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We will be using these two files primarily to look at the differences between the business view and the accountant view with Geekray Guitars I'm going to be in the accountant view my preferred view and then jump over to the sample company to look at where things are located under the business view to change the views you can go to the cog drop down and switch to the accountant or business view down here so also note that we're zoomed in a little bit so I've hold control and zoom up a little bit I'm currently at the one two five percent on the zoom in now quick recap of our objective our objective as a business revenue generation as the accountant or bookkeeper we want to be able to facilitate the financial transactions and record them so that we can create the financial statements balance sheet income statement and related reports for whatever they need to be used for which could include taxes amongst other things and we also want to communicate with the people we do business with that being the customers the vendors the employees as smoothly as possible so the business can focus on what they do to generate revenue and not have to spend or spend as little time as possible doing kind of the accounting stuff so that's what our job is on the bookkeeping side of things how do we do that we set up the company file then we set up the underlying foundational things which include lists meaning the chart of accounts the products and the items so that we can facilitate the financial transactions as easily as possible using the forms which are found in the plus button and organized by cycle customer vendor and employee and then we communicate with the people we do business with by going to the centers on the left hand side the sale center customer center expense center vendor center and the payroll center employee center so what we're doing now is continuing with those foundational items that we need to set up so that we can facilitate them the financial transactions so i'm going to go to the cog dropdown we looked last time at the account settings now we want to look at the manage users going into the manage users now this represents basically who has access to your quickbooks files and notice that when you're in an online system as opposed to a desktop system one of the benefits are that you can have multiple people that can access the file that aren't in say the same location so you can give access to multiple people within the quickbooks file now we currently are in the plan that has the five users and you have the accounting firm as well so if you go over to the accounting tab i don't believe that's included as one of the five users and for most small businesses this is going to be a great tool because at the end of the year you've got to give this information to the accountant oftentimes at least for tax preparation if not for other needs for financial reporting needs as well and you also might want to ask questions with the accountant about the bookkeeping process so it used to be that you would have to do that possibly by printing out a bunch of reports printing out the income statement at the least in order to generate the taxes and then you got phone calls going back and forth and whatnot but if you can give them access to the actual file then they can look through the actual file when the questions come up and hopefully find what they need in order to fill out the tax return so that's going to be the accountant firm separate if i go back over to the users then typically of course we're going to have the main user so that sets up that's going to be the admin user and then you might want to have other users they are going to be helping you out with the bookkeeping obviously a small company might just have one user for example and possibly the accountant as the company grows you might have different people that are helping to manage the quickbooks and that's when it gets more complex and that's when you also get into the situation of whether or not you need to increase the level of the plan so just a quick recap if i go back to the intuit website and just look at the different plans we have here you've got the simple start the essentials the plus and the advanced the simple start you have a very limited users right and you don't have any included users and then over here on the essentials one of the main things that you get is it includes the three users so you can invite your accountant to access your books control your access levels and share reports without sharing a login so you can have multiple users without sharing a login and then we're currently in the plan with five users this is kind of like the standard one let's go and see more here save time when you work together invite your accountant to access give employees specific access to features and reduce errors with auto syncing so in other words now you you're thinking you've got multiple people working in the quickbooks file you your next step in as you grow is to enter internal controls within to the system meaning you don't want everybody logged in as the admin you want to limit the things that they can do within the system and then you the further want to limit the information as you grow so they don't have access to every component of the accounting process and then protect sensitive data with user access levels and share reports within the sharing a sign in and then oftentimes as companies grow the number of users going up from there includes more than five becomes a significant important component because again you come to more specialized internal controls as you have as you have more people working in the accounting department so if i go back on over here we currently have the one user if you wanted to add another user you can invite them so let's see what that process looks like i'm going to add a user here and then it says this this count towards your user limit so standard user that means you can give them full or limited access without admin privilege so they're not the admin but they have they have full or limited access and then you've got the company admin they can see and do everything this includes sending money changing passwords and adding users not everyone should be an admin so usually the setup would be you've got one admin and then you set the rest up as standard that would be the typical kind of process you would think so these don't count toward your user limit so then you have reports meaning we have five users they're saying these don't count towards our user limits they can see all reports so now we're just giving someone access to the report so if you're doing business with someone and you're and they want the financial information you can of course print the reports and give them to someone but you might say hey look here's here's access to all the reports so you can see whatever reports you want they just don't have the capacity to do any changes in your account that's also another option that you could give say to an accountant if you if you just want