thinkQuickBooks

helping right brain professionals navigate the left brain world of accounting

Archive for the tag “Banking”

Did you sign up for e-statements? Don’t forget to save or print!

So you’ve gone green and signed up for e-statements. Kudos to you! Here’s how going paperless helps the environment, compliments of http://payitgreen.org/

PayitGreen

There’s nothing better than neglecting my own bookkeeping and sitting down to do it a couple times a year. It fulfills my need for a challenge. LOL! (I don’t recommend this, by the way!) This last time, I went to my credit card provider’s website to download the past twelve months of statements into QuickBooks. Except eight of them were gone! Only the most recent four were available to download into QuickBooks. The missing months were easy enough to access in PDF format (they keep seven years for me), but the downloadable files were indeed gone with no way to get them back. That made for a lot of manual data entry for me.

Another of my credit card providers only saves six months, PDF or otherwise. After that, I have to contact them to retrieve the missing statements. This involves an email, a confirmation email, a password and a time limit to fetch them… which I typically miss. I then have to start the entire process of retrieval over again!

Banks and credit card issuers often make only a certain number of statements available online. In many cases, it’s only a few months. If you need to go back farther than that, you may have a few hoops to jump through. You may even be required to pay a fee.

So here’s a reminder. Save those files to your computer every couple months (and if you still prefer to print, no judgement here!).

Advertisements

QuickBooks and the Case of the Disappearing Penny!

When I was a little girl, my dad used to buy a bag of uncirculated pennies every year and stow them in a secret hiding place in our home. Not sure what ever became of those pennies, but he sure collected a lot of them. This likely inspired my fondness for coins. I have a tiny collection of my own, and to this day, I’m often treasure hunting my loose change. Also when I was little, I couldn’t get enough of the Encyclopedia Brown novels. Solving those tricky mysteries kept me busy on many a dreary winter day. For Leroy Brown, no case was too small, and so, I’d like to offer you my rounding workarounds in QuickBooks and the Case of the Disappearing Penny!

On February 4th, the Royal Canadian Mint will stop distributing the one-cent coin to Canadian banks, and Canadian businesses will be “encouraged” to begin rounding cash transactions to the nearest nickel.  Apparently, “encouraged” means when “pennies aren’t available.” We’ll soon see how business will interpret this change. In any case, all debit card, cheque, and credit card transactions will continue to be processed at their exact amount. No rounding here. It’s when cold, hard CASH is involved that things will be different. If your cash transaction ends in one, two, six, or seven cents, you round down. If your cash transaction ends in three, four, eight or nine cents, you round up. Fear not…the government isn’t trying to scam you and there’s no effect on GST/HST. It’s simply a rounding issue. Check out this informative article from the Department of Finance for more information: http://www.fin.gc.ca/1cent/index-eng.asp

PennyGraph01_e

So – does your POS provider have this all figured out? What about your financial software? I personally don’t have a lot of clients that deal in cash outside of a POS system, so I’m counting on those POS guys to figure this out! But for those of you who use QuickBooks and need to know what to do, here are some ideas that I’ve come up with. I welcome your comments and other workarounds. (Just don’t be all Bugs Meany about it!)

But first, a humble plea to the Intuit programmers. Someone at Intuit needs to implement a ROUNDING button so I don’t have to work so hard! LOL! However, I don’t think that’s in the cards just yet. Perhaps one day. In the meantime, here are my:

DISAPPEARING PENNY WORKAROUNDS

Complete these two simple steps and you’ll be all set up for rounding, up and down, on sales and purchases.

STEP ONE

You’re going to need a new EXPENSE ACCOUNT on your chart of accounts. Go ahead and set up an “Other Expense” account called ROUNDING.

Rounding Other Expense

STEP TWO

You’re going to need a new two-sided ITEM called ROUNDING. Set it up as an “Other Charge” item and point it to the ROUNDING expense account on both sides.

