Documentation for the QB Mac File

QuickBooks For Mac Documentation
Instructions for installing and using the Team Expansion Mac file

PART I: SETTING UP YOUR TEAM EXPANSION "COMPANY"

1. Install QuickBooks 4.0
If you have not already done so, you will need to update QuickBooks 4.0 with QuickBooks Pro v4 M12A, found at <http://www.intuit.com/corporate/year2000/quickbooks/qb4.html>. Install QuickBooks following the installation instructions that come with the program.

2. Download the Teamex.mac file and Telogobw.pct file from the Team Expansion Web site to your hard drive
We recommend that you create a new folder on your hard drive called QBData (or something like) that and place the files there.

3. Begin the QuickBooks program
Under the File menu, choose Open Company, then navigate to the folder you created in step 2 above. Select the Teamex.mac file and click OK. Note: When finished working with QuickBooks, just choose Quit on the File. QuickBooks automatically saves the changes you have made. As long as you don't choose Close Company on the File menu, QuickBooks will automatically open your Team Expansion company file every time you start QuickBooks.

4. Insert the missionary/forwarding agent information in the appropriate fields
a: Under File, Company Info, insert the missionary's name and forwarding address in the Address field. For example:

c/o Joe Missionary
1234 Forwarding Agent Drive
Somewhere, KY 40299

Be sure the info is the same in the Legal fields below the Address field.
b) Click on the Repos (Reports) icon, and choose Annual Expense Report. Click the Report button. Choose the Header/Footer button and then click in the Company Name field. Replace <Insert Missionary Name Here> with the name of the missionary. Click on OK, click on the Memorize button, then choose Replace, then Close the report. Do the same for the Annual Receipts Report, Monthly Expense, and Monthly Receipts reports.

5. Add the Team Expansion logo to the Receipts Template
(This step is optional, but we think the receipts that you'll be sending out look really sharp with the Team Expansion logo added to them.) Here's how: Open Telogobw.pct in SimpleText or some other program. Select All and then go to the Edit menu and choose Paste. This places the image on the computer's clipboard. Then, in QuickBooks, go to the File menu, choose Printer Setup, and then Invoice Printer. Click the Paste Logo button, click the Paste button, then click OK. Later, when you print receipts (File menu, Print forms, Sales Receipts), make sure the "Print Logo" box is checked.

6. Input your donors names and addresses
Click on the Donors icon. This brings up the Customer:Job List database. Your donors are called "Customers" by QuickBooks. Select New at the bottom of the window.

In the Customer field type your first donor, last name first so that you can easily find them. For example: Smith, Don & Bessie

Next, click in the Addresses - Bill To field. Here you should use all uppercase and no punctuation, in fitting with postal standards. Type their name and address. For example:

DON & BESSIE SMITH
100 DONOR ST
ANYWHERE KY 40200

This is the minimum amount of data you need to input in order to function properly. You can fill in the other fields (company, first name, phone, etc., as you like).

Next click on the Additional Info tab of the Customer list. You should specify a Customer Type for every one of your donors. This will allow you to print labels for selected sets of people (Monthly Report, Quarterly Newsletter, etc.).

To edit the Customer Type list and add new Types or delete the ones that we've already programmed, select Other Lists on the Lists menu, then click on Customer Types.

7. Input beginning balances
To enter beginning balances for your funds:
a. Under the Lists menu, choose Chart of Accounts. Select Checking and click the Edit button, then type in the opening balance of your Team Expansion checking account. Do the same for a Team Expansion savings account, if you have one.
b. Calculate on paper the beginning balances for all your funds. The total amount should equal the amount you have in your Team Expansion bank account(s).
c. From the Activities menu, choose Enter Special Transactions.
d. In the Date field, type in a date from the previous month (that way the incoming balance won't show up as income for this month).
e. In the Account field, select the "fund transfer income" account, enter the total for the General fund under Credit, and select the General fund under Class.
Note: QuickBooks refers to funds as "classes." The Teamex.mac file comes with some funds already entered. If you are using other funds now, or want to add funds in the future, you can do so by choosing under the Lists menu, Other Lists, then Classes, then selecting New.
f. Repeat step e for each fund you have (if you have additional funds besides the General fund).
g. After you've entered the last fund balance, press Tab. You'll see a balancing entry on the next line under Debit, equal to the total for all your funds (which you entered in the Credit column).
h. Choose the "fund transfer expense" account on the last line (where you see the balancing entry under Debit).
Do not select a class on this line. To check your beginning balance entry, you can click on the Repos icon and choose the Fund Balances report, then click on Report. To see your Ending Balance in your checking account click on the ChkReg (Check Register) icon. (You can double check your Fund Balances and your checkbook by making sure the balances agree.

