Seminar 3(a) Working with Bank Accounts
QUICKBOOKS 2014 STUDENT GUIDE
Seminar 3(a) Working with Bank Accounts
TABLE OF CONTENTS Lesson Objectives ............................................................................................... 2 Writing a QuickBooks Check ................................................................................ 3 Using Bank Account Registers ............................................................................. 6 Entering a Handwritten Check .............................................................................. 8 Transferring Money between Accounts ............................................................... 10 Reconciling Checking Accounts ......................................................................... 12 Marking Cleared Transactions ............................................................................ 13 Viewing Cleared Checks in the Register ............................................................. 17 Locating Specific Transactions ........................................................................... 18 Using Bank Feeds ............................................................................................. 19 Working with Bank Accounts — Review Questions ............................................. 21 Review Activities ............................................................................................... 23 Answers to Review Questions ............................................................................ 24
Seminar 3(a): Working with Bank Accounts
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LESSON OBJECTIVES •
To learn how to work with registers for QuickBooks bank accounts
•
To demonstrate how to open a register
•
To learn the features common to all registers
•
To learn when and how to make entries directly in the register
•
To demonstrate how to reconcile a QuickBooks bank account
Notes
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WRITING A QUICKBOOKS CHECK To write a check: 1. In the Banking area of the Home page, click Write Checks.
2. In the Pay to the Order of field, type Cal Telephone. 3. At the Open Bill Exist window select Continue Writing Check 4. Press Tab to move to the Amount field. 5. Type 156.91, and press Tab.
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6. Click in the Account column on the Expenses tab, and then choose Utilities: Telephone. 7. Click Save & Close. 8. From the Banking menu, choose Use Register.
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9. Click OK to accept Master Checking Account as the account whose register you want to see. 10. Scroll up to find check number 491
11. Close the Checking account register.
Notes
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USING BANK ACCOUNT REGISTERS To open a register (when no form is open): 1. From the Lists menu, choose Chart of Accounts.
2. In the Chart of Accounts, double-click the 10300 Savings account.
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3. Review features common to all registers: o
o o
The register shows every transaction that affects an account’s balance and lists them in chronological order (unless another order is chosen in the Sort by dropdown box in the lower left corner of the register window). The columns in the register give specific information about the transaction. On every transaction line, QuickBooks shows the account’s running balance
4. Close the Savings register window. 5. Close the Chart of Accounts.
Notes
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ENTERING A HANDWRITTEN CHECK Sometimes you need to write a check on the spot for items or services you did not plan to purchase. QuickBooks lets you write the check, and then enter it later in the checking account register or on the check form. To enter a handwritten check in the checking account register: 1. From the Banking menu, choose Use Register. 2. Click OK to accept Master Checking Account. 3. Click in the Number field in the blank transaction at the bottom of the register, and then double-click to highlight the number that QuickBooks prefills. 4. Type 1204, then press Tab. 5. In the Payee field, type Bayshore Office Supply, and then press Tab. 6. Click Quick Add.
7. Click OK 8. In the Payment field, type 99.95, and then press Tab. 9. In the Account field, type Of, and press Tab (QuickBooks fills in Office Supplies).
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10. In the Memo field, type Office chair.
11. Click Record. 12. Close the Checking account register. When you record the transaction, QuickBooks creates a journal entry.
Notes
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TRANSFERRING MONEY BETWEEN ACCOUNTS To transfer money: 1. From the Banking menu, choose Transfer Funds.
2. In the Transfer Funds From field, choose Master Checking Account from the dropdown list. 3. In the Transfer Funds to field, choose Savings from the drop-down list.
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4. In the Transfer Amount field, type 5000.
5. Click Save & Close. 6. Click OK at the message because the money has already been transferred in person.
Notes
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RECONCILING CHECKING ACCOUNTS Your bank sends you a statement for each of your accounts each month. The statement shows all the activity in your account since the previous statement: •
Opening balance
•
Ending balance
•
Amount of interest earned
•
Service charges
•
Checks that have cleared the bank
•
Deposits made
•
Other transactions affecting the balance of the account
Notes
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MARKING CLEARED TRANSACTIONS To begin reconciling an account, you need to tell QuickBooks which account you want to reconcile. Then you can provide information from the top part of your bank statement.
