QuickBooks Online

ProAdvisor Certification
Part 1
Handouts
http://tinyurl.com/QBOCertification1
Is this the right course for you?
If you answer YES to these questions, then you are ready to complete the
QuickBooks Online ProAdvisor Certification course!
• I am a bookkeeper or accounting professional
• I understand basic accounting principles and terminology
• I know how to navigate QuickBooks Online Accountant and have my own user ID
• I can use simple money-in and money-out workflows to support QuickBooks Online

Not quite ready yet?

• Register for ”Introduction to QuickBooks Online for Accountants”
• Training link: https://quickbooks.intuit.com/ca/accountants/training/
• Or access all courses via the ProAdvisor tab inside QBOA
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Agenda
PART 1
Module 1: Introduction to QuickBooks Online Accountant
Module 2: Introduction to QuickBooks Online
Module 3: Customers and sales
Module 4: Suppliers and purchases

PART 2
Module 5: Banking
Module 6: Reporting
Module 7: Company setup
Module 8: Period end
Module 9: Your training and certification journey
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QuickBooks Online
ProAdvisor Certification

MODULE 1:
Introduction to QuickBooks Online Accountant
Module 1: Introduction to QuickBooks Online Accountant

Lesson 1: Welcome to QuickBooks Online Accountant

Lesson 2: Getting started in QuickBooks Online Accountant
Lesson 3: The Benefits of a ProAdvisor Membership
Lesson 4: Managing your Team
Lesson 5: Managing your Clients
Lesson 6: The QuickBooks Online Ecosystem

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Module 1: Introduction to QuickBooks Online Accountant

LEARNING OUTCOMES

Upon completion of this module, you should be able to:

● Differentiate between QuickBooks Online Accountant and QuickBooks Online

● Understand the benefits of QuickBooks Online Accountant
● Identify the supported browsers
● Navigate in QuickBooks Online Accountant
● Manage your team and your clients in QuickBooks Online Accountant
● Understand the QuickBooks Online ecosystem

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QuickBooks Online
ProAdvisor Certification
MODULE 1:
Introduction to QuickBooks Online Accountant

LESSON 1:
Welcome to QuickBooks Online Accountant
Browser Requirements

Supported Web Browsers:

● Google Chrome
● Mozilla Firefox
● Edge
● Safari (Mac only)

System requirements for QuickBooks Online

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QuickBooks Online Dashboard (Client view)

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QuickBooks Online (QBOA View)

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QuickBooks Online Accountant (QBOA) Dashboard

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QuickBooks Online Accountant Exclusive Features
● Manage your firm’s clients, staff and work schedule
● Complete all the bookkeeping and accounting for your firm
● Sign into any client file with your own user ID and password
● Reduce the time spent on client file management
● Share documents with your clients
● Open, and work in, client files from any supported web browser and mobile device
● Manage less technology by eliminating the need for backups, file versions or complicated
file sharing
● Use specific tools – including working papers and tax returns – designed for accountants
and bookkeepers
● Find additional efficiencies by connecting your client files to dedicated, third party
applications

Learn more about QBO Accountant tools and features

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Benefits of Completing the Certification Exam

● Gives clients confidence that you are knowledgeable

with QBO
● Ensures you are familiar with all aspects of QBO
● Earns you a Certified ProAdvisor Badge
● Use your badge on your website, business cards, etc.
● Create or Update your ProAdvisor Profile in the Find
a ProAdvisor Referral Database.

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Additional Resources

Accountant QuickBooks Training:

https://quickbooks.intuit.com/ca/accountants/training/

Firm of the Future Blog:

https://www.firmofthefuture.com/?countrySelect=Canada/

QuickBooks New Features:

https://quickbooks.intuit.com/ca/product-updates/

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QuickBooks Online
ProAdvisor Certification
MODULE 1:
Introduction to QuickBooks Online Accountant

LESSON 2:
Getting started in QuickBooks Online Accountant
Key menus and icons in QuickBooks Online Accountant

1. Accountant
2. Accountant Tools
3. Key icons
4. Your Practice
5. Your Books

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Accessing the Sample company in QuickBooks Online Accountant

• Go to the Gear icon > Sample company

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QuickBooks Online
ProAdvisor Certification

MODULE 1:
Introduction to QuickBooks Online Accountant

LESSON 3:
The Benefits of a ProAdvisor Membership
Benefits of your ProAdvisor membership
● QuickBooks Online Accountant is always free to you
● A free QuickBooks Online Plus subscription, along with Payroll
and QuickBooks Time, that you can use to manage your own
firm’s bookkeeping and accounting
○ Accessible via YOUR BOOKS from the navigation bar of your
QBOA dashboard
● Free webinars, events, training material
● Unlimited product support
● Discounts on clients’ QuickBooks subscriptions and other
products
● Dedicated Account Manager
Learn about ProAdvisor benefits, tiers, and points
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Benefits of your ProAdvisor membership

From the Benefits tab in the ProAdvisor

window, you will see:
• The name of your Account Manager.
Stay in touch to learn about programs
and additional services available to
you.
• Your Current Points and Tier level. The
higher your tier, the more growth
opportunities, marketing resources
and product support & discounts
you’ll enjoy.

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Benefits of your ProAdvisor membership

From the Training tab in the ProAdvisor

window, you will see:
• The types of training resources
available to you and the dates of live
webinars
• Links to the certification exams

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 Benefits of your ProAdvisor membership

Once you complete the ProAdvisor

certification exam you are eligible
to list your firm for free on the Find
a ProAdvisor directory

How to Publish your ProAdvisor Profile

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QuickBooks Online
ProAdvisor Certification

MODULE 1:
Introduction to QuickBooks Online Accountant

LESSON 4:
Managing your Team
Team User Details

• Access the Team centre from the navigation bar

• Team member access levels are only applicable
to the firm’s QBO file
• All Team members are ‘Accountant Users’ when
added to client QBO files
• All Team members have same permissions as
’Company admin’ within client QBO files
• Not possible to adjust a Team member’s user
access level for individual client files
• Team member view of Client list includes only
those clients to which member granted access

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Team Access Levels to the firm’s QBOA Account

Full access
• Allows the user to edit QuickBooks Online Accountant firm information, modify
team users, update the firm’s wholesale subscription billing account, and access
the firm’s books.