PART II: USING QUICKBOOKS TO MAINTAIN AND BALANCE YOUR TEAM EXPANSION CHECKING AND/OR SAVINGS ACCOUNT AND MONTHLY REPORTING.

1. To enter donations and queue receipts for printing later
a. Click on the Donat's (Donations) icon.
b. Begin writing a donor's name in the Customer:Job field. The name will quickly fill in, unless it has not yet been entered in QuickBooks. If not, QuickBooks has you add it to the Donors List.
c. Tab to the Class field and type "G" (for General fund), or use the appropriate letter if not General fund.
d. Tab to the Check # field and enter.
e. Tab to the Item field and type "C" for Contribution.
f. Tab to the Amount field and enter.
g. Click OK (or Next if you have another check to enter).

The receipts will be printed all at once at the end of the month (see step 7 below).

2. To record deposits
Click the Deposit icon, choose Select All, then OK. If you so desire, you can print the deposit slip by clicking on the Print button.
When you enter checks, QuickBooks automatically places the check amounts in the Undeposited Funds category. Then, when you tell QuickBooks that the money has been deposited in the bank, it automatically transfers the money from Undeposited Funds to your checking account balance.

3. To pay bills
Click on the Checks icon and fill in. Be sure to fill in the Account field (the Team Expansion account numbers, names, and categories are already programmed). Just begin typing the number (if you know it) or select from the drop-down menu in the Account field. Also, be sure to fill in the Class (fund) field. Most of the time it will be General, unless you are dealing with another fund.
Note: QuickBooks keeps a list of Vendors (those whom you write checks to). You can update and edit this list by clicking on the Vend icon.

One of the nicer features of QuickBooks is the way you can distribute one check over an unlimited number of expense account categories. For instance, if a missionary charges a number of ministry and personal expenses to a credit card, you can write one check to the credit-card company-but in the Splits window you can designate the money over a variety of expense account categories. QuickBooks even does the math for you so that you will know when you have divided the money appropriately.

The steps for this process are:
Click on the Checks icon. Type the check number, enter the vendor's name (Visa, MasterCard, etc.), enter the amount of the payment, tab to the account field in the Splits window and choose the first category (100 Benefits, Salary, for example), then tab to the amount field and enter the amount that you want to allocate to salary (you can use the memo field to help you remember what the expense was for if you wish), then tab to the class field and enter the appropriate class. When you press tab again, the cursor drops down to the next line and QuickBooks tells you how much money is yet to be allocated. You continue this process until the entire payment has been allocated completely.

Instead of clicking on the Checks icon, you can just fill the appropriate information in the check register (or savings or field cash registers). You can open these registers by clicking on the appropriate icon (ChkReg, FCReg, or SavReg). If you use this method, make sure that you click on the Splits button, so that you can fill in the appropriate Class (fund) information.

4. When all the income (donations) for the month has been recorded it is time to run the Receipts Recap report
Click on the Repos icon and choose Monthly Receipts Recap and then click on the Report button. Check for errors. You can then print the Receipts Recap or save it as a text file, for importing into a word-processing document. Just click on the Print button on the header of the report and then choose to print to a printer or a file. If you choose to save it to a file, click on the circle next to one of the file choices, then click Print. This brings up a window where you can select the destination folder and name of the file.

5. When the expenses have been recorded for the month it is time to run the Expense Report
Click on the Repos icon and choose Monthly Expense Report and then click on the Report button. Check for errors. You can then print the Receipts Recap or save it as a text file (see instructions above).
Note: The default setting for this report is for reporting last month's expenses. It may not run correctly if you try to run the report for anytime but the previous month. See the section "Running a Monthly Expense Report for THIS Month" below to learn how to run such a report.

Important: In the Filters section, the Date Entered/Last Modified field shows "Last Month." If you entered some transactions in a later month, they may not show up unless this field shows "All." You may need to experiment with this setting to make sure you are getting the correct totals. This differs from the PC version of QuickBooks, which has a "Paid Through" field.

