QBO Cert Course1 Getting Started Product Overview

QUICKBOOKS ONLINE CERTIFICATION

Activity Handbook

Course 1: Getting Started

Copyright

Copyright 2013 Intuit, Inc. Intuit, Inc.

All rights reserved. 5601 Headquarters Drive

Plano, TX 75024

Trademarks

2013 Intuit Inc. All rights reserved. Intuit, the Intuit logo, Intuit ProLine, 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 clients 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.

Getting Started Table of Contents

1

TABLE OF CONTENTS

About the Author ....................................................................................... 3

Activity Handbook Overview ...................................................................... 4

Purpose of this Handbook .............................................................................. 4

Additional Resources ..................................................................................... 4

Logging in to QuickBooks Online ..................................................................... 5

QuickBooks Online Accountant Test Drive ........................................................ 6

Browser Tips & Tricks .................................................................................... 6

Training at a Glance .................................................................................... 11

Lesson 1: Product Overview .................................................................... 12

Lesson Objectives ....................................................................................... 12

Identify Benefits of using QuickBooks Online .................................................. 12

Determine when to Recommend the Different Versions of QuickBooks Online ..... 14

Lesson 2: Navigating QuickBooks Online ................................................. 17


Identify Steps to Get Started for the First Time User ....................................... 17

Recognize the Location of Various Components of the QuickBooks Online

Interface .................................................................................................. 20

Recognize Common Workflows that are Initiated from the Home Page............... 25

Distinguish the Accountant Tools in QuickBooks Online Accountant ................... 27

Lesson 3: Setting Up QuickBooks Online .................................................. 28


Identify Steps to Import Data from QuickBooks Desktop to QuickBooks Online ... 28

Getting Started Table of Contents

2

Recognize the Steps to Set up and Modify Lists & Users ................................... 30

Recognize the Steps to Manage Company Settings .......................................... 31

Course Conclusion ................................................................................... 34

Getting Started About the Author

3

ABOUT THE AUTHOR

Laura is an Advanced Certified QuickBooks ProAdvisor and member of the Intuit Trainer / Writer

Network. She develops courses, webinars and articles for QuickBooks Online.

Laura is founder of Redmond Accounting Inc, providing cloud-based accounting solutions and

controller services to businesses using QuickBooks Online. She is co-founder of Cloud Consultancy

LLC, providing consulting, training and custom app development. Her focus is on automating

manual business processes in a web-based environment.

Laura is an advanced certified developer of MethodCRM, found in QuickBooks app library. Laura

developed AERO Workflow app used by accounting firms to manage multiple staff performing

multiple recurring tasks for multiple clients.

www.redmondaccounting.com www.cloudconsultancyllc.com

Authored by:

Laura Redmond

Redmond Accounting Inc

Cloud Consultancy LLC

Getting Started Activity Handbook Overview

4

ACTIVITY HANDBOOK OVERVIEW

PURPOSE OF THIS HANDBOOK

This Activity Handbook contains supplemental exercises for hand-on practice in QuickBooks Online.

Completing the exercises contained within this handbook is not required for the Certification exam

or the optional training courses.

From the recorded session, you learned about QuickBooks Onlines different versions as well as

how to navigate and set up QuickBooks Online. This set of lessons will guide you through practice

exercises and provides additional tips and tricks to optimize QuickBooks Online.

Each of the activities presented inside this handbook are intended to help you:

Recognize the advantages of using QuickBooks Online

Perform common workflows using QuickBooks Online

Identify the steps to set up QuickBooks Online

ADDITIONAL RESOURCES

Intuit provides additional resources for Accounting Professionals. Check out these sites to explore

various tutorials and training opportunities available:

http://accountants.intuit.com

http://intuitacademy.com

http://quickbooksproductvideos.homestead.com/QuickBooks-Online.html


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LOGGING IN TO QUICKBOOKS ONLINE

The Cloud evens the playing field for small- and medium-sized business with limited financial

resources. Users plug in and subscribe to software services. The software is built on shared

infrastructure and accessed via the internet. The benefits are plentiful and all you need is a

browser to take advantage of time savings, anytime / anywhere access, easy client collaboration,

secure sharing, enhanced speed and productivity, automatic backup and upgradesall at a low,

affordable price.

If youre working in QuickBooks Online, then you are working in a browser on a website. Its not

desktop software. Youre not saving data to your computers hard drive. You sign in to QuickBooks

Online by navigating your browser to http://qbo.intuit.com/.