Basic access (default)

• Provides the user view-only access to QuickBooks Online Accountant firm
information, but no access to team and subscription billing, and no access to the
firm’s books.

Custom access
• Allows the user to select a different mix of these permissions for the team user.

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Adding a Team User in QuickBooks Online Accountant

1. Sign in to QuickBooks Online Accountant

2. Select Team in the Navigation bar

3. Select Add user

Manage your Accounting Team

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Audit Log – QBOA View
Displays the individual team member’s name next to the transaction activity
allowing you (the firm owner) to track and manage your team’s work

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Audit Log – Client View Client vs. Accountant view of Audit log

Displays the Lead Accountant name for activities recorded by them – activities
recorded by all other team members will display the firm name only

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How a lead accountant is assigned

• Add Client: The team member

that creates the subscription from
QBOA becomes the Lead
Accountant by default
• Lead Accountant displays as the
Primary Admin on the client view
• QBOA Primary Admin remains
unchanged on the QBOA account
• Lead Accountant Primary Admin is
a sub-role to QBOA Primary
Admin

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How lead accountant is changed

● From the QBOA Dashboard

● Click the FILTER icon then click Edit leads
● Make the required change(s) and click Apply

Assign or Change the Lead Accountant

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Manage Users – Client View
Manager Users – Accounting firms
• Client will see the Lead Accountant Name and Firm name

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QuickBooks Online
ProAdvisor Certification

MODULE 1:
Introduction to QuickBooks Online Accountant

LESSON 5:
Managing your Clients
The Client List

● Two key tabs:

○ Overview
○ Bookkeeping
● Edit Client details:
○ Notes
○ Shared Documents

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The Client List - Benefits (even if clients aren’t using QBO)

● Keep all client contact info, notes and documents in one place
● Access all Pro Tax Online clients from the same dashboard
● Create projects and tasks for non-QuickBooks Online clients in the Work
tab
● Stay on top of important client deadlines

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The Work Centre
● Filters:
○ All / Clients only / Firm only / Individual client
○ Team: Everyone / Individual member
○ Type: All / Projects / Tasks / Requests
○ Tasks: Include / exclude from within QBO (e.g. Payroll, Bank feed actions)
● Status: Colour Bars: Orange (Overdue) / Blue (Current) / Navy (Future)
● View: Kanban / List / Calendar

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The Work Centre – Managing Your Work

● Create projects and tasks for all clients, even if they don’t use QBO!
● Assign projects and tasks to appropriate team member
● Set up repeating projects for the same client
● Duplicate existing projects across multiple clients

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The Work Centre: Create a client request

• Select Client / Title / Due date / Details / Documents / Share with Client / Share

Manage and Track Your Work with Client Requests, Projects, and Tasks

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Client request: What your client sees

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QuickBooks Online
ProAdvisor Certification

MODULE 1:
Introduction to QuickBooks Online Accountant

LESSON 6:
The QuickBooks Online Ecosystem
QuickBooks Online Ecosystem of Quality-assured Apps
● All apps must be approved by Intuit before being listed.
● Apps are available in the QBOA Apps tab or the QuickBooks
App Centre at apps.com.
● You can add Listed apps to your client’s account, or they can
sign up themselves.
● Some of our most trusted app partners have teamed up with us to offer
wholesale billing discounts or other special offers.
● You can find out what discounts are available by visiting the QuickBooks
Online Accountant App tab.
● When you add one of our featured apps for clients, you can get one itemized,
consolidated bill sent directly to your firm. To do this, choose “Buy now with
accountant discount (firm is billed)” when checking out.

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How do QuickBooks Online apps work?

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Best practices for finding the right apps for your clients

● Read Reviews and talk to other ProAdvisors or users

● Testing – start a free trial or request a demo
● Understanding the Supplier’s billing policy
● Understand the Supplier’s onboarding and support services
● Finding apps:
○ Inside of QBOA or
○ From apps.com: choose Canadian flag

Install and Use Apps

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QuickBooks Online
ProAdvisor Certification

MODULE 2:
Introduction to QuickBooks Online
Module 2: Introduction to QuickBooks Online

Lesson 1: Navigating in QuickBooks Online

Lesson 2: The Chart of Accounts
Lesson 3: The Products and Services list
Lesson 4: Sales taxes

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Module 2: Introduction to QuickBooks Online

LEARNING OUTCOMES

Upon completion of this module, you should be able to:

• Learn how to navigate in QuickBooks Online

• Recognize the importance of the Chart of Accounts and the Products and
Services list
• Recognize why and how to change the Chart of Accounts
• Recognize the four types of products and services and when to use them
• Recognize how to set up products and services

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QuickBooks Online
ProAdvisor Certification

MODULE 2:
Introduction to QuickBooks Online

LESSON 1:
Navigating in QuickBooks Online
Logging into QuickBooks Online

● Launch Chrome or Firefox

● Go to: qbo.intuit.com

● Sign-in with your user ID

● Find the client (QBO file) to open

● Click the qb icon to open the file

● => Dashboard: Get things done / Business overview

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+New menu

● At top of Navigation bar

● Columns: Customers / Suppliers /
Employees / Other
● Day-to-day work from here

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Navigation menu

● Overview ● Projects
● Books to Tax ● Payroll
● Dashboard ● Reports
● Banking ● Taxes
● Sales ● Mileage
● Expenses ● Accounting
● Cash flow ● My accountant
● Apps

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Gear icon

● Top right: Your company / Lists / Tools / Profile

● Accountant view ⇔ Business view

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Additional information and Keyboard Shortcuts

To access:

For PC users:
CTRL + ALT + ?

For Mac users:

CTRL + OPT + ?

