 So everybody, welcome to QuickBooks Made Easy for nonprofits and libraries. My name is Kyla Hunt. I'm going to be your facilitator today. I am the webinar program manager here at TechSoup Global. And with that, our Shab Sigmund and Meg Creelman, who will be helping me moderate the questions. And then also with us today, of course, is our presenter, Greg Bosson from QuickBooks Made Easy. And once I hand over control, he'll provide a really great introduction of himself. And I'm really excited for him to be here with us today. And we will be providing a little bit of introduction right now. And then he will be talking about QuickBooks in general, and then the 2012 updates specifically. And as I said, throughout the presentation, I will be taking questions from the audience and bringing them to Greg. I apologize if we do not get to all of your questions because we do have a lot of people on today, but we will get back to you in the future. So really quick before I give control over to Greg and I let him introduce myself, I did want to talk a little bit of just frame this discussion a little bit and talk about the use of QuickBooks in both nonprofits and libraries. I was kind of looking at the TechSoup forums and I was looking online what people tend to use QuickBooks for in nonprofits. And of course, I see tracking grants, donations, and groups, and then tracking and presenting budgets to see what other uses are out there. So if you're a firm on nonprofit and you want to just type in really quick to the questions pane or chat pane, what you use QuickBooks for just so I can take a look at that. That would be some people saying they use it for payroll, not mentioned expense reporting, bookkeeping for churches, tracking grants, budgeting, so things like that. And there are some people on here that haven't used QuickBooks at all. So that's actually really good to know. Okay, that's really helpful. And then I wanted to say specifically something to libraries out there because I know they use QuickBooks somewhat too, using grants and contracts, tracking and presenting library budgets, and even tracking friends of the library budgets. But I'm interested to see if there are really creative uses for QuickBooks there in libraries. So if you guys could at this point put that into the chat pane, that would be really helpful. I'm just going to give you guys a second to put that in there. And then it's always been really interesting to me. I'm seeing friends of the library groups using QuickBooks to track their budgets in QuickBooks with, using more bookkeeping, but I think that might be nonprofit. So the library used in general. And I have something from Beth saying that they use it to track different branch persons if you're in a big library that actually is really, really helpful. Donations, et cetera. Okay, great. All right, so with that kind of frame, I want to go ahead and give it over to Greg because I know he has a ton of material for us. So Greg, I'm going to go ahead and give you presenter control. I'm going to go ahead and unmute yourself. Hey, Greg. Hi, everybody. I'm Greg. Tyler, thank you so much. Yeah, no problem. Go for it now. Yeah, go for it. I like the way that you said that you'll be taking the questions and that we'll get back to them sometime in the future, like just for now. Hopefully. I love that. All right. I want to joke more, but let's get to it because we don't have a whole lot of time. So for those of you that don't know me, I'm Greg Bosson, and what you're looking at right now is one of my two websites just to kind of let you know I am a CPA with a practice in Atlanta, Georgia. I've been practicing for about 25 years. And I do, you know, it's a full-service accounting firm, but I do a lot of work with nonprofit organizations. I do audits of around 25 nonprofit organizations a year. And then let me just click up the other website. This is QuickBooks Made Easy. And we are the owners. I guess I'm the owner of QuickBooks Made Easy. And QuickBooks Made Easy, the whole goal of QuickBooks Made Easy is to provide industry-specific training. But obviously, because I have so much history with nonprofit organizations, I've spent a lot of time over the last two years working with nonprofits. And to provide training through products that you sell, these are training CDs that come along with handbooks. One of them is QuickBooks Made Easy, the essentials. I think a number of you have most likely gotten it from TechSoup. I saw somebody ask a question about if there's a discount rate for Beyond the Essentials. And there is. I'm going to give you a little discount for the other companion product beyond the essentials. So that's training CDs with handbooks. We also offer live tech support. And then we have live seminars where I go across the country teaching seminars. We can see we're going to be in Baltimore and Washington, D.C. Then we're going on to New York and Boston. So I'll pop this up here at the end so you can see if I'm coming to the city near you and you think that you like me, then you can learn from me that maybe we can do that. But you can come to a seminar. So anyway, so we're here to talk about QuickBooks. And you're looking at QuickBooks right now. And I'm going to break the seminar up into two different sections. First thing we're going to do is we're going to go over some basic stuff and some advanced stuff for helping you track the things that you need to track as a nonprofit organization and or a library. And so we're going to do that for, I don't know, about 20, 25 minutes. I'll stop and take questions certainly at the end, but I'll try to do it in the middle too if I feel like time is going on. And then I'm going to ask you, Kyla, to please kind of let me know when we've got maybe 25 minutes left so that I can stop and go to the second part of the seminar. The second part of the seminar, I do want to talk to you a little bit about what the new features are in version 2012 of QuickBooks. And there's a ton of them, but I'm only going to go over the ones that are relevant for you, a nonprofit or a library. So we're all about nonprofits today, and that's what my whole deal is in very specific training. So let's go ahead and get started. Now, the first thing I want to do is some of you are probably brand new to QuickBooks, haven't even looked at it before. So I'm going to start by just kind of describing to you what's on your computer screen here. Those of you that have been using QuickBooks for a little bit, just hang out. You'll probably learn something and it will only take a minute. And even if you know everything, I'm an interesting person to listen to. Just relax, enjoy yourself. So when you open up QuickBooks, this is the screen here. This top bar all along the top here is called the title bar. And it's telling us what company file we're in. The little organization, kind of my make-believe organization, is called Synergy Now. That's what we're going to be using today when I teach. And the reason why they want you to know the name of the company file you're in is because I don't know if you know this, but when you get QuickBooks, you can run more