6. To print receipts
On the File menu, choose Print Forms, then choose Print Sales Receipts. Choose the Select All button and click OK. The receipts will then print. QuickBooks prints just one receipt per 8 1/2 by 11 inch page. If you like, you can cut the page in half and save the blank half for the next batch of receipts.

7. To print mailing labels
Select Print Forms from the File menu, then select Print Mailing Labels. You can print all the names in your database or specify certain groups. For example, you can specify Customer Type and print labels for Monthly Supporters, Quarterly Newsletter Recipients, etc. QuickBooks lets you specify the type of mailing label you are using. If you want to print envelopes or send a merge letter, you can do so by selecting Mail Merge under the File menu and then specifying which names you want to use. QuickBooks will create a data file.

8. Making sure your fund balances agree with your bank account(s) balance(s)
First determine your Fund Balances by clicking on the Repos icon and choose the "Fund Balances" report. Choose Report. Next determine the total amount in your bank account(s) (Checking, Savings, and/or Field Cash). To do so, simply open the register by clicking on the ChkReg icon (SavReg and FCReg if applicable) and you'll find the Ending Balance on the lower right corner of the register.

The total on your Fund balances report should equal the total of your bank accounts. If the figures don't agree-well, you messed something up (grin). It happens to the best of us! There's a good chance your mistake was forgetting to classify an expense or income amount with a specific fund. (See the section below entitled "With every donation and every expense, you must tell QuickBooks which Fund (Class) to credit or debit")

9. Reconciling with the bank statement
When you receive the bank statement from your bank, you can quickly and easily reconcile QuickBooks with the statement by choosing Reconcile on the Activities menu. Check off those expenses and deposits that have cleared, enter the Ending Balance of your bank statement and the difference should be 0.00.

If you have earned any interest or incurred any service charges on an account, DO NOT add those amounts in the Reconcile Window because there are no Funds/Classes options. Instead, go to the Check Register, and enter the earned interest by filling out the Date field, tab to the Account field and choose Misc. Income, tab to the Deposit field and enter the interest, then click on the Splits button and tab to the Customer:Job field and choose Interest Income, then finally select the correct class. Also, go ahead and put a check on the Cleared box since the interest appears on your bank statement. Service charges are treated in a similar fashion but are payments instead of deposits. The account is 920 - Misc. - Banking Fees. The Payee field can be left blank as well as the Customer:Job field. Again, be sure to mark it as cleared.

10. To transfer money between funds
Under Activities choose Enter Special Transactions. Click on the Account field and then click on the drop-down arrow and choose which account (lines 100 through 990) the money will be debited. Tab to the Debit field and enter the amount of money you want to transfer. Tab to the Class field and choose the fund you want the money to come from. Next, hit the tab key and the cursor drops down to the next line. On this line, you need to enter a balancing transaction. In the Account field choose Fund Transfer Income. Tab to the credit field and enter the balancing amount, then tab to the Class field and enter the fund that the money will be going to.

11. To transfer money between checking & saving accounts (or field cash accounts-see below)
Under Activities, choose Enter Special Transactions. Then fill in the appropriate Debit and Credit accounts and the amount of the transfer.

12. To keep track of a field cash account
Sometimes missionaries take or send a large cash advance to the field. This is especially true in countries where the banking system is under-developed. QuickBooks can help you keep track of the cash advance and report its use as the missionary spends the money. The Field Cash account register can be viewed by clicking on the FCReg icon. Here are the steps for tracking and reporting a large cash advance: On the Activities menu choose Enter Special Transactions. Choose the appropriate Debit and Credit accounts. In the Amount field, type in the amount that the missionary is taking to the field.

Once the missionary starts reporting how the cash advance is being used you will report it by clicking on the FCReg icon and filling in the information. Make sure you click on the Splits button and choose the appropriate Class (fund). When you run a Fund Balances Report, the money will be reported as being spent as the missionary uses the money.
Note: The money is not reported as being spent when it is transferred to the Field Cash fund. It is only reported as being spent after the missionary begins using it and reporting its use to the forwarding agent.

