 In this presentation, we will take a look at how to navigate around the zero accounting software get ready because here we go with zero Here we are in our not-for-profit organization dashboard within zero the dashboard is going to be the place that will typically land that when you first Open up your zero accounting software and log back into your zero accounting software Note that if you select this drop-down if we select this drop-down here We're gonna have that the toggling between the different types of organizations that we could that we have open So we always have the demo file which you could use to practice and navigate around with and then any file that we have set up We currently have open the not-for-profit organization. Therefore those files are not Down here in the window, but rather up top So this is going to be one area that you could go for adjustments of things such as the settings That would be one of the major adjustments here as well as if you're thinking about adding a payroll You can look into this drop-down one of the major components within this drop-down Most of the actual things that you will be doing will be in the drop-downs up top Those being the dashboard the first drop-down or the first location dashboards always getting back to just this location Which does have some information on the on in the bottom of it that you will that could help you to navigate But most of the information you're going to be going into is going to be from these drop-downs for the business drop-down The accounting drop-down the projects the contacts will go into that in a little bit more detail shortly However, when you just enter data input when you're putting in data into the system The other place you will typically be going is going to be to the plus button over here This plus button will give you your normal type of data input forms such as an invoice bill Then we have the contacts quotes the purchase order spend money to receive money and transfer money So these are the your most common type data input forms just about all of these forms will be generating Actual journal entries in other words when you create these forms These are the things that are going to have an effect on the accounts that are going to be used to create and Adjust and make the financial statements that we took a lot a look at in a previous presentation So these are basically like the journal entry forms when you think about these forms We will go back and forth from them and say hey, there's the form What are the accounts that are affected what's going to be the effect on the financial statements? And we'll take a look at that in a step-by-step process Now if you if we take a look at some of these other drop-downs Note we have the business drop-down where we can also go in voices We have some of the major kind of forms here the accounting drop-downs going to be one of the major places We go because that's where we go to the reports So oftentimes we will enter data input using the little plus button in the forms Then we'll go into the reports the main reports the balance sheet and the income statement and then our alterations to those reports For the not-for-profit organization so that we can see the effect on them also note in here You have your chart of accounts that's going to be a default list of accounts That will start off with that zero will start off with so if we go into our chart of accounts in other words You will already have accounts populated You didn't make up the chart of accounts because zero puts in like a default chart of accounts here So we basically have the codes which are the numbers We've got the account names that are going to be set up and then the account type Meaning you could think about this as basically assets on top of liabilities and or the balance sheet on top of the income statement The balance sheet including assets liabilities and equity the income statement then being the revenue accounts and the expense accounts So that's one way to kind of think of it and then you can go into further detail For example the assets that then have bank accounts or asset accounts current asset accounts Inventories an asset account and so on they also break this information out by by Category here so I can say I want to just see the asset categories just those assets Like so and then the liabilities and so on and so forth so That's one of the major kind of kind of areas we have here Projects we're not going to be dealing with the projects in the not-for-profit Organization that contacts are going to be the people like your customers and vendors people that pay you money and in our case donors and Then people that we pay which we could still call vendors I was supposed for not-for-profit organization, so we've got the customers and the vendors and we can go into the detail About those items there Now note that when you when you visualize the accounting process whether it be a not-for-profit organization or a for-profit organization It can be useful to visualize in your mind Breaking out by cycle and for that I'm going to jump over to this is actually QuickBooks desktop I'm not we're not going to use QuickBooks desktop But I just they have their home page has a little flow chart Which is useful to kind of visualize that the transactions that are going to be happening So if we think about for example the whole accounting process and break it out into say the vendor cycle Which is could be called the accounts payable cycle or the purchases cycle the expenses cycle for example The customer cycle which is going to be you can call it the the donor cycle for or the accounts receivable cycle The income cycle the donation cycle or and then the employee cycle obviously the payroll cycle It's useful to break things down there and then once we think about for example the customer cycle What's going to be the normal process in our organization? We're a not-for-profit organization, so donations are probably our major our major source So in QuickBooks they we can think about that as a create Create sales receipt or we're going to say it's a receive money form in zero So this would be the form that we would then use that would create that normal transaction Then we want to think about the effect on the financial statements Once we once we have that the create the sales receipt will basically be increasing the revenue and increasing the The cash account so the equivalent form here is one of the major forms that we'll use in zero We'd like to not call it a receive money But rather like a donation type of form and we also want to be able to track Who gave us money so that that we can provide that information to the donors That's gonna be an important key Then we also might get money in a for-profit with an invoice meaning we do work and then they they're gonna pay us in the future We build them for the work that's done now We have a similar thing in a not-for-profit except we don't really do work We haven't done anything except it's there's work involved in us getting the pledge We would call that a pledge But we didn't actually give them anything in that case right They just they've pledged to give us money they promise to give us money in the in the