is easy to understand like in terms of where it goes, like Dallas Convention Center, that was for my Synergy Conference. That's simple. Then deciding what class to point it to is pretty easy. Where things that are confusing is some expenses are not directly attributable to a program. In other words, they're to be allocated between programs. They're more like indirect costs. The two main categories of that is one, payroll costs, and two, what I like to call facilities costs. The cost of the place that you are working at, your rent, your utilities, the insurance on the building, that kind of stuff for your office, that kind of stuff should be allocated based on square footage. You literally, listen guys, listen to me, you literally walk around the office with a tape measure and you figure out this room's program, this room's program. I do programming here. Here's the admin office, but I also do programming. You want to try and get programming as high as possible. And based on square foot, you want to break out these facilities costs. So I'm going to create one for Georgia Power. Well actually, we'll be Texas Power. So we'll say that the bill was $350. This is one of those indirect costs where you're going to want to split it. We'll say 90% of it. So $350 times .9 or 90% of it, we want to go to the Go Green Guidance Center. And the rest of it, and again, you base this on percentage. The other 10% needs to go to admin. So this should be a 9 here. So you see how we're splitting the expense up between program and admin. Now, I've taught you that it's important to do that, but let me give you the thing that's going to make you excited. Wouldn't it be cool if you could auto-allocate, get QuickBooks to automatically always put 90% of the Texas Power bill to the Guidance Center and 10% to admin so you don't have to do the math every time? You can do that using a little trick here. It's in the Items tab. Now I bet you've never even noticed this before, but you see how there's an Items tab on the right check screen? It's in the inner bill screen too. There's an Items tab. You've probably never even used it. Remember how I told you a minute ago that items can be pointed to income accounts? They can also be pointed to expense accounts. And we're going to use items to get QuickBooks to auto-allocate. So let me show you how this works. Now this is really cool stuff. It's kind of advanced. I wanted to throw in one thing advanced for those of you who have been using QuickBooks for a while. So I'm going to go to my item list, and I'm going to create for Texas Power two items. One of them is going to be a service type item, and I'm going to call it the name of the vendor. You can call it whatever you want, but just to make it easy, I'll call it the name of the vendor, Texas Power. And I'm going to put an asterisk in front of this. And the reason why is because this item I'm not actually going to use directly on a check or a bill. So I put an asterisk so I don't accidentally use it. I put the rate of 1, and this is actually really important that you put the rate as 1. And I know you're feverishly trying to write this down, but again, you can watch the recording later, and it's also in the training product. So just watch how this works on the screen. So then I'm going to point it not to an income account, but to an expense account electricity. That's my first item. I'm going to create one more item for Texas Power. This item is going to be a group type item. So I'm going to pick group, and I'm going to name it Texas Power without the asterisk. This is the one I'm going to use on checks and bills. Now item that is a group type item is an item that's comprised of other items in your item list. So I'm going to pick the asterisk Georgia Power, and I'm going to enter it twice. And the reason why I'm going to enter it twice is because the power bill needs to be broken up in two ways, 90% and 10%. Over in the quantity, I'm going to put 0.9 to represent 90%, and 0.1 to represent 10%. And I'm going to click OK. You ready? Done. Guess what? I never have to worry about allocating the Texas Power bill. Again, it's going to be done automatically. Let me show you. I'm going to delete these two lines. I'm going to go over to the items tab. I'm going to point, I'm going to type Texas Power. All the items, the two items that make it up will appear. I'm going to put the class right here, 90% goes to the guidance center, and the rest of it goes to the admin. So then, now this is where things get a little weird to understand. You almost don't even have to understand it, but just watch carefully. Look at the screen. What I have here, it doesn't say one here, but I really do have one. It thinks I'm buying. Oh, let me make this bigger so you can, actually I'll do this so you can see it all. So what it thinks I've done is it thinks I'm buying this thing called Texas Power. So I'm buying one of them. And it thinks that thing is made up of two little many things. Each that costs a dollar, they think I'm getting 0.9 of one of them and 0.1 of the other. So it multiplies the quantity times the rate, and then the