The undeposited Funds account in QuickBooks is an Asset Account (other current asset) and is a clearing account to record funds received from your customers but not yet deposited in the bank.
When I teach QuickBooks I tell my students to imagine their locked desk drawer or company safe where they place checks received during the week until they go to the bank on Friday and make the deposit. As the week progresses, checks come in the mail and you record their payment in the customer center (accounts receivable) using the "receive payments" icon on the home page. On Friday when you are ready to go to them bank to make your weekly deposit (or whatever day you do this, maybe even same day), use the "make deposit" icon on the home page. This will show all the checks you have recorded using the "receive payments" task in Quickbooks that have not yet been deposited in the bank. You check off the ones you are taking to the bank or use the "select all" button and record this deposit. Be sure you have the correct checking account identified that you are depositing the funds into.
If you notice when looking at your trail balance, balance sheet or chart of accounts list that there is a balance in the "undeposited funds" account you should be able to verify that you have that much ready to go to the bank which you have not deposited.
This is an excellent tool which allows you to get the customers payment recorded to their account immediately but not show it in your bank balance until it really is in the bank.
Remember: record those customer payments on the date you receive them, not the date the check was written.
If your undeposited funds account is not reflecting the correct amount (pending deposits that need to go to the bank) give me a call, I can research and help correct the situation.
Tuesday, September 21, 2010
Tuesday, June 8, 2010
New Smartphone Revolutionizes Video Calling
On Monday June 7, 2010, Steve Jobs of Apple Computers introduced Apple's new smartphone, the iPhone 4. The sleek, ultra-thin device was presented to an audience of software designers at the Worldwide Developer's Conference in San Francisco.
This is the design that was “leaked” and presented on the web by Gizmodo in April. Gizmodo claimed that the phone was left at a bar and sold to them by a third party.
While customer satisfaction rates higher for Android phone users, and Blackberry is the top selling smartphone on the market, Apple can boast that of all mobile web browsing, iPhone is the leader.
Steve Jobs, in his usual superlative manner, introduced several features of the iPhone 4. The design is thinner than any other smartphone on the market. The front and back consist of specially designed glass that is 30 times harder than plastic. Longer battery life allows 40% longer talk-time than previous models.
Many news sources have reported on the technical problems Jobs had when he tried to demonstrate online features of the phone. He openly expressed his frustration, and had to discontinue some of his presentation. Later he said that staff was scurrying backstage. He told the audience that they had discovered that there were 570 people using wireless devices in the immediate vicinity. Most of his audience members were actively communicating on their phones and laptops during the presentation. Steve Jobs laughed and let them know that if they would log off, he could resume his demonstration of the iPhone 4. Presumably enough of them responded, at least those working for Mr. Jobs did, and he was able to continue his demonstration.
Along with Global Positioning (GPS), compass and accelerometer, Apple has added a gyroscope to track movement. The phone can even demonstrate the effects of gravity. Jobs displayed these properties by playing a game of Jenga for the audience, spinning around on the stage, moving the phone in his hands while the audience watched the projected image and the changing perspective. The phone's representation of gravity was seen when the tower fell.
The iPhone 4's display is said to be four times sharper than previous smartphones. “Retina Display” presents 326 pixels per inch, providing an image as rich as the human eye can detect. Objects presented on the screen will appear as sharp as items held in your hand.
The phone's camera capabilities are the most innovative. A 5 megapixel camera with a lens on the front and back is standard on every iPhone 4. This camera has LED flash, and HD video capabilities. The iMovie application is available for $4.99 that allows you to edit and embellish video to create movies which can be shared through texting (MMS), email or youtube.
Steve Jobs brought “The Jetsons” to mind as he introduced the phone's camera-phone capabilities. Apple has designed “FaceTime” which compares to the laptop application, Skype. FaceTime provides video calling through the internet. Apple's demonstration of FaceTime emphasized the value this feature will have for deaf callers who use sign language.
The iPhone 4 retails for $199 for the 16GB model, and $299 for the 32GB model, with a two year AT&T contract. They will be available in the U.S. June 24, and will be in a total of 88 countries by September.
Contributed by :
Patty Harshbarger
Computer Renaissance, Bradenton, FL
This is the design that was “leaked” and presented on the web by Gizmodo in April. Gizmodo claimed that the phone was left at a bar and sold to them by a third party.
While customer satisfaction rates higher for Android phone users, and Blackberry is the top selling smartphone on the market, Apple can boast that of all mobile web browsing, iPhone is the leader.
Steve Jobs, in his usual superlative manner, introduced several features of the iPhone 4. The design is thinner than any other smartphone on the market. The front and back consist of specially designed glass that is 30 times harder than plastic. Longer battery life allows 40% longer talk-time than previous models.
Many news sources have reported on the technical problems Jobs had when he tried to demonstrate online features of the phone. He openly expressed his frustration, and had to discontinue some of his presentation. Later he said that staff was scurrying backstage. He told the audience that they had discovered that there were 570 people using wireless devices in the immediate vicinity. Most of his audience members were actively communicating on their phones and laptops during the presentation. Steve Jobs laughed and let them know that if they would log off, he could resume his demonstration of the iPhone 4. Presumably enough of them responded, at least those working for Mr. Jobs did, and he was able to continue his demonstration.
Along with Global Positioning (GPS), compass and accelerometer, Apple has added a gyroscope to track movement. The phone can even demonstrate the effects of gravity. Jobs displayed these properties by playing a game of Jenga for the audience, spinning around on the stage, moving the phone in his hands while the audience watched the projected image and the changing perspective. The phone's representation of gravity was seen when the tower fell.