than one company. You can run five, you can run 10, you can run 100. And you can type Microsoft Word when you have that software or you can have more than one document, right? Same thing in QuickBooks. It's a little confused because when you open up Microsoft Word, it doesn't have a document. It just opens up and you've got to find the document. With QuickBooks, since so many people only have one company, it opens up the last company that you were in. But if you have more than one company, you can just click File and you can click Open Company. You can browse to the correct company. So that's one thing. The other thing it's telling you is what version you have. We're using QuickBooks Nonprofit 2012. And that is available on TechSoup. And I don't know, Kyla, do you know how much that is? I don't know off the top of my head, but let me take a look and see if I can... Yeah, it's under $100, I think. I think it's like $49 or something or maybe $99. I'm not sure. Anyway, it's the best way to buy QuickBooks for a non-profit or a library. So I mean that you already know that. Otherwise, you wouldn't be here. So anyway, everything else that you... So this part is called the title bar. The other three things that you see here are just simply the ways of getting around in the program. You open up the program. I want to get to a window. How do I get there? Well, there's three main ways and you're looking them right now. The first way is the home page. It's a flow chart of major things you want to do. The second way is this big fat bar here that has a thin bar. It has major things you might want to get to. And then the little thin bar up here, this is called the menu bar. That's the third way around. You could get any of those three ways. If I want to check, I click. Notice number 1006. That's the whole page. If I click on the icon bar, I click the same check, 1006. And the menu bar... Now, I'll tell you, the menu bar is a little different because the menu bar has every single thing that QuickBooks does. It has a ton of stuff. So once you get used to QuickBooks, you start using the menus. But if I go under banking and I click right check, same number. Just different ways of getting around in the program. This step over here is basically an advertisement. Credit cards. Now, QuickBooks has a merchant service, which is awesome. I actually use it. But if you clicked on that, it would just take you where you could go to the merchant service. They also have online backup, which as you can see, we use as well. But you can just kind of think of this stuff over here as basically an advertisement. So that's everything on the screen. Three ways of getting around. Home pay, big fat icon bar, little menu bar. And then that's the title bar. So now, I'm going to spend a few minutes just kind of going over some basic stuff about how to set your books up in QuickBooks if you are a nonprofit or a library. So here's the deal. There are a lot of things in QuickBooks, and it's important that you get your lists set up before you ever get around to entering transactions. If you don't get your lists set up and most of the lists are right here, then when you go to do the reports that you need, not because you didn't enter the transactions right, because you know anybody can click here and fill out a check, you've got to get the list set up. Now, the biggest list, the most important list of all, when you use a chart of accounts list, I'm going to pop that up. And I want to talk a little bit about how a nonprofit should set up their chart of accounts list, all right? I have a problem with my tongue. But anyway, so here's the deal. I want to say this. And those of you that have been using QuickBooks for a while, you need to hear this, okay? Most nonprofits use the chart of accounts to track apps all the way. Everything in the world, all right? And that is not good, because you end up with 50 million accounts that way, and then when you print out reports for the board, the reports are 15 pages long. And the board probably isn't going to look at the reports, which, hey, maybe that's a good thing. Maybe you don't want them to look at the reports. But the point is that you want to use the chart of accounts for the natural categories of, well, for the profit and loss example, as an example, let me just say this first. The chart of accounts is the backbone of your entire accounting system. The accounts that you put here determine what the lines are on the balance sheet and the profit and loss. So when it comes to the profit and loss, obviously that's a big report you may give to the board. Whatever accounts you put here, that's what's on the P&L. All right? And you want the accounts to be the natural categories of stuff for income and expenses. That's what you want in the chart of accounts and what I mean by natural categories is, if you went out on the street corner and just asked somebody make some expenses and they didn't know about accounting, they'd probably come up with some of these salaries, rent, insurance, postage. This is just natural categories of expenses. And that's how you want to set your accounts up, just the natural categories of income and expenses. That's how most businesses need to track things, just by what the type of expenses and the type of income. Nonprofits. Nonprofits have to track things in more than one way. Yep, we track it based on the natural categories of income and expenses, like rent and postage and contract labor. But we also have to track things on a bi-program basis. You probably already know this, but let me just, for those of you that might not, the organization is synergy now. That's what will come, you know, to make Believe Company. The mission of the organization is to get this country, the USA, of foreign oil and hopefully onto some form of energy that is environmentally friendly that we make here in the United States. All right? So the problems are the things that the organization does in support of that mission. And it's very important that nonprofits report their activities not only by the natural category of expense, but also by programs. People will know how much of your money is going to fund programs versus administrative costs or funding. All right? You probably already know this. Now, people very often will incorrectly use the chart of accounts to track the programs as well. So I have an account. Like, we have a program here for Synergy Now, which is a guidance center. And it's a place you can go to learn about new forms or maybe look at solar panels and figure out what to buy them or whatever. It's a guidance center you can go to. It's a place. And people will create an account. It's a guidance program. And then underneath it, they'll have subaccounts for 50 different things, supplies, rent. Then they'll go on to the next program and then all of their subaccounts. And then the next, you end up with 50 million different accounts. What do you want to do? When it comes to your programs, you want to use a different list. You want to use the class list. Now, the class list is something that's a little feature that you can turn on. And I'll show you how to turn it