In this episode of QuickBooks Mastery for Small Business Success, father-daughter team Erica Northrup and Lee Davis begin Part 1 of a two-part series on how everyday activity inside QuickBooks turns into the financial reports business owners rely on.
Your Profit & Loss, Balance Sheet, Accounts Receivable, Accounts Payable, and other QuickBooks reports do not appear out of nowhere. They are built from the transactions entered every day: invoices, bills, checks, expenses, sales receipts, payments, deposits, payroll, and journal entries.
In Part 1, Erica and Lee focus on the transaction level: what QuickBooks needs to know, why the form you choose matters, and how choosing the wrong form can create duplicate income, duplicate expenses, unpaid invoices, unpaid bills, and reports that do not reflect what really happened in the business.
This episode is especially helpful for small business owners who look at their Profit & Loss or Balance Sheet and wonder, “Can I actually trust these numbers?” As Lee explains, QuickBooks is only reporting back what it has been told. If the information going in is wrong, the report coming out will be wrong.
Next week, in Part 2, Erica and Lee will continue the conversation by looking at how the categories and accounts you choose affect what shows up on your Profit & Loss and Balance Sheet — and why this is where a lot of QuickBooks messes really begin.
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00:55.000 - Introducing Part 1: how QuickBooks turns everyday transactions into reports
02:55.000 - Why accurate transactions lead to accurate reports
07:24.000 - What QuickBooks needs to know when you enter a transaction
14:15.000 - The main QuickBooks forms business owners need to understand
25:32.000 - How choosing the wrong form creates duplicate income and expenses
29:55.000 - Why reports are built from the transactions behind them
30:45.000 - What’s coming in Part 2: categories, accounts, the Profit & Loss, and the Balance Sheet
If you enjoyed this episode, hit subscribe so you do not miss Part 2 of this conversation.
And if you are listening and thinking, “I’m not sure if my QuickBooks file is actually set up in a way I can trust,” we created a free resource for you.
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Have a QuickBooks question? Send it to [email protected]. Your question may be featured in a future episode.
Welcome to QuickBooks mastery for small Business Success.
Speaker A:I'm Erica Northrup.
Speaker B:And I'm Lee Davis.
Speaker A:I handle the tech and he handles the numbers.
Speaker A:And together as a father daughter team, we bring decades of experience helping small to medium sized businesses thrive.
Speaker B:We know that as a business owner, your time is best spent mastering your craft and growing your business, not getting lost in QuickBooks.
Speaker B:Managing finances can be confusing and you don't have hours to waste sorting through spreadsheets or fixing bookkeeping mistakes.
Speaker B:That's where we come in, helping you streamline QuickBooks so you can focus on building your business.
Speaker A:Each week we break it all down into simple, actionable steps so you can focus on growing your business, not fixing your books.
Speaker B:Let's embark on this journey together.
Speaker A:Welcome back to QuickBooks mastery for small Business Success.
Speaker A:I'm Erica Northrup and I'm here with my papa, Lee Davis.
Speaker A:And this is episode 27, how QuickBooks turns everyday transactions into Financial Reports the Bridge between Daily Activity and Final Reports Today we're connecting the dots between your everyday activity and your financial reports.
Speaker A:Because your profit and loss balance sheet and other reports do not just appear out of nowhere.
Speaker A:They are built from the bills, checks, expenses, invoices, payments and deposits you enter every day.
Speaker A:So if something is entered wrong at the transaction level, it eventually shows up wrong on the reports.
Speaker A:And, and that's why this episode matters.
Speaker A:Once you understand how daily activity flows into your reports, QuickBooks starts to make a lot more sense.
Speaker A:Papa, can you start by explaining why reports are really only as reliable as the transactions behind them?
Speaker B:We talked a lot about the foundation of QuickBooks and that of course, is the Chart of Accounts.
Speaker B:But it's the same analogy for the financial reports.