Accounting professionals sign into QuickBooks Online Accountant (QBOA) by navigating to

http://qboa.intuit.com. QuickBooks Online Accountant is not another version of QuickBooks Online.

Its not a different software program. Its just a different sign-on page or portal for accountants

that takes you to your clients QuickBooks Online account to whatever level of QuickBooks Online

they have subscribed, but it arms you with special accountant tools to use in your clients

QuickBooks Online account. If your client doesnt have inventory or class trackingthen you wont

be able to use it in their account either. But you will get your accountant tools.

One of the greatest features of QuickBooks Online is its ability to work with Mac and PC platforms.

Both platforms support browsers that are supported by QuickBooks Online. Its as easy as visiting a

website. From a common experience, many users feel that Chrome works best for QuickBooks

Online.

Currently, the minimum operating requirements for QuickBooks Online will work with the following

supported web browser versions:

Google Chrome, latest version

Firefox, latest version

Safari 6.1

Internet Explorer 10

NOTE: Screenshots and instructions included in this guide use Google Chrome as the browser. You can download it free here: https://www.google.com/chrome/


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QUICKBOOKS ONLINE ACCOUNTANT TEST DRIVE

Exercises contained inside this handbook can be completed using a QuickBooks Online Accountant

test drive file. The test drive uses a sample company file called Craigs Design & Landscaping

Services. It can be accessed through the following link: Craig's Design & Landscaping .

You dont have to create an account or sign in to access the test drive file; just complete the

security validation and click Continue.

This test drive is designed for you to explore and try out new things without worrying that you will

break something or make a mistake. It is not designed to retain any changes you make. Once you

close this QuickBooks Online test drive company, it is completely refreshed, so please remember to

allow sufficient time to complete each activity. But dont worry if you have to close the test drive

before you are finished! You can always begin again. You can also share the test drive with your

clients.

NOTE: The test drive uses QuickBooks Online Accountant. It contains some features that are not available in QuickBooks Online Simple Start, Essentials or Plus. In addition, some features

(such as in-product Help) are not enabled inside this test drive file. This is subject to change.

BROWSER TIPS & TRICKS

Lets look at some browser tips that are very useful in QuickBooks Online.

Log in to QuickBooks Online, right-click your browser tab, left-click Duplicate. Now you have two tabs logged in to your QuickBooks Online account.

Pull one tab out of the window and you can work in QuickBooks Online on two different screens side-by-side. You can work on these two windows independently of each other, and this

supports working in multiple monitors, unlike QBDT when in the same company file. Repeat, as

needed.


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Activity: View Reports Side by Side 1. If you havent already done so, open the QuickBooks Online Plus Test Drive in the Chrome

browser.

2. Click the Reports menu on the left-side navigation.

3. Right click the Chrome tab, and select Duplicate. Two identical tabs now appear, both

showing the Reports page.

4. On the first tab, select Profit & Loss from the lower Recommended Reports section.

5. On the second tab, select Balance Sheet.

6. Drag the Balance Sheet from the browser window.

7. The Balance Sheet now appears in its own browser window.

8. Once you have finished comparing the reports side by side, return the Balance Sheet tab by

dragging it by the tab over the original browser window. The Balance Sheet tab is returned to the original browser window.

9. Close the Balance Sheet by pointing to its tab and clicking the X on the tab.


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You can open two different QuickBooks Online company accounts at the same time and operate each account simultaneously. To do this, use two different browsers (i.e. Chrome & Firefox), or

create multiple Chrome Users

1. Open Chrome.

2. Click Chromes Customize and Control button, and then click Settings.

3. Scroll down to the Users section, and click Add new user.


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4. Create an icon and name for your new user.

5. Open Chrome for each user by clicking the user icon in the corner of the Chrome browser. This

will show a dropdown menu of each Chrome User. Select the one you want to open. Each

Chrome User can log in to a different QuickBooks Online company account and operate it

simultaneously.

6. Right-click the back arrow on the browser and see a recent history of the screens you were on previously. Left-click the one to which you want to jump back.

When you work on different size screens, CTRL plus and minus will quickly zoom in and out

Sliding menus are used when QuickBooks Online is accessed via mobile device and tablets. A menu icon is a button with three lines on it and controls the sliding menu. It is found in the

upper left corner next to the QuickBooks Online name and only shows on mobile devices. Its

important for Accountants to know your Customers access point for more effective

troubleshooting, especially since QuickBooks Online help does not support mobile devices.


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Install the Chrome QuickBooks Online app for faster access to the QuickBooks Online Sign In page

Activity: Install the Chrome QuickBooks Online app 1. Using the Chrome browser, navigate to the Chrome Web Store

https://chrome.google.com/webstore/.