1. From the Banking menu, choose Reconcile. 2. In the Account field, make sure Master Checking Account is selected. 3. In the Statement Date field, type 11/30/2018. 4. In the Ending Balance field, type 69,514.02 5. In the Service Charge field, type 12.50
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6. Click Continue. 7. Place a check mark in the Hide transactions after statement’s end date.
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8. Place a check mark to the left of all the transactions that appear on the bank statement.
9. Click Reconcile Now.
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10. In the Select Reconciliation Report window, make sure Both is selected, and then click Display. 11. Click OK at the message that QuickBooks displays. 12. Examine the two reports to see what they show and then close the report windows.
Notes
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VIEWING CLEARED CHECKS IN THE REGISTER To view cleared checks in the register: 1. From the Banking menu, choose Use Register. 2. Click OK to accept 10100 Master Checking Account 3. Scroll through the register to view the cleared items.
4. Close the Checking account register.
Notes
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LOCATING SPECIFIC TRANSACTIONS You can use the QuickBooks Find command to search for specific checks you’ve written. For example, suppose you want to find all checks greater than or equal to $500.00 that you’ve written during the current year. To use the Find feature: 1. From the Edit menu, choose Find and then select the Advanced tab. 2. Select Transaction Type from the Choose Filter list. 3. Select Check from the list of transaction types. 4. Select Date from the Choose Filter list, and then choose This Calendar Year-to-date. 5. Select Amount from the Choose Filter list, and then click >=. 6. Enter 500.00 and click Find.
7. Close the Find window.
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USING BANK FEEDS Bank Fees allows the users to download bank and credit card transactions directly into their Quickbooks file. Note: The following is a brief description of the Bank Feeds Feature, the sample company does data file we are using does not allow actual Bank Feeds. To use the Bank Feed feature: From the menu bar, select Banking, Bank Feeds, Bank Feeds Center.
From the Bank Feeds window, click the Transaction List Icon, to view and process transactions.
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Notice there are 20 New Transactions to process, and 4 were Auto-Matched To process transactions, select the transaction on the left, and select the action in the dropdown menu on the right. Users are able to effortlessly process transaction in a batch After the transactions have been accepted, they will appear in the appopriate register.
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WORKING WITH BANK ACCOUNTS — REVIEW QUESTIONS 1. What does the ending balance in a QuickBooks bank account register represent? a. b.
Only transactions that have been printed All transactions entered in the register, including checks that haven’t yet been printed
2. What preference allows you to have QuickBooks prefill the amount from the previous transaction with a payee? a. b. c. d.
Automatically prefill last amount for this payee Automatically prefill last amount for this name Automatically recall last transaction for this name Automatically recall previous transaction for this payee
3. What preference allows you to have QuickBooks prefill the expense account from previous transactions with a vendor? a. b. c. d.
Automatically prefill last account for this vendor Prefill accounts for vendor based on past transactions Automatically recall last transaction for this vendor Prefill accounts for this payee based on the last transaction
4. True or false: All income and expense accounts have a register associated with them in QuickBooks. a. b.
True False
5. ________________________ is the process of making sure that your checking account record matches the bank’s record. 6. How can you determine whether or not a check has been cleared in QuickBooks? a. b. c. d.
A checkmark displays in the bank account register The word “Cleared” is stamped on the check in QuickBooks All of the above None of the above
7. True or false: If you are tracking bills with Accounts Payable and have already entered a bill, you should pay the bill by writing a check from the Write Checks window. a. b.
True False
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8. Which of the following might affect a bank account reconciliation? a. b. c. d. e.
Interest Depreciation Service charges Both a and c All of the above
9. When would you not want to use the Write Checks window when paying bills? a. b. c. d. e. f. g.
When paying sales tax When paying payroll taxes When using a handwritten check When paying bills you track with Accounts Payable None of the above Both a and b a, b and d
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REVIEW ACTIVITIES 1. Use the checking account register to enter a handwritten check for $76.95. Use the next available check number and make the check payable to Express Delivery Service, for delivery of a new sign. Assign the check to the Freight & Delivery expense account. 2. Write a QuickBooks check to Bayshore Water for $143.87 to pay this month’s water bill. Assign the check to the Utilities:Water expense account. 3. Find all the checks in the sample file that were written for $3000.00 and more. How many checks are there?