Speaker B:It's what gets entered through the forms and how you choose to enter them, and that you have the appropriate dates and that you've gotten the information into QuickBooks in a way that's orderly and that's timely so that you can get a report that you need either by the 10th of the month of the following month, or if you're looking at something for the end of the year that you're doing the reporting for your CPA or your financial person foundationally.
Speaker B:If you've done your work and you haven't taken any short shortcuts, then you're ready to go in and run your financial reports, your profit and loss and your balance sheet, and perhaps a few other reports that might be useful for you.
Speaker A:It does feel like if transactions are accurate, the reports have a much better chance of being Accurate, would you say that is pretty spot on, Papa?
Speaker B:Yeah, I'd say one of the things I always look at when people or when I'm working a client that we have end of the month work to do, what is the status of their bank feed, how much is in there and have I followed the normal principles of the posting in the bank feed?
Speaker B:Did I match it?
Speaker B:Do I need to make a few journal entries?
Speaker B:There are some questions that I ask myself and say, self, have you done this?
Speaker A:Yeah, absolutely.
Speaker B:Have you entered the payrolls that need to be entered so that they match and if something doesn't match?
Speaker B:Oh, I need to figure out what's wrong wrong with it.
Speaker B:It's a data entry issue usually.
Speaker B:So.
Speaker B:So yes, and I think we've gone over this in a few other episodes that if you have some transactional work that you either do weekly or monthly, that you have some processes that you've worked through and it could be a number of issues that it could be perhaps how do you handle the normal invoicing for your clients?
Speaker B:Is it weekly or is it twice a week?
Speaker B:Or how are you INP the bills?
Speaker A:Yes.
Speaker B:So questions like that, Erica, if they're answered in a, in a check mode, check it off.
Speaker A:Yeah.
Speaker B:And you're prepared and your numbers are going to reflect a really good position.
Speaker A:Yes, yeah, absolutely.
Speaker A:It is about a system.
Speaker A:I think when you're good at anything, you do have a system that you follow check boxes that you're going to check off as you're doing things to make sure that you don't miss a single thing.
Speaker A:So that is, that's a massive call out, Papa.
Speaker A:That is so good.
Speaker A:It does feel like QuickBooks is only reporting back what it has been told.
Speaker A:If the information going in is wrong, the report coming out will be wrong.
Speaker A:Does that resonate with you, Papa?
Speaker B:Yeah, yeah, I can tell you that yesterday.
Speaker B:And I tried to bring some practical examples of what I consider to be difficult issues that my clients might face.
Speaker B:And there's several of my clients use QuickBooks payments.
Speaker B:And I got a SOS emergency call from one of our training clients, a very good client, and he said, lee, there's something wrong with QuickBooks payments.
Speaker B:I don't know what it is.
Speaker B:He said, I need to know what's in my bank fees and what's happening.
Speaker B:I reconciled or I went through and I matched some of the transactions.
Speaker B:But really, Lee, there's something wrong and sometimes if that particular client didn't have me to call, he wouldn't know what to do.
Speaker B:And so we built that kind of relationship with clients.
Speaker B:But the reason I bring it up is because if he didn't do anything, his reports wouldn't be right.
Speaker B:He couldn't reconcile, and he'd be stranded on an island somewhere, because frankly.
Speaker A:On a desert island.
Speaker B:Some island.
Speaker B:Yeah.
Speaker B:And he's an environmental guy, so he's a longtime guy, does surveying and all kinds of things, but he doesn't have a bookkeeper.
Speaker B:And we function in ways that helps him keep up.
Speaker B:Quarterly, monthly, and so forth.
Speaker B:But I think the problem is when something happens at QuickBooks that's out of the ordinary, and this is.
Speaker B:Then we're here to help, and we help people stay on track.
Speaker A:Yeah, I think that's huge.
Speaker A:That is such an important way to look at it, because I think many business owners see reports as something separate.
Speaker A:They do the daily quickbook tasks, and then later they run reports.
Speaker A:But what you're saying is that those reports are being built the whole time.
Speaker A:So if I can just summarize everything we just talked about, everything that you do in QuickBooks Matters.