Rounding Item

PART I. SALES

OPTION ONE – ROUNDING AT THE BANKING LEVEL

Whether you issue an INVOICE or a SALES RECEIPT, rounding will always be done    in the MAKE DEPOSITS window. Do not adjust for rounding on the sales forms themselves, only in the MAKE DEPOSITS window. Here are the examples:

INVOICE

To receive payment on an Invoice and account for rounding, create Invoice and Receive Payment as you normally would. Make sure you ‘DEPOSIT TO’ the UNDEPOSITED FUNDS account (if you deposit straight to the CASH account, you won’t be able to adjust for rounding).

Inv to UFpng

Choose “MAKE DEPOSITS” from the Banking menu, select the correct payment(s), and adjust for rounding:

Make Deposit Round Down Invoice

SALES RECEIPT

To adjust for rounding on a Sales Receipt, create Sales Receipt as you normally would. In the DEPOSIT TO window, you can choose either the CASH account or UNDEPOSITED FUNDS. I will use the UNDEPOSITED FUNDS account for this example, to be consistent:

Bobby Jones Cash SR

Choose “MAKE DEPOSITS” from the Banking menu, select the correct payment(s), and adjust for rounding:

Bobby Jones Dep round up

NOTE: For Sales Receipts only, you can choose to DEPOSIT TO your CASH account. The only difference here is that next step won’t be to MAKE DEPOSITS, as the deposit is already entered. Find the deposit and edit for rounding.

What is key to remember is that you will always adjust for rounding in the MAKE DEPOSITS window.

PROS: The above method of rounding is easily handled at the banking level. You can combine several customer payments into one deposit. Does NOT affect Line 101 of your sales tax return.

CONS: The Invoices and Sales Receipts you give to your customers do not show the rounding. Could be easy to lose track of what’s been rounded.

OPTION TWO – ROUNDING AT THE SALES FORM LEVEL

Use the ROUNDING item you set up in step two to adjust for rounding directly on your Invoices and Sales Receipts. Although it affects Line 101 of a Sales Tax Return, I prefer this method. Here’s what an Invoice rounded up will look like:

Rounding Up on Invoice

And here’s what a Sales Receipt rounded down will look like:

Rounding Down Sales Receipt ii

What is key to remember is that you will always adjust for rounding directly on the SALES RECEIPT or INVOICE.

PROS: The above method of rounding is easily handled at the sales form level. You’ll never forget if you’ve rounded or not. Most importantly, the customers gets a form that shows the rounding.

CONS: This method will change Line 101 of your sales tax return by the total amount of all rounding done on sales forms for the period. For some businesses, this will be only a few pennies and hence, immaterial. Despite this hitch, there’s no effect on Line 109 Net Tax – the amount owing for GST/HST remains correct.

PART II. PURCHASES

If you receive a receipt from a vendor that’s been adjusted for rounding, here’s a way to enter that cash purchase into QuickBooks using a cheque. You can use a bill in the same manner. Let’s say you buy some office supplies for $32.97. You pay the rounded amount of $32.95. Enter the cheque as you normally would, selecting the correct CASH account, DATE, and VENDOR. In the AMOUNT box, record the rounded amount. Tab down to your expense area. On the first line, select the ROUNDING Expense account. Then enter the amount of the rounding. In this example, we’re rounding down. Enter -.02 and use the Z tax item. Then, if you simply tab to the next line, QuickBooks will automatically fill in the rest of your numbers including GST/HST.

Rounding Down on Cheque w exp tab

You can also use the ITEM tab to enter the expense. You’ll use the ROUNDING item you set up earlier which points to the ROUNDING expense account. The only drawback to using this method is that the second line doesn’t automatically calculate. You’ll have to manually enter the subtotal of your receipt and confirm that the GST/HST amount is correct.

