Answer:
Using a credit memo might do the trick.  Credit memos normally reduce revenue, but the instructions below will leave your dues revenue at the original amount and instead increase your supplies expense.

1. Go to Lists > Item List and create an item for the reimbursement.  Map the item to your supplies expense account. 
2. Go to Customers > Create Credit Memo's/Refund and enter a credit memo for the reimbursable expense using the item created above.  You'll get an error message that the item you're using is associated with an expense account.  Normally, that's a problem but in this case that's exactly what you want.  
3. After you save the credit memo, you'll get a popup screen asking how you want to apply it.  Select Apply to an invoice.  Check the invoice you want to apply it to and click Done.

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Written by Ruth Perryman, CMA, CFE, CFM, MBA, DPA (ABD)

Ruth is the president of The QB Specialists, an Intuit Solutions Provider that has helped thousands of businesses throughout the United States, Canada and even the Caribbean get the most out of QuickBooks since 1996. Ruth has over 20 years of industry experience, including 5 years as a Chief Financial Officer. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and Enterprise.

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Answer:
Are you using the item tab on your purchase transactins (i.e., enter bills, write checks, enter credit card charges, etc.)?  Many of the job costing reports, including the Job Estimates vs. Actuals reports, require that you use items instead of your chart of accounts. 

You might want to read through the four-part job costing series I put together for Intuit's Small Business Community last year for more information about how to setup and use QuickBooks for job costing: 

QuickBooks Job Costing: Setting up Preferences and Items
QuickBooks Job Costing: Working with Estimates
QuickBooks Job Costing: Setting up Payroll
QuickBooks Job Costing: Understanding Job Cost Reports

If we helped solve your problem, please consider spending a minute or two posting a review for us. ____________________________________________________________

Written by Ruth Perryman, CMA, CFE, CFM, MBA, DPA (ABD)

Ruth is the president of The QB Specialists, an Intuit Solutions Provider that has helped thousands of businesses throughout the United States, Canada and even the Caribbean get the most out of QuickBooks since 1996. Ruth has over 20 years of industry experience, including 5 years as a Chief Financial Officer. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and Enterprise.

For more QuickBooks Tips & Tricks, subscribe to her monthly newslettter.

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Answer:
The only software I know of that can import QuickBooks info into a 990 is ProSeries.  However, it’s designed for tax preparers so it’s pretty expensive. 

Don’t forget that much of the information required on the 990 isn’t financial information contained in QuickBooks.  Because of this, I usually recommend using QuickBooks reports instead of worrying having a direct import into the 990.  If you’re using QuickBooks for Nonprofits, there’s a Statement of Functional  Expenses (990).  If not, you can use a Profit & Loss by Class report. 

No matter what you decide, it’s critical that your classes are setup correctly to mimic the 990 information - at the very least you’ll need these three:

G&A                                                                                                                                                 
Fundraising
Programs

And if you have any temporarily or permanently restricted funds, these six:

Unrestricted:
   G&A
   Fundraising
   Programs
Temporarily restricted
Permanently restricted

You can add additional sub-classes if you want to track particular programs, restricted funds, grants, etc.

If we helped solve your problem, please consider spending a minute or two posting a review for us. ____________________________________________________________

Written by Ruth Perryman, CMA, CFE, CFM, MBA, DPA (ABD)

Ruth is the president of The QB Specialists, an Intuit Solutions Provider that has helped thousands of businesses throughout the United States, Canada and even the Caribbean get the most out of QuickBooks since 1996. Ruth has over 20 years of industry experience, including 5 years as a Chief Financial Officer. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and Enterprise.

For more QuickBooks Tips & Tricks, subscribe to her monthly newslettter.

Looking for QuickBooks Point of Sale or Enterprise? Call 800-707-0940 or email us to save up to 46% off!

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