Domain Admins
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From Pumping Station One
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== Update Balances ==
* Frequency: Weekly
* Log into Quickbooks and navigate to Transaction->Banking
* Click Update. (It may be necessary to use the left right arrows to see the status of all bank accounts) After the update, verify success by looking for the word "moments ago" on the bottom right corner of each bank account section along the top of the page
== [[PEX]] Reconciliation ==
== [[PEX]] Reconciliation ==
** browse to the *.qbo file downloaded from PEX
** browse to the *.qbo file downloaded from PEX
** Select PEX in the dropdown for account
** Select PEX in the dropdown for account
== Transaction Categorization ==
== Transaction Categorization ==
* Frequency: Weekly
* Frequency: Weekly
* Use the following categories for categorizing expenses:
* Use only the following accounts for area host and votes transactions:
** Education:
** Education (books, fees for 3rd party classes, online subscription fees)
** Equipment (non-portable equipment/tools >= $1000, mandatory software and associated license fees, annual maintenance subscriptions)
** Equipment Purchases:
** Maintenance (break-fix and non-subscription routine maintenance costs/supplies/materials)
** Maintenance:
** Software (including license fees)
** Supplies & Materials:
** Supplies (normal operations consumables, small tools, materials)
** Tools:
** Tools (non-portable equipment/tools < $1000, small and portable, reusable equipment)
* 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:
** Votes
* In Quickbooks, transaction class is associated with budgets. This field is optional so make sure the correct one is assigned:
** CNC
** Administrative (catch all classification)
** Cold Metals
** Arts & Textiles Area (Area host budget)
** Hot Metals
** CNC Area (Area host budget)
** 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
