Accounting for Non Profit Organisations

Filed Under (Uncategorized) by moirapottow on 21-01-2017

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Non Profit Organisations  have huge reporting challenges to keep donors and board of trustees informed. Most accounting personnel in these organisations spend many hours manually drawing up reports to satisfy the various stake holders reporting requirements. After consultation with many clients and with these challenges in mind, I have developed a specialized setup in QuickBooks that will provide diverse reporting  business management tools. By capturing the accounting data once, this data can be reviewed from many angles.

Some of the in depth reports that QuickBooks can provide include:

  • Budget Reports by Donor/Funder
  • Budget vs Actual  by Donor/Funder
  • Budget Reports by Project
  • Budget vs Actual by Project
  • Profit & Loss by Project
  • Profit & Loss by Donor/Funder
  • Profit & Loss by Donor/Funder by Project
  • Profit & Loss by Donor/Funder by month
  • Donor reports over financial years  that differ from the NPO’s financial year
  • Donor Control Accounts to track balance of Donor funds remaining
  • Expenditure transaction detail by Funder
  • Expenditure transaction detail by project


The specialised  setup of the company data file is crucial for the success of this amazing business management tool.

For further information contact: Moira Pottow  Cell: 0723695903 or

eZ Bank Account Import Add On

Filed Under (eZ bank Account Import, QuickBooks) by moirapottow on 05-01-2017

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You’re just a click away from downloading your bank statements directly into QuickBooks

eZ is more than just a file converter, it’s an integrated application for QuickBooks that supports most South African online banking formats.
It’s advantages are huge. Traditionally, bank statements had to be manually entered into QuickBooks.

This Add-on:

  •  Saves time
  • Eliminates data entry error
  • Speeds up reconciliation and reporting of financial statements
  • Controls how and what is imported into your QuickBooks bank register

It takes just 3 simple steps for the eZ Account Import to transfer your banking transactions to your QuickBooks bank register:

  • Step 1: Download your statement from your online banking account
  • Step 2: Review and approve your transactions
  • Step 3: Import into QuickBooks register

QuickBooks Enterprise Solutions

Filed Under (QuickBooks) by moirapottow on 28-11-2012

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We’re proud to introduce an even more powerful version of QuickBooks accounting software – QuickBooks Enterprise Solutions. It has been specifically designed for growing and established companies to manage their increasingly complex business finances.

QuickBooks has historically focused on serving the needs of small and medium sized businesses in South Africa. This is the first time the company has introduced an offering into the top end of the market. It is an all-in-one software programme with a full suite of features. There are no hidden surprises and of course it comes with QuickBooks legendary, easy-to-use interface that has made QuickBooks the choice of more than 4.5 million businesses globally.

This is what Kenneth Garnett, founder of Gee & Gee Supplies, has to say about QuickBooks Enterprise Solutions: “We run our engineering supplies business on QuickBooks and think it is fantastic software, but we had reached the limit to track all of our product items. By upgrading to QuickBooks Enterprise Solutions we can now store details of up to one million items, so there is plenty of room to grow. It also has a powerful search facility that makes it easy to quickly find and select items. This upgrade has been hugely advantageous for us.”

QuickBooks Enterprise Solutions offers the following benefits:

  • In Enterprise track up to a million customers, suppliers and items.  
    With room for up to a million names and items, growing and large companies don’t have to worry about running out of space for their records.
  •  Multi-user access for improved productivity.
    Up to 30 people can work on the same company file at the same time – ideal for busy finance or sales teams.
  • Advanced user permission controls.  
    Businesses can have finer control over which areas and functions their users can access, protecting sensitive data or important business information.  Users can even be allowed or denied access to a particular bank account.
  • Advanced data sharing and analysis allows for better decision making.
    The software allows users to generate automated and customisable reports and analyze and share data by exporting reports to Microsoft Excel, Crystal Reports, Microsoft Access and other ODBC compliant applications.
  • Work with many company files.  
    Users can open and manage any number of company files, at no extra cost.
  • Multi-company consolidation.
    Users can generate multi-company reports for over-arching visibility across multiple companies, or a business split into different divisions.
  • Stock Centre  Run detailed stock reports, for example: stocktake worksheet, stock valuation summary by site etc.  
    Adjust stock from one location and add/view stock images for all stock parts.
  • Advance Stock Control  Track stock in multiple sites.
    Serial/batch number tracking on sales, purchases or transfers.  Setup bar codes (Does not come with bar code printer, scanner or label printer).