amounts 90 cents, 10 cents a dollar. So it thinks basically because I'm buying one, it costs a dollar, and this is how it's to be broken up, 90 and 10. If I put a 2 here, now it breaks it up. This way you're starting to get excited. Now it's a dollar, 80, 20 cents plus 2. If I put a 10 here, now it's 10. If I put a 100 here, now it breaks it up, 90 and 10 dollars, 100 dollars. So what do you think I should put in this field, in this quantity field for the group item? Becky, go ahead and see if they got the right answer. What number should I put there? $350. The dollar amount of the bill, very good. I pressed the tab button, and bing-bang boom, it's already allocated. Now what's really cool about this is as long as you have the following preference turn on, I'm going to go up to Edit, and I'm going to go down to Preferences, and I'm going to go to General. You see where Sarah's automatically recall last transaction for this name. When I click OK, I'm going to click Save and New. It's going to automatically recall the last check written to Texas Power. It puts all the same information. All I've got to do is go down to the Quantity field, change the dollar amount to the new amount of the bill, and boom, it automatically allocates it, save and close. Now that is cool. We can talk more about it at the end if you have questions, and online guys, I think there are 75 of you, you can't do that. The only one in addition doesn't have the features to be able to do that. Now I think what I'm going to do, Becky, is I'm going to do in kind since a lot of people are interested in that, and then we'll see where we're at. How does that sound? Sounds great. Thanks, Greg. Okay, cool. And again, we'll stay late to answer your questions, no problems with that. I'm going to go ahead and click over to another data file. Now this is not when you want your computer to go slowly. So we're going to go to In Kind Contributions. An In Kind Contribution is a gift of anything other than money. It's a gift of stuff or a gift of services. Should you book it? Absolutely. Why? Because particularly if you are a young organization, you may be getting a lot of your stuff donated to you. And if you don't book that, number one, you're not showing people how much you're really getting. I mean just because you didn't get money, you still got stuff, that's value. Funders like to see that you're getting that. The other thing is if you're not booking your In Kind, you're not really reflecting the true cost of running the organization. This organization is called Relove Crazy Counseling Center. And what they do is they counsel the indigent people that couldn't otherwise afford counseling and the counselors donate their time. These are professional counselors so they donate their time. So how do we book it? We know we need to book it. Well, there's not a window or a button here that says In Kind Contributions even though it's the nonprofit edition. I know you're not going to like this, but guess what? We have to do a journal entry. That's the way to enter In Kind Contributions, but I'm going to walk you through it. It's going to be really easy. So the first thing you do is we're going to go to Lyft and we're going to go to the chart of the counselors. And you're going to need to create an In Come account for In Kind Contributions, right there, In Kind Contributions. The next thing you'll do, you just have one account. Then whenever you want to book an In Kind gift, you're going to go up to Company and you're going to go down to Make General Journal Entries. I'm going to click it. Then, now this is the part where it's like, I don't understand between debits and credits. Don't worry, Greg's going to help you. So all you do is to make an In Come account go up, you credit it. To make an In Come account go up, you credit it. So I'm going to go to In Kind Contributions and in the Credit column, you put the amount of the In Kind gift. What amount should you put? It depends upon what it is. If it's a product that you got a thing, maybe you're a battered women's shelter and you got bags of clothing or you got computers or desks or chairs for your office, you book those at fair market value. How do you determine the fair market value? Well, if the person bought it and gave it to you new, just get the receipt from them or ask them to provide you with how much they paid for it. If it's brand new, that's the value. If it's used though like used clothing, go to Goodwill's website, Salvation Army, try and figure out what a fair market value would be. Don't go crazy. Make it something reasonable. For us we do bags of clothing, private battered women's shelter and we do like $75 a bag. We just think that's fair. So now if it's a service, one thing I want to tell you, listen carefully, very important here guys, if the service is donated by a professional that normally does this kind of work, you book it. If it's done by just a volunteer that's like answering a phone for you or taking ticket stubs at an event or something, there's no value associated with that. At least the accounting gods won't let us book her. So only professional