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25: Why You Need to Accurately Reconcile Bank and Credit Card Accounts If You Want to Scale
Episode 2519th March 2024 • Know Your Worth • Sydney Conway and Kristen Fedeli
00:00:00 00:22:48

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We know — reconciling bank and credit card accounts is probably the unsexiest topic we could have an episode on. 

But, account reconciliation is crucial if you want to scale your business, and so many business owners we see are getting it wrong. Truth be told: it’s preventing them from growing. 


Accurate numbers are essential for understanding your financial picture, and reconciling your bank and credit card accounts every month helps you do just that.


Without proper reconciliation, you could be double-counting your expenses or excluding income — both of which can affect your profit margins and cause you to make decisions without the right information. 

 

Tune into this episode to discover why monthly reconciliations are a must for financial accuracy and how they impact your business beyond tax season.


We’re covering: 


03:29 — Why your QuickBooks and bank balance need to match and how it can affect you if they don't

06:47 — How to reconcile your credit cards and what to look out for when you have more than one card 

08:03 — The biggest red flags we see with clients who have tried to reconcile accounts themselves

12:08 — What larger or more complex companies need to reconcile regularly in addition to their bank and credit cards



📈 UNDERSTANDING YOUR PROFIT AND LOSS GUIDE

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❓TAX PLANNING QUESTIONS TO ASK YOUR ACCOUNTANT

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🛍 75+ TAX WRITE OFFS

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✅ BOOKKEEPING CHECKLIST

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💵 BOOKKEEPING AND FINANCIAL ANALYSIS SERVICES FOR BUSINESS OWNERS

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👋 CONNECT WITH SYDNEY & KRISTEN 

Website: https://knowyourworthpgh.com/

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YouTube: https://www.youtube.com/channel/UC3wzOVSDSC-xsmLg8JJ8MJg/

Transcripts

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you want to perform a monthly bank reconciliation to make sure that

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you're capturing all of your expenses and all of your income, but also

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that you're not double counting anything or excluding anything.

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Welcome to the Know Your Worth Show, where we teach you how to think about

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your money differently so that you can achieve your sexy money goals.

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I'm Sydnee your money Maven and owner of Know Your Worth.

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And I'm Kristen Sid's Dimepiece bestie team member and busy mama

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twins here to make sure that those of us without a financial degree can

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still level up with each episode.

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Let's get started on reaching your next goal.

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Hello.

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Welcome to the Know Your Worth podcast.

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I am one of your hosts, Sydney Conway, your money maven.

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And I am SIDS Dimepiece Bestie and assistant Kristen.

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Yeah.

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Welcome to episode 25.

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25 episodes.

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I know.

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I'm so proud of us.

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I've done anything 25 times.

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I'm so excited.

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We've kept it together.

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In today's episode, we are going to talk about bank reconciliations in

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your QuickBooks account, mainly, but you can do bank reconciliations in

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any accounting software and you should do bank reconciliations monthly.

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Alright, tell me about it, because I don't know what you're talking about.

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I sort of do.

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Yeah.

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No.

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Well, that's what we're here for.

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Bank reconciliations should be performed, or just reconciliations, it doesn't

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necessarily need to be the bank account.

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It can be the money market account, any other savings accounts, credit

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card accounts, really anything on your balance sheet you can

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perform a reconciliation for.

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And I would recommend doing reconciliations for the balance

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sheet accounts once a year.

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But specifically for the bank accounts and credit card accounts every month.

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Can you tell me what that means?

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If you're someone that connects your bank account to your QuickBooks.

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Every day Transactions flow through your bank account into your QuickBooks

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account And you categorize those accounts based off of what the

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transactions are for and then they're reported on your financial statements.

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Your bank balance, because it's connected to your bank from QuickBooks, is a live

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bank balance based off of that connection.

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The reconciliation at the end of the month compares the official bank statement

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from your bank, to what's in QuickBooks.

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Gotcha.

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Or in your accounting software.

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Okay.

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So you want to perform a monthly bank reconciliation.

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to make sure that you're capturing all of your expenses and all of your

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income, but also that you're not double counting anything or excluding anything.

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You just want to make sure everything is there and that it all is accurate.

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Gotcha.

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That's the bank reconciliation.

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Same thing goes for the credit card reconciliation.

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Same thing goes for any kind of reconciliation.

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You're making sure that you're capturing Everything that's there, things are

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not there that shouldn't be there, and you're cleaning it up based off of the

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record that comes from the bank, that comes from the credit card company,

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that comes from the debt financing firm that comes from the insurance company.