Reward your business with QuickBooks 2013

Filed Under (QuickBooks) by moirapottow on 28-11-2012

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Have just received notification of this great special now. If you would like to take advantage of these great prices, please can you  let me know asap as the offer expires on Friday 30th November.

QuickBooks for Farmers in Kwazulu Natal

Filed Under (Bookkeeping, QuickBooks) by moirapottow on 29-09-2011

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QuickBooks for Farmers in Kwazulu Natal is a step-by-step, 1 day workshop covering farm accounting topics. Its aimed at anyone working with the QuickBooks software in agriculture: farmers, accountants, tax practitioners, extension officers, and teachers and students of agriculture.
The first half of the workshop is devoted to the basics of setting up QuickBooks for a farm business. This includes ideas and approaches for setting up a farm business Chart of Accounts, ways to set up Classes to allow enterprise accounting, discussions highlighting QuickBooks features most farm businesses should use. And last but not least, a bunch of things most farmers should start and stop doing to save a bucket load of cash.
The second half of the workshop provides detailed, step-by-step guidelines for farm business transactions. Topics include everything from basic income and expense entries, to details on handling of more unusual farm business transactions like how to deduct commissions and hauling from a milk check or livestock sale receipts, how to handle grain and livestock inventories in the QuickBooks inventory system, how to get reports quantities with statistics like average price received per ton, and more.
Here are just a few of the topics covered in The QuickBooks for Farmers in Kwazulu Natal 1 day workshop:
  • Cash vs Accrual Accounting
  • Recording cash income
  • Deducting expenses (hauling, commissions, etc.) from a deposit
  • Withholding cash from a deposit
  • Recording milk checks, capital retains, and revolvements
  • Accounting for resale livestock.
  • Tracking quantities of things you sell.
  • Handling grain inventories
  • Recording cash discounts
  • Handling credits on account at the farm supply dealer
  • Recording refunds of expenses.
  • The best way to enter farm & personal cash spending & income.
  • Tracking quantities of things you buy.
  • Vat Returns
  • Recording Diesel Rebates from SARS
  • Setting Up Budgets and associated reporting
  • Tracking family living expenses using equity accounts
  • Farm asset and liability basics.
  • Tracking depreciable asset purchases and sales
  • Setting up accounts for loans and notes.
  • Recording loan payments
  • Borrowing/paying on a line of credit.
  • Backing up and storing your QuickBooks records.
  • Overview of Quickbooks 2010 features
QuickBooks for Farmers in Kwazulu Natal is a 1 day Workshop for beginning to intermediate users of QuickBooks, with a few topics for advanced users.

QuickBooks, Vista and Windows 7

Filed Under (QuickBooks) by moirapottow on 03-04-2010

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PLEASE NOTE: All Versions of QuickBooks  2006  and prior are not compatible with Microsoft Vista and Microsoft Windows 7. Many forums say that it can be done, but my experience is that a lot of problems arise down the line (especially when you get windows updates). To avoid any frustration, if you would like to  upgrade your computer and operating system, I suggest your upgrade Quickbooks as well to versions 2008 or 2010 (which will be launched in the next few months). Please contact me on

Your QuickBooks Data File is slowing Down!

Filed Under (QuickBooks) by moirapottow on 03-04-2010

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I have a lot of clients who get frustrated at Quickbooks is slowing down. This happens for a number of reasons:

1. Your Computers resources do not comply with the minimum requirements for you Quickbooks data to run efficiently.For the best performance, each computer on your network should not only meet the QuickBooks minimum hardware requirements, they should exceed the minimum hardware requirements. It is best to purchase at or near to the top of the market when purchasing new workstations and then to replace or upgrade workstations every three years.

2. In QuickBooks 2006 and prior Versions, the optimal Data file size is 50Mb and QuickBooks 2008 the optimal data file size is 400Mb. If you Data file exceeds this, Report building will start slowing down. To check you data file size, open your Quickbooks Data file and press Ctrl 1 . If this is the case the following measures may need to be taken:

a. Get your QuickBooks Support Consultant to set up a new Data File for you. Your Financial Year-end is a great time to do this

b. Go to File, Utilities, Verify Data ( This checks the integrity of your datafile) and then go to File, Utilities, Rebuild Data (this process tidies up your Datafile) These processes can be done on a monthly basis

c. Set QuickBooks So the Home Page Does Not Show When You Open the File. To change the default setting for each user, you must log into QuickBooks using each user’s name and password, access the User Desktop View preferences and uncheck the box that reads, Show Home page when opening a company file. Running the Home page uses system resources each and every time a user either opens and closes the program or user switches from one data file to another. The more access the user has to financial information, the more resources QuickBooks uses to display the Home Page.