services can be booked. And in this case, the counselor usually charges $100 an hour to their normal patients. They're charging $20 to us for the indigent. So the other $80 they're donating. They work 10 hours a month. That's $800. And then we got to pay them the other $20. So they're probably going to be in the vendor list. So I always like to put the name of the vendor here. And then what expense account? Every transaction, we talked about this last week for the newbies, every transaction hits at least two accounts and a chart of accounts. In this case, one will be the income account, in-kind contributions. Now listen carefully guys, this is important. The other account will be whatever the expense account was that you would have pointed it to had you written a check. So we have an account called Counselor's Expense. And that's where we would have done it if we had paid for it directly. So that's where we pointed to. We put the name here, Claudia, right there. And that's how you enter it. Now I know you have questions, so just hold on a second and look at the screen. I'm going to answer these. Click Save and Close. Save. That was one thing I forgot to do. Let me go back up here to where this is. I forgot to classify it. This is really important. You want to point it to the program that it relates to. In this case, the Counseling Center. Now if it was just somebody donating like a tax return, you have to put that to admin. But I love booking in-kind program stuff because it's going to up your program expenses as a percentage of your total. So I'm going to go ahead and click Save and Close. Now what have we done to our books? Have we done anything to the P&L? Let me pull up a P&L. The net on the P&L is the same. We increased income by $800. I had done it previously, so that's why this says $1,600. So we increased in-kind income by $1,600, and then we increased counselors by $1,600. I'm sorry, this should say $8, but I entered the transaction twice. I entered it before I started the webinar. So anyway, we haven't really changed anything. Income and expense is the same, but you know what's cool? Now we see the total amount of money we got in, and now we really see how much the cost of running our organization is. The other thing is if we were to make this, I'll make this fiscal year, and I'll point this to I'll make it by class. And now as you can see, that $1,600 is in the program column, so it's going to make our percentages of program be higher than our total. So how much time do we have left? We've got 20 minutes. And I also want to make sure we have time to show people where they can get the discounts and donations too. Let me go ahead and do this then. Let me go ahead. I'm going to go back to the slides. We're going to take a ton of questions guys, so don't worry about that. But I'm going to go ahead and go back to the slides. And let me just skip ahead here. We've already covered that. So one thing here we did this last week, we have a little e-newsletter that comes out once a month, and it's a video newsletter and it gives you a little quick tip. We have a tip on accounts payable that just came out in February. So it's free. And I don't want to push you, but it's free. It's once a month. It's easy. So go ahead and answer this. If you want to sign up for the newsletter, it'll just let you know when the videos are available. And then what we'll do is we'll add you to the little e-mail list. I promise you I'm not going to annoy you. It's just once a month and it just gives a little quick tip and then it gives a schedule of when we're out. This is a QuickBooks Made Easy tip. So coming from Greg and QuickBooks Made Easy. Yes, it's not from TechSoup. It's from me at QuickBooks Made Easy. And guys, I'm waiting for everybody to answer because we've got 1100 people in the room. So we need to do this. If you opted in last week, you don't need to select again because your name and info has already been given to Greg to subscribe you to that list. So don't worry about it. But if you want to, you certainly can, but they'll just be duplicating you later on. I don't think we'll send them to though. I think David will be able to fix that. So that's it for that. And then the main thing that I want to do before we start taking questions is we're going to take tons of questions and then we'll finish up. But I'm going to go ahead and pop up the next slide here. Let me go ahead and just skip to that. All right, so as I told you, last week we gave away TechSoup for $99. I mean not TechSoup. We gave away TechSupport for $99. And I spent time over the weekend talking to some of you guys. It was awesome. I talked to a couple of people that were clarinetists that had like a little symphony thing and some other people. Anyway, it was neat. But anyway, I played clarinet when I was in school. We want to offer that to you again, but we want to offer something special that we didn't offer last week. I'm never going to do this again. This is the only time I'm going to do this. But beyond the Essentials Training product that I talked about earlier, it's normally $229. You get it at