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ANSWERS TO REVIEW QUESTIONS 1. What does the ending balance in a QuickBooks bank account register represent? Only transactions that have been printed b. All transactions entered in the register, including checks that haven’t yet been printed a.
2. What preference allows you to have QuickBooks prefill the amount from the previous transaction with a payee? Automatically prefill last amount for this payee Automatically prefill last amount for this name c. Automatically recall last transaction for this name d. Automatically recall previous transaction for this payee a. b.
3. What preference allows you to have QuickBooks prefill the expense account from previous transactions with a vendor? Automatically prefill last account for this vendor b. Prefill accounts for vendor based on past transactions c. Automatically recall last transaction for this vendor d. Prefill accounts for this payee based on the last transaction a.
4. True or false: All income and expense accounts have a register associated with them in QuickBooks. True b. False. Only balance sheet accounts (excluding Retained Earnings) have registers associated with them. a.
5. Reconciling is the process of making sure that your checking account record matches the bank’s record. 6. How can you determine whether or not a check has been cleared in QuickBooks? A checkmark displays in the bank account register The word “Cleared” is stamped on the check in QuickBooks c. All of the above d. None of the above a. b.
7. True or false: If you are tracking bills with Accounts Payable and have already entered a bill, you should pay the bill by writing a check from the Write Checks window. True b. False. You should use the Pay Bills window to write the check. a.
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8. Which of the following might affect a bank account reconciliation? Interest Depreciation Service charges d. Both a and c e. All of the above a. b. c.
9. When would you not want to use the Write Checks window when paying bills? When paying sales tax When paying payroll taxes When using a handwritten check When paying bills you track with Accounts Payable None of the above Both a and b g. a, b and d a. b. c. d. e. f.
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QUICKBOOKS 2014 STUDENT GUIDE
Seminar 3(b) Entering and Paying Bills
TABLE OF CONTENTS Lesson Objectives ............................................................................................... 2 Using QuickBooks for Accounts Payable .............................................................. 3 Entering Bills ....................................................................................................... 4 Paying Bills ......................................................................................................... 6 How QuickBooks Records Your Bill Payment ........................................................ 7 Entering and Paying Bills — Review Questions ..................................................... 9 Review Activities ............................................................................................... 10 Answers to Review Questions ............................................................................ 11
Seminar 3(b): Entering and Paying Bills
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LESSON OBJECTIVES •
To discuss the different ways you can handle bills in QuickBooks
•
To learn how to enter a bill in QuickBooks
•
To use the Pay Bills window to pay a bill in QuickBooks
Notes
Seminar 3(b): Entering and Paying Bills
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USING QUICKBOOKS FOR ACCOUNTS PAYABLE Some business owners, especially if they own smaller, home-based businesses, pay their bills when they receive them. Most business owners, however, find it more convenient to pay bills less often. (They also like keeping the cash in the company for as long as possible.) If you don’t plan on paying your bills right away, QuickBooks can help you keep track of what you owe and when you owe it. The money you owe for unpaid bills is called accounts payable. QuickBooks uses the Accounts Payable account to track all the money you owe. Like any QuickBooks balance sheet account, the Accounts Payable account has a register where you can view all your bills at once. To see the Accounts Payable register: 1. From the Lists menu, choose Chart of Accounts. 2. Double-click 20000 Accounts Payable in the list to open the register.
The register keeps track of each bill you have entered, shows you the due date, and keeps a running balance of all the bills you owe. As a business owner, this helps you forecast your cash flow, and the QuickBooks reminder system helps you pay your bills on time. 3. Press Esc twice to close the open windows.
Notes
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ENTERING BILLS When you receive a bill from a vendor, you should enter it into QuickBooks as soon as you can. This keeps your cash flow forecast reports up to date and doesn’t give you the chance to set aside a bill and forget about it. To enter a bill: 1. From the Vendors menu, choose Enter Bills.