on. You go ahead. And QuickBooks has a ton of different preferences. So they're broken up into different categories. They appear on the left here. We're looking at the general category. Here's some preferences. We go to the checking category. Here's some preferences. You go to the accounting category and company. You go to the check that box. It'll turn on the feature. And when the feature is turned on, you go to the list and you go to the class list. And what you do is you want to set up a class for each program. And classes are in all the versions of QuickBooks, not just the nonprofit edition. They're used for different departments or different divisions. Nonprofits, we're using for programs. So we have the guidance center program. We have a conference that we do. We have an aware campaign. And then you always need to have a class for admin and a class for fundraising. And once you've got those things set up, and to set one up, you just go to the bottom left-hand button. You click new. I'll just edit one and just fill it out. Click OK. It's not a big deal. Then when you're entering transactions, set check for, I don't know, say it's rent. Put the expense account over here. You put the program that it related to. And by the way, there are many expenses that you want to break out between programs and men in fundraising. Yes, you can do that as well. And actually, there's a shortcut way to get it to allocate based on percentages that you put in the system. I'm going to show you that during the seminar. It's very cool. All right. But anyway, so you want to account for the natural categories. You want to use the classes for your programs with an additional one for admin and fundraising. And I'm assuming libraries would need that as well, because you may have just one program for the library, and then you'd have one for admin or fundraising. If you have different branches, I assume you could use the classes for the activity and the different branches. You also use these classes when you're depositing money. You put the income account here that it had to do with individual contributions. And if the contribution, let's say, went for a particular program, you point it to a class. And if it didn't, if it was an unrestricted contribution, you want to put all your unrestricted contributions to the fundraising class. And I'm going to show you why right now. So when you do this and you point all your transactions to the appropriate programs, look at the report you can get out of QuickBooks. And this is going to just make you see. Profit and loss by class. I'm going to take it a little bit prettier here. And you have a separate column for each program. So this is how our auditor needs to see it so that I can do an audited financial statement for you. This is how someone who's doing your 990 information return has to report it. So this is the way. This is also valuable for you to get information. In other words, let me show you the Guidance Center. All the expenses that relate to the Guidance Center here with $15,000 we spent on it, all of the income contributions program fees that we got related to the Guidance Center is also pointed to this column. So guess what? We can see whether or not this program paid for itself. The program lost $10,000. A funder could look at this. Or actually, a development director could look at this and use it to say, you know what? This is a great program. We're showing $10,000. So the synergy conference makes money. And the reason why I wanted you to put all the unrestricted stuff over in the fundraising class is so that only the income related to the programs was in that column so you could see whether programs are paying for themselves. Well, I'll answer for you. Yes, it makes sense. Anyway, I'm used to teaching life. What can I say? So that's some basic stuff. And that's some of the stuff that I cover in the essentials. Now, I want to spend a few minutes giving you a couple of things that are a little bit more advanced, all right? So the first thing that I want to talk about is special fundraising events. How do you track those? Because I think that's something that most everybody has. So before I do that, I want you to bear with me for a second. I need to do something. Just act like I don't see what I'm doing right now. Everybody close your eyes. I know. All right. This will take some questions, Kyla. What is a special fundraising event, first of all? Well, what it is, it's an event whose sole purpose is to raise money for the organization. It's not part of the mission of the organization. This organization, Synergy Now, has a little Gala dinner that they do once a year, and it raises money for the organization. There's an auction. There's entertainment. Now, entertainment is not to feed and entertain people, okay? So that's not a program. It's a special fundraising event. How do you track it? Very often people, incorrectly, did you hear me? Incorrectly, will use the class feature. They'll set up a class for the Gala, for what actual event is, Gala dinner. It kind of makes sense because you know you need a little profit and loss for it, and it's not really a program for the organization, so, hey, I'll do that. Well, then what happens is you can point income and expenses to it, but when you look at a profit and loss, I'll hold on one second. Look at a profit and loss yourself. Well, this is great because I can see what's going on for the Gala dinner. Here's the thing. This Gala buy class is good for internal reporting. It is not what you're giving to the Board of Directors because it has too many columns. I mean, let's get real. The Board of Directors wants one column for the actuals, column for budget, maybe some variances, maybe prior year, and I'll show you that in a little bit. The point is, you don't need all these columns for the different programs when it comes to the Board. So, okay, well, I'll just get right to the total. Gala information for the special event is gone. It's all buried in the income and the expense accounts, so you can't see it anymore. And even though the Board doesn't want to see all the programs, right now, they want to see that special fundraising event. So, classes is not the way to go, all right? So, I'm going to go back into the little class list here and change this back to the energy conference and the hunting pack. So, anyway, and oh, then I got to change this little thing here that I'm not going to have to look at. What I want you to do instead is I want you to use, let me tell you, mostly I don't want you to use a chart of accounts to track things. There are other places to track things, but when it comes to special fundraising events, since the Board needs to see it, here's how I think you should do it. And there's more than one way to handle it. I think this is by far the best way. If you disagree with me, please email me and I'll explain to you why you're wrong later. Anyway, this is what I think you need to do. Subaccounts. It's like a little mini-profit loss within the chart of accounts just for the special fundraising event. We'll have one account spent in annual Gala, net. Then underneath the two