The iPhone 4's display is said to be four times sharper than previous smartphones. “Retina Display” presents 326 pixels per inch, providing an image as rich as the human eye can detect. Objects presented on the screen will appear as sharp as items held in your hand.
The phone's camera capabilities are the most innovative. A 5 megapixel camera with a lens on the front and back is standard on every iPhone 4. This camera has LED flash, and HD video capabilities. The iMovie application is available for $4.99 that allows you to edit and embellish video to create movies which can be shared through texting (MMS), email or youtube.
Steve Jobs brought “The Jetsons” to mind as he introduced the phone's camera-phone capabilities. Apple has designed “FaceTime” which compares to the laptop application, Skype. FaceTime provides video calling through the internet. Apple's demonstration of FaceTime emphasized the value this feature will have for deaf callers who use sign language.
The iPhone 4 retails for $199 for the 16GB model, and $299 for the 32GB model, with a two year AT&T contract. They will be available in the U.S. June 24, and will be in a total of 88 countries by September.
Contributed by :
Patty Harshbarger
Computer Renaissance, Bradenton, FL
Keyboard Shortcuts
This week, a friend asked a question I hadn’t heard lately: What are all the extra keys on the keyboard for? We all know the basic QWERTY and punctuation keys, but there are many other keys that can make life easier once you are familiar with them.
We teach ourselves how to move around and access our favorite tasks, but there are many shortcuts right on the keyboard to simplify things. As we know, each letter key has a lower and upper case that is determined by the position of the “shift” key. In the same manner, depressing the “control,” “alt,” and “Windows” keys change the function of other keys.
Keys that move the cursor around a document allow you to keep your hands off the mouse while typing. The arrow keys move one space at a time. Hold down Control with an arrow key and move one word at a time. “Home” takes the cursor to the beginning of the line, and “End” moves to the far right. Page up and Page down skip through the document.
Online, go to www.SEOConsultants.com/windows/keyboard/ to find a helpful tool. This page has a clickable keyboard with a description of the functions of each key. It is worth the time to check it out and discover the shortcuts that are right under your fingertips. As an example, in order to cut, copy or paste, simply highlight the word or selection, then hold down “control” and press x, c, or v. To switch between your current work and the desktop, hold down the “Windows” key (near the spacebar) and press “D.”
The F keys across the top of the keyboard perform various tasks specific to the program you are using. F1 accesses the Help menu. In Internet Explorer, F11 toggles between full screen and normal viewing mode.
My favorite shortcut when I am web surfing is the backspace key. Press it to go back to the previous screen without using the mouse. Use Page Down and Page Up, Home and End to move quickly through the site.
Customize your copy of Microsoft Word 2007 to meet your needs and make life easier. Click on the icon in the top left corner, or on “File” and go to “Word Options” near the bottom right of that drop-down. Browse through the options there to find new shortcuts and features.
Contributed by:
Patty Harshbarger
Computer Renaissance, Bradenton FL
We teach ourselves how to move around and access our favorite tasks, but there are many shortcuts right on the keyboard to simplify things. As we know, each letter key has a lower and upper case that is determined by the position of the “shift” key. In the same manner, depressing the “control,” “alt,” and “Windows” keys change the function of other keys.
Keys that move the cursor around a document allow you to keep your hands off the mouse while typing. The arrow keys move one space at a time. Hold down Control with an arrow key and move one word at a time. “Home” takes the cursor to the beginning of the line, and “End” moves to the far right. Page up and Page down skip through the document.
Online, go to www.SEOConsultants.com/windows/keyboard/ to find a helpful tool. This page has a clickable keyboard with a description of the functions of each key. It is worth the time to check it out and discover the shortcuts that are right under your fingertips. As an example, in order to cut, copy or paste, simply highlight the word or selection, then hold down “control” and press x, c, or v. To switch between your current work and the desktop, hold down the “Windows” key (near the spacebar) and press “D.”
The F keys across the top of the keyboard perform various tasks specific to the program you are using. F1 accesses the Help menu. In Internet Explorer, F11 toggles between full screen and normal viewing mode.
My favorite shortcut when I am web surfing is the backspace key. Press it to go back to the previous screen without using the mouse. Use Page Down and Page Up, Home and End to move quickly through the site.
Customize your copy of Microsoft Word 2007 to meet your needs and make life easier. Click on the icon in the top left corner, or on “File” and go to “Word Options” near the bottom right of that drop-down. Browse through the options there to find new shortcuts and features.
Contributed by:
Patty Harshbarger
Computer Renaissance, Bradenton FL
Friday, May 7, 2010
Types of General Ledger Accounts
Following is a repost (edited) from a prior year post - it is a popular request of small businesses
Sometimes I find that people need the basics. Often in small businesses, employees earn their roles in the company by default. Maybe an experienced bookkeeper left the company so the accounting clerk gets promoted to bookkeeper. Sometimes a couple takes on the role of running a company and choose to take on the accounting, management, marketing and running of the business. This is a big role, too much sometimes for just a couple and can be draining on a relationship as well.
When I work with companies, I usually find an employee who is hungry for all the knowledge I can share and they appreciate the basics. One of the accounting basics I share that seems to be appreciated is a very basic description of the types of accounts in the general ledger. If you number your accounts, or use the standard numbering for your chart of accounts, this theorey will be correct. If your numbering system is a bit different, the numbers may vary but the structure is the same. See what you think:
Basic description of the general ledger acccount types:
This numbering structure may vary depending on how your books are set up. If you are using QuickBooks, account numbers can be "turned on" in your General Preferences. Consult with your CPA or financial consultant (or us) before turning them on.