2. Search for the QuickBooks Online App and click the blue +Free button to add it. It will appear

next to the other icons on your Chrome home page.

3. Click the QuickBooks Online icon from the Chrome home page. It takes you to the

QuickBooks Online Sign In page.

4. Right click the QuickBooks Online icon from the Chrome home page. There are additional

dropdown options you may want to consider, such as creating a shortcut.


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TRAINING AT A GLANCE

Use this as a guide to selecting specific activities you want to cover.

Activities Activity Objective

Lesson 1: Product Overview

Review list of features available in QuickBooks Online that are

not available in QuickBooks Desktop

Subscribe to QuickBooks Online blog

Utilize the QuickBooks Online feature comparison matrix

Experiment with different case studies

Identify the benefits of

using QuickBooks Online

Determine when to

recommend QuickBooks

Online

Lesson 2: Navigating QuickBooks Online

Personalize QuickBooks

Online

Run guided tour of Home

Page

View Getting Started videos

Show address on Customer

Dashboard

Import & Find new

Customer

Experiment with Vendor

Dashboard

Access Upload Bank Data

wizard

Change sales tax agency

name

Search & filter transactions

Add time

Find recent transactions

Run activity log for user

View customers with

overdue balances

Run weekly profit trend

Reconcile checking account

Review & Close period

Identify steps to Get

Started for the first-time

user

Recognize the location of

various components of

the QuickBooks Online

interface

Recognize common

workflows that are

initiated from the Home

Page

Distinguish the

Accountant tools in QBOA

Lesson 3: Setting Up QuickBooks Online

Understand steps to import QuickBooks Desktop data to

QuickBooks Online

Re-activate deleted account

Create services & products

Show account numbers

Use standard style to customize sales form

Determine whether Time Tracking users can view the

customers hourly billing rate when entering time

Identify the steps to

import data from

QuickBooks Desktop to

QuickBooks Online

Recognize the steps to

set up and modify Lists &

Users

Recognize the steps to

manage Company

Settings

Getting Started Lesson 1: Product Overview

12

LESSON 1: PRODUCT OVERVIEW

LESSON OBJECTIVES

Identify the benefits of using QuickBooks Online

Determine when to recommend QuickBooks Online

IDENTIFY BENEFITS OF USING QUICKBOOKS ONLINE

Accounting Professionals are finding more and more that we are working with clients remotely

sometimes from our desktop computer or laptop and sometimes on the go from a tablet or

Smartphone. Fewer of us have IT specialists for keeping computers and networks running

smoothly, updating software versions and releases, backing up data, and moving this backup off-

sitein case the office blows up. In fact, many of us are turning to virtual offices and going

paperless to save time and money. In addition to the obvious cloud-features, small and medium

sized business clients are choosing QuickBooks Online because of its outstanding solutions for

organizing their finances.

Activity: Review list of features available in QuickBooks Online that are not available in QuickBooks Desktop

Access to your data easily across multiple platforms, PC or Mac

Access to your data from multiple devices, browser or tablet. QuickBooks Online mobile access is included with your QuickBooks Online subscription at no additional cost

No need to transfer data files since everyone logs in to the same account to access the same data

Its consistently updated for you; log in and the newest features are yours

All the data is hosted, backed up and secured by Intuits servers

Attached supporting documents and transactional messaging allow for greater collaboration and centralization of information

Automatically create invoices and send them to clients, including delayed customer charges for unbilled time and costs

Tracks logins, third party activity and list changes in the Activity Log

Reports can be emailed to whomever you want at a scheduled frequency


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Further organize data with both Class and Location tracking; choose your nomenclature for location

Bank transactions are automatically downloaded nightly

Invite unlimited report reader and time tracker users

Live chat with QuickBooks Online Help staff

Sync 3rd party apps to QuickBooks without opening the QuickBooks account, since the apps sync to Intuits always-accessible server. No downloading and managing 3rd party sync engines

Post to multiple Accounts Receivable and Accounts Payable lines in a single journal entry

Track Inventory using the first in first out (FIFO) method. The only desktop edition that offers FIFO is Enterprise with Advanced Inventory

The list of features will continue to grow as QuickBooks Online delivers functionality its users are

requesting.

Activity: View latest features of QuickBooks Online As a QuickBooks Online Certified ProAdvisor, your clients will appreciate that you are up-to-date on

QuickBooks Online features and newest releases.