QuickBooks Made Easy. It covers all kinds of stuff, special funders, events, budgeting, donors, recurring and producing, all kinds of stuff. And we're going to offer it for $99 for 48 hours. So the code is TS48Beyond. So you want to write that down, and you go to QuickBooksMadeEasy.com, and you push it, and you push on the products and go to Beyond the Essentials. And when you're checking out, you put in that code and it will lower it from $229 to $99. Now the other thing, and this is where I'm really testing y'all to see if you're listening, when you check out, if you've got Beyond the Essentials for $99, you're going to get a pop-up that's going to allow you to get tech support also for an additional $99. And you'll be able to call me for a year, okay? Last week, everybody that signed up got me as their person. You may get another person, but you may very well get me. There's just a couple of us that are doing it. We're CPAs, and we know what's up. We can help you out, and you can call me day or night on the weekends whenever, all right? So we've got to get the Beyond the Essentials this week in order to get that for additional $99. So the Beyond the Essentials, TS48Beyond. So okay, how do you want to do this? I think I'd like to just do questions for the next little bit if that's okay, and then you can finish up at the end. There's something you wanted to say first. Well, I want to make sure for people who do have to drop off, I want to make sure that they know where to get the donated QuickBooks made easy and donated QuickBooks really quickly. So let me just show TechSoup.org slash into it is where you can find the donations of QuickBooks if you're looking to upgrade from an older version, or if you're using the online version and you'd rather be using the desktop installed. Premier editions includes the nonprofit version, and it's available one user, three user license, or for max. And we also have available a limited program that's last year, so if you want the 2014 version for some reason it's lower cost, and it is available in case you have something that's mission critical that is only compatible with an older version, that's available to the donation program with Intuit. Make sure that you go to our site, you want to look for Donor Partner Intuit because that's who makes QuickBooks, QuickIn, and TurboTax, and all of those other programs. And then QuickBooks Made Easy, Greg mentioned earlier some of the products that you can get directly through QuickBooks Made Easy, but they also have both a donation and a discount of their essentials program donated through TechSoup for $39 administrative fee. It's a discounted if your organization has a higher budget limit than the donation will offer you can access the discounted version. So with that, let's go ahead and jump into questions, and I'll show final resources after so that people aren't held on the line if they need to jump off. We have a lot of people asking still about how to track restricted grants, and I know that's a category we hope to cover a little bit more today. We're just running out of time, but I'm hoping you have just a couple of minutes to show that. I can do it, everybody. Don't worry. We're going to get there. I can do it. So let me go ahead and share my screen. This is actually a pretty simple one, and then I'll go back to here, and this is covered more in the products, but I think I can do the basics for you here. And it's pretty easy to understand. I'm going to go to another data file here. The first thing you need to understand is if you want to track restricted grants, I'll just talk while we wait. If you want to track restricted grants, what you're going to want to do is you want to enter your grant in the customer list. And the important thing that you need to understand when you're entering your grant in the customer list, and I'm going to go to the customer list here. It's right up here. I'm trying to move my mouse slow, guys. Each grant needs to be entered separately in the customer list. Look at how we have Help for You grant foundation. We have two grants, one for the 2019 year, one for the 2020 year. So if you do get a grant every year from the same entity, enter them as separate names in the customer list. David Webb Foundation is another grant. We only got one from him, and then he went to prison, so that was for you, David. He works with me. So anyway, so that is, we didn't have to put a year here. So you set that up, and that's just pretty simple. You go to New Customer, and click New Customer, and fill it out. Just like you would any of your donors, members, or students. The second thing in the process, and this is really the important part, is when you're entering a transaction, be it a check, or a bill, or a credit card, what have you, you want to point it to that grant if the money is being used out of the grant to pay for it. So let's just enter an expense here for Alliance Heating and Air. We'll say it's $750. Here's where you point it to an account here. We'll point it to Repairs and Maintenance on the building. And then the class, we'll say it was for the guidance