Sometimes I find that people need the basics. Often in small businesses, employees earn their roles in the company by default. Maybe an experienced bookkeeper left the company so the accounting clerk gets promoted to bookkeeper. Sometimes a couple takes on the role of running a company and choose to take on the accounting, management, marketing and running of the business. This is a big role, too much sometimes for just a couple and can be draining on a relationship as well.
When I work with companies, I usually find an employee who is hungry for all the knowledge I can share and they appreciate the basics. One of the accounting basics I share that seems to be appreciated is a very basic description of the types of accounts in the general ledger. If you number your accounts, or use the standard numbering for your chart of accounts, this theorey will be correct. If your numbering system is a bit different, the numbers may vary but the structure is the same. See what you think:
- Accounts beginning with a 1 are Assets. Their normal balance is "debit". These accounts consist of what you own or what people owe you.
- Accounts beginning with a 2 are Liabilities. Their normal balance is "credit". Liabilities are what you owe to others.
- Accounts beginning with a 3 are Equity. Their normal balance is "credit" Equity is the worth of your business, it includes money the owner have put into the company and retained earnings (profit and losses from prior years).
- Accounts beginning with a 4 are Income Accounts. (Sometimes the account number's differ depensing on your CPA, but this number structure is very typical). Income accounts normal balance is "credit". These accounts record the Income also referred to as Revenue or Sales for your company.
- Accounts beginning with a 5 are Cost of Goods Sold Expense Accounts. Their normal balance is "debit". This is the cost for what you buy to make the money listed as Income ie: the product you purchase (if you have inventory, this is the cost of the item pulled from inventory). It could include labor if you pay labor to build a part or to perform a construction job.
- Accounts beginning with a 6 are Overhead expense accounts. Their normal balance is "debit". This could include shop and warehouse expenses or equipment expenses.
- Accounts beginning with a 7 are General Administrative expense accounts. Their normal balance is "debit". This is the cost of keeping your office open, rent, office supplies, utilities, office and officer salaries and wages, etc. for the current year.
- 800 and 900 accounts may include other accounts not listed above, such as Other Income (normal balance of "credit"), Interest Expense (normal balance of "debit"), Federal and State Taxes (normal balance of "debit").
This numbering structure may vary depending on how your books are set up. If you are using QuickBooks, account numbers can be "turned on" in your General Preferences. Consult with your CPA or financial consultant (or us) before turning them on.
Monday, March 15, 2010
Apple iPad Coming Soon
Apple's new iPad hits the market on April 3. CEO Steve Jobs unveiled the iPad in January, announcing that they have created a new product for the niche between the iPhone and the laptop. The iPad is a sleek device with an interactive touch screen. Consumers have been looking for an affordable tablet for years. It remains to be seen whether the iPad can perform up to our ever-increasing processing demands, and whether it finds the market Apple has imagined.
The iPad's 1.5 pound slim design is only a half inch thick and has a 9.7 inch screen. The touch screen senses various gestures to click, zoom and reposition the display. A half-screen keyboard can be displayed for typing. It utilizes standard wireless N and bluetooth. An accelerometer reorients the display when the device is flipped or turned. Battery life is estimated at 10 hours. Full specifications can be found at www.apple.com/ipad/specs/.
In addition to email, web browsing and date book utilities, the iPad makes use of the many newly popular applications designed for smart phones. Since the introduction in January, developers have already begun to provide new apps designed specifically for the iPad. Apple provides easy access to music and videos, and has set up a book store to facilitate eBook use at $14 per volume. Some believe that the iPad is destined to be a device for consumers, driving the ongoing purchase of videos, music, books and downloadable apps.
At the San Francisco unveiling, Steve Jobs smugly sited the Wall Street Journal's comment: “Last time there was this much excitement about a tablet, it had some commandments written on it.”
While Apple Inc. is heralding the iPad as a God-send, many are challenging its worthiness. Concerns focus on its processing abilities and the absence of ports for external devices. Others have said that iPad is “a solution without a problem.” It fills a gap between smart phones and laptops, but do we need a device that is too big to fit in a pocket, that cannot handle things as well as a laptop? Bloggers have called it “a big iPhone without the phone” and a laptop without a keyboard.
During his presentation, Jobs glowed that the iPad experience is “intimate” and the web is altogether new when “you hold it in your hands.” Perhaps this was his attempt to counteract slams that the iPad must be held in one or two hands or propped on bent knees.
Jobs also dismissed the closest competitor to the iPad, the netbook, as a slower, less effective laptop. The fact remains that the iPad is less powerful than many netbooks (1 GHz vs. 1.6 GHz). Pricing of the iPad is quite comparable to netbooks.
The appeal of iPad is its sleek, lightweight form. The rush to create applications that has enriched the smart-phone industry will surely bless the iPad as well. If it can live up to Apple's claims of being the coolest way to surf the net, and truly meet consumers' needs, iPad may create a new computer standard.
Patty Harshbarger, contributor to Success In-Formation LLC
PC Group LLC dba Computer Renaissance
patty@cr-bradenton.com
941-753-8277
The iPad's 1.5 pound slim design is only a half inch thick and has a 9.7 inch screen. The touch screen senses various gestures to click, zoom and reposition the display. A half-screen keyboard can be displayed for typing. It utilizes standard wireless N and bluetooth. An accelerometer reorients the display when the device is flipped or turned. Battery life is estimated at 10 hours. Full specifications can be found at www.apple.com/ipad/specs/.