2. In the Vendor field, type Willis Advertising, and then press Tab. 3. When QuickBooks displays a message telling you that Willis Advertising is not on the Vendor list, click Quick Add. 4. In the Amount Due field, type 1500. 5. Click in the Bill Due field. 6. Click in the Account column on the Expenses tab and type Printing. 7. Press Tab to accept 63300 Printing and Reproduction as the account. 8. Type 1450 to change the amount from 1,500 to 1,450. 9. Click in the Account column below 63300 Printing and Reproduction.
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10. From the drop-down list, choose 54520 Freight & Delivery, and then press Tab.
11. Click Save & Close to record the bill.
Notes
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PAYING BILLS When you start QuickBooks or open a QuickBooks company file, a Reminders window appears that tells you whether you have transactions to complete, such as bills to pay or money to deposit. (If you don’t see the Reminders window, turn it on by choosing Preferences from the Edit menu.) When QuickBooks tells you that you have bills due, you can display the Pay Bills window and select the bills you want to pay. To pay a bill: 1. From the Vendors menu, choose Pay Bills.
2. Select the To be printed option. 3. Select the Willis Advertising bill by checking the box in the column to the left of the bill. 4. Click Pay Selected Bills. 5. You could print the checks at this point, but for this exercise click Done.
Notes
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HOW QUICKBOOKS RECORDS YOUR BILL PAYMENT When you pay $1,500 on a bill through the Pay Bills window, QuickBooks makes an entry in the accounts payable register, showing a decrease of $1,500 in the total payables. It also creates a check from your checking account to pay the bill. To see the entry in the accounts payable register: 1. From the Company menu, choose Chart of Accounts. 2. In the Chart of Accounts, double-click the Accounts Payable account.
3. Close the accounts payable register.
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To see the entry: 1. In the Chart of Accounts, double-click 10100 Master Checking Account.
2. Select the Willis Advertising transaction. 3. On the toolbar, click Edit Transaction.
4. From the Window menu, choose Close All to close all the open QuickBooks windows. 5. Click Home in the icon bar to open the Home page.
Notes
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ENTERING AND PAYING BILLS — REVIEW QUESTIONS 1. You use the ____________________________ account to track money that you owe to vendors. 2. List the two steps involved in using the accounts payable features in QuickBooks: a. b.
________________________________________________________________ ________________________________________________________________
3. When you make a payment (from the checking account) in the Pay Bills window, you can see the transactions in the __________________ and ____________________________ registers. 4. True or false: When tracking accounts payable in QuickBooks, the Enter Bills window is the only place you can enter bills and vendor credits. a. b.
True False
5. You paid a vendor $1,000.00 through the Pay Bills window (using the Checking account). QuickBooks automatically creates a journal entry that: Deletes the bill. Shows $1,000.00 as a Credit in Accounts Payable and shows $1,000 as a Debit in the Checking account. c. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Checking account. d. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Accounts Receivable. a. b.
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REVIEW ACTIVITIES 1. Write a check to a vendor, assigning the amount to more than one expense account. 2. Enter a bill in the Enter Bills window, and then view the bill transaction in the accounts payable register. 3. Pay the bill using the Pay Bills window.
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ANSWERS TO REVIEW QUESTIONS 1. You use the accounts payable account to track money that you owe to vendors. 2. List the two steps involved in using the accounts payable features in QuickBooks: a. b.
Enter bills Pay bills
3. When you make a payment (from the checking account) in the Pay Bills window, you can see the transactions in the checking and accounts payable registers. 4. True or false: When tracking accounts payable in QuickBooks, the Enter Bills window is the only place you can enter bills and vendor credits. True b. False You can also enter bills and vendor credits directly in the accounts payable register, which may allow for faster data entry. a.
5. You paid a vendor $1,000.00 through the Pay Bills window (using the Checking account). QuickBooks automatically creates a journal entry that: Deletes the bill. Shows $1,000.00 as a Credit in Accounts Payable and shows $1,000 as a Debit in the Checking account. c. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Checking account. d. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Accounts Receivable. a. b.
