F/Y 2017 Accounting Procedures

Transcription

1 F/Y 2017 Accounting Procedures June 2016

2 Table of Contents Importing the Chart of Accounts from Excel to Quickbooks... 3 Setting up Subaccounts in QuickBooks... 6 Setting up the Budget Report and Sending to the Accounting Office... 7 First save as a csv file:... 9 Next save the report as a PDF file: Updating your Diocesan Transaction Memorized Report Sending Monthly Diocesan Report to Accounting/Data Processing: June

3 Importing the Chart of Accounts from Excel to Quickbooks 1. Open up the QuickBooks Import file.xls Excel file (please contact the Accounting Office if you would like a copy of this Excel file). a. Save the file on your computer or network. You will need to upload this updated file when you are ready to import the new Chart of Accounts into QuickBooks. If you are using a newer version of Excel, a window may open with the open the Excel document and a compatibility checker appears, click continue. b. Are there account numbers you will not need? Feel free to delete the rows in Excel before importing. c. Replace any xx- with the proper department numbers. You can edit a cell by pressing the F2 button and renaming the xx- to the correct department in the edit bar, or double clicking on the cell you wish to edit and move the cursor to the xx-, add the correct department and press enter.. Tip: If you only use department 01, you can use the Find and Replace all the xx- with 01- (found in the upper right hand corner of the menu bar. Make sure you have the dash at the end. You can also update several rows at one time. Just highlight the sections of accounts that are in the same department then click on the Find/Replace menu button: June

4 2. Do you use the same account number for multiple departments? a. If so, highlight the Excel row you wish to copy (by clicking the far left margin), right click with your mouse and select copy; b. Right click the mouse on the same row and select Insert copied cells into a new row and press Enter. c. Edit the department number, name, etc. d. Optional: You can use the Description field to add a description or the prior account number used. 3. Do you need to add subaccounts? a. The easiest way to add a subaccount is to add it in QuickBooks after you have imported your chart of accounts. 4. What is Column E? Column E lets you know how many characters are in your account name. If there are more than 31 characters, the entire row will change color. Shorten the text and when the name is the proper length, the color will disappear. 5. Ready to import into QuickBooks? a. Close any programs you have running b. Open up QuickBooks c. Go to Lists Chart of Accounts (Ctrl+A) d. In the lower left corner, click on Account Import from Excel e. Select a file (it will ask the location where you saved the Excel file). Click on the file and select Open f. It will ask you to select a sheet in the Excel Workbook i.e. Parish import g. Now you will choose a data mapping: i. Under data mapping, select <add new>. Add a Mapping Name i.e. Import. ii. Your mapping should look like this (the left hand side is what QuickBooks needs, select the Import data column under Type and select Type from the Excel document. Do the same for Name. Opening balances will be added after June reports have been processed. iii. Select Save, then Preview. The top part will let you know if the data is ok. Scroll through the accounts to make sure all are ok. If you have errors, you can view all or only errors in the preview screen. June

5 iii. This example had no errors. If ok, select Import. iv. If there are errors, it will show you what is incorrect. Make the proper changes in Excel and start the import process over again (step 5). June

6 Setting up Subaccounts in QuickBooks 1. Select the menu option Lists Chart of Accounts or (Ctrl+A) 2. You should see a listing of your accounts. To make a new account, click on the downwards arrow next to Account at the bottom left corner of the screen, then select New Account or (Ctrl+N). Make sure your main account is set up before you create a new subaccount. 3. You will be asked to fill out the following: a. Select Account Type (Income, Expense, Liability, Asset or Bank). Must be the same as main account. b. Add Account name (must contain the same department -account number as the main account i.e ). c. Check the box next to Subaccount of and select main account from the drop down menu. d. Add optional information if you wish. e. Select Save & Close when finished. Sample: Helpful Tips: You can use up to 31 characters in the account name. Make sure you use the same department number and account number in the subaccount. Do not add any dashes or special characters after the department and account number Make sure there is only one space between the number and name of account. June

7 Setting up the Budget Report and Sending to the Accounting Office 1. When you have successfully completed entering your budget in QuickBooks, the next step is to submit the budget to the Accounting Office. In QuickBooks, go to Reports Budgets Budget Overview 2. Select the FY Profit & Loss by Account Next 3. Account by Month Next Finish June

8 4. Once you can view your Budget Overview report, select Customize Report 5. In the Display ribbon Dates should be from 7/1/16 to 6/30/17 Report basis should be Cash Display columns by Month across the top Select the OK button when finished. June

9 First save as a csv file: 6. You will still be in the Budget Overview report screen in QuickBooks. Go to the File Menu, select Print Report (Ctrl+P) and the Print Reports screen will appear. You also have the option to click on the Print button on the ribbon above the report (circled below). a. Select Print to File and choose Comma delimited file then select the blue Print button b. Another window will open and you will be asked to provide a file name. Type in budget and your location number i.e. Budget Make sure you remember the file location. The file type will be *.csv Budget c. Select the Save button. June

10 Next save the report as a PDF file: 7. With the Budget Overview report open on the screen in QuickBooks, change the Columns option from Month to Total Only: 8. Under the File Menu, select Print Report (Ctrl+P) and the Print Reports screen will appear. You also have the option to click on the Print button on the ribbon above the report (circled below). a. Select Print to Printer and Adobe PDF, then select the blue Print button. If no Adobe PDF opton exists, send as ASCII Text file. b. Another window will appear and you will be asked to provide a file name. Type in Budget Overview and your location number i.e. Budget Overview Remember the file location. The file type will be *.PDF Budget d. Select the Save file button (remember the location of the file). The PDF file will appear on your screen. Close the file ( select File, Close within the Adobe PDF menu). Then open up your and attach the PDF and CSV files. Send both formats of the report via to MReyes@rockforddiocese.org and LKaiser@rockforddiocese.org June

11 Updating your Diocesan Transaction Memorized Report 1. In QuickBooks, under the Report Menu, select Memorized Reports and open up your monthly Diocesan Transaction Report: 2. Select the Customize Report button a. In the Display tab i. Dates should be set to Last Month but keep in mind you can change this to the appropriate month of transaction data. ii. Make sure only the following columns are checked: 1. Type 2. Date 3. Num 4. Name 5. Account 6. Amount (sometimes the only option is Amount Paid) June

12 iii. In the Header/Footer ribbon, #XXX is your Parish number. 1. Select OK. Your report is now updated. 2. Select Memorize. You have the option to Replace, New or Cancel. Select Replace. June

13 Sending Monthly Diocesan Report to Accounting/Data Processing: 9. In QuickBooks, under the Report Menu, select Memorized Reports and open up your monthly Diocesan Transaction Report: 10. Verify you have the appropriate dates in the report (it will automatically give you last month s data). 11. Under the File Menu, select Print Report (Ctrl+P) and the Print Reports screen will appear. You also have the option to click on the Print button on the ribbon above the report (circled below). c. Select Print to File and choose Comma delimited file d. Select the Print button and you will be asked to provide a file name i.e. Dio report # Make sure you remember the file location. e. Select Save Send the report via to MReyes@rockforddiocese.org and LKaiser@rockforddiocese.org June