center. And then that leaves this field in the middle, Customer Job. So over here, this is so cool. I can pick the David Webb Foundation. So let's just stop for a second, because listen guys, this is the whole ball of laps with this stuff. Here's where you point it to an expense account. That's great. The accountant will be happy. The board will be happy. Here's where you point it to a class. That's great. We can get a P&L by class. Here's where you point it to a grant. So then I'm going to go ahead and save this. Remember this, $750. And you do that with checks. You do it with bills. You do it with payroll also. We'll go to Reports. We go to Company and Financial. Now instead of doing a P&L by class, you do a P&L by job. You do a P&L by job. Now I wish it said P&L by customer. Listen guys, the word customer and the word job are synonymous. Those of you with the online edition don't have to worry about that. It just says customer. But anyway, we'll click P&L by job. And then it's going to give you, here's the David Webb Foundation, and it gives you a P&L for the grant. Isn't that cool? Now when you first look at this, it gives you a P&L for everybody in your customer list. So what you want to do is you want to go to Customize. You want to go to Filters. Filters is a way of filtering out things you don't want, but it works the opposite from the way you think it would work. It doesn't filter stuff out. You basically pick what you want to keep, and it filters everything else out, but that thing. So I'm going to go over here to Name. And I'm going to say, please just give me not all customers and jobs, but please just give me the David Webb Foundation. I click OK, and now I've got a P&L, and I can see out of the $10,000, this is how I spent the money. I've got $1,020 left. Now there's more that goes with that, but that gives you the basic understanding. So let's move on and do some other questions. Great, Greg, thank you. Somebody asked, is it the same if you're managing a federal grant? Is it the same process? Yes, it would be the same process. And I think what she's getting to, hold on one second here, I think what she's getting to is, what's on the screen right now, by the way? The codes. I think what she's getting to is if it's a reimbursement based grant, a lot of federal grants are, and you would do it the exact same way. It's just that when you look at a P&L, there would be more expenses than income, and whenever the negative is, that's what you request reimbursement for. What's next? So, and I guess in a similar line, capital campaigns. So if you get funds coming in, the capital campaign, and it's restricted, or if you have a multi-year grant that's coming in, is there a special way that you would manage those? No, if it's a multi-year grant, when you go to the report, you simply change the date range so that it includes both years. Additionally, if the grant is a year, but it's not the same as your fiscal year, you just change the date range on the report to be your grant year, and it will pick up all the appropriate expenses no matter what year they belong to. Capital campaign, if it's restricted, yes, but I will tell you that there's other things you need to do to track capital campaigns specifically, and that's covered while you're looking at it on the screen. It's in that other product there. What's next? We have people asking, how do you track membership dues if you're a membership or association-based organization? Where would that go? Okay, so that goes in the invoice. So you'll track membership dues by entering invoices for those. And you know what, I'll go ahead and share my screen again and just show you that if you have the Premier Nonprofit Edition under Customers, there's something that says Create Batch Invoices, and this allows you to pick groups of customers, add them, and then do a batch invoice for all of them. We'll click Next. It's very much like doing a regular invoice. You pick the item here, but the item would be here, membership dues, $125. We'll say it's for the Guidance Center. And then you click Next, and what it's going to do is it's going to create an invoice for each one of those. And depending upon how you set it up, I didn't set these up to email, but you can set it up to where it emails. This is again covered more in the product, beyond the Essentials product, but it's actually quite cool. And this is one advantage that you online users have. The desktop people can set up these membership dues to automatically be entered, but they still have to send them. They have to go into the system and send them. Those of you, the 70 or so that have the Online Edition, those invoices will send automatically. You can set them up to automatically send without you having to do anything. Great. And is there a way to upload membership lists? Like if you have an Excel spreadsheet of all of your members and you want to put that into QuickBooks, can you import? Absolutely. If you go to lists and you go to Add, Edit, Multiple List Entries, you can actually cut out of Excel and paste right into this window. You basically, it's the same as your customer