subaccounts, one for Gala revenue and one for Gala costs. And then underneath those, we'll have the actual accounts that we're going to use to point transactions to. We have tickets we get, we have sponsorships, and then we have auction income, and then here's all the expenses. We're never going to point anything to the annual event annual net. We're never going to point anything to Gala revenue or costs. We're just using it as headers so that it'll appear on the profit and loss. These are where we're going to point the income and the expenses. I want you to notice two things. One is I put the word Gala in front of every single account that relates to the Gala so that when I'm entering transactions, if it has to do with the Gala, all I have to do is type Gala and those events pop up, those accounts. Because I do have a regular travel that doesn't relate to the Gala. So that's why I want to make sure I put Gala in front of the word to make it easier to find. So that's the first thing I want you to see about it. That's the first thing I want you to do. That's a quick break because we're just getting a lot of questions about this. I know. I'm about to get to it. There's a lot of... Yeah, that was my big point. And this is what upsets everybody. I love this. So the first thing is that even the expense accounts, you want to make them of the income type. Here's why, guys. This event needs to be reported net of costs. That's how I have to report it on a 990. That's how I have to report it on an audited financial statement. That's how the board really wants to see it, all right? They want to see the event net of costs and when you see it, I think you'll agree with me. So let me just finish this. You make them all income accounts even though they're really expensive and I'll just show you how to create one. Bottom left-hand button, new. I'll create one for equipment rental. I'll make it income type. It's an expense. Naila Equipment Rental. And I'll make it a sub-account of gas. So it appears. And then you can use it when you're entering transactions. And yes, you can point a check or a bill to an income type account because it's an income type account. It's going to note automatically making it a negative when you show it on the report. So you use these accounts to point your expenses to, using income accounts and your income. And let me go ahead and add some income. I'll go into the deposit. Well, act like we're going to make a deposit. Maybe it's the debt or the gala. And we're going to deposit tickets and we got $12,350, we'll say. And then I'll tie it down. We've got a sponsorship. So I only want to make money on these things. $12,000. And then we have the auction. And let's say you got, I don't know, $6,000. I don't like the number 6. $7,250. Whatever. So now one thing. I'd like to point a two. Well, here's the deal. Remember, a profit and loss by class. We'll have all the revenue related to a program there so we can see whether the program paid for itself. So if the event is for a program, put it to the program. If it's unrestricted, put it to undressing. So I'll undress. I'll go ahead and save this. And then here's your big finish. When I look at a profit and loss, I'll just do a standard profit and loss. Let's see, guys. We have up in the bottom section, we have all the revenues. We have costs broken out down to the net. And show the sub-accounts. If you want to get rid of the sub-accounts, you click this collapse button. This is what this program looks like. You'd want to have a column for the budget, and then the variance. That's really how I need it for the audit and for the 990 tax return. And this is a great way for the board to look at it. The board wants the individual information that we can expand it and give it to them or collapse it and it's gone. But the point is, those of you that are putting your income for special events up here and your expenses for special events down here, it's not helpful. I can't see how much money it made. As a board member, and I've been a board member, that's all I care about. What's the net? Pat, I'll stop for a second and Kyle it. What questions do we have? Let's take maybe two or three of them. Cool. So I'm going to try to group them a little bit. We've had quite a questions about how to enter in-kind donations. Let me just real quickly, again, one something I was going to teach, it's covered in the Beyond the Essentials training product, and I'll talk about that at the end. But just because a lot of people want to know, the best way to enter in-kind contributions that you're not going to be happy about this is by doing a journal entry. You create an in-kind revenue account, you credit at and then debit whatever the expenses that you would have expensed to if you had literally written a check for it. That's the real quick and dirty, but there's a whole chapter in it in the Beyond the Essentials program. I wish I had more time, but I don't. Next question. All right. If I already have my special event expense accounts and as expense accounts, is there a way to switch those to income accounts? Very easily. Any account that you have, say this one, you decided you wanted it to be an income account. If you click on it once and click Edit, you can change it. Let's take it close. And it moves all the transactions as well. Let's take one more. Okay. How can I allocate by class using sales receipts? This person collects rent from tenants and has set up classes for rent and common area maintenance, so she tracks those separately. And then they say, when I receive the check using a sales receipts, I can track the tenants as customers. It only allows me to select one class. All right. So, whoever, who is this person? Oh, let me take a look. That was in my sheets. Give me one second. Yeah, this might give me a second. Anyway, you're going to love me, whoever you are. Jennifer Petoni. Basically, listen, guys, let me tell you that some people use these things called sales receipts, and it's what you want to use if you're going to use QuickBooks as your donor database. There's a whole section of it in the how to do that in the Essentials training product. That's one you can get from TechSoup. Her problem is she doesn't have a class column right here. She only has a place to put one class up here. So, what you want to do is click this Customize button when you're on the sales receipts. Click the Customize button that says Customize Data Layout. Go over here to the columns section and where it says Class, you want to check that box right there. When you click that box right there, then the class feature will appear and then you can use it. You can put, you know, part of it here and you can put part of it here, like that. So, if you're going to use it, she's very happy. All right, let's move on. I got one more thing that I want to teach you, and this is something that I teach in the Beyond the Essentials, which is the companion product to the Essentials. And here's what it has to do with. When you are doing transactions, and this one we asked Bill Wilson to say, well, you'll want to break out your expenses into different programs. Maybe this is for