QUICKBOOKS ONLINE FUNDAMENTALS SERIES. Part 1 Introducing Intuit QuickBooks Online Accountant

Transcription

1 QUICKBOOKS ONLINE FUNDAMENTALS SERIES Part 1 Introducing Intuit QuickBooks Online Accountant

2 Copyright Copyright 2016 Intuit, Inc. All Rights Reserved. Trademarks 2016 Intuit Inc. All rights reserved. Intuit the Intuit logo, Lacerte, ProAdvisor, ProSeries and QuickBooks, among others, are trademarks or registered trademarks of Intuit Inc. in the United States and other countries. Other parties marks are the property of their respective owners. Notice to Readers The publications distributed by Intuit, Inc. are intended to assist accounting professionals in their practices by providing current and accurate information. However, no assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a client s particular situation. Accordingly, the information provided should not be relied upon as a substitute for independent research. Intuit, Inc. does not render any accounting, legal, or other professional advice nor does it have any responsibility for updating or revising any information presented herein. Intuit, Inc. cannot warrant that the material contained herein will continue to be accurate nor that it is completely free of errors when published. Readers should verify statements before relying on them. Purpose This document has been specifically created as a training guide only for those progressing through the QBO Fundamentals course Introducing Intuit QuickBooks Online Accountant with Intuit, Inc., and is current at the time of publication. Version Version 1.0, last updated March Intuit, Inc. Page 2 of 49

3 Contents 1 Introduction... 4 What is QuickBooks Online Accountant? Signing up for QuickBooks Online Accountant... 6 Sign up via the website... 6 Sign up via client invitation Tour of QuickBooks Online Accountant... 8 Logging in to QuickBooks Online Accountant Getting around QuickBooks Online Accountant... 9 Client Dashboard Opening a Client s QuickBooks Online file Bookkeeping Tab Other Document Management Team ProAdvisor Your Books Manage Your Own Firm Your Company Wholesale Pricing Create a new Client QuickBooks Online Subscription Levels The Product Setting up a New Client Completing the Client QuickBooks Online File Setup Converting a File to QuickBooks Online Why should you convert a file? What software can be converted? How do I convert a file? Accountant View of a QuickBooks Online file Resources and Next Steps Intuit, Inc. Page 3 of 49

4 1 Introduction What is QuickBooks Online Accountant? Save more time supporting your QuickBooks Online clients. QuickBooks Online Accountant is a portal where an Accountant/Bookkeeper Firm can view, access, edit, add and manage their client files. QuickBooks Online Accountant (QBOA) solutions allow you to provide the same great client service, only faster, better and more efficiently. Not only does the portal manage your client files, but it also allows management of your firm team members. The best way to access your clients QuickBooks Online data is through the QBOA Client Dashboard. From here you can view the client information and access their online data for your work and review. By clicking on the client's Company Name in your QBOA Client Dashboard, you will have access to the usual functionality within the QuickBooks Online file, as well as unique Accountant functionality in the Accountant Toolbox. This training workshop will enable accounting professionals to enhance their skills and knowledge of QuickBooks Online Accountant Intuit, Inc. Page 4 of 49

5 NOTE: The preferred browser for QuickBooks Online is Chrome; however, it also works with, Safari or Firefox. It s useful to bookmark the login page and memorize your login username so it is easy to login anytime. Do this on all your computer, tablet or laptop devices. QuickBooks Online works across multiple platforms, including tablets and smartphones Intuit, Inc. Page 5 of 49

6 2 Signing up for QuickBooks Online Accountant Accountants can sign up for QuickBooks Online Accountant in one of two ways: Sign up via the website Sign up via client invitation Sign up via the website To sign up for QuickBooks Online Accountant, go to and click Accountants. Click on QuickBooks Online Accountant, and then click on Sign up for Free or call the Sales line at (888) Intuit, Inc. Page 6 of 49

7 Sign up via client invitation A client who has already set themselves up with a QuickBooks Online file can invite up to two Accountant firms/users to access their file. For example, both a bookkeeper and an accountant (and their respective firms) can accept Accountant invitations to a client QuickBooks Online company. In order to invite an Accountant firm, your client will need to open the Manage Users page when logged into their QuickBooks Online file. You may need to guide your client about how to access this page: 1. Click on the Gear Icon/Company Name, in the top right hand corner. 2. Under Your Company, select Manage Users. 3. Under Accounting Firms, click on Invite Accountant, and complete, starting with the address to which to issue the invitation. This will generate an invitation, sent to the address specified. This will contain a link to sign into the client s QuickBooks Online company. If you do not yet have a user ID, you will be prompted to create one before signing in the first time. NOTE: It is strongly recommended that Accountant/Bookkeeper firms consider the one best address to be used for accessing QBOA. For example, myaccountant@anyaccountants.com is an administrative address for the Accountant firm. This way, there will be only one address per firm accessing QBOA. Individual accountants or bookkeepers within the firm do not require their own QBOA portal access, as all firm members will be managed as Team members from within the firm s QBOA portal Intuit, Inc. Page 7 of 49