In addition to email, web browsing and date book utilities, the iPad makes use of the many newly popular applications designed for smart phones. Since the introduction in January, developers have already begun to provide new apps designed specifically for the iPad. Apple provides easy access to music and videos, and has set up a book store to facilitate eBook use at $14 per volume. Some believe that the iPad is destined to be a device for consumers, driving the ongoing purchase of videos, music, books and downloadable apps.
At the San Francisco unveiling, Steve Jobs smugly sited the Wall Street Journal's comment: “Last time there was this much excitement about a tablet, it had some commandments written on it.”
While Apple Inc. is heralding the iPad as a God-send, many are challenging its worthiness. Concerns focus on its processing abilities and the absence of ports for external devices. Others have said that iPad is “a solution without a problem.” It fills a gap between smart phones and laptops, but do we need a device that is too big to fit in a pocket, that cannot handle things as well as a laptop? Bloggers have called it “a big iPhone without the phone” and a laptop without a keyboard.
During his presentation, Jobs glowed that the iPad experience is “intimate” and the web is altogether new when “you hold it in your hands.” Perhaps this was his attempt to counteract slams that the iPad must be held in one or two hands or propped on bent knees.
Jobs also dismissed the closest competitor to the iPad, the netbook, as a slower, less effective laptop. The fact remains that the iPad is less powerful than many netbooks (1 GHz vs. 1.6 GHz). Pricing of the iPad is quite comparable to netbooks.
The appeal of iPad is its sleek, lightweight form. The rush to create applications that has enriched the smart-phone industry will surely bless the iPad as well. If it can live up to Apple's claims of being the coolest way to surf the net, and truly meet consumers' needs, iPad may create a new computer standard.
Patty Harshbarger, contributor to Success In-Formation LLC
PC Group LLC dba Computer Renaissance
patty@cr-bradenton.com
941-753-8277
Saturday, February 6, 2010
Structure in our lives
I have trained individuals for many years. I have observed and studied the way people learn. You cannot train a person who is an auditory person with only handouts to read, you must talk to them and connect with them verbally to get them interested in learning what you have to offer.
I also observe the structure that people need when they learn. Some people needs lots of structure, step by step instructions and they need to know I am available to help them anytime they need me for questions and help. Others like me to give them an overview of what we are to learn and where we want to be when we are done learning, and then they take off doing it on their own with minimal help from me.
I know that if you take a person out of their comfort zone not only will the end result be disrupted but you will put the person in a tizzy of fear of the unknown.
I was listening to NPR this weekend and I heard an autistic woman being interviewed. (Following is taken from what I remember, not verbatim). She talked about how autistic people think like animals, in pictures. She can visualize a situation all the way through to the end result, seeing it like a video with a successful ending. Like animals, if you put an object in her environment like a loud buzzing noise or an object out of place, it sets off a fear and inhibits learning or life for that matter. It puts her out of her comfort zone. One example is a school bell to break for classes. Once this is understood and modifications are made, she excels in learning. When asked “if you could be changed to not be autistic, would you do it?” she said “no, seeing the world in pictures is too wonderful, many people who only verbalize their thoughts, don’t think thru to the end result and speak in unfinished statements”.
My own comfort zone is disrupted when I don’t know where my next dollar is coming from; some say “faith” helps them know that things will be alright in situations like that. That may be but being a Taurus, I need evidence. My comfort zone is disrupted when papers get stacked too high and the filing is not done, when I take appointments and don’t get them on my calendar, when I don’t understand the new technological tools I need to use to make my life better. When I have company for too long or go somewhere that I don’t feel I “fit in”. But when I have a couple days set aside to clean my house, organize my office, do my bank reconciliations, review my accounts receivable to assure myself that things are moving forward and I have money coming in, I feel good. I need time to cook or bake once in awhile, workout, spend time outside, be with my family; those that accept me for who I am. When those things happen consistently I feel comfortable and am happy with my life.
I also observe the structure that people need when they learn. Some people needs lots of structure, step by step instructions and they need to know I am available to help them anytime they need me for questions and help. Others like me to give them an overview of what we are to learn and where we want to be when we are done learning, and then they take off doing it on their own with minimal help from me.
I know that if you take a person out of their comfort zone not only will the end result be disrupted but you will put the person in a tizzy of fear of the unknown.
I was listening to NPR this weekend and I heard an autistic woman being interviewed. (Following is taken from what I remember, not verbatim). She talked about how autistic people think like animals, in pictures. She can visualize a situation all the way through to the end result, seeing it like a video with a successful ending. Like animals, if you put an object in her environment like a loud buzzing noise or an object out of place, it sets off a fear and inhibits learning or life for that matter. It puts her out of her comfort zone. One example is a school bell to break for classes. Once this is understood and modifications are made, she excels in learning. When asked “if you could be changed to not be autistic, would you do it?” she said “no, seeing the world in pictures is too wonderful, many people who only verbalize their thoughts, don’t think thru to the end result and speak in unfinished statements”.
My own comfort zone is disrupted when I don’t know where my next dollar is coming from; some say “faith” helps them know that things will be alright in situations like that. That may be but being a Taurus, I need evidence. My comfort zone is disrupted when papers get stacked too high and the filing is not done, when I take appointments and don’t get them on my calendar, when I don’t understand the new technological tools I need to use to make my life better. When I have company for too long or go somewhere that I don’t feel I “fit in”. But when I have a couple days set aside to clean my house, organize my office, do my bank reconciliations, review my accounts receivable to assure myself that things are moving forward and I have money coming in, I feel good. I need time to cook or bake once in awhile, workout, spend time outside, be with my family; those that accept me for who I am. When those things happen consistently I feel comfortable and am happy with my life.
