Implementing Goals for 2008!

By Debbie Green

2008 is here! The first of the year is the perfect time to FULLY implement QuickBooks. Don't put it off any longer. When I say fully implementing, I am talking about using QuickBooks to create proposals, invoices, create purchase orders, pay bills, write checks, etc. Literally everything to do with your business finances should be entered into QuickBooks. As I stated in last month's article, you will need to actually set time aside on your calendar to accomplish this task. Below I have written a step-by-step plan to implement QuickBooks & Quoting 7.1 (Option 1) into your business. If you are an existing QuickBooks user and it has been over three years since you started a new company file, I recommend you start a new company file.

1. In Minutes Matter QuickBooks & Quoting 7.1, we give you two options to get started.  Option 1 will create a new company file that has already been setup and specially customized for Interior Designers and Window Treatment Professionals. Option 2 allows you to import our item codes into your existing QB file. (read the Getting Started section in the QBQ manual) I highly recommend Option 1 as this option will give you a fresh start and best of all, almost everything is done for you. (15 minutes)
2. After you have purchased QuickBooks & Quoting 7.1 you are entitled to access our private forum "The Minutes Matter QuickBooks Community." You can post any question related to QuickBooks. (browsing the forum 1 hour)
3. For Option 1, you will need some opening balance totals. Since this is still what I consider the first of the year, use January 1, 2008 as your start date. You will need your bank statement, credit card statement(s) dated in December, sales tax balance owed as of 1/1/08, client and loan opening balances as of 1/1/08. If you are an existing QuickBooks user and using Option 1, you can export your client and vendor list into this new company file . (30 minutes)
4. If you are new to QuickBooks; install the QuickBooks software. If you are an existing QuickBooks user, upgrade to 2008 if your QuickBooks is over 2 years old. (15 minutes)
5. Once you have installed Option 1 and entered your opening balances, you will need to enter EVERY transaction that did not CLEAR on your December bank and credit card statements. (30 minutes - 1 hour)
6. Spend a some time reading the QBQ 7.1 manual. (2 hours)
7. Join our FREE QuickBooks & Quoting Webinars and ask questions (1 hour)
8. Take a little time exploring QuickBooks; click on each of the menu titles located along the very top of the screen and notice all the available options. It is essential that you familiarize yourself with QuickBooks.  (15 minutes)
9. If you are new to QuickBooks, you will need to add your vendors and customers. You can add them one at a time or on the fly in a transaction.
10. Practice or create a real estimate. Remember, to press Clear before you leave the estimate if you are just practicing. TIP: Remember to use only a Group item code when creating an estimate i.e., when you want to quote a room with pinch pleat draperies and an Imperial valance you would enter VALANCE & DRAPERIES for your Group item code. If you are a designer, and get one price from the workroom, you would use WINDOW TREATMENT & INSTALL for your group code. Using Group codes is the secret to being able to produce a quote in a fraction of normal time. (30 minutes - 1 hour)

QuickBooks is very easy to understand when you think logically as you try to locate a feature or function. For example, say you want to record a payment from a client; click Clients (located along the menu at the top of the screen) > click Receive Payments. Anything to do with a client can be found under this section.

Here are a couple of MUST DO's to make goal implementation successful.

1. To cut your learning curve in half, it is crucial that you devote a chunk of uninterrupted time in the beginning. Yes, you can learn any software by working 15-20 minutes here and there but you have wasted half of your learning time getting re-focused.

2. Take advantage of tech support that is offered with the software.

3. Don't give up!

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