Bija Monetary Procedures

Log into Quickbooks Online at https://qbo.intuit.com and use username ‘frontdesk@bijakids.com’. Check with Lauren for the most up to date password.

 

Receiving  Payments

  1. Go to ClientSales Receipt
  2. Enter name of payer – will come up if used before
    1. Include email for receipt (payment will not process otherwise)
  3. Tab to Product/Service
    1. Eg. Pre-school, Pre-K
    2. Product Sold (choose category/subcategories)
      1. Sales Tax (include for physical items like dancing ribbons, but not for classes/camp)
    3. Description should include: Child’s name, Type of Service, Day/Month of Service
      1. Example: 12 week session for Kai, Art Saturdays 10am – 11:45am, Fall 2013
    4. Enter Amount being paid
    5. Choose Payment method
      1. Credit Card
        1. Click Show Card Details
          1. Swipe card via USB reader
          2. Or enter credit card info manually  (Card#, Exp Date, Name on Card, Zip)
        2. Click Send – dialogue will pop up telling you Quickbooks must save the transaction before it can be sent. Press OK.
        3. Check to make sure credit card has not declined by going to Recent and choosing the transaction again
        4. If credit card declines, a pink/purple Error Box will display at top.  Ask customer for a new credit card
      2. Check
        1. Enter Check # in reference field
        2. Leave deposit information set to ‘Chase Bija Kids LLC’
      3. Cash
  4. Print/Send (if desired) and Save

Creating Invoices

  1. Go to Client – Sales Receipt
  2. Enter name of payer – will come up if used before
    1. Include email for receipt (payment will not process otherwise)
  3. Tab to Product/Service
    1. Eg. Pre-school, Pre-K
    2. Product Sold (choose category/subcategories)
      1. Sales Tax (include for physical items like dancing ribbons, but not for classes/camp)
    3. Description should include: Child’s name, Type of Service, Day/Month of Service
      1. Example: 12 week session for Kai, Art Saturdays 10am – 11:45am, Fall 2013
    4. Enter Amount to be billed
    5. If entering Invoice to used as Dependent Care Receipt
      1. Enter Tax ID# in Tax ID field: 27-3125059
        1. Enter 2nd description Line
          1. Enter SAME Product/Service used in 1st line
          2. Description = Payment received
          3. Amount = Negative amount billed
        2. Use Client Message field to enter any additional data that customer needs to have appear on the invoice. You can also add additional text on the description lines
  4. Print/Send (if desired) and Save

Entering Payments Against Invoices

  1. Go to ClientReceive Payments
  2. Enter Client Name – Should come up automatically
  3. Enter Date payment is received
  4. Enter Amount being paid
  5. Choose Payment Method
    1. Refer to receiving payments for more info on processing a payment
  6. Invoice(s) should appear at the bottom.  Choose the invoice you want to apply the payment to
  7. Save

Making Refunds

  1. Press Plus Sign on front page, select Refund Receipt
  2. Select Client
  3. Enter amount to refund (include any line details to explain what the refund is for)
  4. Choose same payment method previously used (credit card, etc)
  5. Press Save and Send

End of Day/Shift

  1. Go to Reports – Memorized Reports: Run Sales by Payment Method
  2. Total Cash Received and make sure it matches Cash total on report
  3. Total Checks Received and make sure it matches Checks total on report
  4. Make deposit slip and endorse checks
  5. Place deposit in envelope in safe
  6. Leave Sales Report for Bookkeeper

Finding Things in QuickBooks

  1. Go to Clients
  2. Choose or Search part of client name
  3. Show All Transactions
  4. Click on Transaction you want to look at