1. QuickBooks Online developers are always releasing new functionality to QuickBooks Online.

Read the QuickBooks Online blog to keep up with the latest and greatest changes. http://blog.qbo.intuit.com.

2. On the right, under Email subscription, enter your email address and then click Sign me up!

3. You will receive a confirmation email.

4. Click Confirm Follow.


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DETERMINE WHEN TO RECOMMEND THE DIFFERENT VERSIONS

OF QUICKBOOKS ONLINE

QuickBooks Online is a great solution for many different types of businesses from cash-strapped

startups to established businesses requiring five-user remote access with Enterprise-type user

roles and some Advanced Inventory features. Every company must assess their needs to find a

financial accounting solution appropriate for their business. Use the QuickBooks Online subscription

matrix to determine which version of QuickBooks Online is the best fit:

http://quickbooks.intuit.com/online/compare

QuickBooks Online Simple Start

QuickBooks Online account

Automatic data backup

Bank-level security and encryption

One full-access user

Invite up to 2 accountant users, no additional charge

Unlimited invoices and estimates

Charge sales tax to customers

Print checks and record transactions

Download bank & credit card transactions

Import from QB Desktop

Import/Export lists from Excel (customers, vendors, chart of accounts)

Add payroll to pay W-2 employees and file payroll taxes

20+ reports

QuickBooks Online Essentials

For QuickBooks Online Essentials, you have access to all of the Simple Start features as well as:

Access for 3 users with permission controls

Manage and pay bills, including scheduled payments for later

Automatic invoice creation on recurring schedule

Compare sales profitability with industry trends

Delayed charges and credits

40+ reports


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QuickBooks Online Plus

For QuickBooks Online Plus, you have access to all of the Simple Start and Essentials features as

well as:

Access for 5 users with permission controls

Unlimited time-tracking-only users

Unlimited reports-only users

Track billable hours by customer

Purchase Orders

Class & location tracking

Track Inventory using the first in first out (FIFO) method.

Prepare & print 1099-Misc

Budgets

Two-sided items

65+ reports

Activity: Experiment with different case studies 1. Open the QuickBooks Online version comparison matrix.

http://quickbooks.intuit.com/online/compare.

2. Determine the version of QuickBooks Online required for each of the following cases. Results

are found at the end of this activity.

Case Study #1:

Lost previous data on old computer, wants automatic backups (Simple Start)

2 users + ProAdvisor + CPA (Essentials)

Send estimates & invoices to customers (Simple Start)

Download credit card transactions (Simple Start)

Manage bills and schedule payments for later (Essentials)


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Case Study #2:

Wants to use online software for easy access among users (Simple Start)

3 users + bookkeeper + tax accountant (Essentials)

Access from iPad (Simple Start)

Service industry (Simple Start, no inventory)

Manage & Pay Bills later (Essentials)

Prepare and print 1099s (Plus)

Class tracking (Plus)

Case Study #3:

Running QuickBooks Pro & wants to import data to QuickBooks Online to use new Mac (Simple Start)

One user, plus bookkeeper, but tax accountant (Simple Start)

Quotes (Simple Start)

Invoice customers & charge sales tax (Simple Start)

Print checks (Simple Start)

Payroll (Simple Start)

No accounts payable (Simple Start)

Activity Results

Case Study #1 Result QuickBooks Online Essentials because of the 3 users & Accounts Payable bill pay

Case Study #2 Result QuickBooks Online Plus with Payroll. Class tracking & 1099-Misc requirement calls for QuickBooks Online Plus

Case Study #3 Result QuickBooks Online Simple Start with Payroll

Getting Started Lesson 2: Navigating QuickBooks Online

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LESSON 2: NAVIGATING QUICKBOOKS ONLINE

LESSON OBJECTIVES

Identify steps to Get Started for the first-time user

Recognize the location of various components of the QuickBooks Online interface

Recognize common workflows that are initiated from the Home Page

Distinguish the Accountant tools in QuickBooks Online Accountant

IDENTIFY STEPS TO GET STARTED FOR THE FIRST TIME USER

QuickBooks Onlines clean interface allows you to work in a well-organized manner. Power-users

love the streamlined navigation for maximized productivity. An efficient layout means less time

spent hunting & pecking and manually entering dataand more time spent in a consultative,

advisory role.

QuickBooks Online delivers a custom experience for your clients business by leveraging industry

benchmarks to aid them with setting up their QuickBooks Online accounts and offering suggestions

based on others in their industry, such as turning on estimates or recommending Payroll.

QuickBooks Online scales with your clients business by offering solutions that they can turn on

when they need them.

