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 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)
** 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)
** 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