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Any of those that would show your balance as of that date, you can reconcile

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the account to match that balance.

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Gotcha.

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So whenever you do a QuickBooks cleanup, you go back over an extended period of

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time and you just start reconciling from when the person dipped out to present day.

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Yes.

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Yes.

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Fun.

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Yeah.

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It's super fun.

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And we have doozies.

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Yeah.

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In the reconciliations.

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I want to know one without being, giving too much information.

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Oh yeah.

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Yeah.

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I mean there's quite a bit.

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So one recent one that we just had happen was a client that.

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Said they reconciled every month, but hey, I reconciled

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this account every single month.

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It's completely correct Well when we go into QuickBooks, we can see that nothing

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There's no record of reconciliation and QuickBooks will tell us kind of

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the audit trail that says everything's been reconciled So we came back to

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this person and said, you know It says that you've never reconciled.

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They're like, well, no, I did it outside of QuickBooks.

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Or I would take the statement and I would compare every transaction

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and make sure they're all there.

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That's great.

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And that's a really good move.

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But your bank balance is not matching your QuickBooks bank balance.

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So something is off somewhere.

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Have you ever checked into that?

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They're like, well, no, because every month all the transactions are there.

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Great.

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So that means Going forward month to month, they're probably fine, but the

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beginning balance was wrong because what happens in QuickBooks is when you

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connect the bank account, say you had a thousand dollars in your bank account.

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When you connected it to QuickBooks, you might bring in those

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transactions from QuickBooks that show that thousand dollar deposit.

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But the day that the account is connected to QuickBooks, QuickBooks

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shows that beginning thousand dollars as the starting balance.

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So it double counts it right away.

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So you want to make sure that you almost remove or delete that beginning

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balance from there and it also shows up as automatically reconciled.

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Because it says it's coming from the bank and so that's where like QuickBooks

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isn't wrong, but it's not correct if you're bringing in historical information.

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Gotcha.

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So this client probably years and years ago never corrected that.

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Gotcha.

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So when they've been turning in their financial statements,

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their bank balance was wrong.

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Oh man.

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And that's not necessarily going to impact your taxes if you're a cash base.

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Tax filer because his income and expenses were correct because that beginning

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balance goes into equity which doesn't impact your taxes Right away at a very

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surface level approach It won't impact your tax filing for that year because the

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ins and outs of the company it doesn't affect that it almost looks like It's

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a contribution into the company again.

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We're not going to get too deep into that today Okay, so it might not have

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affected him for the past couple of years, it could have been maybe the very

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first year it impacted him minuscule amounts, but it just was never correct.

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But what it can impact is if you're going to apply for a loan or you're

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going to get financing for anything, a line of credit and a financer or an

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investor is looking at your balance sheet and your cash balance is incorrect.

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It could be showing really high cash balance or really low cash balance.

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And It just needs to be accurate at that point.

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So this client carried forward an incorrect balance on their balance

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sheet for their cash for a long time.

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So we made a journal entry that just brought it back down to the balance.

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Is that how easy it is?

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Yeah.

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Yeah.

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You want to dig in to find out where it is and make sure that you're

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impacting the correct accounts.

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But yeah, to make the correction, it's just, sometimes It can affect your taxes

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then if you filed incorrectly in previous years, you might then have to correct it

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for this year or you amend previous years.

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Just another reason to have a bookie.

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Yeah, there's it's, bank reconciliations are important.

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Reason number 6520.

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Bank reconciliations are important.

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Credit card reconciliations are the same thing.

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You want to make sure everything is there.

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The toughest ones that we've seen with bank reconciliations

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are chase credit card accounts.

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If you have a Chase credit card, or you have multiple Chase credit cards, they

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are very complicated in that all of these separate credit cards need to be connected

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to QuickBooks, but when you reconcile them, you have to create a parent

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account and reconcile the parent account.

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You can't reconcile each card individually, because when

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you make a payment, It doesn't apply to each card individually.

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It applies to the whole account.

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So we have to create a parent account in client's books and reconcile the parent

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account rather than each individual card.

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But in QuickBooks, each individual card has to be connected.

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You can't connect a, like a control account where in PNC there's a

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control account that's connected.

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So even if you have 10 cards, you only need to connect the one control account.

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But Chase, you have to connect each individual card.

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But then none of the payments show up on those.