our administrative offices, but actually 75% of that space is the guidance center, and then only 25% of the space is where we actually do our administrative work. Break it out that way and say it was $200, that'd be $150 here, 75%, and then another $50 here. It's kind of like I have to manually break it out. What if there was a way where you could tell QuickBooks, hey, QuickBooks, anytime there's a bill from Atlantic Gaslight, break it out, 75%, 25%. They don't know that they have a way of doing it, but we know that they do at QuickBooks, maybe easy. So what I've done is create this really cool trick, and it's in the Beyond the Essentials. I'm just going to show you real quickly how this works. Instead of using this expense tab for those kinds of expenses which are automatically allocated, we're going to use something called items. That could spend an hour talking about items and obviously I don't have time to, but items point to accounts. They're a substitute for accounts, and there's reasons for them. I'm not going to go into it. Let's look at the item list. What you want to do if you want this auto allocation method, whatever the account is, so this would be whatever the bill is, Atlantic Gaslight goes to gas. You're going to create two items. One item is going to be a service type item and it'll point to the gas account and it'll have an asterisk in front of it and you'll put a rate of one. The other one item, let me go back in there, is called a group item, and it goes into what it is, but basically you put the other item down here and you can put the percentages in the quantity field and it will remember these percentages. Whenever you go to do a bill, instead of using the expense tab, you use the items tab, you pick the gas bill, not the one with the asterisk, but the group one, and you'll get the actual percentages that are in the quantity field. Now, you couldn't put in the classes, but now I can put the classes in right here, 5% to go green guidance center and 5% to admin. And then it will, from now on, remember those classes as long as you have this reference to turn it on, or call last transaction for the name. As long as you remember that, I have that checked, then you can remember the classes now as well. So all you do, if the bill's $200, you go into the quantity field, you type $200, and when I tab to get out of the field, I want you to keep your eyeballs right here. It's automatically going to add it for you. Now, how cool is that? So I'm going to go ahead and save a new to a transaction to Atlantic Gasline. Make sure you remember the last check, including the classes. All you need to do is put the dollar amount of the new bill, 5.38. I clicked on it, and it allocates it based on 75, 25. Now, is that cool or what? I think it is. So anyway, that's it for that. Let's take a couple more questions, and then I'm going to spend the rest of the time going over some new features in the 2012 version of QuickBooks. I'm going to be changing data files while I'm taking the questions. Okay, cool. So Kyla, what you got? Well, we have had another question about the discount code for Beyond the Essentials, and I just wanted to say this really quick. I'm going to be sending out a discount code to the registrants after the fact. And that should be good for 30 days, right, Greg? It will be good from 30 days from today. It will be $50 off. Okay, cool. And we have some questions asking, are we going to be talking about budgets at all? Yeah, we're actually going to talk about that as I'm going over the new QuickBooks in 2012. I'm going to show you real quickly where you go to enter your budget. Okay, cool. This one says, this may seem like a beginner question, but how do I class a contributor as a customer and what does their contribution receipt look like? Okay, interesting question. How do you class a contributor as a customer? Word class relates to the different programs. So the word class means something different. Now, if you have a donor that you want, you want to put your donors in the customer list and the customer list right here. So anytime you have a donor, you put them in here. Now, if you also have people that buy things from you and they're in here as well and you want to differentiate between donors and other people, when you're setting up a donor, you have a tab here, type, and you create one type for donor or one type for customer or something like that. But anybody who gives you money goes to the customer center. Customers are the people that give you your money. So it would be your members. If you're a membership association, it would be your students. And this, of course, you're only going to use the customer list if you want to use QuickBooks as a donor database. Okay? And if you do, then you're going to use these sales receipts. And there's a whole thing on that in the Essentials Training product. And the sales receipts, they pop up and you can give them to the donor however you want them to look. There's a whole customized feature here. You can add your logo and do all sorts of things to it. And I cover that in the Beyond the Essentials Training product. All right. So what do you want? I'll take one more quickie, Tyler. Okay. This one says, if I accidentally enter the wrong account for an item in a deposit and then click Save, do I correct it? It won't let me just change the account without deleting the entire deposit. The wrong account for a deposit? Read it in here? Yes. It says, if I accidentally enter the wrong account for an item in a deposit and then click Save. Yeah. I know what she's talking about. Let me tell you what she said. The question is, when you use sales receipts, everything gets stuck in this thing called undeposited funds. And then we go to make a deposit that you click and you record the deposit. Well, if something that you entered in a sales receipt or in a receive payment window against an invoice, if it was in wrong and you want to change it, it's not going to let you. You have to delete the deposit. You don't have a choice. You delete that deposit. It throws everything in undeposited funds again. You take your change, then make the deposit over it again. There's a little bit of a pain if you've already reconciled the bank account. It's an unreconciled transaction and you have to reconcile it again. I cover this in the Beyond the Essentials, but that's about as far as I can go without going into the gore details, now to take 20 minutes. That answers your question. Thanks, Greg. Okay. Hold on a second. Let me breathe. Okay. I'm back. All right. So let me make sure I'm in the right data file on this top, too. And QuickBooks, too, which is weird, but whatever. All right. So remember how I told you that you want to put all of your donors or members or students in the customer list if you want to use QuickBooks as a donor database. Now, once you have a bunch of potential donors, maybe you bought a list or maybe you had some sort of fundraising event and everybody that you came, they came, you had them sign up with their email or whatever, and you have a bunch of potential donors and you put them. Before 2012, there was no put them