More keyboard shortcuts

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Date shortcuts

To use the date shortcuts, place your cursor in any data field in QBO and then press
any of the following shortcut keys:

T – enters today’s date

W – enters the first day of the week
K – enters the last day of the week
Y – enters the first day of the year
R – enters the last day of the year
M – enters the first day of the month
H – enters the last day of the month

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QuickBooks Online
ProAdvisor Certification

MODULE 2:
Introduction to QuickBooks Online

LESSON 2
The Chart of Accounts
Chart of Accounts

• Accounting > Chart of Accounts

OR

• Accountant tools > Chart of Accounts

OR

• Gear icon > All lists > Chart of Accounts

Learn About the Chart of Accounts

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Account types

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Ways to Customize the Chart of Accounts (COA)
Edits to a default COA can include:

● Add accounts
● Edit accounts
● Add account numbers
● Create subaccounts
● Merge duplicate accounts
● Make accounts inactive (can’t actually delete)
● Make inactive accounts active again
● Import accounts

Note: Many firms use a standard Chart of Accounts across all their clients
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Add an account

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Edit an account

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Add account numbers
Enable Account Numbers in the Account and Settings

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Add account numbers
Adding and editing account numbers on the Chart of Accounts

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Create Subaccounts
Create subaccounts to break down
account types into more detail.

For example:

Utilities (parent account)

● Gas (subaccount of parent)
● Water (subaccount …)
● Hydro (subaccount …)

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Merge accounts and make accounts inactive
A cluttered COA is confusing for clients and causes reports to become less effective.
When to make an account inactive:
● The account is not relevant to the client’s business
● The account has been closed and the balance is zero
● The account is no longer needed
When to merge an account:
● Two accounts are serving the same categorical purpose
● Duplication exists (example: misspelling)

IMPORTANT: Merging accounts is not reversible. It is permanent and cannot be undone, and can
change some historical reports.

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 Merge accounts

• Select Accountant Tools

• Choose Chart of accounts
• Locate the account to be
merged
• Select the downward arrow
under the ACTION column
• Select Edit

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Merge accounts

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Merge accounts

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Make an account inactive / active

• Select the drop down

from the ACTION column
• Choose Make inactive
• Select YES to confirm

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Import the Chart of Accounts

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Import the Chart of Accounts

If you need an Excel

template to help you
create an item list,
select: Download a
sample file

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Chart of Account Limitations
Can edit name but can’t
Account Name
make Inactive
Undeposited Funds ✔
Opening Balance Equity ✔
Retained Earnings ✔
Inventory / Cost of Goods Sold* ✔
Reconciliation Discrepancies ✔
Unapplied Cash Payment Income / Expense ✔
Sales Tax (agency name) payable ✔
Sales / Services ✔
Uncategorized Asset / Expense / Income ✔
Owner’s Equity ✔

* If you edit or delete these accounts, Products/Services can recreate them

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QuickBooks Online
ProAdvisor Certification

MODULE 2:
Introduction to QuickBooks Online

LESSON 3:
The Products and Services list
The four types of Products and Services
Available in the Plus & Advanced subscriptions ONLY

• Inventory (FIFO method)

These are products (such as a generator, electrical
panel, or air filter) that you purchase and sell for which
you want to track quantities on hand.

Available in Essentials, Plus & Advanced subscriptions

• Non-inventory
• Service
• Bundle

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Product and Service Settings

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Adding a Product / Service

Service item
setup

Inventory
item setup

More info

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Import the Products and Services List

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Add a Preferred Supplier to a Product / Service

Benefits of adding a Preferred Supplier:

• Easily identify which Supplier to order from

• Populates the Supplier name when creating a
Purchase order for a single item from the Product
/ Services list
• Only one Preferred Supplier is allowed per item
• You can ADD NEW Supplier on the fly, if required

How to add a preferred supplier and create a

purchase order

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QuickBooks Online
ProAdvisor Certification

MODULE 2:
Introduction to QuickBooks Online

LESSON 4:
Sales taxes
Getting started with Sales Taxes in QuickBooks Online

Assessing federal sales tax requirements

• Where are they located?
• Do they do business in more than one province?
• To which agencies do they need to pay sales tax?
• What is the filing frequency?
• What is their GST/HST Number?

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Set up sales tax Set up and use sales tax in QuickBooks Online

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Set up sales tax

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Set up sales tax

• Choose the Start of tax

period
• Choose Filing Frequency
• Select Reporting method
• Enter the GST/HST number

• Click Next

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Set up sales tax

You will see receive a Confirmation Window. Click OK to return to Sales Tax page

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The Sales Tax page

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Manage sales tax

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Adding a custom rate
● Enter the Tax name, in this case M&E @ 50%
● Add description (optional)
● Under Tax Agency: Check the box – I pay this on
purchases
● Enter the Tax on purchases tax rate
● Under Account, click the dropdown arrow and select
Liability
● Show tax amount on return line: Click the dropdown
column and select the appropriate the tax line on CRA’s
GST/HST return
○ In this case, Input tax credits
● Click Add

How to set up a new sales tax code

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Add a new tax

Enter the following:

• The applicable Province

• The period the Next period starts
• The Filing frequency
• The Reporting method
• The provincial tax account Number
• Click Add

Set up where you collect sales tax

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Sales Taxes on transaction forms and lists

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and Sales
Module 3: Customers and Sales

Lesson 1: Customers and the Sales centre

Lesson 2: Understanding Sales workflows
Lesson 3: Invoicing with the mobile app
Lesson 4: Undeposited funds
Lesson 5: Setting up QuickBooks payments
Lesson 6: QuickBooks Payments Workflows
Lesson 7: Credits, Refunds and Statements
Lesson 8: Non-posting customer transactions

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Module 3: Customers and the Sales Centre

LEARNING OUTCOMES
Upon completion of this topic, you should be able to:

• Work with the customer list

• Understand the different sales workflows
• Recognize the role of common sales transactions
• Record customer payments
• Understand the purpose of Undeposited Funds
• Work with non-posting transactions
• Invoice using the mobile app

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and Sales

LESSON 1:
Customers and the Sales centre
The Sales Centre

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The Customers list

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 Add customers

Add and manage

customers

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Make customers inactive

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Import customers

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and Sales

LESSON 2:
Understanding Sales workflows
The payment at time of sales workflow

PAYMENT AT TIME OF SALE

Step 1 Step 2

Sales Receipt Deposit

Record sale and Group multiple
payment in a payments to a
single step single bank
deposit

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How to create a Sales Receipt