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Seminar 3(a) Working with Bank Accounts
TABLE OF CONTENTS Lesson Objectives ............................................................................................... 2 Writing a QuickBooks Check ................................................................................ 3 Using Bank Account Registers ............................................................................. 6 Entering a Handwritten Check .............................................................................. 8 Transferring Money between Accounts ............................................................... 10 Reconciling Checking Accounts ......................................................................... 12 Marking Cleared Transactions ............................................................................ 13 Viewing Cleared Checks in the Register ............................................................. 17 Locating Specific Transactions ........................................................................... 18 Using Bank Feeds ............................................................................................. 19 Working with Bank Accounts — Review Questions ............................................. 21 Review Activities ............................................................................................... 23 Answers to Review Questions ............................................................................ 24
Seminar 3(a): Working with Bank Accounts
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LESSON OBJECTIVES •
To learn how to work with registers for QuickBooks bank accounts
•
To demonstrate how to open a register
•
To learn the features common to all registers
•
To learn when and how to make entries directly in the register
•
To demonstrate how to reconcile a QuickBooks bank account
Notes
Seminar 3(a): Working with Bank Accounts
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WRITING A QUICKBOOKS CHECK To write a check: 1. In the Banking area of the Home page, click Write Checks.
2. In the Pay to the Order of field, type Cal Telephone. 3. At the Open Bill Exist window select Continue Writing Check 4. Press Tab to move to the Amount field. 5. Type 156.91, and press Tab.
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6. Click in the Account column on the Expenses tab, and then choose Utilities: Telephone. 7. Click Save & Close. 8. From the Banking menu, choose Use Register.
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9. Click OK to accept Master Checking Account as the account whose register you want to see. 10. Scroll up to find check number 491
11. Close the Checking account register.
Notes
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USING BANK ACCOUNT REGISTERS To open a register (when no form is open): 1. From the Lists menu, choose Chart of Accounts.
2. In the Chart of Accounts, double-click the 10300 Savings account.
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3. Review features common to all registers: o
o o
The register shows every transaction that affects an account’s balance and lists them in chronological order (unless another order is chosen in the Sort by dropdown box in the lower left corner of the register window). The columns in the register give specific information about the transaction. On every transaction line, QuickBooks shows the account’s running balance
4. Close the Savings register window. 5. Close the Chart of Accounts.
Notes
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ENTERING A HANDWRITTEN CHECK Sometimes you need to write a check on the spot for items or services you did not plan to purchase. QuickBooks lets you write the check, and then enter it later in the checking account register or on the check form. To enter a handwritten check in the checking account register: 1. From the Banking menu, choose Use Register. 2. Click OK to accept Master Checking Account. 3. Click in the Number field in the blank transaction at the bottom of the register, and then double-click to highlight the number that QuickBooks prefills. 4. Type 1204, then press Tab. 5. In the Payee field, type Bayshore Office Supply, and then press Tab. 6. Click Quick Add.
7. Click OK 8. In the Payment field, type 99.95, and then press Tab. 9. In the Account field, type Of, and press Tab (QuickBooks fills in Office Supplies).
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10. In the Memo field, type Office chair.
11. Click Record. 12. Close the Checking account register. When you record the transaction, QuickBooks creates a journal entry.
Notes
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TRANSFERRING MONEY BETWEEN ACCOUNTS To transfer money: 1. From the Banking menu, choose Transfer Funds.
2. In the Transfer Funds From field, choose Master Checking Account from the dropdown list. 3. In the Transfer Funds to field, choose Savings from the drop-down list.
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4. In the Transfer Amount field, type 5000.
5. Click Save & Close. 6. Click OK at the message because the money has already been transferred in person.
Notes
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RECONCILING CHECKING ACCOUNTS Your bank sends you a statement for each of your accounts each month. The statement shows all the activity in your account since the previous statement: •
Opening balance
•
Ending balance
•
Amount of interest earned
•
Service charges
•
Checks that have cleared the bank
•
Deposits made
•
Other transactions affecting the balance of the account
Notes
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MARKING CLEARED TRANSACTIONS To begin reconciling an account, you need to tell QuickBooks which account you want to reconcile. Then you can provide information from the top part of your bank statement.