except in the same darn list as your real donors or members or students. So that was kind of annoying. New in 2012, and oh, by the way, that's what we're covering between now and the end of 2012. Just the ones that I think are helpful for nonprofits. New in 2012, there's a new place to put potential donors. It's called, or members, it's called the Lead Center. It's only available in 2012. It's under the Customers Menu Center. I'll open it up. And there it is. And it's very much like the customer list. It's a list of all of your leads. They call it leads because this center is available in all the versions of QuickBooks and so it's not just for nonprofits. So it would be a lead for like a for-profit business but you could put, you know, potential donors here or potential members. So first of all, what information can you put for them? Well, I'll double click. I have three of them here. Here's Star Jones, and here's another one. I'll do this one. I'll double click on it. You can put, the fields look a little different than they do when you're entering a customer because this is a different list. Now, you put the name up here. You have a status, whether they're cold, warm, or hot. I'll go ahead and choose hot, whatever. And then there's information about the company. Now, so don't be confused. Remember, this lead center is meant for all, like even for-profit businesses. So it may be the name of a person, you know, and this is their company. But yet, if it's donors, they may not be related to a company at all. So I just put the name of the person here again. You have like four pieces of information. You've got the main phone number. You've got mobile, email, website. There's actually more things you can choose from. You can pick from any of these things. But you have three fields here. Then you can have locations. Now, this is kind of cool. Unlike with the customer list, where you just kind of have one address for a record, you can have more than one location. So for Star here, I have our home address and then this address right there. Kind of cool. So unlike with the customer list, with the lead center, I can have multiple contacts. And you can see where that would be helpful if this was a business as your lead and then you'd have multiple employees in the business that you wouldn't contact information for. This is a donor, but you know what I did? I put her primary. I put her husband, Gary, as another contact with his information. So we're just making this work for nonprofit organizations, all right? So you can fill out this information. We'll click it. And then it appears here. Now, once you put that in here, it gives you basic information here. Here's the different texts. Here's the different locations. There's a notes field for an individual lead. And I put here, ask about her son Calvin. So anytime you call them, you could say, hey, how's Calvin? So, you know, care. But it'll be nice and hopefully they'll become a donor at some point, right? There's also a to-do list. And you can list and you can put to-do notes. All right. To-do notes have been around in QuickBooks for years. What's new is you can attach them to this lead. And when you do a to-note, and I'll just edit this one, the to-do notes are a little bit more robust in 2012 than they were before. You can pick a type, call them all facts. You can put a date, but you can also put a time, okay? And these to-do notes can be added to a reminder's list in QuickBooks and they'll pop up and say, hey, you need to follow up and invite them to the gala dinner at 10 a.m. on the state or something like that. So, what can... Oh, how do you get leads in here? Well, you can enter them individually by just going up here and clicking the link. Or you can import multiple leads. And this looks like an Excel spreadsheet and you can actually cut and paste right into this. And I'll just go ahead and show you Microsoft Live right here. If you have a big list with hundreds of names, I'll just slide this and then Ctrl-C to copy it. And I'll go back into QuickBooks, Ctrl-V, and it pastes it right there. Of course, you need to make sure the columns are the same order as they are here. You click Continue, and three leads have been completed successfully, and you see them over here, right? So that's how you get them in there. What can you do with the information? Well, you can get all kinds of reports in Excel. You can also convert them to a customer. So today's star goes ahead and donates money. Now I want them on the customer list. So I can click Convert to a Customer right there. And it'll take it, and it'll convert it to a customer. It simply leaves it in the Lead Center and it just adds it to the Customer Center is basically what it does. So I'll just click Yes. There it is in the Customer Center. And one more thing. Remember what I was telling you in the Lead Center? You could have additional contacts. Well, since they went ahead and added the Lead Center in 2012, they also have in the Regular Customer Center a place to put additional contacts as well. So that's a new change in 2012. Also, if I click on it, you'll see here's our Jones and the Jones with his contact information. So they went ahead and put that in the Customer List as well for us. So that's it for the Lead Center. We've got 50 minutes, I think we're fine. The second new feature that I want to talk to you about, and again, there's a number of new features that aren't helpful for nonprofits. They added a lot of stuff that was helpful for accountants. I'm not giving you those. Give them the ones that matter for you. They added a calendar into 2012. Okay, let me click it. Basic calendar here. You can look at it by month. You can look at it by week. You can look at it by day. What's in the calendar? Two main things. One thing that's in the calendar is your to-do note. See this right here? On the 17th, I'll click it. It's the to-do note we were looking at before for Star Jones. The only thing that's in the calendar is transactions that have been entered. So on the 26 transactions entered. This is helpful if you're looking for transactions. Maybe this is a way to find it because you know you entered a bunch on this day. And you're down here. And you can actually double click and go right to the transaction from the calendar. All right? Now, just wanted to know about the calendar. Well, one thing I want you to know about the calendar. It's not good. The thing about the calendar is it doesn't have any of your other calendars. Okay? Sorry, it doesn't integrate. Now, that might be a bad thing because it's kind of like, well, I don't want more than one calendar. It's going to drive me crazy. But understand, into it made a decision, this has financial stuff on it. I mean, somebody could double click and get into transactions and maybe even change them. So it's kind of like, this is a financial calendar, so we're going to keep it separate from everything else. And they may change at some point, but for 2012, that was the dealio. All right? So that's the calendar. Next thing. Now, this is so cool. And you really need to be using this. This is, it's called the Document Center. It's