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QuickBooks

BASIC SCENARIOS
In this guide:
  • These notes present usual scenarios, either using a smartphone app or a desktop computer, depending on what is more practical.
  • CAPITAL LETTERS indicate menu or fields in Quickbooks Online.
  • Menus are indicated with “>” for the next steps.
  • In general, use TAB to confirm entry, rather than ENTER.
  • Always add the names of suppliers or donors in filenames.
  • Suppliers are those paid: companies, Admin, Sisters, Personnel.
  • Donors are those who pay: Students, Guests, Benefactors, etc.
  • Use “Fr” without a period for a Priest’s Euro accounts, and “Fr.” with a period for Dollar accounts.
  • For Priest’s BILLING ADDRESS >STREET: put the Diocese (and for non-Filipinos, add a dash and the country, like: “Bangkok – Thailand”)
  • Make sure the right accounts are always used.
INCOME: PREPARATION OF INVOICES*

CREATE AN INVOICE FOR EACH STUDENT AT THE START OF THE SCHOOL YEAR. (An “invoice” is actually a bill made to the students, but “bill” is avoided so as not to confuse it with the “bill” coming from suppliers.)

[steps…]

INCOME: RECEIVING FUNDS
Donor Donates (Without Paying Student’s Invoice)*

***

Student Pays Invoice*

***

Donor Pays Student’s Invoice*

***

EXPENSES: PREPARING PAYMENTS (especially for recurring suppliers)

CREATE QB BILLS for utilities (as soon as the fattura is received) and for salaries and allowances (in January and July, or when amount for part-timer is known).

> scan bill, name it as usual (see other examples, especially for the same supplier)
> save it folder: Transactions for Encoding
> create QB Bill (see previous bills as examples), and attach the scan
> transfer the scan to the folder: Encoded not yet paid
> pay the bill (see below) and then record the payment (see below)

EXPENSES: MAKING PAYMENTS*
… via IOR Giroconto*

***

… via IOR Bonifico*

***

… via Banco Posta
  1. Using BancoPosta BPIOL’s Bonifici XML
    > Operazioni Veloci >Bonifici XML
    > Disposizione
    > [in upper box] Data Esecuzione (put current or future date)
    > Distinta (put “01”)
    > [in lower box] Importo (EUR): put the amount
    > Nome Creditore: put supplier’s name
    > IBAN Creditore: put supplier’s IBAN
    > CODICE CATEGORIA (ISO): put CASH (Generica Cash)
    > CAUSALE/INFORMAZ RICONCILIAZIONE: put reason for payment (e.g., 2023 January salary)
    > MEMORIZZA: at this point, the Bonifico is ready to be signed and sent by the authorized signer.
  2. Using Banco Posta’s BPIOL for Bollettini Postali
    > Operazioni Veloci >PAGAMENTO BOLLETTINI PRECOMPILATI
    > DISPOSIZIONE
    > sul C/C >N.: put C/C n. found in the bollettino
    > IMPORTO: put amount to be paid
    > CODICE A 18 CIFRE: put the 18 digits found in the bollettino
    > TIPOLOGIA: copy number at lower right of bollettino (usually “674”)
    > RAGIONE SOCIALE O NOME: “put Pontificio Collegio Filippino”
    > INDIRIZZO: put “Via Aurelia 490”
    > CAP: put “00165”
    > CITTÀ: put “Roma”
    > PROVINCIA: put “RM”
    > CONTINUA
    > MEMORIZZA: at this point, the Bonifico is ready to be signed and sent by the authorized signer.
  3. Using Banco Posta’s BPIOL for PAGOPA
    > Operazioni Veloci >PAGOPA
    > Canale di Pagamento >Bollettino Postale PA
    > DISPOSIZIONE
    > CODICE AVVISO: copy the 18 digits
    > SUL C/C N.: copy from bollettino
    > CALCOLA IMPORTO: then the Importo, Pontificio Collegio Filippino and its Codice Fiscale should automatically appear
    > SALVA: at this point, the Bonifico is ready to be signed and sent by the authorized signer.

ISSUE RECEIPTS TO STUDENTS
(PAYMENT OF BILLING OR INVOICED)

New

Recieve Payment

Name

Optional cc or bcc

Payment method:

  • if Cash or Check: DEPOSIT TO undeposited funds
  • if Direct Deposit (to IOR): DEPOSIT TO IOR03

DATE is automatically entered

  • REFERENCE NO. – put time in 24-hour format

INVOICE

  • automatically shows open balance; indicate amount paid
  • SAVE AND PRINT at bottom to email official receipt

IF MISTAKENLY ISSUED A SALES RECEIPT INVOICE:

  • Just open the Invoice again, and VOID (or DELETE?)