Speaker B:If you have a daily problem, if the problem pops up in QuickBooks, it won't go away.
Speaker B:All right.
Speaker B:If you can try all you want, you go back to it, and it's still there.
Speaker B:It's like doing something you don't want to do.
Speaker B:Okay.
Speaker B:Put it off.
Speaker B:Eventually, you've got a month's worth of putting off and more work to do.
Speaker B:So I think being able to fix a problem and feeling confident, because this particular situation, he's got to work with his client, and it can be sticky.
Speaker B:And so it really has to have an explanation.
Speaker B:And.
Speaker B:But it comes back to what's in the data.
Speaker B:Okay.
Speaker B:Basically, let's get back to the very basics that will have to be done to close the month.
Speaker B:This transaction will have to be dealt with.
Speaker A:That is so good.
Speaker A:So when someone enters a transaction, what does Quick need to know in order to put that information in the right place?
Speaker A:Papa.
Speaker B:What QuickBooks first needs to know is that you've selected the right form.
Speaker B:Okay.
Speaker B:And that your chart of accounts is built in a way that will make it easy to use this form.
Speaker B:When I say easy, that the chart of accounts is, as we've talked, is foundational.
Speaker A:Yeah.
Speaker B:So.
Speaker B:So when you are using forms, they're building on the chart of accounts.
Speaker B:They are putting information in the transactional information into that account, and it goes in multiple places.
Speaker B:Right.
Speaker B:It will go into the chart of accounts, but it will also, if it's an account receivable, if it's an invoice, it's going to find its way into the customer file.
Speaker B:And if it's a bill, it's going to find its way into the vendor file.
Speaker B:That's why I think we've spent a lot of time trying to get the terminology correct.
Speaker A:Yes.
Speaker A:This is where it all fits together.
Speaker B:The forms, as we've said, are critical to know that if the forms are entered correctly and entered with the right information, the right dates and so forth on the checks, or an expense, or it all becomes a building block in the forms in knowing which particular form to use and when you might have a need for a general journal entry.
Speaker B:And so how did it all affect the transactional bank fee?
Speaker B:And I think those are questions that as you move along and you think about them and you're just becomes a habit that you learn and know.
Speaker B:Yes, you may make some mistakes.
Speaker B:Right.
Speaker B:But nothing in QuickBooks is not permanent.
Speaker B:It can be fixed.
Speaker A:It's everything is reversible.
Speaker B:So you don't think that mess it up.
Speaker A:Don't be afraid.
Speaker B:Take some things that you've learned.
Speaker A:Yeah.
Speaker B:And apply it.
Speaker A:Yeah.
Speaker A:When I worked at Apple, that was one thing I would say to my clients is you can't break it if you slammed it on the floor.
Speaker A:There's a story there.
Speaker A:But anyways.
Speaker A:But as far as clicking around and just trying different things, there's nothing that you can't do that's not reversible.
Speaker A:So I think that's a really good call out.
Speaker A:It does feel like QuickBooks has maybe about six things that it needs to know.
Speaker A:Puppet.
Speaker A:One of the first things I feel like QuickBooks is asking for is who the transaction is connected to.
Speaker A:What are some of those examples?
Speaker B:I think when it starts, I often tell people, where do you start?
Speaker B:You start with customers.
Speaker B:You start with understanding how you make money and you go through.
Speaker B:And of course this is understanding that you've set up your chart of account.
Speaker B:But when you set up your customer file, pay attention to it because there's a correct way to go through your customer file and to make sure you have the right email address because much of the information is going to pull from that customer file.
Speaker B:So if you have your customer file set up correctly with the right address, the right phone number, the email address, very critical.
Speaker B:And just understanding who the contact person is at the customer level because different information is used by different people.
Speaker B:So having a complete customer file is certainly extremely helpful.
Speaker B:And then I think the next file that you want to pay attention to is your vendor File because it's like the customer file.
Speaker B:The vendor file is important.
