Quickbooks: Difference between revisions

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 * Frequency: Weekly
-* Use only the following expense categories for area host and votes transactions:
+* Use only the following accounts for area host and votes transactions:
 ** Education (books, fees for 3rd party classes, online subscription fees)
-** Equipment Purchases (non-portable equipment/tools, software, associated licensing or maintenance subscriptions)
+** Equipment (non-portable equipment/tools >= $1000, mandatory software and associated license fees, annual maintenance subscriptions)
 ** Maintenance (break-fix and non-subscription routine maintenance costs/supplies/materials)
-** Supplies (normal operations consumables)
+** Software (including license fees)
-** Tools (small and portable, reusable equipment)
+** Supplies (normal operations consumables, small tools, materials)
-* In Quickbooks, assigning a department to a transaction is optional, however, budgetary reports for area are generated by filtering by department so it is important to always select the department corresponding to the transaction as follows:
+** Tools (non-portable equipment/tools < $1000, small and portable, reusable equipment)
-** Votes
-** CNC
+* In Quickbooks, transaction class is associated with budgets.  This field is optional so make sure the correct one is assigned:
-** Cold Metals
+** Administrative (catch all classification)
-** Electronics
+** Arts & Textiles Area (Area host budget)
-** Kitchen
+** CNC Area (Area host budget)
-** Hot Metals
+** Cold Metals Area (Area host budget)
+** Electronics Area (Area host budget)
+** General Area (Area host budget)
+** Kitchen Area (Area host budget)
+** Hot Metals Area (Area host budget)
+** Votes (<year>): <vote name> (items associated to specific votes)
+== Reconciliation ==
+* Frequency: Monthly (60 days after month-end)
+** Close out transactions for each month
+** Can be changed so long as year-end reconciliation has not been performed