QuickBooks for County Bookkeepers
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.
Urban region
- Janet Brown, St. Charles County bookkeeper
East central
- Marsha Parsons, Franklin County bookkeeper
Northeast
- Chris Coy, Lewis County bookkeeper
- Annette Valentine, Putnam County bookkeeper
West central
- Darlene Kraus, Cooper County bookkeeper
- Heather Burns, Cedar County bookkeeper
- Brenda Doody, Bates County bookkeeper
- Verlinda Talley, Henry Couty bookkeeper
- Jennifer Merriman, Cass County bookkeeper
Northwest
- Kathy Hoffman, AndrewCounty bookkeeper
- Kevin Hansen, QuickBooks Administrator
- Lila O'Riley, Nodaway County bookkeeper
Southeast
- David Reinbott, Scott County CPD
Southwest
- Donna Eldridge, Webster County bookkeeper
- Tammy Woodworth, Howell County bookkeeper
Regional Trainers Resource Materials
- Guidelines for QuickBooks CAST Trainers (PDF) — modified April 24, 2014
- Letter of Agreement - Bookkeepers (PDF) — modified August 20, 2019
- Procedure for Training New Bookkeepers (PDF) — modified August 20, 2019
- Letter of Agreement - County Engagement Specialist (PDF) — modified August 20, 2019
- Procedure for Training New County Engagement Specialist (PDF) — modified August 20, 2019
Frequently needed resources
- MU state tax exemption document
- MU Extension federal letter for not-for-profit status of county councils and 4-H clubs (PDF)
Tools for resolving problems
- Using the Snipping Tool in Windows XP (PDF) to create a screen capture
- Using the Snipping Tool in Windows 7 and above (Video) to create a screen capture
Quickbooks procedures by topic
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General procedures
- QuickBooks Updates and Upgrade (PDF) — Reviewed August 20, 2019
- QuickBooks Backup (PDF) — Reviewed August 20, 2019
- Restore QuickBooks Backup File (PDF) — Reviewed August 20, 2019
- Authorized User Login Names (PDF) — Reviewed August 20, 2019
- Change Company Information (PDF) — Modified Oct. 1, 2012
- Bank Reconciliation (PDF) — Reviewed August 21, 2019
- Correction Transaction Form (PDF) - Modified 8/1/07
- Create a New Account (PDF) — Reviewed August 21, 2019
- Create a New class (PDF) — Reviewed August 21, 2019
- 4-H Online Enrollment Fees (PDF) — Reviewed August 21, 2019
- Endowment Giving (PDF) — New September 5, 2014
- Fee Generation Distribution (PDF) — Modified Oct. 9, 2012
- Fixed Assets Inventory
- General Journal (PDF) — Modified Nov. 5, 2013
- Payments to or Reimbursements from MU Extension (PDF)— Modified December 21, 2016
- Petty Cash Fund (PDF) — Modified Jan. 10, 2012
- QuickBooks Shortcuts and Tidbits (PDF) — Reviewed August 21, 2019
- Recording Bad Checks (returned checks) (PDF) — Modified July 30, 2007
- Restructure the Class Codes (PDF) — Modified Dec. 8, 2010
- Voiding Transactions (PDF) — Modified October 1, 2014
- Account and Class Usage — Reviewed August 21, 2019
Other Forms
- W-9 Form, Request for Employer Identification Number and Certification — Modified 4/30/14
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Balances
- End of Year Checklist for QuickBooks (DOC) — Modified November 10, 2017
- Closing the Year (PDF) — Modified October 13, 2015
- 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 (DOC) — Modified November 14, 2017
- Preparing the Extension Council Budget Report (PDF) — Modified Mar. 5, 2014
- Annual County Budget Signature form (DOC) — Modified November 10, 2017
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) — Modified Sept. 2000
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) — Modified Dec. 4, 2013
- Order QuickBooks Checks (PDF) — Modified May 5, 2011
- Voiding Transactions (PDF) — Modified June 10, 2013
- Writing checks (PDF) — Modified Aug. 20, 2013
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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 CPDs and Councils (Doc) — Modified November 10, 2017
- End of Year Checklist for QuickBooks (DOC) — NEW November 13, 2018
- 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) — Modified Sept. 12, 2007
- Accounts Receivable and Sales Receipts (PDF) — Modified Nov. 18, 2013
- Cancel Account Receivable (PDF) — Modified Aug. 19, 2004
- Create New Deposit Reports (PDF) — Modified Dec. 9, 2013
- Direct Deposits (Bank Transfers) (PDF) — Modified Nov. 8, 2011
- Authorization for Direct Deposit - Employee Form (PDF) — Modified Oct 17, 2016
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Lists and Definition
- Class Explanation (PDF) — Modified Aug 16, 2013
- Transaction types (PDF) — Modified Aug 16, 2013
- Glossary of Terms (PDF) — Modified Feb 27, 2006
- Retention Schedule (PDF) — Modified Oct 19, 2016
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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
- 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