QB 01 In General

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These note present usual scenarios, either using a smartphone app or a desktop computer, depending on what is more practical.

SET-UP

SUPPLIERS – Admin, Sisters, Personnel, others usually paid

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) 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. ADD PRODUCT OR SERVICE (REQUIRED): choose among existing options
  7. NOTES: add dates covered, or some other information.
  8. SAVE
  9. 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  • if cash is used: Cash on Hand (withdrawn from bank) or Petty Cash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AMOUNT – how much withdrawn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