your accountant to look up the information they need in order to do the taxes and you don't want them to do anything to your to your account or anything like that have any other access then you could possibly give them this one down here and again it doesn't count towards your user limit which is nice so and then it says great news you have a quick books time subscription invite your your team so you can also invite them in a time situation to enter basically enter their time as well and so I won't get into that right now but let's go well just a quick overview on it you know that means that they can basically enter their time into the system and the time is something that you can use to invoice with and or to use as part of the payroll process so let's go to the next and then we've got our options so how much access do you want this user to have so we've got all access payroll access you can have all and you can check off the payroll they can say none here and then no no accounting features access this user can't use any of the accounting features but you can still let them manage certain things and submit their own time sheets so you might use that in that scenario where you want them to enter basically the time sheets and have very limited access and then you've got limited if you choose limited then you've got your items down here the customers and the vendors so remember we talked about the cycles so usually when you're working in an accounting department you might be working in a particular cycle so if I jump on over to the flow chart here we've got the vendors the customers and the employees so as things become more specialized you might be working in just the vendor cycle or the accounts payable or the purchase cycle the expenses cycle or you might just be working on the customer side of things and then further as you get larger you're going to be wanting to separate duties within the cycles so it becomes more difficult for people to basically commit fraud right so I'm going to close this back out so if you choose the customers then this is what they have this user can enter estimates invoices sales receipt credit memos and refunds so those are typically the things the forms and the customer cycle enter chargers and credits create and delete statements so the statements are the things that are used to to try to collect on the accounts receivable which if you're in an accrual system is going to often be a large part of the job when you're working there I receive payments from customers fill out time sheet for anyone add edit and delete customers products and services so that might be part of the you know the the the process when you're billing someone to add the customers as you're doing and the products and services what you're selling view customer register and reports view tax rates and aging settings use and adjust sales tax and sales transactions and general journal entries including manually overriding calculated tax amounts and then add edit and delete currencies and then edit exchange rates they can't print checks including refunds make bills and purchases billable to customers add edit and delete accounts and quantity on hand view bank registers see total income and expense amounts on home vendor and in customer pages run tax reports or view tax history prepare or file a sales tax return or record sales payments set up new or charge existing tax agencies or settings set up multi currencies perform home currency adjustments if you go to the vendor side you could select both of them if we go to the vendor side of things then you've got the vendor information which you would think would be mainly the forms included in this cycle on the flow chart and so you got the enter in the bills enter cash enter pay bills print checks add edit view vendor ap view tax rates using adjust sales tax run tax reports and so on there so those are the two options let's say that we just go with all here on them and then I'm going to say next and then select user settings do you want this user to add edit and remove users so the default is no and that would typically be the case because usually that would be something you would expect done by the admin do you want this user to edit company info again no usually would be the case because you would think that would be done by the admin do you want this user to manage subscriptions and you probably say no because usually you would want that to be done by the admin account so I'm going to say next and then what's what's their current their contact info so we'll invite them so you put their name and then their email and then they can be invited from there and then once we've done that so now I've invited someone here and and then they haven't accepted so I can resend the invitation if I so choose then I would contact them and say hey you should get an email with the invitation on their side the email should look something like this it says hi they've asked you to join the quickbooks plus team for get great guitars ready to get started that let's go I got questions and so on so we can then go to the let's go and on the acceptance process so then we have to sign in on this side of things so one account for everything into it including quickbooks so then they would have to accept the invitation and then it would say success you have access to get great guitars on their side of things so we'll open it up and they have the welcome page we're glad you're here here's what we'll do together and so on and so forth and so I'll just say uh next what's your main role I'm gonna say uh let's say employee next and then what do you want to do today start quickbooks I'm just gonna skip the intro and then there it is so let's go let's go then and so now I'm in on the other side I'm in another browser uh and looking looking at it thusfully so there we have it so now we're in it here and so there's our our information up top and I should have limited access to like the accounting information for example so if I go into here you know I can't change this stuff right I can't change this stuff up top because I have limited access and then if I go back on over to this one this is my admin account in the get great guitars and if I refresh it with a little refresh button I should see that Jane has accepted at this point in time so that has been accepted so there we got it and she is now in as a standard user so it's a pretty pretty nice system and it's pretty easy to set up like I say with multiple people and in basically different locations you could set it up pretty easily and then we can edit we can edit from here if we needed to edit what we put in for them and edit their information thusfully or we could delete them from here so that's the general idea I don't think we've done anything different in the accountant view versus the business view so if I open up the the business view notice that the cog is the same up top there's not any change there's there's the the plus button is the same over here the big change under the two views are going to be on these icons on the left hand side