Sunday, January 31, 2010
Pandora Music
A wonderful way of listening to your favorite music is to tune into Pandora. This can be done anywhere you have an internet connection and speakers. this means, your telephone (if you have internet on your phone), your blackberry or your computer. Imagine: You connect your laptop up to nice small speakers to host a party. These days, great speakers come in small size which is nice for being portable. Going on vacation or to your office doesn't mean, you can't take your stereo with you!!
You can create several types of "radio stations". I have stations called: "The Beatles", "Women's Music", "Easy Listening", "Blues", "Jazz", "Classical". Which one I play depends on my mood.
Yesterday as I was painting, I started out with "The Beatles". The first song was "Hey Jude". The songs morphed into a mix of Beatles, Rolling Stones, Simon and Garfunkle and more from that era, It was a wonderful nostalgic time for me and motivated my painting experience.
Have fun, Pandora is free, it may time out after an hour or so if you don't click "I'm still listening" when the message comes up.
Please let me know by leaving a comment if you liked this post. If you saw the movie Julia and Julia you know that bloggers never know if anyone is reading unless they get comments. I sure do appreciate any readers out there and would love to hear back from you once in awhile. You don't have to register to comment, just be annoymous!
- Go to the internet, then to http://www.pandora.com/. Register for an account - don't be afraid, just do it.
- Once you choose your favorite type of music, Pandora starts playing songs that are by your favorite artist or by similar artists of your favorite. You have the option of saying it's not your favorite and Pandora will find another song to play. This process creates a "saved radio station" for you. With this saved station, next time you sign into Pandora, you just choose your station and all your saved songs are there, plus Pandora starts adding more.
You can create several types of "radio stations". I have stations called: "The Beatles", "Women's Music", "Easy Listening", "Blues", "Jazz", "Classical". Which one I play depends on my mood.
Yesterday as I was painting, I started out with "The Beatles". The first song was "Hey Jude". The songs morphed into a mix of Beatles, Rolling Stones, Simon and Garfunkle and more from that era, It was a wonderful nostalgic time for me and motivated my painting experience.
Have fun, Pandora is free, it may time out after an hour or so if you don't click "I'm still listening" when the message comes up.
Please let me know by leaving a comment if you liked this post. If you saw the movie Julia and Julia you know that bloggers never know if anyone is reading unless they get comments. I sure do appreciate any readers out there and would love to hear back from you once in awhile. You don't have to register to comment, just be annoymous!
My Favorite keboard shortcuts
• Ctrl + F4: Closes currrent Window (you may be asked to save changes)
• With mutliple windows open, hold your CTRL key and click on each, you will noticed that become highlighted or selected, then right click on one of the applications selected and “close group”.
• CTRL+C: Copy
• CTRL+X: Cut
• CTRL+V: Paste
• CTRL+Z: Undo
• CTRL+B: Bold
• CTRL+U: Underline
• CTRL+I: Italic
• Windows Key + M: Minimizes all windows
• Windows Key + Shift + M: Undo Minimize all Windows
• Windows Key + E: Windows Explorer
• Windows Key +F: Opens the Find Window
• Windows Key: Opens the Start Menu
• With mutliple windows open, hold your CTRL key and click on each, you will noticed that become highlighted or selected, then right click on one of the applications selected and “close group”.
• CTRL+C: Copy
• CTRL+X: Cut
• CTRL+V: Paste
• CTRL+Z: Undo
• CTRL+B: Bold
• CTRL+U: Underline
• CTRL+I: Italic
• Windows Key + M: Minimizes all windows
• Windows Key + Shift + M: Undo Minimize all Windows
• Windows Key + E: Windows Explorer
• Windows Key +F: Opens the Find Window
• Windows Key: Opens the Start Menu
Wednesday, January 13, 2010
Operation Able
I have been asked to return to Operation Able in Detroit Michigan to teach QuickBooks to people over the age of 45 (and in most cases 55). This agency is funded by the State of Michigan and provides back to work skills for the older worker. I found them because I went to their website looking for work for myself and noticed that they teach Microsoft Office and other computer skills along with job hunting skills. I emailed the director asking if they were interested in offering a QuickBooks class. She emailed back immediately and hired me in December for our first class.
The students are so much fun and so eager to learn. They come from all walks of life and many different career industries. It is unfortunate that it takes so many months for the agency to get their funding but I guess that's what happens when your state is operating at a deficit and unemployment exceeds 20% (not including the underemployed).
I look forward to going back next week to see my friends at Operation Able. Many of the people who work here are interns or volunteers. The most exciting thing about Operation Able to me is that the environment is healthy, thriving and a great place to learn and network. Check out their website when you have a minute: Operation Able
The students are so much fun and so eager to learn. They come from all walks of life and many different career industries. It is unfortunate that it takes so many months for the agency to get their funding but I guess that's what happens when your state is operating at a deficit and unemployment exceeds 20% (not including the underemployed).
I look forward to going back next week to see my friends at Operation Able. Many of the people who work here are interns or volunteers. The most exciting thing about Operation Able to me is that the environment is healthy, thriving and a great place to learn and network. Check out their website when you have a minute: Operation Able
Friday, January 8, 2010
Vacation Time
I know about a secret vacation destination that all can afford!