list, but it's just listed here. You go down to the bottom and you right-click on it and you click Paste. So you would cut a list out of Excel and paste it here. I don't have anything to cut, but that's how it works. Of course, you want to make sure that what you're pasting is in the same column order that you see here, but you would change that on the Excel document. You can also click Customize Column, and you can change the columns here so they'll match your Excel documents. What's next? Great. We have some people asking about where do you track PayPal fees, credit card fees, bank fees, fees. Okay, so this is a question that I normally get when I'm covering how to enter income because the point is if somebody paid me with a credit card, and I'm just going to do this now, Credit. Now, if you're using the QuickBooks Merchant Service, you could put the payment and the card number here, and it actually processed for you at the same time you're entering it. It's quite a cool. But anyway, we'll just pick your MasterCard, and I want to enter a card number, and we'll say this person paid by a credit card. So, Individual Contributions. I love talking to myself. Okay, here it is, Individual Contributions and Fundraising, and it's $100. So, save and close. So then the question becomes, how do you deal with the fee? Because what happens is a lot of times the money that gets deposited isn't $100. It's $98.22. So what you do is you've got to go to the bank's website to see when the credit card hit your bank account or your PayPal account. And when you do that, when you go there and you say, okay, I got a deposit of $98.22, you click Record Deposit. You check off this $100. You click OK. And then you add another line on here for your credit card fees. So I create actually my own little expense account called Credit Card Fees or PayPal Fees so I can see how much money it's costing me. Make it an expense account, and then you enter it as a minus $1.29, whatever the fee is. So that's the amount that's really being deposited. That's how that works. Great. We have a lot of questions shifting gears toward how you go about getting that thank you letter to appear. And I have responded saying I didn't know if we'd have time to cover that today. Is it something that's not too complicated that we could show in the next couple of minutes? It takes more than two minutes, but I'll give you the gist of it. If you go over here, basically what you're doing is you're taking a template, you're going to Formatting, and you're going to Customize Data Layout, and you're picking what you want to see and what you don't want to see. So in other words, I'll get rid of the title, but I'll leave the date, and I'll get rid of all of these things that don't typically appear on a letter. And then you go over to the Layout Designer, and then you get rid of more things, and you add your logo. So it's kind of an ordeal. We go ahead and add the logo here, and then you can move it. And then you click OK, and you have your form. Obviously, I haven't turned it into a letter yet, because you can add text boxes also where you can put the actual words that go in the letter. And when you're done, then you'll just change your template and you print out the letter. It's in the – I keep going back to this, but it's only $99. It's in the Beyond the Essentials TS480 Beyond Donor Thank You letter. So it's in there. What's next? Switching gears again, we have a lot of people asking about specific types of in-kind donations and where you would track those. So for example, one person mentioned if their rent for their office space is donated, or if they receive professional services, or if they get a donation of stuff that they would not normally have purchased, do they still count that? So can you address those? Well, yes. I mean, as far as rent goes, if your rent is donated, you need to talk to a commercial real estate agent and find out what the square foot rate normally would be, and then you do a journal entry, and you're recreading in-kind contributions and debiting rent expense. Same thing for any of your professional fees. A lot of times if I'm your auditor, I'm going to ask you to give me a bill, some sort of documentation that's showing you that – showing how much it would cost, but absolutely you would do those. And then for the professional services, would QuickBooks generate a $10.99? Or is there a way to do that? No, and you wouldn't want to generate a $10.99, because they haven't really received anything, and so they wouldn't claim that on their taxes. When it comes to in-kind donation of services, you should give them a thank you letter, but there shouldn't be any dollars associated with it. They are not allowed to write donations of services off on their taxes. If they tell you that they can, they're wrong. And I unfortunately don't have time to go into the reasons of why, but they can't. They can't donate donations of services. Great. We got a lot of follow-up questions on the Membership Do's conversation we had just a couple of minutes ago asking if you can actually have people contribute monthly Membership