QUICKBOOKS ONLINE CLIENT TRAINING

WE HAVE 5 COURSES THAT ARE PART OF THIS “QUICKBOOKS ONLINE CLIENT TRAINING
MATERIAL”. THEY ARE:

• COURSE 1: GETTING STARTED

• COURSE 2: NAVIGATING QUICKBOOKS ONLINE

• COURSE 3: RECORDING TRANSACTIONS IN QUICKBOOKS ONLINE

• COURSE 4: REPORTING

• COURSE 5: EXPANDING USABILITY

THIS DOCUMENT PROVIDES YOU A SAMPLE VIEW OF CONTENT WITHIN “COURSE 1: TOPIC
1 (GETTING STARTED) AND TOPIC 2 (IMPORTING DATA)”.

TO ACCESS ADDITIONAL QUICKBOOKS ONLINE CLIENT TRAINING COURSE MATERIAL AND

OTHER CUSTOMIZED QUICKBOOKS TRAINING LIBRARY THAT YOU CAN SHARE IT WITH
YOUR CLIENTS, PLEASE SIGN UP HERE FOR QUICKBOOKS ONLINE ACCOUNTANT—YOUR
QUICKBOOKS PROADVISOR PROGRAM BENEFITS ARE WAITING INSIDE. AND THEY'RE
BOTH FREE!

Already using QuickBooks Online Accountant? Sign In

Copyright

Copyright 2014 Intuit, Inc. Intuit, Inc.

All rights reserved. 5601 Headquarters Drive
Plano, TX 75024

Trademarks

©2014 Intuit, Inc. All rights reserved. Intuit, the Intuit logo, Intuit ProLine, Lacerte, ProAdvisor,
ProSeries and QuickBooks, among others, are trademarks or registered trademarks of Intuit, Inc. in
the United States and other countries. Other parties’ marks are the property of their respective
owners.

Notice to Readers

The publications distributed by Intuit, Inc. are intended to assist accounting professionals in their
practices by providing current and accurate information. However, no assurance is given that the
information is comprehensive in its coverage or that it is suitable in dealing with a client’s particular
situation. Accordingly, the information provided should not be relied upon as a substitute for
independent research. Intuit, Inc. does not render any accounting, legal, or other professional advice
nor does it have any responsibility for updating or revising any information presented herein. Intuit,
Inc. cannot warrant that the material contained herein will continue to be accurate nor that it is
completely free of errors when published. Readers should verify statements before relying on them.

Module 1: Getting Started 3

QuickBooks Online Client Training Table of Contents

Table of Contents for Course 1: Getting Started

About the Author ................................................................................................................................ 5

Training at a Glance ............................................................................................................................ 6

QuickBooks Online Test Drive ................................................................................................................. 7

Topic 1: Product Overview .................................................................................................................. 8

Know the Features of Your QuickBooks Online Subscription .................................................................... 9

Topic 2: Importing Data .................................................................................................................... 11

Identify Steps to Import Data into QuickBooks Online ............................................................................ 11

Topic 3: Setting Up Your Company.................................................................................................... 14

Recognize the Steps to Set up and Modify Lists and Users............................

Recognize the Steps to Manage Company Settings ......................................

Guide Conclusion ......................................................................................

Module 1: Getting Started 4

QuickBooks Online Client Training About the Authors

About the Author

Authored by:

Kaydee Peterson

Peterson Business Services

Kaydee is the founder and CEO of Peterson Business Services and has been serving businesses by supporting their
accounting and administrative needs with a comprehensive menu of solutions and services. Kaydee holds several
Advanced and Advisor certifications, including QuickBooks Pro, Premier, Advanced, Enterprise, Point of Sale, and
Online. Kaydee is also a member of the Intuit Trainer-Writer Network, an elite consortium of advanced QuickBooks
users who write training and certification exam materials and lead training seminars offered by Intuit Academy online.

She provides QuickBooks training for teams and individuals both in person and remote. She loves to work with local
businesses as well as those in other states so that she can fulfill her need for work and travel simultaneously. Kaydee
specializes in developing backend accounting and business workflow processes that are unique to the clients
industry, environment, skillset and culture. 3rd Party applications and add-ons are her specialty, and if she doesn’t
have an answer for something then she know someone who does.

Peterson Business Services is located in Vancouver on the Washington side of the Portland Metro. She can be
reached at [email protected]. Check out her blog at www.MakeAccountingFun.blogspot.com
or follow her on Twitter @PetersonBizSvcs.

Module 1: Getting Started 5

QuickBooks Online Client Training QuickBooks Accountant

Course 1> “Getting Started”- Training at a Glance

Use this as a guide to selecting specific workflows to be covered.