A few of my family members are owners of a condo at Shanty Creek Resort in northern Michigan (not far from Traverse City). For only $120.00 per night ($130.00 on weekends) you have a three room unit with kitchen and fireplace (wood burning) that sleeps 10. You have access to skiing (down hill and cross country), snowboarding and sledding in the winter and golf and swimming in the summer. Spa facilities (massage - oh yes) and excellent meals in the lodge.
Within a short drive you are near the Leelanau Peninsula which is full of artsy shops and restaurants, Traverse City Cherry Festival in July, Mackinaw Island and so much more.
If you are interested in this rental (privately owned so don’t call Shanty Creek) email me and I’ll put you in touch with my sister!
A few of my family members are owners of a condo at Shanty Creek Resort in northern Michigan (not far from Traverse City). For only $120.00 per night ($130.00 on weekends) you have a three room unit with kitchen and fireplace (wood burning) that sleeps 10. You have access to skiing (down hill and cross country), snowboarding and sledding in the winter and golf and swimming in the summer. Spa facilities (massage - oh yes) and excellent meals in the lodge.
Within a short drive you are near the Leelanau Peninsula which is full of artsy shops and restaurants, Traverse City Cherry Festival in July, Mackinaw Island and so much more.
If you are interested in this rental (privately owned so don’t call Shanty Creek) email me and I’ll put you in touch with my sister!
Thursday, January 7, 2010
Upgrading QuickBooks to Version 2010
Today, I received an email from a QuickBooks user who was having difficulty upgrading from Version 2005 to Version 2010.
Intuit, Inc. requires their customers to upgrade so that the customer keeps up with technology. QuickBooks products must continually stay on the cutting edge and Intuit, Inc. cannot keep old versions active forever (or provide staff to support old versions). Four years is normally the availability for upgrading to a current version of QuickBooks. If you have a version older than four years, you cannot upgrade to the current or newest version. For Version 2010 you must be on version 2007 or later.
Your option in this case is to upgrade to a newer version than you have, but may not be the most current version, then, you can upgrade to the new version (this is known as “leapfrogging”).
I recommend my clients upgrade every year or every two years, to keep up with the current features.
If you have this problem and need to “leapfrog” to get your data to an earlier version please call me, I have many versions available and can help.
Intuit, Inc. requires their customers to upgrade so that the customer keeps up with technology. QuickBooks products must continually stay on the cutting edge and Intuit, Inc. cannot keep old versions active forever (or provide staff to support old versions). Four years is normally the availability for upgrading to a current version of QuickBooks. If you have a version older than four years, you cannot upgrade to the current or newest version. For Version 2010 you must be on version 2007 or later.
Your option in this case is to upgrade to a newer version than you have, but may not be the most current version, then, you can upgrade to the new version (this is known as “leapfrogging”).
I recommend my clients upgrade every year or every two years, to keep up with the current features.
If you have this problem and need to “leapfrog” to get your data to an earlier version please call me, I have many versions available and can help.
Wednesday, January 6, 2010
Job Hunting
Thank you to Anonymous for requesting blog entries. I am like any other blogger, I run out of ideas and topics that I feel would interest others. Your suggestions will always be appreciated.
Many of you know that business is very slow right now for Success In-Formation LLC. As a result I have been looking for a position with a company that can benefit from my skills. Accounting, Project Management, Software Implementation, Sales, Training and Teaching, to name a few.
The job of looking for a job is grueling. When you have years of experience, it’s even worse I think. Recently I applied on a website (a recruitment agency) and the earliest year you could choose for completion of a college degree was 1980. Isn’t that discrimination?
Recently, I have been receiving emails with job leads. It comes from a friend, of a friend, of a friend. Once per week, an email comes with several leads. I think the only way to get a job right now is if I know someone or get a tip from someone. Let me know how the job market is working out for you.
Many of you know that business is very slow right now for Success In-Formation LLC. As a result I have been looking for a position with a company that can benefit from my skills. Accounting, Project Management, Software Implementation, Sales, Training and Teaching, to name a few.
The job of looking for a job is grueling. When you have years of experience, it’s even worse I think. Recently I applied on a website (a recruitment agency) and the earliest year you could choose for completion of a college degree was 1980. Isn’t that discrimination?
Recently, I have been receiving emails with job leads. It comes from a friend, of a friend, of a friend. Once per week, an email comes with several leads. I think the only way to get a job right now is if I know someone or get a tip from someone. Let me know how the job market is working out for you.
Wednesday, November 11, 2009
You are the author of your companies books!
A nice feeling to me is when I know the financial books are in order. Once all the data is entered to date, all accounts are reconciled and reviewed, I’m confident that the reports are telling the true story of a companies’ wealth.
One reason I like accounting is that everything has to balance. If the bookkeeper/controller is true to her/his work, they will work to make sure everything balances to the penny. You just never know when a $1.00 adjustment is really a combination of errors resulting in a net difference of $1.00.
Once you know that things are caught up and in balance, it’s time to read the reports that tell the story. Learn to read the following reports:
• Balance Sheet
• Profit and Loss aka Income Statement
• Statement of Cash Flow
• Subsidiary reports which may list out items that are shown as totals on the Balance Sheet
Once you understand these reports, you open the book of your company… the General Ledger, this is where the detail is.
And your companies story goes on year after year….
One reason I like accounting is that everything has to balance. If the bookkeeper/controller is true to her/his work, they will work to make sure everything balances to the penny. You just never know when a $1.00 adjustment is really a combination of errors resulting in a net difference of $1.00.