ISSUE RECEIPTS (APP or WEB) to donors (all are called “donors”, whether they are students, guests, benefactors, etc.)

  1. SALES RECEIPTS >”+”
  2. Under CUSTOMERS (REQUIRED), names existing in the records should appear as the first few letters are encoded. Otherwise, add a new name. (Donor Information should be very precise (as to name, family name, email, celphone, etc.)
  3. SR#: leave blank
  4. DATE: appears automatically
  5. METHOD: usually Cash, Cheque or Direct Debit
  6. WEB: Deposit to: Undeposited Funds (this is automatic for APP)
  7. ADD PRODUCT OR SERVICE (REQUIRED): choose among existing options
  8. NOTES: add dates covered, or some other information.
  9. APP: SAVE; WEB: SAVE AND SEND, then SEND AND CLOSE
  10. THREE DOTS ON TOP RIGHT >EMAIL

RECORD DISBURSEMENTS

NEW

CHECK (number appears automatically)

PAYEE

BANK ACCOUNT

  • if cash is used: Cash on Hand (withdrawn from bank) or Petty Cash
  • if bonifico or generico: IOR 03 (usually)

CATEGORY -select correct Category

  • for University Tuition: Advances to Students

DESCRIPTION

  • for salaries: 202002 SALARY
  • for University Tuition: “University Tuition first semester”; click BILLABLE
  • BILLABLE – if advances (of staff or students)
  • then copy the description to MEMO

ATTACHMENTS

  • write Cheque no. on bill or receipt, then take picture or scan bill or receipt and attach

PRINT

  • and save as PDF to correct folder

WITHDRAWING FROM IOR

NEW

CHECQUE

PAYEE – who withdrew

BANK ACCOUNT – usually IOR03

PAYMENT DATE – appears automatically

CATEGORY DETAILS – Cash on Hand

DESCRIPTION – Transfer to Cash on Hand for Operating Expenses

AMOUNT – how much withdrawn

PRINT – as pdf, then file in correct folder

EXPENSES VS. CHEQUES

EXPENSES – from Cash on Hand

CHEQUES – bonifico, giroconto and cash withdrawals

EXPENSES – CASH

PAYEE

PAYMENT ACCOUNT – Cash on Hand

PAYMENT METHOD – Cash

CATEGORY – e.g., Workers’ Wages

DESCRIPTION – e.g., 202002 Salary

AMOUNT – how much withdrawn

PRINT – as pdf, then file in correct folder

RECORD EXPENSES (APP) for items paid for using bonifico (transfer from bank to bank), giroconto (transfer within IOR), or cash.

  1. EXPENSES >”+”
  2. Take a picture of the receipt or bank transfer document
  3. Indicate amount
  4. CASH
  5. FROM: choose the correct account (usually 003 EUR if bank to bank, or cash on hand)
  6. DATE: automatically generated
  7. WHO YOU PAID?: indicate payee
  8. LOCATION: leave blank
  9. TYPE OF EXPENSE: choose the correct account
  10. WHO WAS IT FOR: normally blank
  11. CLASS: leave blank
  12. WHAT IS THE TAX?: leave blank
  13. DESCRIPTION: put a note visible when printed if needed
  14. ADD A SPLIT: leave blank
  15. NOTE (VISIBLE ONLY TO YOU): if needed.

CREATE INVOICES (DESKTOP) for each student at the start of the Fiscal Year

  1. +NEW
  2. CUSTOMERS >INVOICE
  3. Select Donor
  4. INVOICE DATE: usually July 1 of current fiscal year
  5. DUE DATE: June 30 of current fiscal year

EMAIL REMINDERS (APP) to each student

  1. INVOICES >choose donor
  2. THREE DOTS ON TOP RIGHT >EMAIL
  3. ARROW ON TOP RIGHT will send the email reminder

DEPOSIT COLLECTIONS (DESKTOP)

  1. +NEW
  2. OTHER >BANK DEPOSIT
  3. ACCOUNT: usually 03 EUR
  4. DATE: automatically generated
  5. CURRENCY: usually EUR
  6. SELECT THE PAYMENTS INCLUDED IN THIS DEPOSIT: click on the boxes to the left
  7. SAVE