1. From the Banking menu, choose Reconcile. 2. In the Account field, make sure Master Checking Account is selected. 3. In the Statement Date field, type 11/30/2018. 4. In the Ending Balance field, type 69,514.02 5. In the Service Charge field, type 12.50
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6. Click Continue. 7. Place a check mark in the Hide transactions after statement’s end date.
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8. Place a check mark to the left of all the transactions that appear on the bank statement.
9. Click Reconcile Now.
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10. In the Select Reconciliation Report window, make sure Both is selected, and then click Display. 11. Click OK at the message that QuickBooks displays. 12. Examine the two reports to see what they show and then close the report windows.
Notes
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VIEWING CLEARED CHECKS IN THE REGISTER To view cleared checks in the register: 1. From the Banking menu, choose Use Register. 2. Click OK to accept 10100 Master Checking Account 3. Scroll through the register to view the cleared items.
4. Close the Checking account register.
Notes
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LOCATING SPECIFIC TRANSACTIONS You can use the QuickBooks Find command to search for specific checks you’ve written. For example, suppose you want to find all checks greater than or equal to $500.00 that you’ve written during the current year. To use the Find feature: 1. From the Edit menu, choose Find and then select the Advanced tab. 2. Select Transaction Type from the Choose Filter list. 3. Select Check from the list of transaction types. 4. Select Date from the Choose Filter list, and then choose This Calendar Year-to-date. 5. Select Amount from the Choose Filter list, and then click >=. 6. Enter 500.00 and click Find.
7. Close the Find window.
Notes Seminar 3(a): Working with Bank Accounts
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USING BANK FEEDS Bank Fees allows the users to download bank and credit card transactions directly into their Quickbooks file. Note: The following is a brief description of the Bank Feeds Feature, the sample company does data file we are using does not allow actual Bank Feeds. To use the Bank Feed feature: From the menu bar, select Banking, Bank Feeds, Bank Feeds Center.
From the Bank Feeds window, click the Transaction List Icon, to view and process transactions.
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Notice there are 20 New Transactions to process, and 4 were Auto-Matched To process transactions, select the transaction on the left, and select the action in the dropdown menu on the right. Users are able to effortlessly process transaction in a batch After the transactions have been accepted, they will appear in the appopriate register.
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WORKING WITH BANK ACCOUNTS — REVIEW QUESTIONS 1. What does the ending balance in a QuickBooks bank account register represent? a. b.
Only transactions that have been printed All transactions entered in the register, including checks that haven’t yet been printed
2. What preference allows you to have QuickBooks prefill the amount from the previous transaction with a payee? a. b. c. d.
Automatically prefill last amount for this payee Automatically prefill last amount for this name Automatically recall last transaction for this name Automatically recall previous transaction for this payee
3. What preference allows you to have QuickBooks prefill the expense account from previous transactions with a vendor? a. b. c. d.
Automatically prefill last account for this vendor Prefill accounts for vendor based on past transactions Automatically recall last transaction for this vendor Prefill accounts for this payee based on the last transaction
4. True or false: All income and expense accounts have a register associated with them in QuickBooks. a. b.
True False
5. ________________________ is the process of making sure that your checking account record matches the bank’s record. 6. How can you determine whether or not a check has been cleared in QuickBooks? a. b. c. d.
A checkmark displays in the bank account register The word “Cleared” is stamped on the check in QuickBooks All of the above None of the above
7. True or false: If you are tracking bills with Accounts Payable and have already entered a bill, you should pay the bill by writing a check from the Write Checks window. a. b.
True False
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8. Which of the following might affect a bank account reconciliation? a. b. c. d. e.
Interest Depreciation Service charges Both a and c All of the above
9. When would you not want to use the Write Checks window when paying bills? a. b. c. d. e. f. g.
When paying sales tax When paying payroll taxes When using a handwritten check When paying bills you track with Accounts Payable None of the above Both a and b a, b and d
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REVIEW ACTIVITIES 1. Use the checking account register to enter a handwritten check for $76.95. Use the next available check number and make the check payable to Express Delivery Service, for delivery of a new sign. Assign the check to the Freight & Delivery expense account. 2. Write a QuickBooks check to Bayshore Water for $143.87 to pay this month’s water bill. Assign the check to the Utilities:Water expense account. 3. Find all the checks in the sample file that were written for $3000.00 and more. How many checks are there?
