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Record-Keeping Alternative
In most cases, the law does not require any specific kind of records You can choose any record keeping system suited to your business
Should at least show your income for your current tax year Keep a complete and separate set of records for each business/enterprise you are involved in
Record-Keeping Alternative The most important use for a computer on the farm is for:
FINANCIAL RECORD KEEPING and ANALYSIS
Why QuickBooks???
Cost of QuickBooks Pro - $250
30 day online free trial Available for Macs
Banking
Checking account, checking register Make deposits, write checks Reconcile bank statements
Why QuickBooks???
Measure profitability
Balance sheet Profit & Loss Statement Cash Flow Statement
Why QuickBooks???
Vendors, Purchases, & Inventory
Record vendor transactions Create purchase orders Enter and pay bills Print vendor reports Keep track of inventory
Accrual
Enter a bill when it is received, not when paid Enter income when it is sold, not when you receive the money Management orientated
Remember QuickBooks allows the user to convert data from cash to accrual with a click of a button!
Assets
Current assets cash, converted to cash or used up within one year
Examples include:
Cash Investments Receivables
Capital assets longer lived assets which are intended to last longer than one year
Examples include:
Land Buildings Equipment Livestock
Assets
When setting up your company file in QuickBooks, please note that even though checking, savings, and petty cash are all company assets, youll set them up as BANK type accounts in QuickBooks
Liabilities
Current liabilities - payable within one year from the balance sheet date and noncurrent liabilities are the balance of the liabilities. Examples include:
Accounts Payable Sales Tax Payable Salaries Payable Payroll Deductions Payable
Liabilities
When setting up your company file in QuickBooks, note that even though unpaid bills are liabilities, youll set them up as Accounts Payable type accounts in QuickBooks
Navigating QuickBooks
Main Menu Navigation Bar Icon Bar
Centers
Navigating QuickBooks
Help
The Quick Start Center gives a big picture overview of important concepts and step-by-step instructions for key tasks.
QuickBooks Lists
Most of whats involved when you enter transactions in QuickBooks is making selections from various lists
QuickBooks Lists
A name can be used only once on any list Can get away with modifying the name with a descriptor:
1st National Bank Checking 1st National Bank Savings 1st National Bank Irrigation Loan
If not sure how to classify an entity, use the Other Names list
It can be modified later to vendor, customer, or employee
Chart of Accounts
Profit & Loss Accounts Balance Sheet Accounts
Income
Sales
Expense
Supplies
Assets
Bank Account Accounts Receivable Equipment Land
Liability
Accounts Payable Credit Cards Sales Tax Payable Loans
Equity
Capital Investments Retained Earnings
From the:
Centers
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1. Enter customer name 2. Enter company details 3. Enter contact information 4. Enter address details 5. Select OK to save
Here you can add a new employee, add a transaction to an existing employee, or print employee and transaction information You can also edit an employees information or edit a note for the employee
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1. Select a customer 2. Verify date 3. Select terms 4. Select product, service, quantity & amount 5. Choose print or send 6. Select Save & Close
Write Checks
Write Checks
Using Registers
Registers contain a record of all the activity in one account.
Checking, Savings, Credit Cards
The right column of the register gives you a running balance of all your accounts receivable, so you always know how much youre owed
Entering a Bill
Entering Bills
1. 2. 3. 4. Select a vendor Verify the date Enter an amount Enter Ref. # and memo if applicable 5. Terms &/or due date 6. Assign it to an account 7. Select Save & Close
Pay Bills
Write Checks
Classes
What Is A Class?
A class is a label you use to represent a profit center or a cost center, or should be a PARENT class for a group of profit or cost centers Only one class can be applied to a single transaction
What Is A Class?
Classes are most often used as enterprise codes, to match transactions with specific farm enterprises rather than the business as a whole
Examples:
Produce Free-range Chicken Grass-fed Beef Dairy Goats
Setting Up Classes
There is no right/wrong way to set up classes, only different ways Class names should not serve more than one informational goal Examples:
Chickens (Parent Acct.)
Broilers (Sub Acct.) Layers (Sub Acct.)
Crops
Spring Summer Fall
Farm
Farm stand CSA Farmers Market
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1. Select account type 2. Enter statement date 3. Enter ending balance 4. Enter finance charges &/or interest earned (if applicable), date, and account 5. Select Continue
QuickBooks Budgets
You can set up a budget in QuickBooks that can be used to track how your finances look throughout the year
QuickBooks Budgets
QuickBooks Snapshots
QuickBooks Reports
Profit & Loss (Income Statement) Balance Sheet Accounts Receivable/Payables Income Tax
QuickBooks Reports
Standard Reports
Show a summary of transactions over a specified period of time (Profit & Loss Standard)
Detailed Reports
Show a list of all transactions that led to each account summary (Profit & Loss Detailed)
QuickBooks Reports
Can modify reports Cash vs. accrual Use report filters Can export to Excel
Summarizes the revenues and expenses of a business over a period of time Also called the Income Statement
QuickBooks sets up the correct tax forms during the set-up process
Sole proprietor LLC Corporation
Check for income or expenses which are not assigned to any tax line and assign tax lines to them
May need the assistance of your accountant
Print the Income Tax report to have a copy for your tax preparer
2. In Items List, create Other Charge Items for the fees and expenses you incur when you sell at the markets
Use Expense accounts for these items (gas money, booth rental, etc.)
Total FM Sales item with amount you took in listed as the rate Other Charges items for expenses incurred
Using Computers to Manage The Modern Landscaping Business QuickBooks Pro 2001
Agriculture Extension University of Tennessee
Intuit
www.intuit.com
Any Questions???
Contact Information: Lara L. Worden Area Agriculture Agent Gaston Cooperative Extension (704) 922-2112