Topics Step by Step Workflows

1.Product Benefits of using QuickBooks Online

Overview Know the features of your QuickBooks Online subscription

Export QuickBooks Desktop data to QuickBooks Online

2.Importing Become familiar with importing lists into QuickBooks Online
Data

Explore how to add users to QuickBooks Online

Explore the Products and Services list
Print a transactions report for a selected account directly from the chart of accounts
Print the chart of accounts
Connect a bank account to the bank feed
Become familiar with the Company tab in global Company Settings
Enter contact information, Employer ID, and Tax form in Global Company Settings
Specify terminology for Customers in Global Company Settings
3.Setting Up
Become familiar with the Sales tab in global Company Settings
Your Company
Become familiar with how to turn on inventory global Company Settings
Become familiar with the Expenses tab in global Company Settings
Explore how to turn on Purchase Orders in global Company Settings
Become familiar with the Advanced tab in global Company Settings
Explore how to close the books in Global Company Settings
Explore how to show account numbers in Global Company Settings
Explore how to enable auto-recall on forms in Global Company Settings
Change settings for automatic signing out after a period of inactivity

Module 1: Getting Started 6

QuickBooks Online Client Training QuickBooks Accountant

QUICKBOOKS ONLINE TEST DRIVE

Exercises contained inside this handbook can be completed using a QuickBooks Online “test drive” file. The test
drive uses a sample company file called Craig’s Design & Landscaping Services. It can be accessed through the
following link:

Craig's Design & Landscaping

You don’t have to create an account or sign in to access the test drive file; just complete the security validation and
click Continue.

This test drive is designed for you to explore and try out new things without worrying that you will break something or
make a mistake. It is not designed to retain any changes you make. Once you close this QuickBooks Online test
drive company, it is completely refreshed, so please remember to allow sufficient time to complete each.

Module 1: Getting Started 7

QuickBooks Online Client Training Topic 1: Product Overview

Course 1> Topic 1: Product Overview

QuickBooks Online has many features and advantages that QuickBooks Desktop does not offer. Once you make the
change to QuickBooks Online, it is important to understand the features available to you by being in the cloud and
the feature availability based upon your subscription level. Let’s take a look at some advantages that QuickBooks
Online has:

Access to data easily across multiple platforms, PC or Mac

Access to data from multiple devices, browser or tablet. QuickBooks Online mobile access is included with QBO
subscriptions at no additional cost

No need to transfer data files since everyone logs in to the same account to access the same data

QuickBooks Online developers are always releasing new functionality to QBO

All the data is hosted, backed up and secured by Intuit’s servers

Attached supporting documents and transactional messaging allow for greater collaboration and centralization of
information

Automatically create invoices and send them to clients, including delayed customer charges for unbilled time and
costs

Tracks logins, third party activity and list changes in the Activity Log

Reports can be emailed to anyone at a scheduled frequency

Further organize data with both Class and Location tracking. Nomenclature can be selected for location

Bank transactions are automatically downloaded nightly

Invite unlimited report reader and time tracker users

Sync 3rd party apps to QuickBooks without opening the QuickBooks account, since the apps sync to Intuit’s
always-accessible server. No downloading and managing third-party sync engines

Post to multiple Accounts Receivable and Accounts Payable lines in a single journal entry

Track Inventory using the first in first out (FIFO) method. The only desktop edition that offers FIFO is Enterprise
with Advanced Inventory

The list of features will continue to grow as QuickBooks Online delivers functionality its users are asking for

Module 1: Getting Started 8

QuickBooks Online Client Training Topic 1: Product Overview

KNOW THE FEATURES OF YOUR QUICKBOOKS ONLINE SUBSCRIPTION

QuickBooks Online is a great solution for many different types of businesses. Every company must assess their
needs to find a financial accounting solution appropriate for their business. Use the QuickBooks Online subscription
matrix to determine the features of your QuickBooks Online subscription:
http://quickbooks.intuit.com/online/compare. You can upgrade your QuickBooks Online anytime to accommodate
changes in your business.

QuickBooks Online Simple Start

QuickBooks Online account Print checks and record transactions

Automatic data backup Download bank & credit card transactions

Bank-level security and encryption Import from QB Desktop

One full-access user Import/Export lists from Excel® (customers,

vendors, chart of accounts)
Invite up to 2 accountant users, no additional
charge Add payroll to pay W-2 employees and file
payroll taxes
Unlimited invoices and estimates
20+ reports
Charge sales tax to customers

QuickBooks Online Essentials

For QuickBooks Online Essentials, you have access to all of the Simple Start features as well as:

Access for 3 users with permission controls Compare sales profitability with industry trends

Manage and pay bills, including scheduled Delayed charges and credits
payments for later
40+ reports
Automatic invoice creation on recurring
schedule

Module 1: Getting Started 9

QuickBooks Online Client Training Topic 1: Product Overview

QuickBooks Online Plus

For QuickBooks Online Plus, you have access to all of the Simple Start and Essentials features as well as:

Access for 5 users with permission controls (up Track Inventory using the first in first out (FIFO)
to 25 paid users total) method.

Unlimited time-tracking-only users Prepare & print 1099-Misc

Unlimited reports-only users Budgets

Track billable hours by customer Two-sided items

Purchase Orders Estimates

Class & location tracking 65+ reports

Module 1: Getting Started 10

QuickBooks Online Client Training Guide Conclusion

Course 1> Topic 2: Importing Data

IDENTIFY STEPS TO IMPORT DATA INTO QUICKBOOKS ONLINE

When you first sign in to your company, you will see prompts for a guided tour of the program. This guide gives you
tips about workflow, helps you learn navigation and explains terms used in QuickBooks Online. Once you have read
the tip, click I’m done! and the tip will be removed. What a great resource for those just starting out!