Do's using QuickBooks, or yearly contributions. In other words, to set up something through QuickBooks where it automatically – Right, so they can make a recurring automated donation or something like that. Well, you can record automated donations in QuickBooks. You can by memorizing them, and that's another one of the things that's in the trainings. But let me go ahead and share my screen here. So what you would do is you would simply, when you finish, you'd fill out something like say this person is going to give $100 a month. You would click this Memorize button right there. Click Memorize. And then you would say Automate it. Enter it monthly, and then the next day it will be entered, and then the number remaining. And then when you do that, it will start entering all on its own every month. Now, if you're talking about not only that it enters in QuickBooks, but it automatically does the transaction in terms of it takes the money out of the person's credit card, that's not something that happens automatically. You have to still make that happen. What's the next question? Great. Thank you for that. Let's see. We are getting questions around donor information and sales receipts. So is there a way to have – I want to make sure I understand this question. Sorry. Maybe I don't understand it. Let me pick a different one. Sorry about that. What if I already paid for Pro and requested the non-profit edition? Can they be linked? Or is there a way to connect the data if you're looking to change between different versions? Oh, yeah. Anybody listening to me now and listening up, if you want to upgrade to another version of QuickBooks, it's going to make it very easy for you. Go to TechSoup, get the premiere edition. I'd say get 2015. And then after you've loaded it, and basically you'll download it, you simply open up your data file in the new version and it will change it to where it can be read in the new version. It just takes a matter of seconds. There's no manual transferring of any information you have to do. It happens automatically. That's nice and easy sounding. Is there a way to customize sales receipts into donor letters? Is that process beyond the essentials? I know you mentioned that you go into that in more detail. Yeah, it's in the beyond the essentials and it shows you step by step how to do it. Okay, great. Restricted income, is there anything that you want to say about that before we run out of time? Well, when I said restricted grants, that's kind of the same thing as restricted income in my view, a restricted grant, so I don't know what the person is saying. I will say two things about it. One is, do not create an income account called restrictive income. And the second thing is, if we're talking about restricted funds, so if there's any churches by the way, or houses of worship, chat house of worship, or chat church, I want to see if there's anybody here who's doing that, Becky. But if churches typically have to track funds like the building fund where you get income in from all different sources but it has to be just for a particular use, and you want to know how much money is in that fund and at any given point in time. Churches need that a lot. That's covered in Beyond the Essentials. You use classes to track it. Is there anybody from the church? Yeah, we have lots of people weighing in saying they're from churches, synagogues, lots of folks are weighing in. I've got two chapters. I've got more than one chapter in Beyond the Essentials that I think you guys are going to need. But anyway, go ahead. Well, I was just going to mention too, in case people aren't aware that QuickBooks is now, the donations of QuickBooks from Intuit are now also open to churches and religious and faith-based organizations. So if you previously had tried to access the donations and were not able to, that recently opened up just in the past few months. So we're excited to be able to offer it more widely. Let's see. I want to wrap it up here in just a couple of minutes so that we don't keep people over too long. Is there a report that separates donations and sales receipts from received payments? So receipts show up some place. Yeah, well, you would want to customize that. Yeah, I think what he's talking about. Well, repeat that last part again. So Susan asks, is there a report that separates donations and sales receipts from received payments? Right now it looks like receipts are showing up in their donor and grants report. Okay, so whenever you get into a report, and I think, where's the money? Donor's Grants report. I think she's talking about this report here. So I have to see how this report is built, but all right. So basically what you want to do is you're not wanting to include, I'm not sure what she's not wanting to include, but you're going to use the filters thing to filter out either the customers that you don't want to include. If you're doing invoicing, you can filter out items. So you can pick just the items that are contributions that you want to include. I think she was talking about sales receipts versus receipts from invoices. And I'm looking to see if you can