Once you know that things are caught up and in balance, it’s time to read the reports that tell the story. Learn to read the following reports:
• Balance Sheet
• Profit and Loss aka Income Statement
• Statement of Cash Flow
• Subsidiary reports which may list out items that are shown as totals on the Balance Sheet
Once you understand these reports, you open the book of your company… the General Ledger, this is where the detail is.
And your companies story goes on year after year….
Tuesday, November 10, 2009
Tofu with Peanut Sauce
In my last entry, I mentioned that I would send you a recipe. Recently, my favorite dish is one I made up but I absolutely love it. I'm trying to stay away from meat. After seeing the movie "Food, Inc" I try only to buy organic meat, but that can be expensive, so I've been eating more tofu and tempeh.
Tofu with Peanut Sauce (spicy)
Saute garlic and sliced onions
Add Tofu (cubed, firm)
Add Shredded carrot (I used my potatoe peeler to shread it)
Peanut sauce (I add liberally, but it might be spicy if you do)
Saute the tofu long enough to get it browned and simmer with the peanut sauce long enough to allow the tofu to absorb the flavor.
I have had this at a restaurant and it includes broccoli and cabbage so you could add any vegetables that you like.
Serve over rice.
Tofu with Peanut Sauce (spicy)
Saute garlic and sliced onions
Add Tofu (cubed, firm)
Add Shredded carrot (I used my potatoe peeler to shread it)
Peanut sauce (I add liberally, but it might be spicy if you do)
Saute the tofu long enough to get it browned and simmer with the peanut sauce long enough to allow the tofu to absorb the flavor.
I have had this at a restaurant and it includes broccoli and cabbage so you could add any vegetables that you like.
Serve over rice.
Saturday, November 7, 2009
Kicking it up
I have decided to kick this blog up a few notches. Let's face it, accounting is boring. If you need help with accounting the best bet is to contact me, schedule some one on one time together and nip your fear of accounting in the bud, or call me and have me do it for you. So...I have decided to include in this blog, some everyday tidbits of my life as a small business owner and under-employed accountant/business consultant.
Yes, that's right, business is so slow that I cannot maintain just with Success In-Formation LLC. I have been hitting the pavement, both literally and the cyberspace pavement, looking for a job. A job that includes benefits so I don't have to wait two years for the government health insurance option (cross our fingers on today's vote).
Back to the blog, I am going to offer interesting information other than accounting, I need to hear from you if you like it, that will determine the direction of my blog. Today I'm making a vegetarian dish with tempeh, kale, sweet potatoes and marsala wine (I'm making it up as I go) If it's good, I will tell you about it. If it's not good, I'll tell you about a different recipe maybe.
If you like this blog, please share it with your friends, the more hits I get, the more traffic to my website and maybe I'll get some much needed income.
I will still offer accounting and business tips, but they will just be a part of this blog, not all of it. Thanks to Cheryl from metro Detroit who called today for QuickBooks help. We will do a short (1.5 hrs) session tomorrow on line. Yes, that's right, I work on Sundays!
Yes, that's right, business is so slow that I cannot maintain just with Success In-Formation LLC. I have been hitting the pavement, both literally and the cyberspace pavement, looking for a job. A job that includes benefits so I don't have to wait two years for the government health insurance option (cross our fingers on today's vote).
Back to the blog, I am going to offer interesting information other than accounting, I need to hear from you if you like it, that will determine the direction of my blog. Today I'm making a vegetarian dish with tempeh, kale, sweet potatoes and marsala wine (I'm making it up as I go) If it's good, I will tell you about it. If it's not good, I'll tell you about a different recipe maybe.
If you like this blog, please share it with your friends, the more hits I get, the more traffic to my website and maybe I'll get some much needed income.
I will still offer accounting and business tips, but they will just be a part of this blog, not all of it. Thanks to Cheryl from metro Detroit who called today for QuickBooks help. We will do a short (1.5 hrs) session tomorrow on line. Yes, that's right, I work on Sundays!
Monday, November 2, 2009
American Contractor by Maxwell Version 8.1
What a nice upgrade we now have in American Contractor. New features like the ability to create your own screen views, filter by any field "easily" (you could do it before but now it is much easier) and the cleaning up of many reports and adding new reports, like number S0571 (billing form for AIA type invoicing).
If you are an American Contractor User, it is definitely time to perform the upgrade. The program is stable and much much nicer than 7.8. When you do, your first step should be to go into each "center" and click on View: Customize Current view. You can add calculated fields to your views as well as simple changes like rearranging columns and deleting columns you don't want to see. No more seeing unnecessary fields (like state and zip) on a daily basis unless you really want to. To me, it was wasted space better used for something like "user defined: job type" or "last receipt date".
And if you aren't using info center yet, you will need to now. Drop and drag your outlook contacts into AC and it will create a contact for you in AC that you can use for any purpose, maybe for a "bidders list". Drop and drag your outlook emails into AC and attach them to a job.
For me, attaching invoice PDF's to jobs is a lifesaver for looking up information. And if you are using efax, they already come to you in fax form, so it's so simple to attach the pdf, you don't even need to scan them. But scanning with info center is a piece of cake. One example of the time saving of doing this: a job is a cost plus job, when it comes time to do an invoice, you are required to submit copies of vendor invoices. Now, just go to the job record, click on info center and there they are, waiting for you to print them to send with the invoice.
All in all, Maxwell has shown that they have the resources and the desire to stay in the market for the long haul. While we are in an economic downturn, they are using this time to improve their product for contractors who are also, in it for the long haul.