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So you have to create like the hub.

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Mm hmm.

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Jeez.

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Yeah.

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It's an anti cheese commercial.

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I'm just kidding.

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I don't know what I'm talking about, guys.

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That's the beginning parts of the reconciliations.

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Okay.

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One of the other big red flags that we have seen is when clients create

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journal entries and they don't know exactly what they're impacting or they

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carry forward unreconciled transactions because they don't know what they are.

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Okay.

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So when you go into QuickBooks, you can go to the account and you

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can click reconcile on the account.

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And it pops up, all the transactions for the time period you're looking

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at, which should be, month to month, but sometimes people wait to the end

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of the quarter, they do it quarterly, or they do it yearly, so what you're

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typically doing in QuickBooks is you're putting in the ending balance, the

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beginning balance is already in there.

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And so it's from this balance to this balance, all the

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transactions that are included.

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So you're basically replicating your bank statement.

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So you're selecting every transaction that shows up on your bank statement.

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In the QuickBooks Reconciliation tab.

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Check, check, and check.

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Mm hmm.

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And then once it zeros and it's green, you click complete and you're done.

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And you've reconciled.

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But if there are items that are in that account that you're not checking, but

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they're showing up there, well, they're showing up there because you've made an

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entry that impacts that account balance.

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Okay.

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So if you're just like, well, it's not in the statement, so I'm not

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going to click it, You don't click it then, but it's still impacting that

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balance in the account just because you've reconciled it doesn't mean it

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goes away Doesn't mean it goes away.

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Yeah, so what we see a lot of that is say QuickBooks disconnects from

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the bank and reconnects from the bank and duplicate transactions come in.

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Mm hmm So, it might only happen for a couple days.

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When we go to Reconcile, say we see two Adobe charges for 12.

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We see two gas station charges for 20.

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And we see these duplicate charges.

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What we've seen in the past is people will select only one of them.

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Because they know that they're duplicates.

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And then they reconcile and say, great, I did it.

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But they'll leave those duplicates in there.

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What do you do?

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You delete them?

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We need to delete them.

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You need to exclude them because they are duplicates.

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They're not supposed to be in there.

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Yeah.

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But if you let them go for a year like that, You've then filed your taxes, and

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you've recognized two software expenses, two gas, and two things because you

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haven't cleared them out or deleted them.

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So your bank reconciliation is another check, and it catches just to make

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sure every expense is in there.

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Yeah.

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You're not missing anything, but then also you're not double counting anything too.

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So,

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payroll is a big one that we see happen a lot where payroll entries

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for clients that have their payroll connected to QuickBooks, if they don't

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match them appropriately, they both come out of the account and so it's,

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almost like a duplicate entry there and payroll ones are hard to fix because

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they're connected in QuickBooks, so I don't love QuickBooks payroll

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and so when we see Mistakes and the reconciliation based off of the payroll.

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It's a little stickier.

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So we have to make a journal entry You don't just delete the entry

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because it's connected to all of the background information, right?

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So you don't want to delete it.

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You have to make an adjusting journal entry for it.

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Jeez.

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Yeah.

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How do you do your job?

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It's like playing Jenga.

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It's a puzzle.

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Yeah, it's puzzles.

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If you like puzzles, you'd like bookkeeping.

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I love puzzles.

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When I see that green checkmark, I'm like, Oh, I did.

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Yeah.

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But what I would recommend doing too, if you're someone that's trying to

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reconcile your accounts and you're really having a tough time, print out your

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bank statement and get a highlighter, uncheck everything in QuickBooks.

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When you see the transaction in your bank statement, highlight

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it and check it in QuickBooks.

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Go to the next one, highlight it, check it, and then you'll see,

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are you double counting or are you missing something in QuickBooks?

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Or are you, again, you're looking at your bank statement, you see a transaction

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that you didn't highlight, it's missing from QuickBooks, so then you need to

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add it manually, or did it double count because you have it checked in QuickBooks,

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but it's not on the bank statement.

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That's one of the times where when things do get complex, I do need

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to have that like physical print out and go through line by line.

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A lot of the times it's not like that if we're maintaining things, but for

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some of the new clients that we get or the cleanups, we have to do pretty

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manual like processes like that.

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Okay.

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Yeah.

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So if you've never reconciled your books, I would definitely recommend it.

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The other things that you can reconcile are, everything on your balance sheet,

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your fixed assets, your prepaid expenses.