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ANSWERS TO REVIEW QUESTIONS 1. What does the ending balance in a QuickBooks bank account register represent? Only transactions that have been printed b. All transactions entered in the register, including checks that haven’t yet been printed a.
2. What preference allows you to have QuickBooks prefill the amount from the previous transaction with a payee? Automatically prefill last amount for this payee Automatically prefill last amount for this name c. Automatically recall last transaction for this name d. Automatically recall previous transaction for this payee a. b.
3. What preference allows you to have QuickBooks prefill the expense account from previous transactions with a vendor? Automatically prefill last account for this vendor b. Prefill accounts for vendor based on past transactions c. Automatically recall last transaction for this vendor d. Prefill accounts for this payee based on the last transaction a.
4. True or false: All income and expense accounts have a register associated with them in QuickBooks. True b. False. Only balance sheet accounts (excluding Retained Earnings) have registers associated with them. a.
5. Reconciling is the process of making sure that your checking account record matches the bank’s record. 6. How can you determine whether or not a check has been cleared in QuickBooks? A checkmark displays in the bank account register The word “Cleared” is stamped on the check in QuickBooks c. All of the above d. None of the above a. b.
7. True or false: If you are tracking bills with Accounts Payable and have already entered a bill, you should pay the bill by writing a check from the Write Checks window. True b. False. You should use the Pay Bills window to write the check. a.
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8. Which of the following might affect a bank account reconciliation? Interest Depreciation Service charges d. Both a and c e. All of the above a. b. c.
9. When would you not want to use the Write Checks window when paying bills? When paying sales tax When paying payroll taxes When using a handwritten check When paying bills you track with Accounts Payable None of the above Both a and b g. a, b and d a. b. c. d. e. f.
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QUICKBOOKS 2014 STUDENT GUIDE
Seminar 3(b) Entering and Paying Bills
TABLE OF CONTENTS Lesson Objectives ............................................................................................... 2 Using QuickBooks for Accounts Payable .............................................................. 3 Entering Bills ....................................................................................................... 4 Paying Bills ......................................................................................................... 6 How QuickBooks Records Your Bill Payment ........................................................ 7 Entering and Paying Bills — Review Questions ..................................................... 9 Review Activities ............................................................................................... 10 Answers to Review Questions ............................................................................ 11
Seminar 3(b): Entering and Paying Bills
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LESSON OBJECTIVES •
To discuss the different ways you can handle bills in QuickBooks
•
To learn how to enter a bill in QuickBooks
•
To use the Pay Bills window to pay a bill in QuickBooks
Notes
Seminar 3(b): Entering and Paying Bills
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USING QUICKBOOKS FOR ACCOUNTS PAYABLE Some business owners, especially if they own smaller, home-based businesses, pay their bills when they receive them. Most business owners, however, find it more convenient to pay bills less often. (They also like keeping the cash in the company for as long as possible.) If you don’t plan on paying your bills right away, QuickBooks can help you keep track of what you owe and when you owe it. The money you owe for unpaid bills is called accounts payable. QuickBooks uses the Accounts Payable account to track all the money you owe. Like any QuickBooks balance sheet account, the Accounts Payable account has a register where you can view all your bills at once. To see the Accounts Payable register: 1. From the Lists menu, choose Chart of Accounts. 2. Double-click 20000 Accounts Payable in the list to open the register.
The register keeps track of each bill you have entered, shows you the due date, and keeps a running balance of all the bills you owe. As a business owner, this helps you forecast your cash flow, and the QuickBooks reminder system helps you pay your bills on time. 3. Press Esc twice to close the open windows.
Notes
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ENTERING BILLS When you receive a bill from a vendor, you should enter it into QuickBooks as soon as you can. This keeps your cash flow forecast reports up to date and doesn’t give you the chance to set aside a bill and forget about it. To enter a bill: 1. From the Vendors menu, choose Enter Bills.