Understanding
transactions
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The sales on account workflow

PAYMENT ON ACCOUNT (A/R)

Step 1 Step 2 Step 3

Invoice Payment Deposit

Invoice from Apply payments Group multiple
estimates or to open invoices payments to a
create from manually or single bank
scratch automatically deposit

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How to create an Invoice

Creating
Invoices

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Add an attachment

More on
Attachments

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How to receive customer payments

Receiving
Payments

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and Sales

LESSON 3:
Invoicing with the mobile app
Invoicing with the mobile app

• Open the mobile and tap Invoice

• Choose the Customer
• Tap Add product or service

Recording Invoices
on-the-go

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Invoicing with the mobile app

• Select the item

• Verify the quantity and rate
• Choose the tax code
• Tap Save

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Invoicing with the mobile app

• Tap Send invoice

• Tap Send

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and Sales

LESSON 4:
Undeposited funds
Undeposited Funds

Payment
Undeposited

More info on Undeposited Funds Deposit

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Undeposited funds

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Undeposited funds

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Undeposited funds

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Must I always use undeposited funds?

● Deposit to field is
”sticky”
● It remembers the last
account used

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and sales transactions

LESSON 5:
Setting up QuickBooks Payments
QuickBooks Payments QuickBooks Online Payments Overview
Key Features

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Set up QuickBooks Payments

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Set up QuickBooks Payments Set up Bank Payments

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Set up QuickBooks Payments

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Set up QuickBooks Payments

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Set up QuickBooks Payments

Set Up QuickBooks
Payments

IMPORTANT: Make sure your client submits the application for a QuickBooks Payments
account and not you on their behalf! It is a legal contract.

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and sales transactions

LESSON 6:
QuickBooks Payments Workflows
Set up Invoice to accept credit card payments

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How QuickBooks Payments work

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Customer can enter their payment details and pay electronically

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Payments via Invoices and Sales Receipts

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Invoice status is updated in the Invoices tab

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Payment notification and updates

Get Paid with

QuickBooks Payments

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Recurring Sales Receipts

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Recurring Sales Receipts

Recurring Sales Receipts

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and sales transactions

LESSON 7:
Credits, refunds and statements
Why use Credit Memos
Why use a credit memo instead of just editing the transaction?
This can cause confusion and isn’t great record keeping. If the Invoice is in a prior
period, it will change prior period amounts.

Why not just reduce the next invoice?

It is important to create a new transaction for each exchange between the supplier
and the customer. Inventory quantities on hand can become out of sync for a period.

Why not just refund in cash? And not record?

It’s important to capture all transactions, paid in cash or not, to ensure clients’ records
are complete

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Credit memo settings

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Create a Credit Memo

Create and apply credit

memos or delayed credits

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Manually apply a Credit Memo to an Invoice

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Refund Receipts

Create a Refund Receipt

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Customer Statement Types

Statement Type Description

This customer statement type shows a list of invoices and payments with
BALANCE
opening and ending balance, for date range selected.
FORWARD

OPEN ITEM This customer statement type shows a list of all open and/or unpaid invoices
(LAST 365 DAYS) for the last 365 days.

This customer statement type shows a list of transactions between two set
TRANSACTION
dates.

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Customer Statements

Create and send

customer
statements

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Customer Statements

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QuickBooks Online
ProAdvisor Certification

MODULE 3:
Customers and sales transactions

LESSON 8:
Non-posting customer transactions
Non-posting transactions

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Working with estimates

Create and send

estimates

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QuickBooks Online
ProAdvisor Certification

MODULE 4:
Suppliers and supplier transactions
Module 4: Suppliers and supplier transactions

Lesson 1: Suppliers and the Expenses centre

Lesson 2: Payment on account workflow
Lesson 3: Pay at time of purchase workflow
Lesson 4: Expenses and the mobile app
Lesson 5: Credit notes and purchase orders

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Module 4: Suppliers and supplier transactions

LEARNING OUTCOMES

Upon completion of this topic, you should be able to:

• Work in the supplier list

• Recognize the different supplier workflows
• Enter and pay bills
• Work with supplier credits and purchase orders
• Write cheques
• Work with non-posting transactions
• Work with suppliers using the mobile app
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QuickBooks Online
ProAdvisor Certification

MODULE 4:
Supplier transactions

LESSON 1:
Suppliers and the Expenses centre
Suppliers and the Expenses centre

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The Suppliers tab

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Adding a supplier

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Make a supplier inactive

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Importing a Supplier list

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QuickBooks Online
ProAdvisor Certification

MODULE 4:
Supplier transactions

LESSON 2:
Payment on account workflow
Payment on account workflow

PAY BILLS LATER (A/P)

Step 1 Step 2

Bill Payment
Enter bill from Apply payments
Purchase Order to open bills with
or create from debit/credit
scratch cards or cheque

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Purchases on account

To record a bill:

• Click +New
• Select Bill

OR

• Click Expenses
Centre
• Select Suppliers tab
• Scroll to the supplier
• From ACTION column,
Create bill
Enter bills and record bill payments
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Purchases on account

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Paying one or more supplier bills Enter bills and record bill payments

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QuickBooks Online
ProAdvisor Certification

MODULE 4:
Supplier transactions

LESSON 3:
Pay at time of purchase workflow
Expense & Supplier Workflows

PAY AT TIME OF PURCHASE

Option 1 Option 2 Option 3

Expense Cheque Bank Feed

Record Record purchases Code expenses
purchases with and write/print with bank
debit or credit paper Cheques downloads
cards
Money Out: suppliers and expenses
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Recording an expense Enter and manage expenses

163 Intuit Confidential and Proprietary

Recording a cheque Create and record cheques

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 Bills, cheques, &
Cheque and expense: compare and contrast expenses

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ProAdvisor Certification

MODULE 4:
Supplier transactions

LESSON 4:
Expenses and the mobile app
Expenses and the mobile app

Tracking expenses
using the mobile app

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Expenses and the mobile app

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Expenses and the mobile app

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QuickBooks Online
ProAdvisor Certification