d. Set User Preferences to Clear All Open Windows Each Time You Exit QuickBooks. To change the default setting for each user, you must log into QuickBooks using each user’s name and password, access the User Desktop View Preferences, and select the radio button that reads, Don’t save the desktop. If you save the desktop, QuickBooks will reopen every window you used in your previous session, including reports that require a tremendous amount of QuickBooks resources to generate.

e.Set Reporting Preferences So You See the Modify Report Window before QuickBooks Displays the Report. Edit the Reports & Graphs User Preferences to check the box that reads, Prompt me to modify report options before opening a report. With this box checked you will be able to narrow the date range for a report and to set other filters to limit the amount of data QuickBooks searches when you create the report. You will you get the specific report information you need faster because you don’t have to wait for QuickBooks to run the report once, edit the settings and then run the report again. You will also free up system wide resources that other users on the network can use. This suggestion is most effective for data files that are 100MB or larger, though you will still see some benefit for smaller files.

Receiving a Customer Payment for Multiple Jobs

Filed Under (FAQ, QuickBooks) by moirapottow on 03-04-2010

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A client wrote to say that he tracks jobs, and sends invoices to customers on a job-by-job basis. Some of his customers send a single cheque to cover multiple invoices connected to different jobs (and sometimes the cheque is a partial payment on each job). He said he was selecting a job in the Receive Payments transaction window, applying the appropriate amount to the Payment Amount field, and then moving to the next job. He used the same cheque number for each payment. This turned out to be a problem when a customer called to ask him a question about total payments, including questions about a particular check. You can easily apply a payment against multiple jobs. Just select the Customer Name in the Receive Payments window, instead of selecting a job.  QuickBooks displays all the open invoices for all of that customer’s jobs in the transaction window and you can apply payments, and partial payments to each job.

Multiple Payment Methods for a Single Invoice

Filed Under (FAQ, QuickBooks) by moirapottow on 03-04-2010

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A client wants to know how to enter a customer payment when the customer pays part of the amount due in cash or by cheque, and the rest with a credit card. The credit card payment won’t be part of the deposit she makes (she has to wait until the money is transferred to the bank by the merchant card bank), so she needs separate deposit amounts to make bank reconciliation work properly.
Make sure your receipts are being posted to the Undeposited Funds account. Go to Receive Payments and enter the customer. The balance appears, along with a list of open invoices. Fill in the amount and type of the credit card payment, and apply it to the appropriate invoice. Click Save & New and in the new payment window, select the same customer. Fill in the amount and type of the next payment type (cheque or cash) and apply it to the same invoice (which has its balance reduced by the previous payment you’d applied).
Open the Make Deposits window and deposit the cheque or cash. You can deposit the credit card payment in a separate Make Deposits window when the funds have been transferred to your bank.

Moving an Applied Credit to a Different Invoice

Filed Under (FAQ, QuickBooks) by moirapottow on 03-04-2010

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A client requested help with the following problem: “I applied a credit to a customer’s invoice, and it should have been applied to a different invoice. I can’t find a way to un-apply or move the credit amount”. You can change the invoice to which a credit was applied. This task requires several steps, but if you follow the instructions a step at a time, it’s not as complicated as it seems.
1. Open the invoice to which you applied the credit.
2. Click the History button at the top of the transaction window to display the list of all transactions linked to this invoice.
3. Click the listing for the credit you want to change, and click Go To, to open the original credit transaction.
4. Change the customer name to another customer. It doesn’t matter which customer you choose because you’re going to change it back (I create a customer named @Test to use for occasions like this and for other “tests” I want to run and it will default to the top of your customer list).
5. Click Yes in any warning dialogs QuickBooks displays about the results of making this change. Now you’ve destroyed the link between the credit and the invoice to which it was originally applied. (QuickBooks returns you to the original invoice window, where the credit no longer appears in the History dialog.)
6. Open the credit transaction you just moved to another customer (@Test). (You can select the credit from the other customer’s history by selecting the customer and pressing Ctrl-Q.
7. In the Create Credit Memos transaction window, change the customer name back to the original customer name.
8. When you save the transaction, QuickBooks offers the original choices for applying this credit. Choose to apply the credit to an existing invoice, and be sure to select the right invoice.