Annual Revenue and Expense Summary Report
- Due at conclusion of end-of-year accounting review.
- Report will be generated by the QuickBooks reviewer.
Annual Budget Reports - Late February
- Export report in xlsx format to Excel.
- Send to QuickBooks Administrator.
County extension offices use QuickBooks Pro for council financial record-keeping and reporting.
Training
Kevin Hansen provides training and technical support to county bookkeepers. There are designated regional trainers who are experienced with bookkeeping and can provide training or answer questions.
Regional trainers
County bookkeepers and county program directors can rely on the expertise of the County Accounting Support Team (CAST) trainers within their regions. Contact your regional trainer listed below for assistance with basic QuickBooks or accounting issues. For unusual transactions of situations, contact the QuickBooks administrator.
- QuickBooks Administrator: Kevin Hansen
- Andrew County bookkeeper: Kathy Hoffman
- Cedar County bookkeeper: Heather Burns
- Cooper County bookkeeper: Darlene Kraus
- Franklin County bookkeeper: Marsha Parsons
- Henry County bookkeeper: Verlinda Talley
- Howard County bookkeeper: Marilyn Dilts
- Howell County bookkeeper: Tammy Woodworth
- Lewis County bookkeeper: Chris Coy
- Livingston County bookkeeper: Teresa Smith
- Nodaway County bookkeeper: Lila O'Riley
- Putnam County bookkeeper: Annette Valentine
- Scott County CPD: David Reinbott
Regional Trainers Resource Materials
- Guidelines for QuickBooks CAST Trainers (PDF) — updated November 11, 2021
- Letter of Agreement - Bookkeepers (PDF) — updated November 3, 2021
- Procedure for Training New Bookkeepers (PDF) — updated November 3, 2021
- Letter of Agreement - County Engagement Specialist (PDF) — updated November 3, 2021
- Procedure for Training New County Engagement Specialist (PDF) — updated November 2, 2021
Frequently needed resources
- MU State Tax Exemption Document
- Tax Exempt Confirmation for Extension Councils and 4-H Clubs (PDF) - includes cover letter and supporting documents
Quickbooks procedures by topic
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General procedures
- QuickBooks Updates and Upgrade (PDF) — Updated November 11, 2021
- QuickBooks Backup (PDF) — Updated November 11, 2021
- Restore QuickBooks Backup File (PDF) — Updated November 11, 2021
- Authorized User Login Names (PDF) — Updated November 11, 2021
- Change Company Information (PDF) — Modified October 1, 2012
- Bank Reconciliation (PDF) — Reviewed August 21, 2019
- Correcting Transaction Form (PDF) — Updated November 11, 2021
- Create a New Account (PDF) — Updated November 11, 2021
- Create a New class (PDF) — Updated November 11, 2021
- 4-H Online Enrollment Fees (PDF) — Updated November 12, 2021
- Endowment Giving (PDF) — Updated November 12, 2021
- General Journal (PDF) — Updated November 12, 2021
- Petty Cash Fund (PDF) — Updated November 16, 2021
- QuickBooks Shortcuts and Tidbits (PDF) — Updated November 17, 2021
- Recording Bad Checks (returned checks) (PDF) — Updated November 12, 2021
- Restructure the Class Codes (PDF) — Updated November 17, 2021
- Voiding Transactions (PDF) — Updated November 17, 2021
- Account and Class Usage — Updated November 12, 2021
Other Forms
- W-9 Form, Request for Employer Identification Number and Certification — Reviewed November 11, 2021
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Balances
- End of Year Checklist for QuickBooks (PDF) — Updated November 17, 2021
- Closing the Year (PDF) — Updated November 17, 2021
- Before Establishing a New QuickBooks Accounting Data File (PDF) — Modified Sept. 12, 2007
- Enter Opening Balances in New QuickBooks File (PDF) — Modified Dec. 16, 2002
- Archive Data and Create New Accounting Data File (PDF) — Modified Dec. 20, 2011
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Budgets
- Entering Budget Transactions (PDF) — Updated November 18, 2021
- Preparing the Extension Council Budget Report (PDF) — Updated November 18, 2021
- Annual County Budget Signature form (PDF) — Updated November 18, 2021
To be signed by the extension council chair and the CPD; must be scanned and emailed to the QB Administrator by March 1. - Budget Change Form (PDF) — Updated November 18, 2021
Prepared by the bookkeeper when an original budget transaction is modified during the fiscal year. After appropriate signatures, the budget change form is kept on file with the council's financial records.