ADDITIONAL INFORMATION

1. With every donation and every expense, you must tell QuickBooks which Fund (Class to credit or debit)
If you forget to specify a fund at any time, QuickBooks automatically credits/debits a fund called "Unclassified Fund." This is a temporary measure until you discover your error, find the transaction, and specify a fund for that transaction. At any time, you can double-check yourself by generating the Unclassified Fund report (click on the Repos icon, choose Unclassified Fund, and then Report). There will always be an amount in the Total Expense and Net Income rows of this fund because of the way QuickBooks sets up the different funds), but there should not be any individual income or expense items in the Unclassified Fund column. If so, this income or expense transaction needs to be edited and a fund specified.

2. Running a Monthly Expense Report for THIS month
the default setting for Monthly Expense Report is for reporting last month's expenses. It may not run correctly if you try to run the report for anytime but the previous month.

You can make a couple of changes to the Monthly Expense Report, however, to get the data you need for a period other than last month. Here are the steps:
a. Click on the Repos icon
b. Choose Monthly Expense Recap and click on Report
c. In the Report Dates box choose the period you want to know about (or manually type in the From and To dates.
d. On the PC version of QuickBooks, users must change the Paid Through field to match the same dates as in step "c." On the Mac version, this field is replaced with Date Entered/Last Modified. This report should work with this field set at All (to catch entries made after the report's date range). You may need to experiment with this field to be sure it is catching all relevant transactions.

3. You can teach QuickBooks to automatically enter transactions for bills you pay every month
To memorize a check you've already entered find it in the check register, then select
Edit, then Memorize. To edit the list of memorized transactions, click on the MemTx icon. Also, you can choose to have QuickBooks remember the last transaction with that name (vendor) and fill in the same info again. This might or might not be handy for you. To set this preference, choose Data Entry in the Preferences menu, and click Automatically Recall Last Transaction for this Name.

4. Inactive Data
You won't need to worry about archiving the previous year data because QuickBooks just keeps building on previous year's data each new year. You can easily go back in and look at data from previous years in QuickBooks. However, as things change and data becomes obsolete, you can make certain data "inactive." For example, if you try to delete a person from your Customers:Jobs list who gave you a donation in a previous year, QuickBooks won't let you delete them because they were used in a transaction (they were a previous donor). You can select them from the Customers:Jobs list and then click on the Customer:Job button and select Make Inactive. To see them again just select Show All Customers.

5. QuickBooks will offer Reminders
For instance, if you haven't printed the Receipts for those donating to your ministry, it will tell you. To see these reminders, click on the Rmnd icon. If you'd like the Reminders window to automatically appear when you first open QuickBooks, choose Reminders from the Preferences menu and check the box at the bottom of the window.

6. Reporting "Exchange Gain/Loss"
One of the facts of life abroad is some fluctuation once money as been exchanged into another currency and then converted back to US dollars for reporting purposes. This is known as "Exchange Gain/Loss." Please don't lose any sleep over this-it's expected! For instance, a missionary takes $1000 to the field. Once there he exchanges it to the local currency, spends it, then converts the figures back to dollars to that he can report his expenses to his forwarding agent. However, once he does his math it appears that he can only account for $994. How does he account for this $6 loss? It is probably a victim of Exchange Gain/Loss. All he needs to do is report the missing $6 as an expense in his General fund, using line account number 920 - Misc. - Banking Fees.

If he encounters a gain (for instance his math tells him he spent $1006, when he only had $1000 to begin with)-he would show the gain as income. We programmed the QuickBooks file with a "donor" called Rebates/Reimbursements for such instances. This donor could also be used when receiving rebates or refunds on merchandise and reimbursements from coworkers on joint projects.
Note: Click on the Donors icon and scroll down to the Customer:Job labeled "Rebates." If it hasn't been changed already, click on edit and change the name to "Rebates/Reimbursements."

7. QuickBooks should be backed up often to avoid losing valuable data
When you click on the Backup icon, QuickBooks makes a backup file. Backup files are compressed so that they are much smaller. You should backup these files on a diskette in case your hard drive crashes. To do so, place a blank diskette in your diskette drive. Click on the Backup icon and navigate to your diskette drive and click Save.
If you want to restore a backup file, place the diskette in the drive and the choose Restore from the File menu.

For more information call (502) 297-0006
Team Expansion, 3700 Hopewell Road, Louisville KY 40299-5002
E-mail: <CBushnell@TeamExpansion.org>
Last updated: May 10, 2000

Thanks to Team Expansion Forwarding Agent Craig Thompson for preparing this file and the QuickBooks Mac file.