8 3 Tour of QuickBooks Online Accountant Logging in to QuickBooks Online Accountant 1. Open your preferred browser and enter the URL qbo.intuit.com. 2. Login details are either the Accountant firm owner s details, (QBOA firm administrator), or an Accountant Team member s login details. Each team member would have been invited separately to the firm and would have set up their own login access details Intuit, Inc. Page 8 of 49

9 4 Getting around QuickBooks Online Accountant There are four main parts to the dashboard: 1. Navigation Bar access to your Client Dashboard your firm's books ( Your Books ) and more 2. Search quick search option to find your client files 3. Create + Icon create new user, client or a request 4. Green Gear Icon get to Settings, Lists, Tools and Your Company menus Intuit, Inc. Page 9 of 49

10 Client Dashboard Accessing Clients Click on Clients in the Navigation Bar for view all of the firm's clients. Client details can be reviewed and updated by clicking on the company name under the Clients Column. Opening a Client s QuickBooks Online file Click on the qb icon under the Status column to open that particular client QuickBooks Online company. It also provides details of the last logon, the subscription level of that client s QuickBooks Online and if the file is active Intuit, Inc. Page 10 of 49

11 Bookkeeping Tab The Bookkeeping tab is accessed from the Client Dashboard. The Bookkeeping tab highlights area For Review and the Banking status. The tabs are: For Review provides an overview of the downloaded transactions and reconciliations Banking lists the last time the transactions were downloaded from the bank Intuit, Inc. Page 11 of 49

12 Other Document Management QBOA has a powerful document sharing facility that allows documents to be shared with clients. Clients have the option to upload documents for the ProAdvisor to use and review. The ProAdvisor has the option to share documents and request documents from clients Intuit, Inc. Page 12 of 49

13 The Document Center is powered by Box, and after a one-time setup QBOA, will be linked with a free 10GB Box account. Request, share and store documents along with the s, chats and comments related to them all in one place Intuit, Inc. Page 13 of 49

14 1. To request documents: Select the Create + icon. Choose Request. 2. Choose the client from whom you wish to request a document. Type a message, and specify the files required. Choose a due date and then click on Send request. There is a preview pane on the right hand side to display how the request will appear to the client. NOTE: Up to 10 documents can be requested in any one request. Your client will receive an with the document request Intuit, Inc. Page 14 of 49

15 The open request is now tracked under the Other tab in your QBOA dashboard. Click on the open link in the Other column to view what is outstanding under the Requests tab. A green checkmark will appear next to the request once it is marked as complete. Once documents are uploaded, the numbered items appear in blue. NOTE: Follow up messages can be sent directly to the client from within the Requests tab. Received documents are found under the Documents tab Intuit, Inc. Page 15 of 49

16 When your client sends back the requested documents, there will be a notification in QBOA client dashboard. You will also receive an notification using the address you used to sign in to QBOA. Team Add Users to Your Team Your team members, or users, are people who work in your firm. They may be employees, consultants or anyone else in your company. QBOA allows firm owners and managers to set up new team users easily. Team users can be allocated to access individual client files and be granted different levels of access. Access to Your Books (the firm s own set of books, free with QBOA) can also be given to Team users if required. 1. To add new users to your team, select Team from the Navigation Bar. Click on Add User Intuit, Inc. Page 16 of 49

17 2. Enter the user s profile and select Next. 3. Give the user Full, Basic or Custom access to Your Books. Select Next Intuit, Inc. Page 17 of 49

18 4. Team users can be given permission to a client QuickBooks Online file by placing a checkmark next to the client name. Save Intuit, Inc. Page 18 of 49

19 5 ProAdvisor When you sign up for QBOA, you are automatically given membership to the free ProAdvisor Program. With this membership, you get access to the ProAdvisor Portal, which is a resource center. It contains a collection of sales, marketing, and education resources to help build your business. It includes links to training and to take the certification exam (or, if you have already passed the exam, there is a link to download the certificate) Intuit, Inc. Page 19 of 49

20 Notifications The Notifications tab of the ProAdvisor section provides updates to the latest news and content provided by Intuit Intuit, Inc. Page 20 of 49

21 Certification QuickBooks Online certification is free! The Certification tab contains self-study options to help prepare for the exam, as well as a link to live certification prep training (webinars and in-person). There is a button to take the Certification exam when ready to do so. Once the exam is completed, there is an option to download the certificate Intuit, Inc. Page 21 of 49