Submit the annual budget report to your QuickBooks Administrator's office by Late February as an email attachment in .xlsx format for review and approval.
The approved budgets will be sent on to the RD office in CSV formatand uploaded to MU Extension before the university's deadline. The information submitted is compiled into statewide totals for both internal review and federal reporting. FTEs supported at the County level are also reported with the budget each year.
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Checks
- Bills and Accounts Payable (PDF) — Updated November 18, 2021
- Order QuickBooks Checks (PDF) — Updated November 18, 2021
- Voiding Transactions (PDF) — Updated November 17, 2021
- Writing checks (PDF) — Updated November 18, 2021
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Checklists / End of Year
Monthly
- Accounting Checklist for Bookkeepers (PDF) — Modified June 24, 2011
- End of Month Checklist (PDF) — Modified Jan. 2001
- Safeguarding Cash (PDF) — Modified June 24, 2011
- Outline EOY Accounting and Transfers (PDF) — Modified Jan. 10, 2013
End of Year
- End of Year Checklist for CES and Council (PDF) — Updated Oct. 28, 2022
- End of Year Checklist for QuickBooks (PDF) — Updated Oct. 28, 2022
- Closing the Year (PDF) — Modified October 13, 2015
- EOY Accounting and Transfers (PDF) — Modified Jan. 10, 2013
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Credit cards
MU Off-Campus Credit Card System
- MU Off-Campus Credit Card System User's Manual (DOCX)
- MU Credit Card Transactions in QuickBooks (PDF) — Modified Aug. 24, 2010
- MU Credit Card Processing-Timed Out Error (PDF) — Modified Aug. 25, 2010
- Recording direct deposits from credit card transations (PDF) (see page 2)
QuickBooks Merchant
- QuickBooks Merchant Credit Card Service (PDF) — Revised May 18, 2015
- Message Alerts from QuickBooks Merchant Service (PDF) — Modified Sept. 17, 2010
- QuickBooks PCI_Compliance for credit card users (PDF) — Modified May 9, 2012
- QuickBooks Payment Processing website
General
- Credit Card Training Outline (PDF) — Modified Nov. 21, 2013
- Safeguarding Cash: Special Controls Checklist (PDF) — Modified June 24, 2011
- Fiscal Policies and Procedures for County Councils (PDF) See page 5, Credit card receipts
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Deposits
- Receiving and Depositing Money (PDF) — Updated November 19, 2021
- Accounts Receivable and Sales Receipts (PDF) — Updated November 19, 2021
- Cancel Account Receivable (PDF) — Updated November 19, 2021
- Create New Deposit Reports (PDF) — Updated November 19, 2021
- Direct Deposits (Bank Transfers) (PDF) — Updated November 19, 2021
- Accounts Payable Direct Deposit Enrollment and Change Form (PDF) — Updated May 2019
- Authorization for Direct Deposit - Employee Form (PDF) — Modified Oct 17, 2016
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Lists and Definition
- Class Explanation (PDF) — Updated November 19, 2021
- Transaction types (PDF) — Updated November 19, 2021
- Glossary of Terms (PDF) — Updated November 19, 2021
- Retention Schedule (PDF) — Updated November 19, 2021
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Payroll
Payroll plan subscriptions
- Payroll Plans (docx) — Modified August 19, 2016
- Verify Payroll Subscription (docx) — Modified August 19, 2016
Payroll plan subscribers
- Add Travel Reimbursement to Paycheck (PDF) — modified Sept. 11, 2007
- Allocate Salary Between Two classes (PDF) — modified Sept. 11, 2007
- Employer Payroll Items (PDF) — modified Nov. 19, 2010
- Employee Record Default (PDF) — modified Oct. 4, 2013
- Payroll Procedure Outline (docx) — modified August 19, 2016
- Prepare Employee Paychecks for Payroll Plan Subscribers (docx) — modified August 19, 2016
- Set up New Employee (PDF) — modified Dec. 17, 2013
- Sick and Vacation Salary (PDF) — modified Sept. 10, 2007
- QuickBooks Payroll Timesheets (PDF) — modified April 17, 2014
Enhanced payroll subscribers
- Prepare Missouri Withholding Tax Form (PDF) — Modified July 10, 2008
- Prepare Missouri Unemployment Tax Form (PDF) — Modified July 10, 2008
Payroll taxes and forms
- 1099 Tax Form Setup (PDF) — Modified Jan 21, 2014
- 941_944 Forms (PDF) — Modified Dec. 17, 2008
- 941 Federal Tax Adjustment (PDF) — Modified Sept. 24, 2009
- IRS Employer's Tax Guide (Circular E) (PDF) — 2018
- Federal Tax Forms (PDF) — Modified Dec. 17, 2008
- Federal Tax Online (PDF) — Modified Jan. 7, 2011
- Federal Tax Payment Changes for 2011 (PDF) — Modified Mar. 29, 2011
- Set Up State Unemployment Tax (PDF) (also Interest Assessment) — Modified June 26, 2013
- State Taxes Online (PDF) — Modified April 1, 2010
- Medicare Additional Tax-Employee (PDF) — Modified Oct. 4, 2013
- Missouri Department of Revenue: Employer Withholding
Tax tables are available on this page - Missouri DOR: Business Withholding Tax Forms — Mo W-4, Mo-941, Mo-941C
- Missouri DOR: Reporting Miscellaneous Income — Mo form 99-Misc, Mo form 96.