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And when you get into larger companies, that's where you're

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going to see like prepaid expenses and not necessarily larger.

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You can do prepaid expenses or deferred revenue or anything as

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a small company to sometimes it's just not worth your time so much.

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So when I say prepaid expenses, when you pay for your insurance

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for the year, It's a time period.

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So if your prepaid expenses, if your insurance expense that you

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purchased doesn't go from January 1st to December 31st, What it is,

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is you're paying for the whole year.

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But really, it should be like a month to month breakout.

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So at the end of the year, It would all clear out, so you don't really have to

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have a prepaid expense account because at 1231, you don't have insurance

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anymore, and it starts again 1 1.

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If you're somebody that, say you buy insurance in April, and it's a year

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policy, what the technical accounting, the GAAP accounting that you would want

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to do for that, that's the generally accepted accounting principles, your GAAP.

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Gap accounting is the correct method.

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We talked about that before, didn't we?

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Yep.

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That's a nice little refresher there.

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You would book that insurance to prepaid expenses and so cash would go

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down, prepaid expenses would go up.

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Then every month you would amortize that.

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Balance so prepaid expenses would go down and insurance expense on the

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income statement would go up Okay, so you only recognize the expense In the

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month that it technically is being used then by the end of the year.

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It's zero exactly But at the end of the year at 12 31 You might have that little

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bit left over for january february march because the policy renews in april Okay,

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so at the end of the year you want to make sure that that prepaid expense account

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So you would reconcile that account and you would say, okay, I bought the

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policy, I have a journal entry that's clearing out the balance every month.

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And so then at the end of the year, I should have this balance left.

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And so you would reconcile to make sure that's correct.

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And you would say, yes, it is.

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If it's not, you would make a journal entry to correct the prepaid expense

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balance, increase the insurance expense.

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Okay.

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On the income statement.

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When we say you can reconcile every balance sheet account, that's how you

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would do different ones that aren't necessarily bank accounts or credit cards.

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Interesting.

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Mm hmm.

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Wow.

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The red flag that we see with a lot of clients is that a lot of business owners

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that aren't savvy with their books, and there's, there's nothing wrong with

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that, but it's just, this is one of the things to be aware of, if you have

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balance sheet accounts that are growing.

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And you don't know why.

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Or they're growing and they shouldn't be.

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You want to reconcile those accounts to make sure that you're not putting

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something there that shouldn't be there.

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Or having duplicates.

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Yes.

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So one of the things that we would typically see is that.

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Things would be booked incorrectly.

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One of the main accounts that we see that was fixed assets.

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So if a client purchases something big, like a car, if they buy a

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car for the business, they try to write it all off in the first year.

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They just think, Oh, it's travel expense or it's car and auto expense.

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And it would be on the income statement that car should be added as a fixed asset,

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and then it would need to be depreciated.

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Every year, not your car payment.

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It's the value of the car.

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How do you figure that out?

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Say you don't have a loan on the car.

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You bought it cash 20, 000 used car, whatever it is new car, whatever it is.

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You paid 20, 000 from your business for a car so you don't have a loan payment

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You don't have any of that but the car is owned by the business instead of

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that 20, 000 being an expense It would become an asset and then every year

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you would depreciate or every month, but typically we would treat up every

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year for if you're not being audited or something that, you don't want

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to see monthly statements like that.

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You would true it up every year for the depreciation entry.

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So the useful life of the car is so many years.

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All fixed assets have different useful lives.

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Okay.

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They're all different for whatever.

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Is there like a book somewhere?

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Yeah, there's a book somewhere for sure.

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It's the study materials for the CPA test.

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Or just Google.

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But a lot of things vary, if it's typically you'd see three years,

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five years, seven years, buildings are 40 years, things like that.

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A vehicle, and honestly, I'd have to look to make sure I had the timeline right

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for that, but let's just say the vehicle is seven years, you would take that 20,

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000 and you would divide it by seven.

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So every year the value would go down by that one seventh of that price.

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So that's where every year you are reducing that balance sheet account.

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What you need to make sure then is at the end of every year.

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You are correctly reconciling that account.

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What we would see sometimes is that.

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Then, with that fixed asset account, people are sometimes not sure where

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it goes, so they're putting really small purchases into fixed assets.

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And they just would see it grow, grow, grow, grow, grow, grow, and it should

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either be depreciated or they might not even need to be there to begin with.

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Another big one we'd see that with is inventory.

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If you're a client that has inventory or you're a business that has inventory and

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you're buying inventory for your shop, but you never do an inventory count.