Speaker B:When you think about a massive file cabinet that has all your folders in it.
Speaker B:Okay.
Speaker B:That's like the customer and the vendor file.
Speaker B:Okay.
Speaker B:You've set up correctly the vendor file.
Speaker B: u're going to have to issue a: Speaker B: you're going to issue them a: Speaker B:And I have many clients who I will go ahead and I see they have a new vendor and I will shoot back at them and say, you need a complete vendor file, including a W9 that can be scanned because it's all time saving.
Speaker B:Eric.
Speaker B:Many times people think, we'll do that later at the end.
Speaker B:Later never comes.
Speaker B:Do it in the moment until we get to the year end.
Speaker B: 're on a crunch to get out of: Speaker A:Yeah.
Speaker B:And so the vendor file is really important.
Speaker B:And then also, if you're using QuickBooks for your payroll, there's a really important employee set up.
Speaker B:There are some absolute requirements that you're going to have to produce a i9 if you get an audit for immigration.
Speaker B:All right.
Speaker B:Believe me, I haven't seen any audits for immigration, but they threaten all the time.
Speaker B:So you need an i9 and you need a W4, and you need some basic forms for human resources that you have in the file.
Speaker B:Meaning some states are extremely critical and do audits around employee files.
Speaker B:So don't think that your employee file can be one application, and that's about it.
Speaker B:Because you need all of the paperwork.
Speaker B:And if you have an incorrect Social Security number, that has ramifications.
Speaker A:Huge.
Speaker B:And you didn't verify it.
Speaker B:All right.
Speaker B:That you didn't get the document, you didn't see the Social Security card.
Speaker B:It Information in the employee file, that's really critical.
Speaker A:Yeah.
Speaker B:All right.
Speaker B:And I think we might do a whole episode on where things can go in QuickBooks that can help you.
Speaker B:You can scan documents.
Speaker A:Yeah.
Speaker B:And then I think what you got to understand is if the owner is.
Speaker B:Whoever the owner is that they will do, and they run certain information through the business.
Speaker B:Business.
Speaker B:So if you understand how the owner works and you can explain how QuickBooks works for the owner, it becomes a little bit easier to say you need these receipts and you should scan them because they're helpful.
Speaker B:Or if you're going to write a check.
Speaker B:Could you make sure you get a bill?
Speaker B:Lots of times we work with small companies, the owners wear a lot of different hats.
Speaker A:Yeah, Yep.
Speaker B:But if you're constantly chasing the owner for information, it gets real tired.
Speaker B:Real.
Speaker A:Right, right.
Speaker A:Absolutely.
Speaker A:Okay.
Speaker A:So it feels like one of the next things that QuickBooks needs to know and the questions that you're going to ask is, what type of transaction is it?
Speaker A:I know we've gone over a lot of these transactions, but let's pull it all together in one spot for people.
Speaker B:Yeah.
Speaker B:I think it starts again with the invoice.
Speaker A:Yep.
Speaker B:I think you can always start with how you make money and understanding how the invoicing can work to your benefit.
Speaker B:And how that invoice gets created may actually originate from an estimate.
Speaker A:Yep.
Speaker B:You might have started with the estimate.
Speaker B:And in service companies, sometimes they have apps that create the estimate right there.
Speaker B:And QuickBooks can.
Speaker B:From that estimate, they can create the invoice, and that invoice can get emailed and paid based on QuickBooks payments.
Speaker B:So I think the invoice is at the heart of things.
Speaker B:So you've got your invoicing out, then you.
Speaker B:Sometimes for service companies who don't necessarily use as much, who don't work considerably around invoices, they use the sales receipt.
Speaker B:And the sales receipt becomes critical because that will feed into the deposit form.
Speaker B:The nice thing about QuickBooks is you can use invoices and sales receipts and you control by which account, which checking account that sales receipt or that invoice is going to wind up in.
Speaker B:And then, of course, I think it's important for checks.
Speaker B:We've talked about what is a check.
Speaker B:So we're not going to sort of go over that again.