22 Profile One of the benefits of being a ProAdvisor is being able to promote your business to QuickBooks Online clients who need the services of an accountant or bookkeeper. To be listed under Find a QuickBooks Online Expert on the proadvisor.intuit.com website, complete the profile listing. To create a profile, select Profile and then click on the pencil icon. The first time the Find a ProAdvisor Portal is accessed, a first name and last name will need to be entered. This is a one-time only step, and all subsequent access will take you straight through. Fill out as much detail as possible; it will help to distinguish you from other ProAdvisors. NOTE: The use of a PO Box reduces the accuracy of the geographical search; we recommend that you use a physical street address Intuit, Inc. Page 22 of 49

23 Training Training resources available to you and your clients are accessible from the Training tab Intuit, Inc. Page 23 of 49

24 Resources The Resources tab provides tool to help grow your practice. It includes links to resource PDF s and videos for growing your practice Intuit, Inc. Page 24 of 49

25 Help Access Help by phone or Live chat by clicking on the Help button in the top right corner of QBOA Intuit, Inc. Page 25 of 49

26 Sample QBOA Company Click on the Gear icon, and then under Your Company, click on Sample Company, a sample sandbox QBOA File Intuit, Inc. Page 26 of 49

27 6 Your Books Manage Your Own Firm Your QBOA comes with a free subscription to QuickBooks Online Plus with Payroll that you can use to manage your own firm s books. Select Your Books in the Navigation Bar to access your own firm s business file. This opens up your firm s QuickBooks Online free file Intuit, Inc. Page 27 of 49

28 Your Company Wholesale Pricing A QuickBooks Online ProAdvisor can take advantage of the QuickBooks Online Accountant Wholesale Pricing program from Intuit. This provides the ProAdvisor with a substantial discount off the retail price of QuickBooks Online until the end of the subscription. This can be passed on to your client or a markup may be added. There is also the option to choose if the client will be the Master Administrator of the file, or whether the Accountant firm will be the Master Administrator. With the Client Dashboard open in QBOA, click on the Gear icon, and under Your Company, click on Your Account to view your wholesale billing information. Personal Information can be edited and the details of Wholesale billing updated. Clients who have set up the files themselves can be added to a firm s Wholesale billing account if they have been transferred the Master Administrator rights Intuit, Inc. Page 28 of 49

29 7 Create a new Client From within QuickBooks Online Accountant, a new client and file can be created. QuickBooks Online Subscription Levels The Product There are three client subscription levels of QuickBooks Online. A plan can be chosen to suit the requirements of the client s business. Further details on the features available under each subscription level can be found on the website Click on the Small Business tab and then select Pricing. Click on Learn More to expand the feature matrix. Setting up a New Client QBOA provides a fast and easy option for setting up clients on QuickBooks Online. To add a new client, click on the Create + Icon and select Client. There are three steps to adding a new client. Client Contact Products Team Access 2016 Intuit, Inc. Page 29 of 49

30 Client Contact 1. Enter the client s details including name, company, display name and other details, then select Next Intuit, Inc. Page 30 of 49

31 Products 2. Choose a QuickBooks Online Plan. NOTE: It is possible to add clients that don t use QuickBooks Online to the Accountant Portal. If clients are using other accounting packages, there is the option to add them to QuickBooks Online Accountant, which will allow you to send and receive requests to store and share documents. a) When a QuickBooks Online product is selected, there is the option to select Billing Choices o My client will pay the client provides the credit card details o My firm will pay (wholesale) NOTE: When the My Client will pay option is selected, the pricing will reflect the current pricing options, including any discounts. The website will display current pricing offers Intuit, Inc. Page 31 of 49

32 b) Choose the Master Admin. o My Client is the Master Admin The client is the Master Administrator, owns the file and has access to billing information. o I m the Master Admin NOTE: When the My firm will pay (wholesale) option is selected, the Master administration defaults to the Accountant firm. The client cannot be given Maser Admin rights. 3. Then select Next Intuit, Inc. Page 32 of 49

33 Team Access 4. Select which Team users can access the new client file. NOTE: A Team user must have accepted the invite to access the Firm before the user can be seen as an active team user, and before any edits can be made to that user. 5. Select Save Intuit, Inc. Page 33 of 49

34 NOTE: The first time My firm will pay (wholesale) is selected during a new client file setup, you will be required to set up Wholesale Billing Information Intuit, Inc. Page 34 of 49

35 This is a one-time-only setup and can be edited by accessing Your Account from the Gear Icon. The new client setup is completed and the new QuickBooks Online client file can be accessed from the Client dashboard by clicking the qb icon Intuit, Inc. Page 35 of 49

36 Completing the Client QuickBooks Online File Setup After the new client has been created, the file can be accessed through your Client Dashboard. Select the file by clicking on the qb icon under the status column. The first time the file is accessed, it will run through the Company Setup Wizard. To complete the QuickBooks Online file setup process, follow the Company Setup Wizard. This is used to complete the setup of the QuickBooks Online file. Based on the collected information, certain settings are activated. All features can be turned on or off after the wizard is run via company settings, accessed from within the QuickBooks Online client file. Basic Info Click Next Intuit, Inc. Page 36 of 49

