Accounting for NGOs Using QuickBooks

Introduction

QuickBooks is an accounting software package geared mainly toward small and medium-sized businesses that use it to manage sales and expenses, keep track of daily transactions, generate reports for planning, and more. QuickBooks Desktop Enterprise Nonprofit Accounting Software includes the features and functionality of QuickBooks and has features designed for nonprofit organizations.

This course is aimed at equipping the participants with skills to use QuickBooks Desktop Enterprise nonprofit software tools to meet the accounting needs of their non-profit/NGO organization.

Course Objectives

By the end of this training the participants will be able to:

• Set up budgets, track actual with the budgets, and report on variances
• Generate various financial reports and statements for Management, Donors & Auditors.
• Manage donors, grants, and pledges
• Manage vendors & suppliers
• Allocate expenses across multiple programs
• Post income and expenses by fund
• Manage cash advances given out
• Track details of Cash/Bank Account transactions

Course content

The Basics

• Using the nonprofit menu
• Understanding the financial statements of a nonprofit
• The Unified Chart of Accounts (UCOA)
• Nonprofit forms and letters
• Setting up accounts for different types of nonprofits
• Setting up Classes and Programs
• Entering grants

Tracking Income

• Setting up members and donors
• Recording donations
• Tracking and receiving grants
• Receiving general contributions
• Making deposits

Tracking Expenses

• Setting up vendors and employees
• Entering and paying bills
• Writing checks
• Payroll management
• Tracking volunteer time
• Classifying expenses and payroll by program
• Allocating expenses by percentage to programs

Standard Reports for Nonprofits

• Basic Profit & Loss Statement
• Profit & Loss Statement by month and by program
• Budget vs. actual reports
• Year-end financial statements for auditors, directors, and accountant

Customizing QuickBooks

• Adding, deleting, resizing, and reordering columns on reports
• Filtering and formatting reports
• Saving reports and creating memorized report groups
• Customizing forms
• Creating and using custom fields
• Exporting reports to Excel

Advanced Budgeting

• Entering and reviewing budgets
• Copying prior years’ budgets
• Modifying budgets using Excel
• Importing an Excel budget
• Tracking budgets by program
• Entering budgets by grant
• Preparing budget reports for a Board of Directors
• Generating budget vs. actual reports

Pledges

• Entering pledges
• Reports of outstanding pledges
• Sending reminder letters for overdue pledges

Membership Organizations

• Invoicing for membership organizations
• Setting up members
• Reports of dues past-due
• Sending renewals

In-Kind Contributions

• Understanding In-kind Contributions
• Accounting for In-kind Contributions

Matching Grants

• Setting up Matching Grants
• Recording donations and pledges for Matching Grants
• Reports for Matching Grants

Capital Campaigns

• Creating a capital campaign
• Setting up accounts, classes, and budgets for a capital campaign
• Entering pledges, individual contributions, and lump-sum contributions
• Recording year-end adjustments
• Reports for capital campaigns

Special Events

• Creating a special event
• Setting up accounts, items, and budgets for a special event
• Accounting for sponsorship activities
• Entering ticket sales
• Tracking in-kind contributions, lump-sum deposits, and expenses
• Reports for special events

Direct Mail Pieces (Fundraising Letters)

• Creating fundraising letters
• Creating accounts and items for letters
• Two methods for entering income from letters
• Accounting for expenses
• Reports for fundraising letters

Fiscal Sponsorships

• Creating accounts, items, and customers
• Two methods for entering income
• Accounting for payments
• Reports for fiscal sponsorships

Tracking Donors/Volunteers

• Entering information for donors and volunteers
• Sending letters to donors
• Year-end reports for donors
• Tracking time for volunteers

Tracking Funds

• Creating classes and accounts for funds
• Entering transactions
• Recording beginning fund balances
• Reviewing fund balances

Advanced Features

• Using QuickBooks on a network (multi-user)
• Password protecting QuickBooks
• Updating QuickBooks
• Protecting your QuickBooks data

Payroll

• Setting up payroll
• Entering employees
• Setting up payroll items
• Tracking and invoicing time
• Processing paychecks
• Modifying paychecks
• Making tax deposits
• Preparing tax forms

Tricky Transactions

• Using online banking
• Handling bounced checks…easily
• Entering customer down payments/deposits
• Setting up automatic transactions (memorizing transactions)
• Using credit cards

Inventory

• Entering purchase orders
• Receiving Inventory
• Adjusting inventory quantities

Training Approach

This course will be delivered by our skilled trainers with vast knowledge and experience as expert professionals. The course is taught in English and through a mix of theory, practical activities, group discussion, and case studies. Course manuals and additional training materials will be provided to the participants upon completion of the training.

Tailor-Made Course

This course can also be tailor-made to meet organizational requirements. For further inquiries, don’t hesitate to get in touch with us on Email: info@advantaedgedev.com Tel: +254 713 072 883

Training Venue

The training will be held at our Advantaedge Training Centre. We also offer training for a group at requested locations all over the world. The course fee covers the course tuition, training materials, two break refreshments, and a buffet lunch.

Visa application, travel expenses, airport transfers, dinners, accommodation, insurance, and other personal expenses are catered by the participant

Certification

Participants will be issued with an Advantaedge certificate upon completion of this course.

Airport Pickup & Accommodation

Airport pickup and accommodation are arranged upon request. For booking contact our Training Coordinator through Email: info@advantaedgedev.com Tel: +254 713 072 883

Terms of Payment

Unless otherwise agreed between the two parties payment of the course fee should be done 3 working days before commencement of the training to enable us to prepare better