Speaker B:But some clients, they'll run checks weekly based on the fact that they put their bills in and they still want to pay people by check.
Speaker B:And it's important when you consider the processes for printing checks in QuickBooks books, if their checks are loaded correctly in the printer, then they pick up the correct number sequence on the checks and that becomes very important in the bank reconciliation.
Speaker B:So again, building blocks on forms.
Speaker B:And of course, sometimes clients will be confused to say this isn't really a check, ach or it's an EFT.
Speaker B:But from QuickBooks perspective, it's a check.
Speaker B:And you can name it.
Speaker B:You use the check form, you can make sure it doesn't print.
Speaker B:And so really the check form is foundational in QuickBooks.
Speaker B:And then the expense form, I think we've talked about the importance of expense forms for credit cards.
Speaker B:Yeah, I think we've talked about the expense form and the nature for credit cards.
Speaker B:It's a very important form because the expense form will feed off the bank feed in the transactional feed or it will work off of data entry in when you are entering your credit card receipts or expenses.
Speaker B:And understanding the difference between a check and an expense is something that you should just make sure you have a clear.
Speaker B:Because it's a little bit murky.
Speaker A:It is, absolutely.
Speaker B:But I think the expense form is critical again.
Speaker B:But if you look at the forms in QuickBooks, the check, the expense, they're very similar forms.
Speaker B:Okay.
Speaker B:And then you wind up looking at the deposit.
Speaker B:Now the deposit's not necessarily a form.
Speaker B:The deposit is going to work off of undeposited funds.
Speaker B:So when you have selected correctly the undeposited funds, your monies.
Speaker B:Well, think about the blue bag, if you will, of where you're taking your money to the bank.
Speaker B:It's going to equal when you click off all of your deposits they fed from undeposited funds.
Speaker B:And so your deposit will equal all of the received payments that you put in.
Speaker B:And then if you need to add to that deposit, it mirrors the bank.
Speaker B:You can add some funds for some other miscellaneous deposits and provide some information.
Speaker B:Then I think the next form that we've talked about and when you look at the payment form, receive payment, it feeds to the customer.
Speaker B:You receive a payment from your customer and use the payment form.
Speaker B:You don't use the deposit.
Speaker B:Jump right to the deposit because as we've said, that's a duplicate that becomes a duplicate entries in the quick.
Speaker B:So really getting clear on the process for payment is really helpful because again it feeds into the deposit.
Speaker B:Journal entries are another bit of a different animal.
Speaker B:But journal entries are necessary for certain types of accounting transactions like fixed assets.
Speaker B:If you purchase a truck, it's helpful to make a journal entry because you have creating if you borrow money, you need to set up the liability.
Speaker A:Yep.
Speaker B:And sometimes I know I like it and I provide it for our clients that they like a scanned document for the original source document on the loan because it gets used for a number of things down the road.
Speaker B:So a journal entry is really critical.
Speaker B:Sometimes they're used for year end adjustments that your accountants will send and they'll lay out the journal entries for you and your job is just to enter them and then make sure they were entered correctly into the various accounts.
Speaker B:I think the last one is clearly payroll.
Speaker B:Yeah, QuickBooks, you can use payroll A lot of my clients, in some cases they like paychecks or they like ADP or they like a number of payroll companies.
Speaker B:Toast is one thing that's used a payroll company that's used in the restaurant business.
Speaker B:Huge, successfully.
Speaker B:There are a number of Payroll companies, but QuickBooks also has its own payroll that integrates nicely into QuickBooks.
Speaker B:So payroll is something I encourage people based on what they need because sometimes it becomes an HR kind of questions and issues around payroll and tip all of that for the restaurant business.
Speaker B:So it's useful when you think about payroll.
Speaker A:Love that.
Speaker A:Okay, so then moving right along, it feels like one of the next questions you need to ask yourself is what account or category it belongs to.
Speaker B:Yeah, I think that's important because while you can use the right form, if you don't have it categorized correctly, then you're going to have mistakes in your data.