new in 2012. It's actually been around since 2010. And it's a feature that allows you to attach electronic copies of paper documents to the transaction windows and QuickBooks. All right? It's been around since 2010. It used to be called Document Manager in 2010. They changed it to Attach Documents in 2011. The Document Center in 2012. The big change besides the name change is that, guess how much it costs? It's free, guys. You used to have to pay for the service. Now, it's absolutely free. So everybody has this. If you have it in 12 minutes, it's free. Let me show you. So here's a telephone bill. Let's say that you would like to be able to have this be attached to an electronic copy of the actual bill in case you need it. You see a little, right here with the paper clip, you all have it. If I click on this, it's going to take me to a window where I can either send the document in and attach it, or it's already scanned in. I can go to my computer here and I can browse to find the document. I'll click it. I'll click then. And it basically, let's take care of it, it makes a copy of the electronic copy, so it makes a second copy. And it puts it in a folder called attached documents. And that folder is going to be in the same location on your hard drive as the actual company file. All right? And I say that because you know how you back up a company file? It does pick up that attached document folder. So you want to back that up if you want to keep the attachments working properly. But anyway, so now it's attached. I'm going to go ahead and click done. Now look at this little paper clip. When I click done, you see how the paper clip turned green? That means that now there's an attachment. I'm going to click on it. And so two weeks later, I can go back to the bill, I can click on here, and I can click on the attachment, click on it, and it's going to open it up so I can see the actual bill. All right? So that's basically the way that it works. So you can see that it's been attached to a bill. This attachment, remember, it's attaching to the electronic copies in a folder in your hard drive. Okay? It's not in the Intuit servers. It used to be in the Intuit servers now. It's on your hard drive. You can have as many as you want. And it's not just for bills. It's for many of the transaction windows. It's one for the write checks window here. If you're a membership association and you do invoices, you're going to find it here. If you make deposits and you want to make a copy of the deposit slip, a little ticket, you can eat the electronic copy of it, you can attach it here. Now, I said it's in the transaction windows. It's also in the list. If you go to the vendor list, you're going to find it here, and there's a little place attached here. Maybe you have a contract or something. You want to attach to it. All right? You can even do it in the chart of accounts list. They're going to put in the attachment. So if you have a loan document, Bank of America loan, you could attach a copy of the loan here. It's free, and it's cool, and it keeps you from having to get up from your desk and go get a piece of paper because it's right there. All right? So it should save you time, money, and it saves trees ultimately. But we think it's very cool. So that's the document center. I'm going to stop and take like one or two questions, and then I'll finish up. Hey, Claude. What do we got? Let's take a look. Well, QuickBooks let us know if we already have that donor in our database within QuickBooks. And will it duplicate names? Yeah. Go ahead. Okay. You cannot use the same name more than once. So if you enter a donor and then you enter the same name again, it's not going to let you enter it. So it will let you know. Now, if you put one thing different like, you know, does Matthew Bove, if you put Matthew A. Bove, then it will think it's a different name. So, you know, it's only if it's exact. What kind of customers you can have in QuickBooks? You know, that's really none of your business. I refuse to answer. No, I'm kidding. I don't know. So the limit is $14,500 customers unless you have something called the Enterprise Solutions Edition of QuickBooks. We don't think it's offered on TechSoup. It costs $3,000, I think, for a five-year license. It's for some of my companies. And that limit, it's unlimited. But customers in the nonprofit edition, the limit is $14,500. The lease center, there is no limit. All right. So let's keep moving. This is a new feature in 2012. Let me explain it to you. There's two ways of entering bills in QuickBooks. Some people, when the bill comes in the mail, they enter it. And it's time to pay it. They go into this pay bills feature. Those people are using the accounts payable portion of the program. Some people don't. People don't enter bills when it comes time to pay. And they just do the right check thing. So I'm not really talking about that. If you enter bills and pay them, which you should. Say you've entered a bill and then you have to pay it immediately. Or somebody calls and it's like, oh my gosh, we need to check for this vendor immediately. You have to, in the past, go into pay bills, scroll down, find the bill you want to pay. Check it off and click pay. Now in 2012, if you fill here, you can click pay bill. This is new. This little button in 2012. You click it and it automatically fills out the pay bill screen for you with the one bill ready to go. You just click pay. So that's the transaction. They also have the same thing for invoices. If you're a membership association, you're invoicing people. Then you say, hey, somebody paid this invoice rather than trying to find it in the receive payments window. You can instead just click create payment voice and it'll go right to the window and everything's already filled out for you. So it just makes life a little easier for you. Let's see. Two more little things they have to do with reports. This is where we'll talk about the budgets real quick. I'm going to pull up, oh, if you don't know where to enter your budgets, you go to company. And you go to planning and budgeting. And you go to set up budgets. This is where you enter your budgets right here. And you can enter budgets by month or enter budget for the whole year. If you do, you put the whole year in the first month. All right. You can also enter budgets for a restricted grant. You can also enter budgets for programs. We go over that in the beyond the essentials product. But anyway, so I'm going to pull up a report compared to budget for the board. We'll make it total only. So what we have here is we have the actual. We'll collapse it to make it a little pretty. The goal is put your budget in QuickBooks. You don't have to recreate it in Excel. Give it to the board. The thing is, one thing that a lot of nonprofits would like is they want to have another column with the actuals from the prior year. Like we have the current year actuals compared to a budget. A lot of people want the prior year on this report as well. There's a number of reports in QuickBooks where you can click customize and add the prior year to one of them. All right. So what people end up having