filter out transaction type. There it is, transaction type. So rather than all, click multiple transaction types, and then you can pick your sales receipt one, but not your payment one, and then it won't show you any of the receipts. So in general, the answer has to do with the filters. So I think, I don't know, I think we probably should finish up at this point unless you've got a quickie. You know, it's hard for me to tell. Some of these are very detailed, and we are going to continue plugging away at them on the back end. Katie Peterson and David Webb have been on there answering questions all along with more than 200 answered already. So we are working hard to get to them. I want to go ahead and just take us through a couple of additional resources we want to make sure that you are aware of. Let me just tell them real quick. Again, for more questions, it's $99 you can call me anytime, day or night. All you've got to do is put in this $PS48 BEYOND when you're getting BEYOND essentials for $99 more at checkout. We'll work together. I can even dial into the software. So I'll go ahead and let you get back to what you were doing there. Great. In addition to that, we actually starting 8 minutes ago, we have a soup chat taking place in our community forums right now that's on accounting. So we have an accountant in there right now who's on hand to help answer questions, not necessarily detailed QuickBooks questions because Greg really is, and Katie on the back end are really preeminent QuickBooks experts for nonprofits. But we do have somebody in our chat on our community forums right now answering questions. We'll get that link out in the chat window. And when you leave this webinar, if you go back to the page where you registered, we have the link right at the top there too. You'll get it later today as well, but we want to make sure you can get there for additional questions. I also want to just point out some additional resources that you'll get in the email later today. We have a link to QuickBooks for new nonprofit users. That's the webinar we hosted last week for any of those of you who have missed it and would like to review that. Greg covered a whole bunch of stuff in that one as well that may answer many of the questions that were covered today. Then we have all of these other webinars that are specific to accounting, how to configure QuickBooks, a whole series of blog posts on setting up your chart of accounts and using jobs and classes and things like that. Then if you're using specific versions of QuickBooks or older years of QuickBooks, we have webinars that we've done for those years that may be more helpful because it will be showing you what you look at every day when you log into QuickBooks. I wanted to share those. In our last moment or two here, I would love it if you'd chat in one thing that you learned today on our webinar and that you would try to implement or work on improving for your organization. We do these webinars for free for your benefit, and we know we can't answer every question, but we sure hope you learned something out of them. Also, we would love it if you would commit to sharing this information with others in your network who you think could benefit. This isn't so much for us to benefit from it. It's so that you can get the access to information and resources that you need to operate at your full potential. We hope that you've enjoyed today's event and that you'll join us for upcoming webinars. Like I mentioned, we have that live soup chat happening right now, and it's going to be happening for the next hour. We also have a webinar next week on managing content and how to collaborate in the cloud. So if you're looking to move to the cloud, we'll be spending time talking about that. And then we'll be talking about how to assist patrons with e-readers, mostly geared toward our library audience on March 18th. But if you work with people who need access to e-readers and need your support in those, feel free to join us. You can also view more on our webinar archives. Please connect with us at TechSoup Global, TechSoup.org, or on our Facebook and Twitter channels. We're really happy to have had you all joining us today. I think we had more than 1,200 people on the line with us. So great crowd, and we really appreciate all of your interaction with us. Thanks so much to Greg for taking the time to share all of his knowledge of QuickBooks and his fun sense of humor. Thanks to Katie on the back end and David for helping answer questions, and also to Allison, Kevin, and Ally from TechSoup for also being on hand to try to respond as much as we could. Thank you all, everybody. Lastly, thank you to ReadyTalk for providing the use of this platform so we could provide this webinar on a weekly basis. They also are part of TechSoup's donation program. So if you're looking to run online trainings and webinars, check out TechSoup.org slash ReadyTalk. We're using their ReadyTalk 500 platform today. Complete the post-event survey to help us continue to improve our webinar programming. Thank you so much, everyone. Have a terrific afternoon. Bye-bye.