Speaker B:So it's important to know whether it's an income.
Speaker B:Are you receiving money, are you paying out money?
Speaker B:Money in, money out.
Speaker B:And you want to make sure that you understand in your chart of accounts how you are setting up your income accounts.
Speaker B:You might want one master income with maybe two or three other sub income accounts if you'd like to track some basic income that you're going to input into quickbook.
Speaker B:But keep it very simple because whatever you're going to track, it requires an additional keystroke.
Speaker B:So just know that you want to make it efficient as possible in entering your income.
Speaker B:And then of course, if you have cost of goods sold, you want to make sure that you know which accounts belong to cost of goods sold.
Speaker B:Because when you get to gross profit, you want to make sure that you don't have too much in cost of goods sold that really it doesn't go in to producing the income and then you have your expenses.
Speaker B:And I think we've gone over before to say the IRS has really a excellent tool for looking at the what expenses should be reported in what category.
Speaker B:So use that schedule C to help set up your expenses.
Speaker B:And then understand that there are certain transactional work that fall in to assets, liabilities and of course equity.
Speaker B:So knowing that assets are something that you own O W N and liabilities are something that you owe O u.
Speaker A:E that one letter changes everything.
Speaker B:That's right.
Speaker B:And equity is the investment in the business.
Speaker B:So QuickBooks will draw some calculations automatically for you on your net profit and that flows into your equity.
Speaker B:I don't tell my clients to become oh, accountants extraordinaire.
Speaker B:But just understand, I think we've gone over this before in the accounting series.
Speaker B:That would help them.
Speaker A:Yeah, absolutely.
Speaker A:Okay, so then the next question, I guess this is just pretty straightforward, is when did the transaction happen?
Speaker A:So I think that's important to know, you know, because it goes into how you're going to be categorizing and where you're going to be putting this information.
Speaker B:That's a very good question, Erica, because once you have your bank fee turned on, those transactions will come through your bank.
Speaker B:Bank daily.
Speaker B:Okay.
Speaker B:And if you understand what those transactions mean in terms of that you have entered from the various forms, you're going to be able to either work daily or weekly to match those transactions in the bank feed.
Speaker B:So there is information that whether you work weekly, daily or monthly, I oftentimes tell people that if it's around invoicing, make sure you're invoicing at least twice a week so that you're not holding on to your money waiting for your customer to pay.
Speaker B:They get the invoice, they pay right away, and all of a sudden you've got a deposit.
Speaker B:So the transactional work of when it happens really is a function of your.
Speaker A:Processes, which is huge.
Speaker A:Okay.
Speaker A:So then the next question I think you need to ask yourself is whether money has changed hands yet.
Speaker B:Yeah, that's a good question.
Speaker A:Yeah.
Speaker A:How would that fit in there, Papa?
Speaker B:Think about your invoice.
Speaker B:If you don't get your invoice out, you can't get your client to pay.
Speaker B:So chances are you've already expensed money, you've already paid your employee.
Speaker A:Yep.
Speaker B:And at this point, if you want to get your client to pay you, you've got to get your invoice out.
Speaker A:Yeah.
Speaker B:You want the money to change hands.
Speaker A:Absolutely.
Speaker A:That's huge.
Speaker A:Okay.
Speaker A:And then the last question I think we should be asking ourselves, and what QuickBooks needs to know is whether the transaction should be matched to something already entered.
Speaker B:Yeah, I.
Speaker B:That is the best way to manage your bank fee.
Speaker A:Yep.
Speaker B:I think it gives a check and balance that I tell clients is extremely helpful.
Speaker A:Yeah, that's huge.
Speaker A:It feels like QuickBooks needs context.
Speaker A:It's not just the amount that matters.
Speaker A:It is what the transaction represents.
Speaker A:Would you agree with that, Papa?
Speaker B:Oh, absolutely.
Speaker B:That again, if you understand what is being done at the transactional level, then you're able to enter it through the correct form.