MODULE 4:
Supplier transactions

LESSON 5:
Credit notes and purchase orders
Supplier Credit Workflow

• Decreases Accounts Payable balances

• Can be applied to an existing open bill
• Can be held to apply to a future bill
• Can be automatically applied if setting is selected
(like the Credit Memo)

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Supplier credit notes

Enter supplier credits

and refunds

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Set up Purchase orders

Create and send

purchase orders

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Create a Purchase order / Add Purchase order to Bill

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QuickBooks Online
ProAdvisor Certification
Part 2
Handouts
http://tinyurl.com/QBOCertification2
Agenda
PART 1
Module 1: Introduction to QuickBooks Online Accountant
Module 2: Introduction to QuickBooks Online
Module 3: Customer and sales
Module 4: Suppliers and purchases

PART 2
Module 5: Banking
Module 6: Reporting
Module 7: Company Setup
Module 8: Period end
Module 9: Your training and certification journey
6 Intuit Confidential and Proprietary
Accountant View

NOTE: We will be using the Accountant View for this portion of the training
7 Intuit Confidential and Proprietary
QuickBooks Online
ProAdvisor Certification

MODULE 5:
Banking
Module 5: Banking

Lesson 1: Setting up Bank Feeds

Lesson 2: Manually Importing Bank Transactions
Lesson 3: Overview of the Banking Centre
Lesson 4: Bank Feed Best Practices
Lesson 5: Managing Receipts
Lesson 6: Excluding Bank Transactions
Lesson 7: Creating Simple Bank Rules
Lesson 8: Other Banking Tools
9 Intuit Confidential and Proprietary
Module 5: Banking
LEARNING OUTCOMES
Upon completion of this topic, you should be able to:

• Recognize the benefits of using bank feeds

• Set up bank feeds
• Manually import a bank statement
• Recognize best practice workflows for bank feeds
• Forward, review, add, and match receipts
• Exclude a bank transaction
• Use simple bank rules
• Record bank deposits and transfers
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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 1:
Setting up bank feeds
Special Features of Bank Feeds

Unlimited
Smart Learning Access from your
Bank/Credit Card
mobile device
Feeds

Bank Feed Video

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Setting up Bank Feeds

First time setup:

• Select Banking in the
navigation bar
• Select Connect account

Set up Bank Feeds

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Setting up Bank Feeds
• Click on one of the displayed financial
institutions or enter the name in the search
box
• Enter the online banking credentials
• Click Continue

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Setting up Bank Feeds
• Click the displayed bank or credit card account and associate it with an existing
(or new) account in your Chart of Accounts
• If the window displays multiple accounts, you will have to associate each
account to your Chart of Accounts

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Setting up Bank Feeds
Subsequent setups:
• Select Banking in the navigation bar
• Select Link account or you can Manage (existing) connections

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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 2:
Manually importing bank transactions
Manually importing bank transactions

• First, download the

transactions from your
financial institution in
one of the listed
formats
• Select Banking from
the navigation bar
• Next, drag and drop
or browse to choose
the file

Manually upload transactions

into QBO
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Manually importing bank transactions

• Select the matching QuickBooks

Account
• Click Continue
• Follow the steps to indicate the field
formats
• Click Continue
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Manually importing bank transactions

• Click Continue
• Review the transactions to
confirm before import
• Click Continue, then Done
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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 3:
Overview of the Banking centre
Overview of the Banking centre

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Overview of the banking centre

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Overview of the Banking Centre

When you click the micro Gear icon, you can set display filters
including:

• Columns for the information to display

• A Grouping option to sort and display transactions by date or
payee
• Transaction detail checkboxes that determine the display
options for each individual transaction
• Page size options for the maximum number of rows to display
per page

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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 4:
Bank Feed Best Practices
Bank Feed Best Practices

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Bank Feed Best Practices

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Matching Existing Transactions

SALES & BANK FEEDS

Sales Receipt

Invoice Payment M
Verify existing sales
activity has cleared by
matching to bank feeds
Deposit

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Match Sales Transaction Categorize & match online bank transactions

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Unmatch Sales Transaction Unmatch online bank transactions

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View multiple Match transactions

• Click View to
show the multiple
matching records
found

• Then select
and Match
the correct
transaction

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Matching Expense Transactions

EXPENSES & BANK FEEDS

Expense

Cheque M
Verify existing expense
activity has cleared by
matching to bank feed
Bill Payment

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Match Expense Transactions

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Adding New Transactions

ADDITIONAL BANK FEEDS

ADD

Bank Feed
Add remaining
transactions with
bank downloads

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Add New Transactions

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Add New Transactions

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Grouping Bank Feed Transactions

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Batch Processing Transactions

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Bank feed FAQ
Why do I have a duplicate transaction?
• Instead of “matching” a downloaded item to an existing transaction, you “added” a new one, and this created
two of the same transactions for the same amount.

Why are my invoices still outstanding?

• Instead of receiving a payment against the appropriate customer's open invoice, you “added” a new deposit
from the bank feed.

Why do I still have transactions in the bank feed that are not matching with my transactions in
QuickBooks Online?
• Most likely, the transaction date is incorrect on the original QuickBooks Online transaction and the
transactions are not getting automatically recognized in the Bank Feed.

Do I need to manually enter prior period expenses and deposits if I have not used QuickBooks Online
before?
• It is time consuming to enter a year’s worth of historical expenses and deposits using transaction forms.
Correctly categorizing income and expense transactions in the bank feed is key to making certain the prior
period data is accurate and ready for the client’s review
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ProAdvisor Certification
MODULE 5:
Banking

LESSON 5:
Managing Receipts
The Receipt Workflow

Upload receipts and bills

Email forwarding

Email forwarding receipts

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Set up Additional users

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Upload a receipt

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Reviewing, Matching, and Adding Receipts

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Reviewing, Matching, and Adding Receipts

The receipt and existing details

will load for you to amend as
appropriate.
You will be able to assign:
• a Payee
• Bank/Credit account
• Payment date
• Account/Category
• Description
• Amount
• Memo to the transaction

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Reviewing, Matching, and Adding Receipts

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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 6:
Excluding Bank Transactions
When to Exclude Transactions

• A duplicate transaction or transactions have been

imported from the bank
• To remove transactions that were manually uploaded in
error
• An existing transaction has been reconciled using the
Reconcile tool and cannot be matched to a downloaded
transaction
Exclude transactions

Note: The bank feed never matches imported transactions

against transactions that have already been reconciled
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How to Exclude Transactions

• Select Banking in the Navigation

bar
• Check the box next to
transaction you want to exclude
• A task bar with three options
displays: Accept, Update and
Exclude
• Click Exclude and QuickBooks
will move the transaction to the
Excluded folder

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How to undo an Excluded transaction

• Select Banking in the Navigation

bar
• Select the Excluded tab
• Select the checkboxes for the
transactions you would like to
include again
• Click Exclude and QuickBooks will
move the transaction to the
Excluded folder
• When the task bar opens, select
Undo

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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 7:
Creating Simple Bank Rules
About Bank Rules

• Bank Rules automate the categorization of the transactions

on the bank feed, including assignment of the transaction
type, category, payee, class, and location.