2. In the Vendor field, type Willis Advertising, and then press Tab. 3. When QuickBooks displays a message telling you that Willis Advertising is not on the Vendor list, click Quick Add. 4. In the Amount Due field, type 1500. 5. Click in the Bill Due field. 6. Click in the Account column on the Expenses tab and type Printing. 7. Press Tab to accept 63300 Printing and Reproduction as the account. 8. Type 1450 to change the amount from 1,500 to 1,450. 9. Click in the Account column below 63300 Printing and Reproduction.
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10. From the drop-down list, choose 54520 Freight & Delivery, and then press Tab.
11. Click Save & Close to record the bill.
Notes
Seminar 3(b): Entering and Paying Bills
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PAYING BILLS When you start QuickBooks or open a QuickBooks company file, a Reminders window appears that tells you whether you have transactions to complete, such as bills to pay or money to deposit. (If you don’t see the Reminders window, turn it on by choosing Preferences from the Edit menu.) When QuickBooks tells you that you have bills due, you can display the Pay Bills window and select the bills you want to pay. To pay a bill: 1. From the Vendors menu, choose Pay Bills.
2. Select the To be printed option. 3. Select the Willis Advertising bill by checking the box in the column to the left of the bill. 4. Click Pay Selected Bills. 5. You could print the checks at this point, but for this exercise click Done.
Notes
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HOW QUICKBOOKS RECORDS YOUR BILL PAYMENT When you pay $1,500 on a bill through the Pay Bills window, QuickBooks makes an entry in the accounts payable register, showing a decrease of $1,500 in the total payables. It also creates a check from your checking account to pay the bill. To see the entry in the accounts payable register: 1. From the Company menu, choose Chart of Accounts. 2. In the Chart of Accounts, double-click the Accounts Payable account.
3. Close the accounts payable register.
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To see the entry: 1. In the Chart of Accounts, double-click 10100 Master Checking Account.
2. Select the Willis Advertising transaction. 3. On the toolbar, click Edit Transaction.
4. From the Window menu, choose Close All to close all the open QuickBooks windows. 5. Click Home in the icon bar to open the Home page.
Notes
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ENTERING AND PAYING BILLS — REVIEW QUESTIONS 1. You use the ____________________________ account to track money that you owe to vendors. 2. List the two steps involved in using the accounts payable features in QuickBooks: a. b.
________________________________________________________________ ________________________________________________________________
3. When you make a payment (from the checking account) in the Pay Bills window, you can see the transactions in the __________________ and ____________________________ registers. 4. True or false: When tracking accounts payable in QuickBooks, the Enter Bills window is the only place you can enter bills and vendor credits. a. b.
True False
5. You paid a vendor $1,000.00 through the Pay Bills window (using the Checking account). QuickBooks automatically creates a journal entry that: Deletes the bill. Shows $1,000.00 as a Credit in Accounts Payable and shows $1,000 as a Debit in the Checking account. c. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Checking account. d. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Accounts Receivable. a. b.
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REVIEW ACTIVITIES 1. Write a check to a vendor, assigning the amount to more than one expense account. 2. Enter a bill in the Enter Bills window, and then view the bill transaction in the accounts payable register. 3. Pay the bill using the Pay Bills window.
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ANSWERS TO REVIEW QUESTIONS 1. You use the accounts payable account to track money that you owe to vendors. 2. List the two steps involved in using the accounts payable features in QuickBooks: a. b.
Enter bills Pay bills
3. When you make a payment (from the checking account) in the Pay Bills window, you can see the transactions in the checking and accounts payable registers. 4. True or false: When tracking accounts payable in QuickBooks, the Enter Bills window is the only place you can enter bills and vendor credits. True b. False You can also enter bills and vendor credits directly in the accounts payable register, which may allow for faster data entry. a.
5. You paid a vendor $1,000.00 through the Pay Bills window (using the Checking account). QuickBooks automatically creates a journal entry that: Deletes the bill. Shows $1,000.00 as a Credit in Accounts Payable and shows $1,000 as a Debit in the Checking account. c. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Checking account. d. Shows $1,000.00 as a Debit in Accounts Payable and shows $1,000 as a Credit in the Accounts Receivable. a. b.
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