Speaker A:Yeah, that's huge.
Speaker A:That makes so much sense because it's not just about getting something into QuickBooks, it's about telling QuickBooks what actually happened in the business.
Speaker A:And that is Absolutely huge.
Speaker A:And that leads into something we've talked about before.
Speaker A:The form you choose.
Speaker A:How does choosing the wrong form affect the reports?
Speaker B:Papa, I can tell you that if you don't choose the receive payment form, and that's a really good example, if you jump right to the deposit, then you have missed a crucial step because the receive payment form will integrate correctly with accounts receivable and that will go to your customer file.
Speaker B:The deposit form will not.
Speaker B:And people don't understand why that is.
Speaker B:Well, that is the way QuickBooks is designed.
Speaker B:You must use the correct form.
Speaker B:And another example that we've talked about is if you've entered a bill, you must pay a bill and you can't write a check, otherwise you create a duplicate.
Speaker B:So you've got the bill still waiting for you to pay it, but you've already written the check.
Speaker B:So QuickBooks doesn't understand that.
Speaker B:All right?
Speaker B:So you have to take the correct steps.
Speaker B:The processes in QuickBooks, and really they also help you stay organized in the reporting processes, if you will.
Speaker A:Yeah.
Speaker A:So good.
Speaker A:So let's dive a little deeper into why it matters.
Speaker A:Why does it matter, Peppa?
Speaker B:I guess it matters when you think about using accounting software that you need to understand the rules, because if you keep trying to put a square peg in a round hole, you're going to get an error every time.
Speaker B:So while QuickBooks may be more than willing to let you do that act, it's not going to stop you.
Speaker B:In some cases, you're just not going to get the desired result.
Speaker B:Oftentimes, what happens, like we've talked about, if you don't use receive payment and you jump right to the deposit form, you've got duplicate income on the accrual basis and your accounts receivable will not be reflected correctly.
Speaker B:And the same way, if you go ahead and don't pay a bill, you've got duplicate expenses on the accrual basis.
Speaker B:And because you should be running most all your reports on the accrual basis anyway, it's really critical that you understand what creates duplicate income and duplicate expenses.
Speaker A:Yes, absolutely.
Speaker B:When you look at the, if you're trying to figure out what's wrong, how much do my customers owe me?
Speaker B:You need to be able to know, point to your accounts receivable and know that it's accurate.
Speaker A:Absolutely.
Speaker B:And that becomes critical.
Speaker B:And also you're payable that, that you can know if you're going to, if you're going to pay a bill, that maybe you're only going to pay half of the bill.
Speaker A:Yeah.
Speaker B:And you can't pay half of the bill and write a check for half of the bill because that will not work.
Speaker B:It will not reflect correctly in the vendor file.
Speaker A:I love that.
Speaker A:So if I'm hearing everything we've been talking about, it feels like the form is how QuickBooks understands the transaction.
Speaker A:If you use the wrong form, QuickBooks may put the information in the wrong place.
Speaker A:So it's important for clients.
Speaker A:Clients I'm sure will often use the bank feed and record transactions and feel good that they are up to date and not understand that what QuickBooks not understand, what QuickBooks recommends is not correct.
Speaker A:And there starts the QuickBooks mess.
Speaker B:That's correct.
Speaker B:I'm going to work with a client today who's got a payroll issue that's integrated and he doesn't understand what's wrong and it has something to do with how he enters his bank feedback feed.
Speaker A:Yeah.
Speaker B:So I believe sometimes you got to show people by example to say, do not enter this in the bank feed.
Speaker B:Do not enter this.
Speaker B:This is payroll transaction and it's already been recorded.
Speaker B:So if that happens, just know that there's going to be a duplicate transaction in your account.
Speaker B:In your checking account.
Speaker A:Yeah, absolutely.
Speaker A:That's where I think QuickBooks gets confusing for business owners because sometimes they feel like the amount is in there, so it must be fin.
Speaker A:But the amount being in QuickBooks is not enough.