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That balance might be completely inaccurate.

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So if you need to count all the inventory in your shop or your store, you would

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then reconcile that inventory balance and true it up to what it actually is.

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Okay.

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Did it get stolen?

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Was it damaged?

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Was it gifted to somebody?

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Did you buy more and not record it?

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What is that balance and what should it be?

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And do you either write some of it off or do you true it up and you

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would make a journal entry based off of kind of whatever way it went then?

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How does anybody know how to do this without a bookkeeper?

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Everyone's just winging it.

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They need to be a very good Googler or if their tax accountant helps them with

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a lot of things, but a lot of times tax accountants just don't have the time

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to look at it at the end of the year.

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So it really does help to have Bookkeepers for a lot of the stuff I mean It's a lot.

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It's a lot about yeah, just when you think you have it.

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It's oh, no Wait, you bought a car and now all this math and I will say for

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a lot of Business owners that don't have you know accounting departments

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and they're just flying by the season.

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Really?

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Yeah flying by willy nilly exactly if you go out and get a car for your

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business You're most likely going to talk to your tax accountant at

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the end of the year, and they'll give you the entry for depreciation.

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And they might not even tell you what the entry is.

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They're just going to true it up in their books.

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And then you're not going to know, and then the next year they'll file

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the taxes and they'll do it again.

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Yeah.

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And you just don't have it updated.

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And that might be right and correct for tax purposes, but then if

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you're looking at your own books and you're saying, what am I missing?

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Mm hmm.

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It might be because your tax accountant is making journal entries.

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Correctly, but then they're not being reflected in your books.

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Yeah.

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Mm hmm there is a lot that goes on between you and your tax accountant at the end of

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the year that might not get back to your financial statements that you want it to

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come back to your financial statements.

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So if you're somebody that has fixed assets and you've never booked a

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depreciation entry, ask your tax accountant for the depreciation

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entries that they've booked and then book those into your accounts.

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Okay.

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And then hand those to your new bookkeeper.

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Yeah, exactly.

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Exactly, exactly.

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We can do that for you for sure.

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We do that for a lot of our clients.

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We get the journal entries from their tax accountants and we make them in the books.

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Another big one is payroll reconciliations.

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At the end of every year, you might have accrued payroll in there for,

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wages that were earned but not paid yet.

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So you need to true up that balance.

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Again, a lot of the time, though, if you're filing your taxes cash

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basis, it's not going to be the biggest issue for some of them.

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trued up.

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Okay.

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Yeah.

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Yeah.

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That's a lot.

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It's not as intense as it sounds here for.

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I'd say most of, I don't believe you, most of our clients with the journal entries

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and with the reconciliations for the other balance sheet accounts, we would

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do their bank reconciliations and their credit card reconciliations every month.

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Then at the end of the year, we would true up the loans and debt accounts.

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So Were they paying a payment to a loan and then we'll trip the

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interest and make sure that the principal payment is accurate and

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then the interest is reflected.

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So if they're paying a thousand dollars a month to a loan, we would say, Oh, okay.

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Actually 50 percent of that went to the loan balance, but 50 percent

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of that payment was interest.

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But throughout the year, you're just booking it all to the loan.

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Well, then at the end of the year, the report that comes from the bank that says,

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actually it's this, we would make sure that it's trued up to show that balance.

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And then interest would be.

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Okay.

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That's the typical adjustments that we would see.

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After that, we see different entries with much larger clients then that

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have a lot more complex bookkeeping.

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I always just want to be like, you're the smartest person I know.

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No.

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I'm not.

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I'm not.

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I don't know.

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Nope.

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I don't know.

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Nope.

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It's a toss up, man.

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Nope.

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But I can help with bookkeeping if anybody needs it.

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All right.

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Info at knowyourworthpgh.

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com.

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Yes.

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Reconcile those accounts.

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Yeah.

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If you don't have them done, you can check in QuickBooks to

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see if they've ever been done.

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It's a good check for your bookkeepers too, is to check and see that they're

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reconciling because we've gotten a lot of clients that it's in their previous

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bookkeeper's contract and it's not done.

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Check to see when your bookkeeper is reconciling your books and if it's

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not something that they're doing, it's something they should be doing.

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Yep.

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It really is to make sure that everything is there.

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Yeah, get your books reconciled.

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Come see us if you need it.

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We'll be here.

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See you next week.

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Have a great rest of your day.

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