QuickBooks 6.0 & '99 Documentation qbwdoc.gif (2667 bytes)
Instructions for installing and using the Team Expansion QBW file

Part I - Setting Up your Team Expansion "Company"

  • 1. Install QuickBooks 6.0 following the installation instructions that come with the program.
  • 2. Copy the Teamex.qbw file, and Telogobw.bmp file onto your hard-drive
    You can copy these files using Windows Explorer from the diskette sent to you by Int'l Services, or you can download the files from the Team Expansion web-site. 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.qbw file and click OK.
    Note: When finished working with QuickBooks, just choose "Exit" 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 in the same in the Legal fields below the Address field.
    b) Click on the "Reports" Icon, and choose Annual Expense Recap. Click the Generate Report button and then click OK. 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, then on the Memorize button, then choose Replace, then Close the report.
    Do the same for the Annual Receipts Recap, Monthly Expense & 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. But to do so, you'll need to let QuickBooks know where to find the Telogobw.bmp file (the file you copied on to your hard-drive in step 2 above). Here's how: Click on the "Donat's" icon (Donations). On the top right part of the "Enter Cash Sales" window is a field called "Template." The "Donation Receipt" template will be selected by default. Click on the drop-down arrow and click on the word "Customize." A new window appears. Click on the "Edit" button. Another window appears, click on the "Options" tab. In the Logo field, make sure a checkmark is present. If not, click on it so that it appears. Next click on the "Specify" button. In the next window, click on the "File" button. Now navigate to the folder you created in step 2 above and select the "Telogobw.bmp" file and click on "Open." Click "OK" once and "OK" again. Now you are back to the "Enter Cash Sales" window and you can click on the "Preview" button to see how your receipts will look when printed. You can zoom in to get a closer look. If you need to reposition the logo or anything else on the receipt you do so using the "Layout Designer." Follow the steps above but instead of choosing the "Options" tab, click on the "Layout Designer" button. Click on the edge of the Logo and drag to expand it, shrink it, or move it. When you are finished click "OK" until your back to the "Enter Cash Sales" window. You can choose "Preview" to look at the changes you made. Once you are satisfied choose "Cancel" at the "Enter Cash Sales" window.
  • 6. Input your donors names & addresses
    Click on the "Donors" icon. This brings up the "Customer/Job" database. Your donors are called "Customers" by QuickBooks. Go "Control-N" or click on the Customer:Job button and select New.

    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 the Postal standards.
    Type their name and address. For example:

    DON & BESSIE SMITH
    100 DONOR STREET
    ANYWHERE KY 40200

    This is the minimum amount 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.    Click on the "Accnt" Icon and select Checking. Click the Account button and select edit, 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 Make Journal Entry.
    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 your General fund under Credit, and select the General fund under Class.
    Note: QuickBooks refers to funds as "classes." The teamex.qbw 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 clicking on the "Funds" icon, click on the Class button and select 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" (Reports) Icon, and choose the Fund Balances report, then click on Generate Report and then click OK.
    Too see your Ending Balance in your checking account click on the "Reg" (Register) Icon (You can double check your Fund Balances and your checkbook by making sure the Balances agree.

Part II - Using Quickbooks to Maintain & 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 the donors name in the "Customer:Job" field. The name will quickly fill in, unless they have not yet been entered in QuickBooks. If not, QuickBooks has you add them 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 "Depos" Icon and select the deposit group and press Enter.
    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 the time it will be "General", unless you are dealing with another fund.
    Note: QuickBooks keeps a list of Vendors (those who you write checks to). You can update and edit this list by clicking on the "Vendors" 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 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 (either Ck Reg, Sv Reg or FC Reg). 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 Generate Report button. Choose okay and check for errors. You can then print the Receipts Recap or save it as an ASCII 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 "File" then click on the "Print" button. 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 Recap report Click on the "Repos" Icon and choose Monthly Expense Recap report and then click on the Generate Report button. Choose okay and check for errors. You can then print the Receipts Recap or save it as an ASCII file, for importing into a word-processing document (see instructions above).
    Note: the default setting for this report is for reporting last month's expenses. It will not run correctly if you try to run the report for anytime but the previous month. See the section "Running a Monthly Expense Recap Report for THIS Month" below to learn how to run such a report.
  • 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. It is then necessary to cut them with a paper cutter down to the proper size (8 1/2 inches wide by 3 1/2 inches tall). It is possible to save paper by printing the next batch of receipts on the same paper after you have cut off the top 3 ½ inches.
  • 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 *.txt 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 "Generate Report" and click "OK." Next determine the total amount in your bank account(s) (Checking, Savings and or Field Cash account(s). To do so, simply open the register by clicking on the "Ck Reg" icon ("Sv Reg" icon and FC Reg icon if applicable) and you'll find the "Ending balance" on the lower right corner of the register(s).