If you are an American Contractor User, it is definitely time to perform the upgrade. The program is stable and much much nicer than 7.8. When you do, your first step should be to go into each "center" and click on View: Customize Current view. You can add calculated fields to your views as well as simple changes like rearranging columns and deleting columns you don't want to see. No more seeing unnecessary fields (like state and zip) on a daily basis unless you really want to. To me, it was wasted space better used for something like "user defined: job type" or "last receipt date".
And if you aren't using info center yet, you will need to now. Drop and drag your outlook contacts into AC and it will create a contact for you in AC that you can use for any purpose, maybe for a "bidders list". Drop and drag your outlook emails into AC and attach them to a job.
For me, attaching invoice PDF's to jobs is a lifesaver for looking up information. And if you are using efax, they already come to you in fax form, so it's so simple to attach the pdf, you don't even need to scan them. But scanning with info center is a piece of cake. One example of the time saving of doing this: a job is a cost plus job, when it comes time to do an invoice, you are required to submit copies of vendor invoices. Now, just go to the job record, click on info center and there they are, waiting for you to print them to send with the invoice.
All in all, Maxwell has shown that they have the resources and the desire to stay in the market for the long haul. While we are in an economic downturn, they are using this time to improve their product for contractors who are also, in it for the long haul.
Monday, October 26, 2009
Wednesday, October 21, 2009
Multi-currency functionality
Beginning in 2009, QuickBooks added the feature of having Multi-Currency functionality in their software. I must say, Intuit really surprises me with what they do with QuickBooks. It has come a long way from what it once was. With this feature, you choose your preferred currency when setting up your company. You set exchange rates for different currency types that your customer or vendors may use and as you set up your vendors or customers, QuickBooks asks you for their rate and converts the currency to your rate.
Today, I did a bit of research for a company in the Dominician Republic who's default currency is Pesos. I researched for a software that would work in conjunction with QuickBooks to allow the user to understand the English words that the program uses, such as "transaction", "vendor" "general ledger", etc. I did find a software that will provide "pop ups" to allow a person who speaks Spanish to understand QuickBooks.
It always amazes me how much is available via the Internet. The world has become a smaller place and I like it that way.
Now....to just get a trip to somewhere warm in February instead of working on-line from the cold north!!
Today, I did a bit of research for a company in the Dominician Republic who's default currency is Pesos. I researched for a software that would work in conjunction with QuickBooks to allow the user to understand the English words that the program uses, such as "transaction", "vendor" "general ledger", etc. I did find a software that will provide "pop ups" to allow a person who speaks Spanish to understand QuickBooks.
It always amazes me how much is available via the Internet. The world has become a smaller place and I like it that way.
Now....to just get a trip to somewhere warm in February instead of working on-line from the cold north!!
Saturday, March 21, 2009
Let's Get Organized - Accounts Payable
Accounts Payable aka Vendor Bills
- When bills come in the mail, code them with the job and code (roofing, siding, etc) and enter them daily into your accounting software as an accounts payable bill.
- File them in an A-Z accordion folder that is labeled "Accounts Payable or Bills to Pay".
- Twice a month (weekly or monthly) when it's time to pay bills, print an open payables report to choose what you want to pay, pull the bills from your blue accordion folder and select the bills in your software to be printed.
- Print checks using three part checks (body, stub, stub or similar). After checks are printed, use window envelopes to mail the checks to the vendor.
- Staple the bottom stub from each check you printed to the group of bills they are paying.
- File each vendors paid bills (with check stub attached) in the appropriate "paid bill file folder" (see below).
This may be contrary to what many contractors want to do, but something I highly recommend. Job reports can be printed for the job file showing all job costs including paid and unpaid bills and more. By stapling all bills together with the check stub, they are all in one place and you can always go to the same location to find them. Waivers if printed with the bills can be filed in the job folder, or even in the paid bill folder. You will know where to get them if you need them, many times, you won't need them unless liens are filed. At the end of the year, the paid Bills folders can be stored away and new file folders created for the new year.
File paid bills in file folders labeled for each letter and/or for your major vendors:
"ABC Electric, Paid 2009"
"A-Misc, Paid 2009"
"B-Misc, Paid 2009"
"ABC Electric, Paid 2009"
"A-Misc, Paid 2009"
"B-Misc, Paid 2009"
Email sarah@successif.biz if you would like a word document ready for printing onto labels of your "Alpha- Misc Paid 2009" file folders.
Getting to 100% Complete on Jobs
Following is a repost of an earlier blog post, I have many contractors ask about this process:
Most software written for construction will automatically calculate a percentage complete on a job. This percentage is a percentage of actual costs to the job budget. If you haven't entered a budget, most software will calculate the percentage as 100% because it will assume your budget should be what your costs are. The way to avoid this problem of course is to be sure you enter a budget for every job.
Most software written for construction will automatically calculate a percentage complete on a job. This percentage is a percentage of actual costs to the job budget. If you haven't entered a budget, most software will calculate the percentage as 100% because it will assume your budget should be what your costs are. The way to avoid this problem of course is to be sure you enter a budget for every job.
Another challenge in construction is to get the calculation to 100% complete when the job truly is complete. It is rare that a jobs cost is equal to its budget. There will most always be a slight variance. I recommend the following when a job is complete.
- Set up a cost code or tracking code called "over/under budget".
- Review the job (see previous blog) to be sure it is complete.
- Enter an internal change order (which only posts to budget, not to contract amount) for the amount of the difference so that you force the budget to equal the final costs.
Be sure to record the amount in #3 to the code called "over/under budget", this preserves your original budget figures and also allows you to see your "over/under budget" amount by job at any time which would be a great report to view by Project Manager, Estimator or Crew Leader over a specific length of time.
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