- W2 Form guidelines (PDF) — Modified Dec. 17, 2007
- IRS Form W-4 and instructions (PDF)
Payroll tax and benefit liabilities
- Pay Payroll Taxes and Benefits Liabilities (PDF) — Modified Oct. 29, 2007
- Payroll Liability Adjustment (PDF) — Modified May 5, 2014
- Payroll Tax Credit or Refund (PDF) — Modified Dec. 16, 2013
- Payroll Benefits - Tax Tracking (PDF) — Modified Jan. 2, 2008
- MCHCP Benefits Health Care - Tax Free (PDF) — Modified Jan. 17, 2014
- Out-of-Pocket Medical Reimbursement (PDF) (prior to 2014) — Modified Dec. 17, 2012
Paycheck corrections
- Payroll Corrections (PDF) (taxes, damaged paycheck) — Modified Sept. 11, 2007
- Salary Adjustment (PDF) — Modified Sept. 11, 2007
Payroll Voucher
- Payroll Voucher Instructions (PDF) — Modified April 11, 2014
Payroll summary report
Instead of using the Payroll Voucher forms, Bookkeepers can create a Payroll Summary Report for each employee. Under Employee Center, select employee name and click Payroll Summary at top right corner of screen.
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Reports
Quick Reports
Look for the Quick Reports button in most screens, or right click on the item name and left click on Quick Report. Quick Reports may be created for:
- Customer (Exception: A customer transaction created directly in the Make Deposit screen may not display in a Quick Report. This "glitch" has been reported to Intuit.)
- Vendor, Employee, Class, and Account.
The following reports are recommended for validating monthly financial data:
- Funds Class Balance Report
- Balance Sheet (compare to Funds Class Balance report)
- Unclassified Transactions (for error checking)
Report configuration
- Customizing Reports in QuickBooks (PDF) — Modified Oct. 27, 2004
- Funds (Class) Balance Report Configuration (PDF) — Modified Oct. 27, 2004
- Savings Report Configuration (PDF) — Modified Oct. 27, 2004
- Unclassified Transaction Report Configuration (PDF) — Modified Oct. 27, 2004
- Annual Revenue & Expense Report All Classes Combined (PDF) — Modified Dec. 5, 2012
- Export Annual Revenue and Expense Report (PDF) — Modified Dec. 12, 2016
- Balance Sheet configuration — Modified Sept. 24, 2012 (note: as of 7-15-20, this is no longer available)
- Create New Deposit Reports (PDF) — Modified Dec. 9, 2013
- Financial Report Distribution (PDF) — Modified Dec. 5, 2012
- Outline of Financial Reports and Documents for CPDs (PDF) — Modified June 24, 2011
- Signature Form for Annual Revenue and Expense Report (DOC) — Modified Nov. 10, 2017
- Signature Form for County Commissoners report (PDF) — Modified Jan. 24, 2001
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Transfers
How to transfer money from one bank account to another bank account; one class to another class; one revenue account to another revenue; one expense account to another expense.
- Request for Transfer form (PDF) — Modified Dec. 7, 2007
Signature is required from the county program director. - Transfer Funds (PDF) — Modified April 25, 2014
Includes procedure regarding closing current checking account and opening new checking account. (page 5)
- Request for Transfer form (PDF) — Modified Dec. 7, 2007