37 Company Info QuickBooks Online asks for more information about your business. The Industry you select will guide QuickBooks Online in creating the appropriate company settings and Chart of Accounts. For example: Mary runs a Wholesale Trade business. In the Your Industry field, select the most appropriate industry from the long list of industry types. Complete the rest of the fields as required. Select Next Intuit, Inc. Page 37 of 49

38 Here s where the magic happens The rainbow provides useful statistics on businesses worldwide who use QuickBooks Online, are in the same industry, and who are nearby. The wizard uses this data to configure the company settings. Once the wizard is completed, select Next and the QuickBooks Online file will open Intuit, Inc. Page 38 of 49

39 The view of the Company file is from a QBOA perspective. The display has options that only an Accountant Firm can see Intuit, Inc. Page 39 of 49

40 9 Converting a File to QuickBooks Online Once a new client file has been created for you to access from QBOA, there is an option to convert QuickBooks Desktop accounting data your client may already have to QuickBooks Online. Why should you convert a file? No need to enter data manually Hassle-free conversion done for you What software can be converted? Currently, you can import QuickBooks data from the following US versions of QuickBooks into QuickBooks Online US: QuickBooks Pro or Premier, version years 2008 and later QuickBooks Enterprise, version years 2014 and later QuickBooks for Mac, version years 2012 and later QuickBooks Desktop data that is in an earlier version year format than any of those listed above can be upgraded to a more recent version year and then converted. How do I convert a file? Numerous resources exist for guiding you through the conversion of a QuickBooks Desktop company file into QuickBooks Online. Check out Intuit Accountant University at for more information. You can also find step-by-step instructions at Intuit, Inc. Page 40 of 49

41 10 Accountant View of a QuickBooks Online file The Accountant view of a QuickBooks Online file differs from the client s view of their file in the following ways: 1. The Accountant Home tab 2. Accountant Toolbox 3. Client selection menu 4. Create icon 5. File Search menu 6. Gear icon The Accountant Home tab The green Accountant Home tab takes you back to the Client Dashboard Intuit, Inc. Page 41 of 49

42 Accountant Toolbox The Accountant Tools icon, which looks like a briefcase (or Toolbox), is found in the very top left hand corner and is accessible from within each client file. Accountant Tools provides access to the most used features within QuickBooks Online. Some tools are only what an Accountant/Bookkeeper would need to use and are not available to regular client users. Some of these accountant specific functions include: Reclassify Transactions reclassify multiple transactions at once Voided/Deleted Transactions this report is a subset of the Audit Log, and displays only transactions that have been deleted or voided. Write Off Invoices write off invoices from your Accounts Receivable ledger in a few clicks. Journal Entries create regular journal entries or tag them as adjusting journal entries. Adjusting journal entries can be reported on separately from the regular journal entries that your clients enter. Accountant Reports opens the Accountant Reports tab. Specific Accountant Only reports can be accessed from here, such as the Profit & Loss and Balance Sheet Comparison Reports Intuit, Inc. Page 42 of 49

43 2016 Intuit, Inc. Page 43 of 49

44 Client Selection Menu Click on the drop down arrow to switch to a different client file or back to the Client Dashboard Intuit, Inc. Page 44 of 49

45 Create Use this feature to access a list of all of the available transactions quickly Intuit, Inc. Page 45 of 49

46 Search This field provides quick access to the most recent transactions. Search for reports. Click on Advanced Search to open up a search screen that allows filtering of various search options Intuit, Inc. Page 46 of 49

47 Gear Icon The Gear icon opens the Company settings screen. This view displays the settings relating to this open client file only. NOTE: This display should not be confused with the Gear icon which can be selected from within the Accountant dashboard Intuit, Inc. Page 47 of 49

48 11 Resources and Next Steps Customer Care Team: Any QuickBooks Online Problems Call or live chat from within QuickBooks Online Accountant Sales: In-product Help If you want to keep up to date with the latest product information, news and happenings for QuickBooks Online, then get connected! Subscribe to the QuickBooks Blog at Intuit, Inc. Page 48 of 49

49 Accountant Learn and Support Next steps 1. Sign up for QBOA at quickbooks.intuit.com/accountants/quickbooksaccountant or call (888) Complete the free QBO Fundamental Series; attend Part 2 where you will learn how easy it is to set up QuickBooks Online. 3. Get QBO Certified! It s free and a great way to get you ready to support clients. Optional training: Self-study modules and exam in QBOA > ProAdvisor > Certification. Live certification prep training (webinars & in person) 4. Get your first clients! 2016 Intuit, Inc. Page 49 of 49