to do, and because this is a big deal for nonprofits, a lot of them want this prior year, they'll go into Excel. And this isn't the new feature. You've been able to send stuff to Excel for years. They'll open up the thing in Excel. You don't have to, you know, whatever. It'll open up on its own. And then they'll go in. And when it's time for the board meeting, they'll add the column for the prior year. They'll add the variance, and then they'll give it to the board. Well, things like this, you have a month for the board meeting. Because in the past, listen carefully, if you've created a spreadsheet like this and like added stuff to it, QuickBooks wouldn't remember those changes. When you went to take a new month's data and put it on an old spreadsheet that you saved, it won't remember any of the old prior year information or the formulas that you entered. So basically, you end up having to recreate the spreadsheet each month, making whatever altercations you want to do to it. In 2012, they changed the integration between QuickBooks and Excel, and it remembers your changes. All right? Let me show you what I mean. I'm going to, I think I'm going to exit out of this one. Greg, we have about four minutes left. Just a second. Okay. So we already have created a spreadsheet right here. Now, I imported to create this before, and I added this prior year actuals number. And I'll go ahead and add some comments here. This is the current year minus prior year, so you get a variance there. And I'll go ahead and copy this down. So I'm making my changes. What's good for July through December? I give it to the board. Notice that the variance here is 44,000. I'll go ahead and save that. Give it to the board. Now, let's say it's six months later. All right? Now, I want to send data for the whole year. That was just six months. Now, I want to send the whole year. And I don't want to recreate. This is an update existing worksheet. You click it. You press the sheet that you want to, the board that you want to update. The sheet that you want to update in the workbook. It's called a workbook. You click Export. And it's going to update that existing sheet with the new data. So I'm going to click it. And it's going to take that sheet. It's going to update the old data with the new data, but it's going to leave this off here. Now, the variance is only 1,800 because now we're comparing a year rather than six months. So the point is it keeps your format changes. Let's go back to QuickBooks and then I'll let you finish up. So we had a couple of questions asking how you handle grants. Do you handle them like programs? No, you don't. When you are entering transactions, that's a great question. Here's where you're going to put the account. Here's where you're going to put the program. Get to put the grants. Right here, guys. Customer job. That's the people that you give you your money. You put the grant here. Then you can do report. Profit and loss by class will give you programs. Profit and loss by job, it should say customer job. That gives you a P&L for a restricted grant. And we talk about that in the... Let me just get out of here. Go back to the website here. I'm going to go into products. We have two main industries we support. Nonprofit is the main one. We also do contractors. But if you click on nonprofits, you'll see product. That's the one that you can get from TechSoup. And we have a topic in here on tracking restricted grants, annual budget, all this stuff. This is the beyond the essentials products. And this is where you would get that other stuff, tracking special events, budget by program and grant, tracking volunteers. Here's customizing forms. Somebody wanted to know how the sales receipt would print out. Thank you letters, all kinds of stuff. This beyond the essentials is usually $2,995. Kyla is going to email you a little code that when you go to order this thing, or you can put the code... Oh, I entered the essentials. Wrong one. Beyond the essentials. There'll be a place where you can put the code and then you can get $50 off. So instead of $229, it would be $179. And it's right. There's a coupon code where you put it right there and she'll email you that code. While I'm at the site, I'm just going to show you one thing. Live seminars. Kyla, this is where you go to sign up for a seminar. It's $99 for the whole day to come see me. I provide breakfast and lunch, believe it or not. And so these are some of the places that I'm going to. Let's see if I can scroll down. Baltimore, Washington, D.C., Baltimore, New York, Atlanta, and it goes on and on and on like that. And we'll have new classes pop up as time goes on as the year goes on. Right. Never really done. Awesome. Thank you. That was great. Thank you. I'll turn it back over to Kyla. Cool. Yeah. I'm going to take over control. While I'm doing that, I have like one more question I was just going to ask while I was taking control back. How many years of information can you hold on QuickBooks? QuickBooks, it has to do with how many, the number of transactions, not the number of years. Got it. So basically you can, I have people with data files that are 10 or 15 years old, but what happens is the file starts to get kind of slow and you start having problems when it starts getting real fat and then there's a little feature in QuickBooks called Conditioning that will allow you to like remove old transactions and replace them with summary journal entries. Cool. Thank you, Greg. That was a lot of information. It was really, really well handled. Just so everybody knows, I am going to send you guys that code. Greg, if you could email that to me, I wrote it down yesterday, but I wanted to make sure I got it right. So everybody's going to receive actually two follow-up emails. One's going to have that code and I'll get that out either today or tomorrow. And the other one's going to be going out within a week with the recording and all the applicable links. So just a little bit about who TechSoup is, who we are. We're a nonprofit, like so many of you out there and we really want to help provide the technology and the technology resources that will help you fulfill your mission. And just a little bit about those resources. If you go on our current page, you can find articles in our Learning Center. You can read our blog. You can go ahead and attend webinars and things like that. You can subscribe to our newsletters and just explore our site as you like. Again, if you did not get your name started, I will be forwarding those on to Greg. And I want to thank you all for attending today and thank you, Greg, so much for this great presentation. Sure. Let them know I'm going to the Florida Keys. I'm leaving, like, in two hours and I'll be back in a week. You don't expect anything for a week. Exactly. Then I'll try and get back to you. Yeah. Great. Thanks, Greg. And I want to, of course, thank our webinar sponsor, which is Citrix Online, which provides this go-to webinar donation to us for our use. Thank you, everybody. And I will hopefully be seeing you all at our next webinar. Thanks. And thank you, Bob and Meg, for helping out in the back end.