• They can also be used to automatically split transactions.

• Rules can be prioritized over other rules, copied, edited,

and exported.

• You can even create bank rules to automatically add

transactions

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Creating a rule Set up bank rules

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Creating a rule

• Name the Bank rule

• In Apply this to transactions that are…
• Select whether the rule is for a deposited or
disbursed amount
• Select which connected accounts fall under this
rule
• Indicate how rules are to be applied
• Indicate at least one condition. Conditions are
driven by the downloaded transaction’s
Description, Bank text or Amount

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Creating a rule

• Then Assign
• Select the Transaction type
• Select the Category from the chart of
accounts
• Choose the Payee (optional).
• Choose the appropriate sales Tax
• Best practice is to leave the auto-add toggle
switched off until you have confirmed the
rule is performing properly
• Select Save

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Creating a rule

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QuickBooks Online
ProAdvisor Certification
MODULE 5:
Banking

LESSON 8:
Other banking tools
How to record a non-customer deposit
• Select +New, then Bank deposit
• Select the bank Account receiving the
deposit and Date of deposit
• Use the Amounts are field to choose the tax
treatment.
• Enter the name in the Received from
column
• Choose the Account to credit
• Enter a Description
• Enter the Payment Method and Ref no.
• Enter the Amount
• Select Save and new (or Save and close)

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How to transfer between accounts

• Click +New and select Transfer

• Choose the Transfer Funds From
and Transfer Funds To accounts
• Enter the Amount and Date
• Click Save and Close

Transfer funds

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QuickBooks Online
ProAdvisor Certification

MODULE 6:
Reporting
Module 6: Reporting

Lesson 1: Introduction to the Reports Centre

Lesson 2: Working in the Standard tab
Lesson 3: Introduction to reports customization
Lesson 4: Introduction to Management reports
Lesson 5: The Performance Centre
Lesson 6: The Audit Log

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Module 6: Reporting

LEARNING OUTCOMES

Upon completion of this topic, you should be able to:

• Recognize the reports offered in each version of QuickBooks Online

• Navigate the Reports centre
• Work with Standard reports
• Understand the basics of customization
• Use Management reports
• Work with the Audit log

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ProAdvisor Certification
MODULE 6:
Reporting

LESSON 1:
Introduction to the Reports Centre
Reports Centre

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Reporting restrictions

Why some reports may be missing:

• Edit and review the user’s permissions

• Verify the report is available in the client’s

QBO subscription level

• Check to see if the feature is turned on in

Account and Settings in the Gear menu (eg.
classes)

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QuickBooks Online
ProAdvisor Certification
MODULE 6:
Reporting

LESSON 2:
Working in the Standard tab
Report groups

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Standard tab

Reports centre navigation

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Key reports for accounting professionals

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Report viewing options

• Report period Select the proper date range

either via the drop down or by manually
entering
• Display columns by Select from a list of time
ranges, clients, classes, etc.
• Show non-zero or active Options that let you
hide or display zero values
• Compare another period Allows you to add
one or more comparative periods such as
previous year or previous period
• Accounting method Cash or accrual basis

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Report viewing options
Just above the report title are other options that let
you:
• Collapse or view subaccounts
• Sort the report, for example, in ascending or
descending order
• Add note to the report
• Edit titles for the report name and account
groupings
Including icons that allow you to:
• Email
• Print
• Export
• Modify the report density (Gear)
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ProAdvisor Certification
MODULE 6:
Reporting

LESSON 3:
Introduction to reports customization
Customizing Reports
You can customize most reports in QuickBooks Online, but the options will vary by the type of
report.
It can be as simple as creating the report you want and clicking Save customization.

In QuickBooks Online you will find three types of reports:

• Lists reports, Summary reports and Detail reports
• Each has a different level of customization available.
• Keep in mind, you can customize a detail report in more ways than you can a summary
report.
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Customizing Reports
• Finally, QuickBooks Online has many different types of the seemingly same report.
• For example, the search field below displays a search for a Profit and Loss report. You can
see that amongst others, there is a Profit and Loss Detail report.
• Because the word detail appears in the report title, you know that this report will provide
much more data AND it can also be customized more thoroughly than a standard Profit and
Loss report.

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Customizing Reports – Summary report Customize reports

Let’s start though by customizing a summary

report.

The bullets below further explain what you can do

within each group of parameters.

• General lets you change reporting periods and accounting method, and it also lets you change
the number format of the displayed data

• Row/Columns lets you change the displayed options (month, quarter, etc.) and it allows you to
add comparative columns (prior year, etc.)

• Filter gives you the option to refine the report by distribution account, customer, supplier,
employee, and product/service

• Header/Footer lets you change display options, including alignment, for the report title and its
subheadings

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Customizing Reports – Detail report

Next, let’s look at the additional options when

customizing a detail report.

