QuickBooks Prototype

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Presentation Description

A prototype of the different functions that QuickBooks offers with regard to a specific company, TTS. Goes through the main processes of the revenue cycle, and also shows basic functions such as customising preferences and setting user access restrictions.

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Presentation Transcript

QuickBooks: 

QuickBooks Demonstration Chia Wei Zhen Joanne Kok Yeun See Lee Yincai Nicholas Quek Ya Hui

Slide 2: 

Setting Up Getting Started

Slide 3: 

When a company first installs QuickBooks, this is the initial page that will be displayed when the administrator first uses it. Upon clicking Start Interview , the user will be asked to key in basic company information and to choose basic preferences.

Slide 5: 

Additional users can be set up afterwards and the administrator has the option to restrict their access to selected areas.

Slide 9: 

This simple customisation ensures that unwanted functions are removed, and QuickBooks’ layout will be kept as simple as possible. After keying in the basic information, customisation based on the company’s nature of business and its requirements can also be done.

Options are given for the following functions:: 

Options are given for the following functions: Tracking customer orders Managing bills the company owes Using sales receipts Tracking of tax Using billing statements Adding of bank account Other functions that are shown in the following slides

S : 

S It is recommended for TTS Copiers to track inventory as they have a warehouse in which copiers and spare parts are being stored, hence they will need to track inventory movement in and out of the warehouse.

Slide 12: 

The QuickBooks Payroll feature allows companies to track payroll expenses more efficiently and cash outflows can be tracked easily.

Slide 13: 

TTS Copiers drafts up quotations in the course of customer transactions, instead of creating sales orders directly. The QuickBooks Estimate function allows TTS Copiers to create estimates, and these will act as quotations.

Slide 14: 

This is especially necessary for TTS Copiers, as most of its sales transactions are leases, instead of a one-time-payment. T he Progress Invoicing function will be able to document lease contracts effectively; and also to account for contracts with specified after-sales service.

Slide 15: 

The last step in this EasyStep interview allows companies to set up their chart of accounts to start tracking the company’s finance position.

Slide 16: 

Additional help is also being offered in the event the Help Menu does not address relevant issues.

Slide 17: 

Setting Up Customising Features

Slide 18: 

Once the basic set-up is completed, users will be directed to the Home screen. Users can also customise the various features to suit their preferences. They can also refer to the Help Menu by typing a question in the Ask box.

Slide 19: 

Users can choose which icons they want to be displayed on the Home screen. Other settings for other features can be configured by clicking on the different tabs on the left.

Slide 20: 

Since TTS has sales transactions with international customers, it needs to enable the multicurrency feature in QuickBooks so that revenue received in foreign currency will be automatically converted into local currency when presented in the overall reports.

Slide 21: 

It is important that a system warning is generated whenever the sales amount keyed in exceeds the quantity available. This will ensure that no orders are being accepted in the event of insufficient inventory.

Slide 22: 

Creating Entries Setting up Master Files

Slide 23: 

Customer Master File

Slide 24: 

TTS Copiers will have to import all of its existing customers into the QuickBooks system. The full list of customers are shown on the left sidebar, and upon selection of a single entry, the customer’s details will be shown in full. The steps to create a new customer are shown in the following slides.

Slide 26: 

Customer information is categorised into individual tabs and all information can be entered and accessed in one page.

Slide 27: 

Entering of Accounts Receivable Account

Slide 28: 

TTS Copiers has numeral overseas customers and as such, an Accounts Receivable/Accounts Payable account has to be created for the specific currency. If it was not previously created, QuickBooks will generate a prompt to create a new account.

Slide 31: 

Inventory Master File

Slide 32: 

Creating new inventory

Slide 33: 

QuickBooks also includes the function of exporting inventory into Excel for more convenient viewing.

Slide 34: 

Using Excel for viewing of inventory lists allows users to view details of all inventory at a glance.

Slide 35: 

Price levels can also be set for different groups of customers.

Slide 36: 

Creating Entries Documenting the Revenue Cycle

Slide 37: 

Creating of Estimates

Slide 38: 

Creating of estimates can be done conveniently as all the details can be viewed all at once. The layout is also simple and neat, making it easier for employees to acquire the skills required to use it.

Slide 39: 

When an estimate has been created with the total sales amount exceeding the credit limit of the customer, QuickBooks will generate a prompt to inform the user.

Slide 40: 

In the Transactions tab, an overview of the estimates are reflected, and the user is able to obtain information regarding whether the estimate is currently active.

Slide 41: 

Chosen Estimates can also be exported and viewed in Excel , and Excel functions then enable efficient generation of reports, in the form of tables, bar graphs, pie charts etc.

Slide 42: 

Creating Sales Orders

Slide 43: 

Sales Orders can be generated with reference to the Estimate. After clicking on the chosen estimated, click the Create Invoice button and choose Sales Order .

Slide 44: 

The user will be directed to the Create Sales Orders page and all the information from the Estimate is reflected . To trace which Estimate this Sales Order is being created upon, the user can refer to the Memo field below.

Slide 45: 

A new line item can be added, for example, a discount.

Slide 46: 

Delivery charges (e.g. shipping charges) can also be recorded.

Slide 47: 

The system will generate a prompt when the customer’s credit limit has been accepted. However, the sales order will still be created if the option Yes is chosen. The changes to the order will also be reflected, to show that changes have been made.

Slide 48: 

Creating Delivery Notes

Slide 49: 

Delivery Notes can be created under the Create Invoice tab, under Trade Receivables .

Slide 51: 

Creating Invoices

Slide 52: 

Tax Invoices are also generated under the Create Invoice tab.

Slide 53: 

Receiving of Payments

Slide 54: 

When payment has been received from the customer, it can be recorded under the Receive Payments function.

Slide 55: 

Payments can be selected and deposited at the company’s own decisions.

Slide 56: 

The user can choose which entity the payments are being deposited to, and the transaction is reflected for the user to check through discrepancies, if any.

Slide 57: 

Generating Inventory Reports

Slide 58: 

Inventory r eports can also be generated to track inventory movement. They can also be printed out for future reference, if the company intends to file a hard copy.

Slide 59: 

Configuration of Settings User Restrictions

Slide 60: 

The administrator has the authority to add, edit or delete users.

Slide 62: 

QuickBooks allows the administrator to limit access to specific areas.

Slide 63: 

The next few steps takes the user through 9 areas of the company’s processes.

Slide 64: 

Sales and Accounts Receivable Purchases and Accounts Payable Chequing and Credit Cards Inventory Time Tracking Payroll and Employees Sensitive Accounting Activities Sensitive Financial Reporting Changing or Deleting Transactions

Slide 65: 

Before this user is created, the administrator is able to see an overview of the access given to this new user.

THE END: 

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