future So someone just promises to give us money it would be similar to an invoice type of form in a for-profit We would and what would the journal entry be we could think about that invoice Well, the journal entry be would be what I need to increase the fact that they're gonna say they're gonna give us money I counts receivable and then the other side is gonna be we would call some type of revenue account typically And so this form is gonna be we're gonna alter this invoice form basically to a pledge form Which will be someone promising in essence to pay us and then at some future point they will pay us Hopefully which means we're gonna have a receive the pledge form receive the money form Which is the data input form typically which will be increasing the cash decreasing the receivable and so that's gonna be our basic flow on the Customer side so you could see these are the forms that will will actually put in and Will and we'll be able to use those to do the data input. So if I go back over into Zero then note if I select this drop down the forms. We were looking at we had an invoice That's if someone owes us money our or promises to pay us money the spend money form That's what we're gonna be using our primary form for basically donations and these forms will be then helping us to Create the financial statements that these will be creating the actual journal entry So if I was to spend money out of the checking account, let's say and say next Then we're gonna populate this data input form now part of our goal here is to make the population of this data input form as Easy as possible So it's so you can do the data input even if you even if you don't know exactly why you know What's needed to set this form up easily and then what's the effect on the financial statements? But we will consider those things. How do you set this form up to be easy to data input? What's the effect on the financial statements for inputting these types of forms? we're gonna go back over to the dashboard and Then if we if we look at the at the vendor side of things the payable side of things Things like paying the phone bill and the electric bill those type of things Well, then you could just just make a payment We could just basically write a check so we could just write a check or have an expense form write a check Or we could put things through accounts payable in other words We take the bill that's given to us we put that into the system and that increases the accounts payable So we have a bill form so a bill form to us is gonna be something that we owe to somebody else It's a bill that someone gave to us Whereas an invoice to us in terms of accounting software terminology means that we build somebody else So there notice they're the same or the opposite like if I was if I received an invoice From somebody else even though it says invoice on it. It means bill to me to me. It's my bill and on my system So just keep that keep that in mind this would increase the accounts payable and then the other side would go to an expense and Then we could pay it with basically a check that would be another data input form That we would be using in the system the check then obviously having the the journal entry of decreasing the cash account and in this case affecting the accounts payable so those are the forms we would be looking for for the That side of things now also notes that we had the added problem however with the expenses and and to some degree with the revenue of breaking this information out not only by by the Expense expense in nature normal expenses, but by category of program and then whether with general and and the fundraising So that's going to be an added challenge. So we're gonna have to Enter this data input form in such a way the the bills form and the check forms Using classes. So we'll talk about how can we use classes to input that form make the data input process as easy as possible But then zero to be able to break that out magically Into the into these other Formats to be able to make these reports. So again our objective here if I hit the plus button up top We'll be using things like a bill form. There's the bill form and then a spend spend money form So spend money form. Let's say we open up the spend money form From the checking account, I'm gonna say and then say next Once again, we want to make it as as easy as possible to enter the data input into a spend money type of form so that so that the data input Process is easy and then we also want to make it so that we can use just this form to help us to generate the Financial statements and alter those financial statements to what we need enough in a not-for-profit Organization to break out the expenses for example by nature and by class so that's that if I go then we got the the Employee cycle now. This isn't a lot different than it has the same kind of issues. It's difficult You know payroll is payroll from a for-profit But you know you got the same kind of kind of process with the payroll items You want to break that out in your mind what you know, what is the payroll? What's gonna be the payroll processing? Obviously, we're gonna process payroll We're gonna withhold the money for the payroll and then we're gonna have to pay the payroll taxes We won't be focusing a lot on the payroll here. We do have a course on on payroll It's much the same and a for-profit and not for profit if you want to learn more about payroll That's kind of a course in and of itself. We'll probably we'll touch on it here But we won't spend a lot of time on the details for payroll But again, we have a course on that and it's very similar to a for-profit organization So we're gonna go back to the dashboard here now within the dashboard notes that We do have some some nice navigation on on the right including the invoices or people that owe you money So you could track that information here and the bills or people you need to pay So if we go into for example the invoices or people that owe us money Then we have our navigation down below where we have the draft awaiting approval and then A waiting payment. So let's go into the awaiting payment item And this is basically tracking, you know, the the receivable item down here So people that that owe us money. So there's the pledge which is an essence an invoice So you can see it over here is indicated by an IMV or invoice type of number So that's one area that that we can track that it's nice to be able to go directly in From the dashboard, you'll have a similar type of activity down here for the bills You need to pay and that'll be tracking like at the accounts payable in a similar fashion But just note that when we do the data input our normal practice is going to be data input Forums over here standard forms is going to be the invoice the bill that will have spend money Receive money will be using those a lot and then we'll be jumping over to the accounting And we'll just be taking a look at standard balance sheet and income statements And then when necessary, we will then break out and start to customize Our reports so that we can see that custom information in a format necessary for the not-for-profit Organization that's going to be it for now. Let's get out of here