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QuickBooks Online
ProAdvisor Certification
MODULE 6:
Reporting

LESSON 4:
Introduction to Management reports
Management reports

• From the Reports Centre, click

Management reports and you will
see two template report packages
o Basic Company Financials
o Expanded Company Financials
• In this window you can change the
Report Period for your chosen
report, and
• You can also Edit, Send, Export, or
Copy from the Action column

View and edit management reports

79 Intuit Confidential and Proprietary

Management reports

Basic Company Financials available edits

include:
• From the left pane, select the page to
display
• Change the title, subtitle and other key
fields of the displayed page
• Add a logo
• Change the name of the report
template
• With the menus at the bottom of the
page, you can print, preview or make
advanced formatting changes to the
report package

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ProAdvisor Certification
MODULE 6:
Reporting

LESSON 5:
The Performance Centre
Performance centre

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Performance centre

Using the Performance centre

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QuickBooks Online
ProAdvisor Certification
MODULE 6:
Reporting

LESSON 6:
The Audit log
Audit log Using the Audit log

To access: Client vs. Accountant view of Audit log

Click the Gear icon and then select Audit log

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QuickBooks Online
ProAdvisor Certification

MODULE 7:
Company setup
Module 7: Company setup

Lesson 1: Client onboarding

Lesson 2: QuickBooks subscriptions
Lesson 3: Key company settings
Lesson 4: Setting up users
Lesson 5: Customizing sales forms
Lesson 6: Client overview

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Module 7: Company setup

LEARNING OUTCOMES

Upon completion of this topic, you should be able to:

• Onboard a new client and set up a QuickBooks Online subscription

• Understand your two subscription options
• Identify the differences among the QuickBooks Online subscription levels
• Configure key company settings
• Customize sales forms
• Work with the Client overview

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QuickBooks Online
ProAdvisor Certification
MODULE 7:
Company setup

LESSON 1:
Client onboarding
Onboarding tasks & the new client checklist

Client Needs Assessment Checklist

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QuickBooks Online subscriptions Subscriptions & pricing

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Client onboarding template

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Add a new client subscription

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Add a new client with an existing subscription

Option 1:
• Ask your client to open
QuickBooks Online and click
My Accountant in the
Navigation bar
• If QuickBooks Online displays
this window, ask them to enter
your email address and click
Invite

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Add a new client with an existing subscription

Option 2:
• Ask your client to click the Gear
icon and select Manage users
• In the Manage users window, click
Accounting firms
• Click Invite

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Add a new client with an existing subscription

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QuickBooks Online
ProAdvisor Certification
MODULE 7:
Company setup

LESSON 2:
QuickBooks subscriptions
Subscription options

ProAdvisor pays Client pays

• 50% discount • Discount price for
available on 12 months
Essentials, Plus, and
Advanced • Available on new
subscriptions only
• 20% discount
available on
EasyStart

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Your subscriptions View and manage your subscriptions

Your Company page allows you to view your clients’ subscription fees and billing history,
and make changes to their subscriptions, all in one place.

To get started, click the Gear icon, and select Subscriptions and billing

Accountant-billed subscriptions
Client-billed subscriptions

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Your subscriptions

Firm subscriptions

Billing details

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Upgrading and downgrading subscriptions Upgrade / downgrade client
subscription
Upgrade subscription
• Click the Gear icon
• Select Subscriptions and billing
• Go to Accountant-billed tab
• Click drop-down next to client’s
name
• Click Subscription actions
drop-down
• Select Upgrade or Downgrade Downgrade subscription

NOTE: There are important impacts

to consider before downgrading.

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 Client: Upgrade /
Changing subscriptions for Direct discount clients downgrade own
subscription

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Considerations before downgrading

Downgrading means certain features will no longer be available.

Possible stoppers when downgrading a subscription:

• Recurring transactions or templates

• Number of users

• Inventory

• Third-party apps

NOTE: If you are downgrading a client with attached payroll or payments, contact support to complete the
downgrade
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ProAdvisor Certification
MODULE 7:
Company setup

LESSON 3:
Key company settings
Key company settings

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Key company settings Sales Settings

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Key company settings Customize Expense Settings

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Key company settings Advanced Settings

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QuickBooks Online
ProAdvisor Certification
MODULE 7:
Company setup

LESSON 4:
Setting up users
Setting up users Add / Manage Users

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QuickBooks Online
ProAdvisor Certification
MODULE 7:
Company setup

LESSON 5:
Customizing sales forms
Customizing sales forms Customize sales forms

• Select the Gear icon, click Custom form styles

• Click New style and select the form to
customize; in this example, Invoice is selected
• You can now work in one of three tabs:
o Design, Content, and Emails
• From Design, click Change up the template
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ProAdvisor Certification
MODULE 7:
Company setup

LESSON 6:
Client overview
Client overview What is the Client Overview tab?

Four key groups:

• Company setup
• Banking activity
• Common issues
• Transaction volume

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ProAdvisor Certification

MODULE 8:
Period end
Module 8: Period end

Lesson 1: Reconcile accounts

Lesson 2: Journal entries
Lesson 3: Recurring transactions
Lesson 4: Sales taxes
Lesson 5: Books review
Lesson 6: Workpapers

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Module 8: Period end

LEARNING OUTCOMES

Upon completion of this topic, you should be able to:

• Reconcile accounts
• Set up recurring transactions
• File sales taxes
• Work with journal entries
• Use Books review
• Use Workpapers

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ProAdvisor Certification
MODULE 8:
Period end

LESSON 1:
Reconcile accounts
Reconciling Accounts Reconcile accounts

• Select Accountant Tools

• Select Reconcile from the Quick
Links column
• Select the Account to reconcile
• Type the Ending balance
• Select the Ending date
• Select Start reconciling

NOTE:
You may see a View Statements button.

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Reconciling Accounts Reconciliation report

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Beginning balance discrepancies Beginning balance discrepancies

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Rogue Transactions

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Undoing a reconciliation Undo reconciliations

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QuickBooks Online
ProAdvisor Certification
MODULE 8:
Period end

LESSON 2:
Journal Entries
Journal entry rules

• When posting to Accounts Receivable, you must specify a customer

• When posting to Accounts Payable you must specify a Supplier
• You may use multiple Accounts Receivable and/or Accounts Payable
accounts on the same journal entry
• When posting to GST/HST Payable you must select a sales tax code
• You cannot use Products and Services items in a journal entry
• You cannot mark an amount as billable to a customer
• Bookkeepers and Accountants using QBOA, can mark journal entries
as adjusting entries for period end purposes

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Record a Journal entry Journal entries

• Click the +New button

• Select Journal entry
• Enter the Journal date
• Enter a Journal no. (or allow QBO
to auto-fill)
• Select Accounts to debit and credit
• Enter debit and credit amounts
• Enter a Description for each line of
the journal entry
• Select Save and close / Save and
new
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When to use an Adjusting Journal entry Adjusting journal entries
Common scenarios where journal entries are usually marked as adjusting

• Amortization
• Prepaid expenses
• Work in Progress
• Accrued liabilities
• Deferred revenue

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ProAdvisor Certification
MODULE 8:
Period end

LESSON 3:
Recurring transactions
Helping your clients create recurring transactions

Recurring transactions in
QuickBooks Online can be set
up to manage pretty much any
of the first transactions in any
workflow.