Instead of getting a cookie cutter product, your clients get software that is tailored to their

industry, location, and what they sell. And in the app store, they can access powerful solutions

developed by the industrys best financial solution providers.

QuickBooks Online first-time user experience is fast & easy. The style is fun and the flow is logical

for new users to understand the process. On-screen notes guide the user, telling them what the

information is being used for and how it will benefit them.


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Activity: Personalize QuickBooks 1. Open the QuickBooks Online demo account.

2. If not there already, navigate to the Home Page.

3. In the Activities Feed, scroll to todays date and click the link to Personalize QuickBooks.

4. Enter sample data, such as a business that sells products, and click Save & Next.

5. Watch QuickBooks Online scan all of the data in its servers to customize the QuickBooks

experience for the criteria you selected.

6. Read & absorb what settings QuickBooks customized for you.

7. Sign out of the demo account.

8. Sign back in to the demo account and repeat the steps above.

9. This time, enter different sample data, such as a business that sells services, and click

Save Next.

10. Read & notice the different settings QuickBooks customizes for a different type of business.

Activity: Watch the Guided Tour of the Home Page 1. Open the QuickBooks Online demo account.


3. In the Activities Feed, scroll to todays date and click the link to Take a tour of the home page.

4. Read each of the 7 tips as they point out the main components of the Home Page.


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Activity: View the Getting Started Videos 1. Open the QuickBooks Online demo account.


3. Above the Sample Companys name, look for the three Getting Started Videos.

4. Watch each to get an idea of the features available in QuickBooks Online and to see what your

clients will view as first-time users.


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RECOGNIZE THE LOCATION OF VARIOUS COMPONENTS

OF THE QUICKBOOKS ONLINE INTERFACE

QuickBooks Onlines user interface is simple and unified across all products. This friendly design

provides users with a seamless, efficient experience. It is easy to learn and use; learn the menu

layout and apply it everywhere. There are fewer secondary menus, which results in fewer clicks to

find the information you are looking for. Just click and go.

The navy blue left-bar navigation is tablet-friendly and optimizes desktop space, as most monitors

are wider than they are tall. The upper menu is a slim design with easy hover access to frequently-

used screens and menu options.

Activity: Show / Hide information on the Customer Dashboard 1. Open the QuickBooks Online demo account.

2. Navigate to the Customer Dashboard.

3. Show / Hide the Money Bar (see image above).

4. Click the gear icon above the list of Customers (right corner) to select show Address & Email

information.

5. Change the number of rows to show at once to 50.

6. Check the box to include inactive customers.


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Activity: Import & Find New Customer 1. Open the QuickBooks Online demo account.

2. Navigate to the Customer Dashboard.

3. Click the Export icon above the list of Customers (right corner) to export the Customer list to

Excel.

4. Open the Excel spreadsheet.

5. Leaving the top header row with field names and one row with Customer data, delete the

remaining rows.

6. Change the Customer name to something that you will remember, such as your own name.

Dont worry; this data is not saved when you exit this QuickBooks Online sample company account. You can leave the address & data filled in with the other customer info, for purposes of this activity.

7. Save the Excel spreadsheet to a place on your computers hard drive where you can locate it.

8. On the Customer Dashboard in QuickBooks Online, click the arrow on the right side of the

New Customers blue button. Select Import Customers.

9. On the Import Customers screen, click the Choose File button and navigate to the Excel

spreadsheet you saved. Click Continueand Continue again to confirm the field mappings.

10. Click Import 1 Record. Click OK to authorize the import.

11. Click the blue hyperlink See all my customers to return to the Customer Dashboard.

12. Using the Find a Customer search box, look for the new Customer you imported.

Activity: Experiment with Vendor Dashboard 1. Open the QuickBooks Online demo account.

2. Navigate to the Vendor Dashboard.

3. On the list of Vendors, click the column header Balance to sort by balance due.

4. Notice that this does not work. These columns have multiple fields of Customer information in

them, and therefore you would use the Sort dropdown menu just above the Customer list to

sort this list.

5. Click vendor name Bobs Burger Joint to drill down into this vendors profile & transactions.

6. Click the Edit button in the upper vendor profile section.

7. Add the email address: [email protected]. Save.


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8. In the list of transactions in the lower section, click the column header Date to sort by

transaction date. Notice that this does work. Transaction columns only contain one type of information, and thus can be sorted by clicking the column headers.

9. Notice in this list of transactions, there is no column for Memo.

10. Click the gear icon above the list of transactions (right corner) and click to check the

memo field.