QuickBooks Online allows users to import data from QuickBooks Desktop within the first 60 days of creating the
QuickBooks Online account. When this data is imported, it replaces any data in the QuickBooks Online account.

Most QB Desktop data can be imported, but there are some limitations. Because QuickBooks Online is being
improved constantly, the import capabilities can change. Check the latest limitations by visiting
www.quickbooks.com/support and put keyword import limitation in the search box. At the time of this publication
these guidelines are in effect:

You cannot import

− Memorized transactions

− Sales form templates

− Inventory (can be imported but requires additional setup)

− Sales tax rates

Data may be imported from QuickBooks Pro, Premier and Enterprise

Conversions from QuickBooks Windows version 2006 and prior and QuickBooks Enterprise require additional
steps, visit www.quickbooks.com/support for instructions.

Module 1: Getting Started 11

QuickBooks Online Client Training Guide Conclusion

To import QuickBooks data for Mac, create a Windows backup file, restore in QuickBooks Windows, and export
to QuickBooks Online

A QuickBooks Desktop file with the multi-currency preference turned on cannot be imported into QuickBooks
Online’s US version

International versions of QuickBooks Desktop cannot be imported into QuickBooks Online’s US version

Payroll data imports from QuickBooks Desktop to QuickBooks Online as checks, not paychecks

You can import your QuickBooks Online data back to QuickBooks Desktop, with limitations

You must use Internet Explorer to export data from QuickBooks Online back to Desktop

Step by Step: Export QuickBooks Desktop Data to QuickBooks Online

This step will not work with the QuickBooks Online sample company but these steps may be followed with a new
client that has previously been using QuickBooks Desktop.

A QuickBooks Online file must be set up by the client or by using the accountant creating a QuickBooks Online file on
behalf of the client from within QuickBooks Accountant (covered in Topic 2).

1. Open the QuickBooks Desktop company data file as the administrator user.

2. The file cannot have more than 350k targets. To view the size of your file, press the F2 key. If the file has more
than 350k targets, you can still import lists.

3. Navigate to File  Utilities (or Maintenance)  Verify Data. Correct any errors in the QuickBooks data before
proceeding to the next step, and if necessary, perform Step 3 and repeat Verify.

4. Navigate to File  Utilities (or Maintenance)  Rebuild data. A backup must be created before QuickBooks
Desktop runs the Rebuild action.

5. Navigate to File  Utilities (or Maintenance)  Rebuild data. A backup must be created before QuickBooks
Desktop runs the Rebuild action.

6. Navigate to Company  Export Company File to QuickBooks Online. The wizard will provide the steps to sign in
and identify the proper QBO account and then import data directly from the desktop company.

WARNING: Be very careful with this step as it will overwrite all data in the QBO account you select. If you are
practicing this process, create a new QBO account that can be cancelled.

7. Once complete, wait for confirmation that the QuickBooks Desktop file has been successfully imported. An email
notification will be sent within 24 hours (however, often the conversion is very quick and email confirmation is
received almost immediately).

8. Verify that the data was imported correctly. Create a Balance Sheet and Profit & Loss report in both QuickBooks
Online and Desktop. Customize the date range to All Dates. Set the accounting method to Accrual. Compare the
balances, looking for any inconsistencies.

Module 1: Getting Started 12

QuickBooks Online Client Training Guide Conclusion

You can re-import data into QuickBooks Online for 60 days from the creation date of the QuickBooks Company. It is
important to re-import or data will overwrite any existing data in the QuickBooks Company.

Step by Step: Become Familiar with Importing Lists into QuickBooks Online

1. Open the QBO demo account.

2. Navigate to the Gear icon  Import Data (under the Tools section).

List data may be imported at any time into QuickBooks Online such customers, vendors, chart of accounts, products
and services or banking information (if financial institutions don’t download transactions into the bank feed directly).

Each option has a downloadable template to ensure that data is properly formatted before import.

NOTE: When importing a chart of accounts it does not replace the chart of accounts that already exists but it
imports the accounts that are in your spreadsheet but not already in QBO.

Module 1: Getting Started 13

QuickBooks Online Client Training Guide Conclusion

Topic 3: Setting Up Your Company

TO ACCESS ADDITIONAL QUICKBOOKS ONLINE CLIENT TRAINING COURSE MATERIAL AND OTHER
CUSTOMIZED QUICKBOOKS TRAINING LIBRARY THAT YOU CAN SHARE IT WITH YOUR CLIENTS,
PLEASE SIGN UP HERE FOR QUICKBOOKS ONLINE ACCOUNTANT—YOUR QUICKBOOKS
PROADVISOR PROGRAM BENEFITS ARE WAITING INSIDE. AND THEY'RE BOTH FREE!

Already using QuickBooks Online Accountant? Sign In

Module 1: Getting Started 14