Speaker A:It has to be entered the right way and categorized and matched correctly.
Speaker A:Would you agree, Pup?
Speaker B:Oh, absolutely.
Speaker B:I've cleaned up more messes.
Speaker B:The people have put all their payroll data, all their wages, their payroll liabilities, all as payroll expense.
Speaker B:Because QuickBooks is more than willing to help you categorize it.
Speaker B:Okay.
Speaker B:But don't plan on it being accurate.
Speaker A:Absolutely.
Speaker A:That was so good.
Speaker A:So I think we're gonna pause the conversation there for today.
Speaker A:I think this is a really good place for us to pause this convers because even just looking at this first part, you can already start to see why QuickBooks reports are not just about running the right report.
Speaker A:They are built from the everyday transactions happening inside the file.
Speaker A:The bills, the checks, the expenses, the invoices, the sales receipts, the payments, the deposits.
Speaker A:And as Papa has been explaining, the form you choose matters because it tells QuickBooks what kind of accounting event actually happened.
Speaker A:If you've ever looked at your profit and loss or your balance sheet and thought, I don't know if I can trust this, one of the first places to look is not the report itself, you guys, it's the transactions behind the report.
Speaker A:Where Were they entered correctly?
Speaker A:Were they matched correctly?
Speaker A:Were the right forms used?
Speaker A:Was QuickBooks given the right story?
Speaker A:That's what starts to determine whether your reports are giving you clarity or confusion.
Speaker A:Next week we're going to pick up this conversation back up and go one level deeper.
Speaker A:We'll talk about how the categories and accounts you choose effect what shows up on your profit and loss costs and your balance sheet and why.
Speaker A:This is where a lot of QuickBooks messes really begin.
Speaker A:So if today's episode helped you see QuickBooks a little bit differently, make sure you subscribe so you don't miss the next part of this conversation.
Speaker A:And if you're listening, thinking, I'm not sure if my QuickBooks file is actually set up in the right way I can trust we created a free resource.
Speaker A:You guys, this is so valuable.
Speaker A:You can download the QuickBooks Clarity Scorecard which will help you start identifying where your file can be strong, where it may be messy, and what you might need attention.
Speaker A:First, we'll include the link in the show notes and you can also find [email protected] thanks for listening you guys to QuickBooks Mastery for small Business Success.
Speaker A:Papa so good.
Speaker A:And I do look forward to the conclusion of this episode.
Speaker A:So this two parter that we're doing here, because I think this is valuable, this is where the rubber hits the road.
Speaker A:Would you agree?
Speaker B:Oh, I agree, Eric.
Speaker B:And it's so helpful that you ask good questions because sometimes I don't think of those questions.
Speaker B:And you're technical but yet you understand the basics of what people need to know.
Speaker B:So I'd say good job and congratulations.
Speaker A:Oh thanks Puppet.
Speaker A:This has been so much fun doing this podcast, you guys.
Speaker A:To date to the recording of this episode, we are close to 4,500 downloads nodes.
Speaker A:I could never have imagined this when we started this podcast about eight months ago.
Speaker A:Never could have envisioned that.
Speaker A:So I am just truly blown away and grateful that you guys show up every single week for what we are offering.
Speaker A:Because this is value, this is gold.
Speaker A:And if you get this, you can totally transform your business.
Speaker A:And that's what we're here for.
Speaker A:So I love that.
Speaker A:Okay you guys, thanks for listening to QuickBooks mastery for small Business Success.
Speaker A:We'll see you next week as we continue the conversation on how QuickBooks QuickBooks turns Everyday transactions into financial reports.
Speaker A:Have a great week.
Speaker A:Bye for now.
Speaker A:Thanks for tuning in to QuickBooks mastery for small Business Success.
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Speaker B:And we'd love to hear from you.
Speaker B:If you have a QuickBooks question or a business challenge, send it our [email protected] we might feature it in a future episode.
Speaker A:We're here to help you simplify QuickBooks and grow your business one step at a time.
Speaker A:See you next time.