11. Notice that the memo column now appears.

12. Navigate to the Home Page.

13. Return to the Vendor Dashboard.

14. Click vendor name Bobs Burger Joint to drill down again into this vendors transactions.

15. Notice that the column settings are sticky and the memo field is still showing. QuickBooks Online remembers your preference.

Activity: Find the Upload Bank Data wizard If your bank does not connect to QuickBooks Online yetor if you want additional historical

transactionsyou can import bank transactions into QuickBooks Online with Upload Bank Data

wizard. This wizard walks the user through the steps to import bank transactions from a file (.qbo,

.qfx, ofx) previously downloaded from your bank account in order to upload the transactions from

the file into the Banking screen. Here is a word of caution: review these carefully for duplicates or

other errors before accepting them into the register. In this activity, we are only looking for the

wizard.

1. Open the QuickBooks Online demo account.

2. Navigate to the Banking screen. Select Transactions Banking.

3. Click CTRL-ALT-U to call the Upload Bank Data wizard.

NOTE: Hold down CTRL and ALT and then click U. The banking screen must be the active window for this to work, so if you clicked elsewhere, click back in the banking screen and try

those keys again.

Read more about this banking data import here:

https://qboe.custhelp.com/app/answers/detail/a_id/2627/session/L3NpZC9leE9XcFpCbC9wdGEvM

Q%3D%3D/kw/olb%20webconnect%20intro/r_id/103898/sno/0


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Activity: Change a sales tax agency name An Agency is not the same as a Vendor. You cannot use Write Check or Pay Bill for an Agency.

Agency payments are made or recorded only from the Sales Tax Center.


2. Navigate to the Sales Tax screen.

3. In the Sales Tax Owed top section, find the Board of Equalization.

4. Click the blue rename hyperlink under the agency name.

5. Change the name to start with CA. Click Save.

Activity: Search with filters 1. Open the QuickBooks Online demo account.

2. Navigate to the Search menu found in the upper navigation bar on the magnifying glass icon.

3. Click Advanced Search.

4. Search All Transactions.

5. Search the Amount field Greater Than $50.

6. Click the grey Add Filter button.

7. Search the Amount field Less Than $60.

8. Click the grey Add Filter button.

9. See your results.

Activity: Add Time 1. Open the QuickBooks Online demo account.

2. Navigate to the Quick Create menu found in the upper navigation bar on the plus icon.

3. If necessary, click Show More.

4. Under the Employees section of the Quick Create menu, click Single Time Activity.

5. Add 2 hours for Emily Plat, billable to customer Amys Bird Sanctuary for Design.

6. Save and Close.


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Activity: Access and Filter for recent transactions 1. Open the QuickBooks Online demo account.

2. Navigate to the Recent Transactions menu found in the upper navigation bar on the clock

icon.

3. Click More in the bottom right corner of the menu.

4. Notice that this takes you to the Advanced Search screen where you can locate a larger number

of transactions and apply one or more filters to create a more granular and targeted search for a particular transaction.

Activity: Customize the Activity Log 1. Open the QuickBooks Online demo account.

2. Navigate to the Tools menu found in the upper navigation bar on the gear icon.

3. Click Activity Log in the Tools section.

4. On the Activity Log, click the Customize button.

5. Select user Craig Carlson from 08/01/2013 08/31/2013.

6. Select Show only these activities and click to check Sign in/Sign out and Transactions All Transactions using All Accounts). Click OK.

7. View results. This report can be printed to paper or PDF.


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RECOGNIZE COMMON WORKFLOWS THAT ARE INITIATED

FROM THE HOME PAGE

QuickBooks Onlines Home Page gives you a snapshot of the big picture. Its an interactive

summary of the current financial status of the business. The Home Page is a great financial tool to

initiate common workflows by drilling down in the various sections to view details and take action.

Activity: Collections 1. Open the QuickBooks Online demo account.

2. Navigate to the Home page.

3. In the Income section, click the red box to drill down to the Customer Dashboard to view a

list of Customers with overdue balances.

4. Click the Send reminder action button for Amys Bird Sanctuary.

5. Click Send.

Activity: View P&L Weekly Trend 1. Open the QuickBooks Online demo account.


3. In the Profit & Loss section, click the graph to generate a report of profit by week.

NOTE: If the report is empty due to lack of demo account activity, you may want to change the date range on the report. Or use this Activity on a live account to see how quickly you can

access current Income activity.


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Activity: Enter downloaded transactions and reconcile account 1. Open the QuickBooks Online demo account.


