1. QuickBooks
Chia Wei Zhen Joanne
Kok Yeun See
Demonstration
Lee Yincai Nicholas
Quek Ya Hui

2. Setting Up
Getting Started

3. When a company first installs QuickBooks, this is the initial page that will
be displayed when the administrator first uses it. Upon clicking Start
Interview, the user will be asked to key in basic company information and
to choose basic preferences.

5. Additional users can be set up afterwards and the administrator has the
option to restrict their access to selected areas.

9. After keying in the basic information, customisation based on the
company’s nature of business and its requirements can also be done.
This simple customisation ensures that unwanted functions are removed,
and QuickBooks’ layout will be kept as simple as possible.

10. Options are given for the following
functions:
• Tracking customer orders
• Managing bills the company owes
• Using sales receipts
• Tracking of tax
• Using billing statements
• Adding of bank account
• Other functions that are shown in the following
slides

11. S
It is recommended for TTS Copiers to track inventory as they have a
warehouse in which copiers and spare parts are being stored, hence they
will need to track inventory movement in and out of the warehouse.

12. The QuickBooks Payroll feature allows companies to track payroll expenses
more efficiently and cash outflows can be tracked easily.

13. TTS Copiers drafts up quotations in the course of customer transactions,
instead of creating sales orders directly. The QuickBooks Estimate function
allows TTS Copiers to create estimates, and these will act as quotations.

14. This is especially necessary for TTS Copiers, as most of its sales transactions
are leases, instead of a one-time-payment. The Progress Invoicing function
will be able to document lease contracts effectively; and also to account for
contracts with specified after-sales service.

15. The last step in this EasyStep interview allows companies to set up their
chart of accounts to start tracking the company’s finance position.

16. Additional help is also being offered in the event the Help Menu does not
address relevant issues.

17. Setting Up
Customising Features

18. Once the basic set-up is completed, users will be directed to the Home
screen. Users can also customise the various features to suit their
preferences. They can also refer to the Help Menu by typing a question in
the Ask box.

19. Users can choose which icons they want to be displayed on the Home
screen. Other settings for other features can be configured by clicking on
the different tabs on the left.

20. Since TTS has sales transactions with international customers, it needs to
enable the multicurrency feature in QuickBooks so that revenue received in
foreign currency will be automatically converted into local currency when
presented in the overall reports.

21. It is important that a system warning is generated whenever the sales
amount keyed in exceeds the quantity available. This will ensure that no
orders are being accepted in the event of insufficient inventory.

22. Creating Entries
Setting up Master Files

23. Customer Master File

24. TTS Copiers will have to import all of its existing customers into the
QuickBooks system. The full list of customers are shown on the left sidebar,
and upon selection of a single entry, the customer’s details will be shown in
full. The steps to create a new customer are shown in the following slides.

26. Customer information is categorised into individual tabs and all
information can be entered and accessed in one page.

27. Entering of Accounts Receivable Account

28. TTS Copiers has numeral overseas customers and as such, an Accounts
Receivable/Accounts Payable account has to be created for the specific
currency. If it was not previously created, QuickBooks will generate a
prompt to create a new account.

31. Inventory Master File

32. Creating new inventory

33. QuickBooks also includes the function of exporting inventory into Excel for
more convenient viewing.

34. Using Excel for viewing of inventory lists allows users to view details of all
inventory at a glance.

35. Price levels can also be set for different groups of customers.

36. Creating Entries
Documenting the Revenue Cycle

37. Creating of Estimates

38. Creating of estimates can be done conveniently as all the details can be
viewed all at once. The layout is also simple and neat, making it easier for
employees to acquire the skills required to use it.

39. When an estimate has been created with the total sales amount exceeding
the credit limit of the customer, QuickBooks will generate a prompt to
inform the user.

40. In the Transactions tab, an overview of the estimates are reflected, and the
user is able to obtain information regarding whether the estimate is
currently active.

41. Chosen Estimates can also be exported and viewed in Excel, and Excel
functions then enable efficient generation of reports, in the form of tables,
bar graphs, pie charts etc.

42. Creating Sales Orders

43. Sales Orders can be generated with reference to the Estimate. After clicking
on the chosen estimated, click the Create Invoice button and choose Sales
Order.

44. The user will be directed to the Create Sales Orders page and all the
information from the Estimate is reflected . To trace which Estimate this
Sales Order is being created upon, the user can refer to the Memo field
below.

45. A new line item can be added, for example, a discount.

46. Delivery charges (e.g. shipping charges) can also be recorded.

47. The system will generate a prompt when the customer’s credit limit has
been accepted. However, the sales order will still be created if the option
Yes is chosen. The changes to the order will also be reflected, to show that
changes have been made.

48. Creating Delivery Notes

49. Delivery Notes can be created under the Create Invoice tab, under Trade
Receivables.

51. Creating Invoices

52. Tax Invoices are also generated under the Create Invoice tab.

53. Receiving of Payments

54. When payment has been received from the customer, it can be recorded
under the Receive Payments function.

55. Payments can be selected and deposited at the company’s own decisions.

56. The user can choose which entity the payments are being deposited to, and
the transaction is reflected for the user to check through discrepancies, if
any.

57. Generating Inventory Reports

58. Inventory reports can also be generated to track inventory movement. They
can also be printed out for future reference, if the company intends to file a
hard copy.

59. Configuration of Settings
User Restrictions

60. The administrator has the authority to add, edit or delete users.

62. QuickBooks allows the administrator to limit access to specific areas.

63. The next few steps takes the user through 9 areas of the company’s
processes.

64. • Sales and Accounts Receivable
• Purchases and Accounts Payable
• Chequing and Credit Cards
• Inventory
• Time Tracking
• Payroll and Employees
• Sensitive Accounting Activities
• Sensitive Financial Reporting
• Changing or Deleting Transactions

65. Before this user is created, the administrator is able to see an overview of
the access given to this new user.

66. THE END