Write Checks w item Rounding Down

Of course, if the vendor issues a receipt for the pre-adjusted amount and the rounding happens “off” the receipt, here’s a super easy way to handle it: adjust your CASH account via journal entry to the ROUNDING Expense account to address the missing/extra pennies.

These are not perfect workarounds, but they’ll do until we get that awesome ROUNDING button I’m hoping for! What will you do with your extra pennies? Save, spend, or donate to charity?

Get creative with a splash of QuickBooks account color!

Do you have more than one bank or credit card account? Have you ever entered a transaction in one of those accounts just to realize you posted it to the wrong account? Here’s one way to reduce the chances of that happening. Change the account color to distinguish your accounts! Here’s how to do it:

From the chart of accounts, double click on the register you want to change. Then select EDIT > CHANGE ACCOUNT COLOR…

You can select a color or customize your own. I find the basic colors to be too dark, so click on DEFINE CUSTOM COLORS. Then pick a color “chiclet” that you like, and drag the arrow upwards to lighten the color. If it’s a color you want to use more than once, add it to the pack by selecting ADD TO CUSTOM COLORS. Click okay, and the color of the register will change!

What’s great is that you can change colors for essentially all of your balance sheet accounts. It’s a great feature that’s fun to play around with.

Interesting for Canadian users…CHANGE ACCOUNT COLOUR uses the British spelling, but when you open the preference box, it appears all five times spelled COLOR. Hmmm…oversight or programming necessity?

GoPayment Canada has launched!

With the new GoPayment feature – and the iPad or iPhone – you can accept credit cards wherever you go. For swiped cards, the transaction fee is only 2.7%. There are no set-up fees, no monthly fees, no monthly minimums, and no commitments. And you don’t have to have QuickBooks (or any other software) to use it! Just an iPad or iPhone and a bank account!

They send you the coolest little card reader that attaches to the top of your phone. Have a look:

www.gopayment.ca

Android will likely be added some time in the future. I haven’t personally used this technology, but it’s had great success in the US, and it’s just plain awesome! Rates are very similar in the US, with the added option of a monthly plan:

www.gopayment.com

I’m seriously considering getting an i-something just to have the ability to use this app! Please add your comments and feedback if you use the technology.

How do I handle a refund to a debit card?

As usual, there are a few ways to do this in QuickBooks. But here’s a way that I discovered that works beautifully, especially if you’re in Canada and dealing with GST. You’re going to be entering a BILL CREDIT:

1. Go to enter bills. Select the radio button that says CREDIT.

2. Enter the vendor information as you normally would, including the date of the refund, a descriptive memo line, and the customer/job if applicable. Enter the amount of the refund (CREDIT AMOUNT) and use the ACCOUNT you originally used for the purchase. QuickBooks will automatically calculate the sales tax.

3. Now here’s the cool part! Under the expenses tab, go to a new line. In the ACCOUNT field, enter the BANK ACCOUNT where the refund will show up. Then, tab over and enter the total amount of the refund as a NEGATIVE number. Now click RECALCULATE, and the total in the CREDIT AMOUNT will change to ZERO. Click SAVE AND CLOSE.

4. The amount of the refund will now appear in the bank account reconciliation on the right side under DEPOSITS AND OTHER CREDITS.

Simple and effective!

Having trouble re-sizing your “Make Deposits” window?

If you’ve ever come across this problem, it can be so frustrating! But I discovered a trick that may solve the problem. NOTE: this applies only if you have the preference set to use multiple windows. Here’s how to find that preference:

Edit > Preferences > Desktop View | In the My Preferences tab, select the Multiple Windows radio button

Okay. Here’s the trick! When opening the window, hold down the “Shift” key:

Banking > Make Deposits while holding down the shift key!

Your window should now open to a smaller size! This can work with other windows as well. Have you noticed that windows will open at the same size you last left them? Play around and see what happens.

Let me know if this solved your problem or if you have any other questions about windows in QuickBooks!

Post Navigation