3. In the Bank Accounts section, click the 33 Transactions that need your attention to drill

down to the Banking screen.

4. On the left side, click the Savings account.

5. Match the one downloaded transaction to the Deposit it suggests.

6. Click Accept.

7. In the upper right corner on the Banking screen, click the blue hyperlinked $800 QuickBooks

account balance for this Savings account to view the register.

8. In the lower left corner of the Register screen, click the Reconcile button.

9. Enter statement ending date 9/30/2013 and ending balance $800.

10. Click Finish Now.


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DISTINGUISH THE ACCOUNTANT TOOLS

IN QUICKBOOKS ONLINE ACCOUNTANT

Small businesses are not accounting experts and they need the advice and services offered by

accounting professionals to ensure the integrity of their data. The Accountant is the trusted advisor

to the business owner.

QuickBooks Online Accountant (QBOA) fortifies that relationship with accountant-specific tools built

for efficient collaboration. As discussed earlier in this handbook, QuickBooks Online Accountant is

not a different version of QuickBooks Online. It is merely a different sign-on portal that arms the

accountant with special accountant tools when working in a clients QuickBooks Online account.

QuickBooks Online Accountant is available free to ProAdvisors and free to non-ProAdvisors who

have at least one QuickBooks Online client. A small business can invite up to two accounting

professionals to their QuickBooks Online account from the Manage Users screen; these accounting

professionals can begin working in that company file immediately.

Activity: Review P&L at month-end 1. Open the QuickBooks Online demo account.

2. Navigate to the Accountant Accountant Home page.

3. In the Report and Tool Defaults section, select Last Month, Accrual basis.

4. On the Tools menu, select Reclassify Transactions tool.

5. Assume all balance sheet accounts are reconciled and no further transactions or adjusting

journal entries are required. Click on each P & L account on the left side pane and review the transactions posted to it. Reclassify any transactions, as needed.

6. Navigate to the Accountant Accountant Home page.

7. In the Books Not Closed section, click the Close Books button.

8. In the Company Preferences, click the checkbox at the top of the screen to activate

Closing the Books. Enter the closing date through which your books are now closed.

9. Save.

Getting Started Lesson 3: Setting Up QuickBooks Online

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LESSON 3: SETTING UP QUICKBOOKS ONLINE

LESSON OBJECTIVES

Identify the steps to import data from QuickBooks Desktop to QuickBooks Online

Recognize the steps to set up and modify Lists & Users

Recognize the steps to manage Company Settings

IDENTIFY STEPS TO IMPORT DATA FROM QUICKBOOKS DESKTOP

TO QUICKBOOKS ONLINE

QuickBooks Online allows users to import data from QuickBooks Desktop within the first 60 days of

creating the QuickBooks Online account. When this data is imported, it replaces any data in the

QuickBooks Online account. Import this data first, before clicking the first-time user wizards in the

Home Pages Activities feed to set up Company Information and Personalize QuickBooks.

Most QuickBooks Desktop data can be imported, but there are some limitations. Check the latest,

but at the time of this publication, these guidelines are in effect:

You cannot import

Memorized transactions

Sales form templates

Inventory

Sales tax rates

You can import data from QuickBooks Pro, Premier and Enterprise

To import QuickBooks data for Mac, you must create a Windows backup file, restore in QuickBooks Win, export to QuickBooks Online

A QuickBooks Desktop file with the multi-currency preference turned on cannot be imported into QuickBooks Onlines US version

International versions of QuickBooks Desktop cannot be imported into QuickBooks Onlines US version

Payroll data imports from QuickBooks Desktop to QuickBooks Online as checks, not paychecks

You can import your QuickBooks Online data back to QuickBooks Desktop, with limitations


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Activity: Export QuickBooks Desktop data to QuickBooks Online This activity will not work with the QuickBooks Online sample company, but you can follow these

steps with your first new client that has previously been using QuickBooks Desktop. Use this guide

to import their data to their new QuickBooks Online account.

1. On QBOAs client list, click the New QuickBooks Online Company button in the upper right corner. Enter the QuickBooks Online Company Name and select whether you want to add

QuickBooks Online Essentials or Plus.

Simple Start is not created from QBOA, since it only allows for one user

You will be added as both the Master Admin user and Accountant user. You may transfer

Master Admin role to your client afterwards

2. Open the QuickBooks Desktop company data file as the administrator user.

3. The file must be smaller than 250MB. To view the size of your file, press the F2 key. If your file

is larger than 250MB, you can still import lists.

4. Navigate to File Utilities (or Maintenance) Rebuild data. This will prompt you to create a backup before QuickBooks Desktop runs the Rebuild action.

