QuickBooks User Guide
QuickBooks Online (QBO) is the number one small business accounting platform. Additionally, several AYSO Regions use QuickBooks and were able to attest to the functionality for AYSO operations.
QBO offers all of the functionality of Zipbooks, with a similar interface, and additional features NOT offered by Zipbooks like check printing.
QuickBooks Overview
- Getting QuickBooks Online Access
- Logging In
- Your Categories are the Chart of Accounts - similar to your NAP Codes
- How to Record Transactions before they clear the bank
- How to Set up vendors or customers
Using QuickBooks
- New User QuickBooks Checklist
- Connecting To Your Bank
- Connecting to Bill Spend & Expense (Divvy)
- Categorize Transactions
- Manual Import Transactions
- Creating Invoices
Accurate Financial Management
- Tax vs. No Tax Paid Categories
- Reconciling Banks and Divvy
- Reconciliation Discrepancies
- 1099 Vendor Set-up and Review
- Recording The Divvy Payment/Overpayment
- Sports Connect Bank Deposit Reconciliation
- Annual Budget Planning
Ongoing QuickBooks Use
QuickBooks User Guide FAQ's
Banking Questions
How do I switch to Chase Bank or open an new bank account?
Chase Bank is the preferred bank partner for AYSO. We can help you to open an account or even change signers 100% remotely so there is no need to go to a physical branch. With Mobile deposits, you can even handle your day to day banking needs remotely. Here's how to get started.
How do I manually import bank transactions if I can’t connect to online banking?
Instead of connecting your bank and credit card accounts to QuickBooks, you can upload them manually. You usually download this file from your bank. Before you can upload it, you need to make sure the data is in the correct format.
Each bank formats CSV files differently. This means you may not be able to import CSVs from certain banks since files don't have the format QuickBooks needs. If your bank offers a QuickBooks Online Format (QBO) this is generally the best option. See the Section - Manually Upload Transactions into QuickBooks Online.
QuickBooks Questions
What do I do if I already have my own QuickBooks?
If you have QuickBooks Online, please add QuickBooks@AYSO.Org as an Accountant user to your account.
If you have QuickBooks Desktop, you will need to QuickBooks Online. Please email Finance@AYSO.org and we will take care of this for you.
How do I transfer QuickBooks to someone else?
If you are currently the Primary Admin of the QuickBooks, you will need to transition this to the National Office first.
The Association Platform (Affinity) must be updated to reflect the correct members/roles with current risk status..
Email Finance@Ayso.Org with the name of the new person needing access and we will take care of making the requested changes.
How do I add or remove users on QBO?
The Association Platform (Affinity) must be updated to reflect the correct members/roles with current risk status.
Email Finance@Ayso.Org with the name of the new person needing access and we will take care of making the requested changes.
Do I need to add a payee to my bank feed transactions? Even if it's in the description already?
Yes. If you are paying someone, they should be added as a vendor and, if applicable, marked as a 1099 vendor.
What do I do if I used the wrong category?
You can edit transactions from your Account Register to update the category selected. You can also locate miscategorized transaction on reports run in QuickBooks and drill down to the details.
We paid a vendor/parent but the check was returned as a deposit in my bank feed. How do I categorize this?
Whether a vendor returned the payment because they didn't know where it belonged or a check was redeposited as uncashed per your Bank's Bill Pay process, simply categorize the deposit to the same category where you originally categorized the expense. It hasn't been paid, so when you reissue payment, you don't want to overstate the expense.
We have parents that give us cash/checks for registration and we use our Divvy card to register the player on their behalf. How do we categorize this in QuickBooks?
Please see Using Divvy for Player Registrations for more information
What are Rules and how do I use Them?
Rules can be useful for transactions that happen often. By setting a rule, you are helping tell QuickBooks how to categorize the future transactions.
What you do not want; however, is for QuickBooks to automatically enter transactions before you’ve had a chance to review. For this reason, the “Auto-Add” option should always be turned off when creating rules.
You can view your Rules by Navigating to Transactions -> Rules
More information on Setting up Rules can also be found here.
Where should Bank and Divvy Statements be uploaded in QuickBooks?
At a minimum, bank statements should be uploaded to the Shared Documents section of QuickBooks (My Accountant -> Shared Documents)
When you select Shared Documents, you’ll have the option to upload documents from your computer. This also gives you the ability to create folders to better organize documents you may be requested to store here.
This is also where you can upload other documents you need like:
- Field Contracts
- Paid Services Agreements
- W9s (should also be attached to the vendor)
- Budgets
Statements can also be attached to the reconciliation you just completed as this can better support auditors in their review.
Credit Card Questions
Divvy is showing me an error and won't sync to QuickBooks
Sometimes Divvy loses it's connection and it simply needs to be reauthorized. See Divvy Sync Errors to resolve
How do I request an increase in my credit line?
If you only occasionally need additional finds, you can effectively increase your credit line by making a prepayment on the account. If you need an increase in your credit line, please email the request to your Section Director for approval. More information on Divvy Payments and Credit Lines here.
What are Divvy Rewards and how can I take advantage of them?
Divvy Rewards are points earned based on your spending and your billing cycle that can be redeemed as cash back to the region or as a statement credit.
General Questions
I'm lost and don't even know where to start.
Please don't feel overwhelmed. If you email Finance@AYSO.org we will be more than happy to walk through your next steps and work with you each step of the way to build your confidence in your role.
Where can I find more help?
Check Out the additional QBO Training Resources available, or simply email Finance@AYSO.org and we will be happy to assist!
