creating reports

1

Prior to Getting Started:

1.       Look in client notes to determine if your client is cash or accrual.  The default is to send on a cash basis however, your client may require reports in accrual basis.

2.       Your client may want more or less of these reports. Please see Asana and client notes for exact client requirements. If you are not sure reach out to Success Team member.

3.       We can send reports with Suspense, just label as “TENTATIVE”.


2

**After you have done the following:

  1. Completed the monthly bookkeeping for all accounts you have access to..

  2. Marked them off in Asana..

  3. Updated List of needs in Asana..                           

..You are ready to prepare Suspense & Reports!


3

Getting Started:

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In QuickBooks, go to Reports > Process Multiple Reports. Image #1 to the right.

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 Select Memorized Reports From > Client Reports> Click blue Display button > All the reports you need (and some you may not need) will open. Image #2 to the right.

Once reports are open, you as the bookkeeper must go through & decide which reports are necessary for that client and which are not. For example, if this is a new file as of the year you are working – you will not need a P&L with previous year comparison. Or a more obvious example, if Members Draw and/or Suspense are empty; the client will not need that report. (If you are unsure which reports should or should not be completed, ask the Success Team member.)


4

Preparing Suspense:

In QuickBooks, Suspense should populate last & be on top of the other reports > Change date to ALL

*****Review the client notes before exporting the suspense list. Many of the suspense items can be answered by the client notes. Also check the vendor list to see if we have paid that vendor in the past. After reviewing client notes and vendor list, send suspense list to Success Team person. If your success team person can not answer the suspense items, then send to the client for review.

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  1. After reviewing/updating items > click Excel > Create New Worksheet.

  2. Click Export.

  3. Once open > delete all columns except - Type, Date,  Num, Name, Memo, Split, Debit, and Credit. (Essentially you will delete columns A, B and C and spacer columns)

  4. In the first open column to the right, create a new category titled “Business or Personal?

  5. In the open column following #4 > create a new column titled “If business, what was purchase for? Deposit from?” > Highlight each of the columns you created a separate color.

    When complete, the worksheet should look like this:

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6. Copy list from excel & paste into client’s google sheet doc, check to be sure everything pasted in the correct format. Adjust if necessary. :)

Pro-tip - Make sure you, when making a new tab for each month, put the most current one in the front.

7. Click on green Share button in top right corner

8. Change sharing preferences to “Anyone with the link can edit” & copy link. See highlighted example here:

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9. Start a new email for your client and paste link ***Email templates listed in sections 7***


5

Creating a PDF for remaining reports:

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  1. From the first report > click Print > select Report

  2. Printer should default to PDF reDirect v2 as the Printer

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  1. Click Print 

  2. PDF Redirect screen will pop up, minimize the screen and repeat steps 1-4 until you have all the reports you would like to send in the PDF. You should see all the PDF’s in the Merge List. This will condense all the reports you pulled into one PDF for the client.

    Pro-Tip - organize the reports to put the SUMMARY reports in the front of the PDF and the detail reports at the bottom.

  3. Change the file name (at the bottom of the screen) to [COMPANY INITIALS] – Reports for XX.XXXX-XX.XXXX (Ex. JB – Reports for  01.2019-05.2019)

*** Mark the file tentative if there are suspense items***

6.       In folder section (to the top Left) > select Computer (or this PC) > Clients > Client Name > File Cabinet > Financial Statements > [YEAR] > Monthly. (If the folder isn’t there, create it/them)

7.       Click Save    Note: This may take several seconds depending on the size of the file.

***IMPORTANT REMINDER*** - Send monthly reports to your success team person for review until you are approved to send. Make sure all reports are CLIENT READY. This way the Success Team person can just approve then you can send to the client. Once your Success Team person is comfortable, they will give you permission to send directly to the client each month.


6

Sending Email to Client:

Prior to emailing the client, review the list of needs to see if we need anything from the client. Remember to check off anything that you may have received. The list of needs is all the items that we are waiting for. It is ALSO your responsibility to add to, check off and maintain this list. If you are unsure about something, contact the Success Team member associated with this client.

Please follow these templates if there are suspense items and or list of needs. ***Remember to always send to the Success Team member for review until you have permission to send to client directly***


7

Pro-Tip- After Copying and Pasting the appropriate template to your Outlook email the template will carry over the background color of this website. After pasting, copy the text again in your outlook email, click the “Format text” tab at the top of your outlook page then in the “paragraph” section hover over the icon of a paint spilling from a can. When you hover over it you will see that it says “shading” click this and then click “no color”. This will remove the light blue color from your email.

Use this template if you have Suspense and List of Needs

Dear _____,

               As I was finalizing your XXXX reports, I came across some transactions that I was unsure how you would like them categorized. Please follow [THIS LINK] and fill in the highlighted column for each transaction listed. Your tentative reports are also attached. These will not be final until the suspense items can be categorized. Once I have the suspense items updated, I will send out your final reports.

              We are also in need of the following in order to complete our records/ bookkeeping.

·       List out any items you are sure that we are still waiting for in the list of needs. This can include the CPA contact or report preferences. We need this in order to complete our records.

Thank you for your continued business,


Use this template if you only have Suspense

 Dear _____,

              

As I was finalizing your XXXX reports, I came across some transactions that I was unsure how you would like them categorized. Please follow [THIS LINK] and fill in the highlighted column for each transaction listed. Your tentative reports are also attached. These will not be final until the suspense items can be categorized. Once I have the suspense items updated, I will send out your final reports.

Thank you for your continued business,


Use this template  if you only have a List of Needs

Dear _____,

As I was finalizing your XXXX reports, I came across some transactions that I was unsure how you would like them categorized. Please follow [THIS LINK] and fill in the highlighted column for each transaction listed. Your tentative reports are also attached. These will not be final until the suspense items can be categorized. Once I have the suspense items updated, I will send out your final reports.

We are also in need of the following in order to complete our records/ bookkeeping.

· List out any items you are sure that we are still waiting for in the list of needs. This can include the CPA contact or report preferences. We need this in order to complete our records.

Thank you for your continued business,


Use if no Suspense or List of Needs

Dear ____,

              Thank you for your continued business. I have completed your monthly bookkeeping for XXX. Please review the attached reports. Please let me know if you have any questions or would like anything changed.

Thank you for your continued business,


Related Resources

  • How-to run reports [Manual] - HERE

  • How-to reporting Manually - VIDEOS HERE 1/2/3

  • How-to reporting Automatically - VIDEO HERE

  • How-to Final check - VIDEO HERE

Please be sure to watch videos on your
personal computer or phone (not the cloud).