5. Navigate to File Utilities (or Maintenance) Verify Data. If you find errors with your QuickBooks data, you will want to get these corrected before uploading to QuickBooks Online.

6. Navigate to Company Export Company File to QuickBooks Online. The wizard will guide you through the steps to sign in and identify the proper QuickBooks Online account and then import data directly from the desktop company.

7. WARNING: Be very careful with this step, as it will overwrite all data in the QuickBooks Online

account you select. If you are practicing this process, create a new QuickBooks Online account

that can be cancelled.

8. Once complete, wait for confirmation that your QuickBooks Desktop file has been successfully

imported. You will receive email notification within 24 hours (however, oftentimes the conversion is very quick and email confirmation is received almost immediately).

9. Verify that your data was imported correctly. Create a Balance Sheet and Profit & Loss report in

both QB Online and Desktop. Customize the date range to All Dates. Set the accounting method to Accrual. Compare the balances, looking for any inconsistencies.


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RECOGNIZE THE STEPS TO SET UP AND MODIFY LISTS & USERS

You can manage your QuickBooks Online account lists and users from the Tools menu. Managing

your lists is an important component of QuickBooks Online. From the Tool Menu, review all lists to

make sure they are appropriate for your Company. This includes Chart of Accounts, Recurring

Transactions, Products & Services, Classes and Locations.

Activity: Re-activate a Deleted Account 1. Open the QuickBooks Online demo account.

2. Create report of deleted accounts. Navigate to the Reports menu All Reports category.

3. Click Accountant Reports group.

4. Click Account Listing report.

5. Click Customize button.

6. Change Status from Not Deleted to Deleted. Scroll down to Report Title and name the report

Deleted Account Listing.

7. Click Save Customizations button.

8. Click an account in the list, uncheck the Inactive checkbox in the lower left corner.

Activity: Add Product and Service 1. Open the QuickBooks Online demo account.

2. Navigate to the Tools menu Products and Services list.

3. Click the New button.

a. Enter name = Weekly.

b. Enter description on sales forms = Weekly Maintenance Visit.

c. Enter price = $100.

d. Enter income = Landscaping Services:Labor:Maintenance and Repair.

e. Is taxable = No.

f. Check box to activate I purchase this product/service from a vendor.

g. Enter description on purchase forms = Maintenance Visit.

h. Enter cost = $55.

i. Enter expense account = Cost of Goods Sold:Cost of Labor:Maintenance and Repair.

4. Save.


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RECOGNIZE THE STEPS TO MANAGE COMPANY SETTINGS

Company settings control much of the functionality in the QuickBooks Online account. They are the

foundation for a successful and efficient QuickBooks Online experience.

The Company Settings screen organizes the accounts global preferences into these sections:

Customer Information

Company

Categories

Products and Services

Sales Form Entry

Sales Form Delivery

Customize Forms

Invoice Automation

QuickBooks Payments

Vendors & Purchases

Time Tracking

Payroll

Reports


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Activity: Show account numbers 1. Open the QuickBooks Online demo account.

2. Navigate to the Tools menu Company Settings page.

3. On the Company Settings Preferences page, click the Company section on the left and find

the Account Numbers setting on the right.

4. Check the box next to Account Numbers.

5. Check the box next to show Account Numbers.

6. Save.

7. Navigate to the Tools menu Chart of Accounts list.

8. Edit the Checking account. Enter account number 10100. Save.

9. View the account number now showing in the Chart of Accounts list.

10. Navigate to the Reports menu Balance Sheet report.

11. View the account number showing on the Balance Sheet.

Activity: Customize sales forms using Standard Styles 1. Open the QuickBooks Online demo account.


3. Click the Form Delivery section and click the Customize button.

4. Scroll down to the Style section and click the Select Standard Style button.

5. Select Cloud Blue. Click OK.

6. Click Preview.

7. Click Finished. Click Save.


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Activity: Determine whether Time Tracking users can view the customers hourly billing rate when entering time



3. Click the Time Tracking section.

4. Verify that the checkbox is unchecked next to Show billing rate to employees

and subcontractors.

5. Save.

Getting Started Course Conclusion

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COURSE CONCLUSION

From this course, you have learned about the benefits of QuickBooks Online and the how to set it

up QuickBooks. You have also learned how to utilize the various company settings, manage users,

and how to navigate your way through QuickBooks Online.

QBO Cert Course1 Getting Started Product Overview

Documents

Transcript of QBO Cert Course1 Getting Started Product Overview