This includes sales receipts,

invoices, bills, journals,
cheques, deposits, or expenses

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 Benefits of recurring transactions
• Recurring transactions are especially proficient at automating money-out transactions, like lease or
insurance payments, that are paid at regular intervals and are for a fixed amount.

• On the sales side, when a client is billing a scheduled fixed amount—a subscription, for
example—recurring charges are a great way to save time when invoicing your customers. With
advance customer authorization, you can set up a recurring charge to a customer’s credit card,
using a recurring sales receipt and QuickBooks Payments.

• More advanced recurring transactions can be set up for non-posting transactions, such as purchase
orders, estimates, or delayed charges or credits.

• You can also use recurring transactions to create templates that are not recurring, but rather act as a
guide for transactions that you occasionally must record. For example, if an estimate typically
contains many of the same items sold, but the details vary from customer to customer, you can set
up an unscheduled recurring estimate as a template and use it each time a new one is needed.

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Creating Recurring transactions Recurring transactions

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ProAdvisor Certification
MODULE 8:
Period end

LESSON 4:
Sales taxes
Sales tax centre

Key areas of the Sales tax

page:
• Filings tab
• Payments tab
• New
• Reports
• To file area
• Filed section

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File Sales taxes File sales taxes

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File Sales taxes

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ProAdvisor Certification
MODULE 8:
Period end

LESSON 5:
Books review
Books review Books review

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Books review

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QuickBooks Online
ProAdvisor Certification
MODULE 8:
Period end

LESSON 6:
Workpapers
Workpapers and your workflow Workpapers

Year
Quarter 1 Quarter 2 Quarter 3 Quarter 4
end

Throughout the year, you, as the accountant or bookkeeper will manage the
client’s QuickBooks Online data.

At year-end, it’s time to make sure everything is correct and optimized, and
ready for you to prepare the year-end statements and returns or hand the file
over to a tax preparer. This is where Workpapers comes in.

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Workpapers and your workflow

Year
Quarter 1 Quarter 2 Quarter 3 Quarter 4
end

● Create a year-end task checklist

● Store both permanent and temporary source documents, including your
engagement letter
● Validate, approve, and annotate all year-end account balances
● Record adjusting journal entries
● Create account groupings for financial statement presentation
● Review and edit account groupings for eventual export to T2125 or T2 tax
software
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Workpapers

143 Intuit Confidential and Proprietary

Workpapers

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QuickBooks Online
ProAdvisor Certification

MODULE 9:
Your training and certification journey
Module 9: Your training and certification journey

Lesson 1: ProAdvisor help and support

Lesson 2: Certification exams
Lesson 3: Find a ProAdvisor

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Module 9: Your training and certification journey

LEARNING OUTCOMES

Upon completion of this topic, you should be able to:

• Find ProAdvisor help and support

• Take the certification exam
• Know about the Find a ProAdvisor program

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QuickBooks Online
ProAdvisor Certification
MODULE 9:
Your training and certification journey

LESSON 1:
ProAdvisor help and support
 ProAdvisor help and support

Your Intuit team consists of:

• an Account Manager
• a Solutions Architect
• Service Delivery Manager

To find Your Account Manager

• Click ProAdvisor
• Select the Benefits tab
• Click Your Account Manager

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ProAdvisor help and support
• Unlimited phone and chat support from our dedicated
QuickBooks experts
• One-on-one support to help you get your data into
QuickBooks Online so you can get up and running fast
• An Intuit Professional Services team that, after the
purchase of a limited number of QuickBooks licenses,
provides tailored training and coaching sessions
dedicated to your firm’s success.
• Access to QuickBooks Community where you can ask
and answer questions, or view discussions other
ProAdvisors are having about QuickBooks.
Note that these resources are current as of this writing
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ProAdvisor help and support

• The opportunity to join in on special events like

QuickBooks Get Connected, Business Builder
webinars, and QuickBooks Roadshow.

• CPD credits with a variety of free self-paced and live

training options.

• Expert advice from experienced practitioners and

thought leaders via Intuit’s own Firm of the Future portal
• Access to timely and in-depth practical advice via
Facebook groups made up of experienced ProAdvisors.

• The opportunity to showcase your QuickBooks Online

expertise with a digital ProAdvisor badge
Note that these resources are current as of this writing
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QuickBooks Online
ProAdvisor Certification
MODULE 9:
Your training and certification journey

LESSON 2:
Certification exams
 Certification exam information
❏ Exam is in QBOA via the ProAdvisor Training tab
❏ 50 multiple choice questions
❏ May contain one or more correct answers
❏ Progress will be saved after each question
answered
❏ Score of 80% or higher to pass the exam and
achieve your certification
❏ If you don’t pass on your first attempt, you can
retake the exam at any time, answering only those
questions you missed
❏ You have up to three attempts to pass, after which
there is a 60-day lockout period

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Certification and Recertification exams

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QuickBooks Online
ProAdvisor Certification
MODULE 9:
Your training and certification journey

LESSON 3:
Find a ProAdvisor
Find a ProAdvisor

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After you Pass the Exam

● Download your Certificate. It will include your new Certified ProAdvisor badge.
● Use your badge on your website, business cards, printed materials, etc.
● Create or update your ProAdvisor profile in the Find-an-Accountant ProAdvisor
referral database.
● Best practices:
o Include a picture, not your
logo
o Include a short bio about
the services you offer
o Select the certifications you
have completed
157 Intuit Confidential and Proprietary
Thank you!