    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 & 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 on 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 Make Journal Entry. 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 Account - see below)
    Under Activities, choose Transfer Money. Then simply fill in the appropriate From and To 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 it's use as the missionary spends the money. The Field Cash account register can be viewed by clicking on the "FC Reg" icon. Here are the steps for tracking and reporting a large cash advance.
    a) On the Activities menu choose "Transfer Money." Choose the appropriate "Transfer Funds From" account (either Checking or Savings). Then choose the Field Cash Bank account in the "Transfer Funds To" field. 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 "FC Reg" 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 his/her Forwarding Agent.

Part III - 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 choose Generate 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. Too Many Columns on Monthly Reports?

Expense and income reports normally show the different funds (classes) in columns with a Total Column on the right. But, if you are only using the General Fund, then it seems a little redundant to have a General Fund column and a Total Column – afterall both columns will have exactly the same numbers. If you are only using the General Fund - here are the steps for removing the Total column from the reports. Note: you should only do this if you are only reporting General Fund income/expenses.

1) Run the Monthly Expense and Receipts reports. Once the reports are run click on the Columns field in the upper right corner of the report. "Class" will be specified by default in this field. Choose "Total only." You now only have one column of numbers!

  • 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 (or Control-M). To edit the list of memorized transactions, click on the "Mem Tx" 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 Preferences on the File menu. In the General area, 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 Quick-Books 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 you 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. The "Reminders" window will automatically appear when you first open QuickBooks. To change that preference click on File, Preferences, scroll down to the "Reminders" area and unclick the box.
  • 6. Reporting "Exchange Gain/Loss"

One of the facts of life abroad is some fluctuation once money has 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 so 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 co-workers on joint projects.

  • 7. Using the QuickBooks calculator to enter foreign currency.

If you are entering a foreign currency into QuickBooks you can use a dropdown calculator to quickly divide back into US dollars. Let’s say, for example, you live in Taiwan and you received 32.8 NT for one U.S. dollar the last time you exchanged money. In the amount field of the check (or payment field if you are using the check register) type in the amount in foreign currency that you paid then hit the / key (to divide) and a popup calculator appears. You can type in the exchange rate (in this case 32.8) and the amount in U.S. dollars appears in the amount field.
  • 8. QuickBooks should be backed up often to avoid losing valuable data

When you click on the "Backup" icon, QuickBooks makes a back-up file (teamex.qbb). Notice the extension is .qbb for a backup file and .qbw for a regular QuickBooks file. Backup files are compressed so that they are much smaller. You should backup these teamex.qbb 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 then navigate to your diskette drive and click "Save."

If you want to restore a back up file, place the diskette in your diskette drive and then choose "Restore" on the File menu.
  • Please, get into the habit of backing up your Teamex.qbw file onto a diskette at least once a month - and storing that diskette off-site. That way, if your computer is destroyed in a fire, is stolen, or just simply dies, you will not lose more than a month of data. To ignore this advice is asking for problems.
  • 9. Handling credit card debits and credits in QuickBooks

Credit Card Purchases

Credit card charges may be entered on a daily basis or, alternatively, all at once, when the bill arrives. Either way, on the top line menu, click on "Activities|Enter Credit Card Charges." If you've never entered credit card charges before, you can "Add New" by clicking the arrow beside the drop box in the "Credit Card" field. After setting up your credit card, you can proceed. If you have more than one credit card already set up, choose the relevant card (the one you're charging against) in the drop box.

Tab to the "Purchased From" field and begin typing in the name of the vendor from which you purchased the item or service. The vendor database used to supply names here is the same one used when writing checks, so if you've ever written a check to the vendor previously, the name will auto-complete. If this is the first time to purchase something from this particular vendor, you can choose to set up or "Quick Add" the vendor. If you for some reason need to put in the address and other details for the vendor, choose "Set up." Otherwise, "Quick Add" would be fine. Just hit "enter" to confirm that the person or store is really a vendor.

You can assign a reference number in the next field, but it's not really necessary. Then tab to the "charge/credit" radio buttons. If you're buying something, leave it marked as "Charge." If you returned something and they wrote you a credit slip, you'll want to tab to "Credit" and hit the space bar to change the radio button to the "Credit" choice.

If you keep track of charges on a day-by-day basis ("real-time" throughout the month, as you charge the items), you'll probably want to set the date for the current day -- i.e., the day you actually charged the item. Your monthly report will reflect the expense, even though your checking account might not have dished out the actual cash to pay for it yet. This is actually not a bad scenario, however, since for all practical purposes, the money has, in a sense, left your hands. And your report will still be accurate.

If you decide to wait each month and enter all your credit card expenses at once, when you actually pay your bill, there's a chance for a slight problem. Some (maybe MOST) of the expenses will have occurred in the previous month. If you produce your monthly report before you enter the credit card charges, then enter them later, your next month's report won't cover them, since Quickbooks "sees" them as having taken place in the prior month.

There are 3 possible solutions. a) Either follow the day-by-day model (above), or b) wait until you get your bill each month, enter the charges, then produce your report, or c) date each charge as having been charged on the day you wrote the check to pay for the credit card bill. This might make it a bit harder to compare your QuickBooks charge slips with the real credit card bill, but maybe you can enter the actual charge date in the "Ref. No." field.

Tab to the "Amount" field and enter the amount of the purchase.

Put any appropriate comments in the memo field. Most likely, you'll never print out a report showing those comments -- so they're just for your own information.

Tab to the "Account" field and either a) begin entering the Team Expansion expense account number, such as "800" for transportation expense (like gasoline), or b) click on the arrow beside the box and choose the account number from the list. The "Amount" will automatically be filled in. If you bought more than one item from this vendor and would like to reflect that by splitting the purchase, you can begin listing the items by entering the amount of the first item in the "Amount" field. "Memo" is for any comment referring specifically to that line item. Most of the time, you can just tab past the Amount, Memo, and Customer:Job fields. But don't forget to enter a "Class"! If you neglect to enter a fund name in the "Class" field, QuickBooks won't know which fund you wanted to use for this purchase. In most cases, unless you track restricted access funds (like "Bibles for Ukraine" or whatever), you'll simply be able to enter "General" for General Fund in the Class field.

If you wanted to enter individual items, just repeat the line-by-line list of purchases, then when you're all done, hit "Next" or "OK." Repeat the process for each credit card purchase.

When you click on the "Accnt" icon, then double-click on the name of the credit card in the accounts list, you'll see a line-by-line listing of your charges, much like a checkbook register or credit card bill. You can see more detail on each item by double-clicking it. If you made a mistake, you can even record a correction for an individual purchase.

If you wish, you can add your Credit Card accounts to the icon bar. To do so, with the Credit Card register open, click on the Window menu, then choose Add Window to Iconbar. You''ll want to enter a name of the icon (like Visa, etc.) and choose an image. To add, delete, or rearrange icons click on the File menu, Preferences, Iconbar.

One important concept here. Notice that this is a credit card ledger. QuickBooks tracks a credit card ledger differently than a checkbook ledger. If you write a check that causes your checking account to overdraw, Quickbooks' checkbook register for that account shows your balance going into the red, with a negative balance. Every time you make a deposit, the balance goes up because you're increasing the money in your account. By contrast, on QuickBooks' credit card ledger, the money shown is the amount you owe. So it might take you some time to become accustomed to the fact that, when you charge something, the balance goes up -- i.e., you owe the card more money -- just the opposite of checking account registers. But it'll work out okay when you pay off the balance... because then the amount will go back down to zero. It looks really funny if you ever accidentally send too much money to your credit card company. Quickbooks will then show a negative amount in your credit card account. Clear as mud, right? Just remember that the balance shown will reflect how much you owe, not how much money you have on hand. If you think of it like that, it'll begin making sense.

In this way, you'll also be able to see how much you've charged on your card throughout a particular month, so you'll know what kind of total you're amassing -- and that's critical to managing credit card debt effectively. It goes without saying that, under normal circumstances, you should never charge more than your capacity to repay at the end of the month, since credit card interest is so steep. In this way, QuickBooks can help you be a more effective manager of the funds God has given you.
  • Paying off Credit Card Bills

You'll probably pay your credit card bill with money from a the Team Expansion checking account. To do so, you must follow the directions very closely.

First, select "Transfer Money"on the Activities menu. Then, you simply select your Team Expansion checking account in the "Transfer Funds From" field, and select your credit card account in the "Transfer Funds To" field. Next fill in the date and amount fields. This will do two things - it will add a depositing entry in your credit card account and it will add a line in your checking account register showing the payment. You can go in and add a check number to entry if you so desire by clicking on the CK Reg icon.

 

For more information call (502) 297-0006
Team Expansion, 3700 Hopewell Road, Louisville KY 40299-5002
E-mail: <CBushnell@TeamExpansion.org>
Last updated: February 14, 2000

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