CFC07004: Training on QuickBooks for Non-Profit Organizations

Module 1: Introduction to QuickBooks for Non-Profit Organizations

Topics:

1. Overview of QuickBooks Desktop and Online Versions
   • Features comparison and selecting the appropriate version.
   • Benefits of QuickBooks for non-profits.
2. Setting Up QuickBooks for Non-Profit Use
   • Creating a new company file tailored to non-profits.
   • Customizing the chart of accounts for restricted and unrestricted funds.
3. Understanding Fund Accounting
   • Tracking income and expenses by fund, program, or grant.
   • Difference between restricted, temporarily restricted, and unrestricted funds.

Learning Activities:

• Practical setup of a QuickBooks non-profit organization file.
• Class discussions on fund accounting best practices.

Module 2: Managing Transactions in QuickBooks

Topics:

1. Recording Income and Contributions
   • Handling donations, grants, and pledges.
   • Tracking in-kind donations.
2. Managing Expenses
   • Recording program-specific expenses.
   • Tracking project-based expenses using classes and locations.
3. Budgeting in QuickBooks
   • Creating and editing budgets by program or fund.
   • Tracking performance against the budget.
4. Donor and Grant Management
   • Setting up donor profiles and tracking contributions.
   • Allocating grant income to specific programs or projects.
5. Bank Reconciliation
   • Linking bank accounts and credit cards to QuickBooks.
   • Reconciling accounts to ensure accuracy.

Learning Activities:

• Hands-on exercises on recording and categorizing transactions.
• Practice session on reconciling a sample bank statement.

Module 3: Financial Reporting in QuickBooks for Non-Profits

Topics:

1. Standard Reports for Non-Profits
   • Profit and Loss by Class (restricted vs. unrestricted funds).
   • Statement of Financial Position (Balance Sheet).
   • Budget vs. Actuals report.
2. Customizing Reports
   • Filtering and grouping data for specific donor or grant reports.
   • Creating memorized reports for regular use.
3. Donor Reporting and Compliance
   • Generating donor-specific reports.
   • Creating grant utilization reports for funders.
4. Advanced Reporting Features (Desktop and Online)
   • Using tags for enhanced tracking (QuickBooks Online).
   • Customizing report templates for board presentations.

Learning Activities:

• Generating and customizing reports for a mock donor.
• Group discussion on best practices for donor and grant reporting.

Module 4: Advanced Features in QuickBooks

Topics:

1. Payroll Management
   • Setting up payroll for employees.
   • Allocating payroll costs to programs or grants.
2. Tracking and Managing Inventory
   • Setting up and managing inventory for non-profits.
   • Tracking supplies and program-specific inventory.
3. Automation and Integration
   • Automating recurring transactions (bills, donations, invoices).
   • Integrating QuickBooks with third-party apps for fundraising and CRM.
4. Internal Controls and User Management
   • Setting up user roles and permissions for staff.
   • Reviewing audit trails to monitor activities.

Learning Activities:

• Practical session on automating transactions and setting up user roles.
• Case study: Using QuickBooks to streamline payroll and inventory management.

Module 5: Practical Applications and Case Studies

Topics:

1. Real-Life Challenges in Non-Profit Financial Management
   • Addressing common issues like grant tracking and donor compliance.
   • Developing solutions for specific non-profit scenarios.
2. Comprehensive Project: Managing a Non-Profit in QuickBooks
   • Creating a chart of accounts.
   • Recording income, expenses, and restricted funds.
   • Generating reports for donors and board members.

Learning Activities:

• Group project: Set up and manage a non-profit in QuickBooks from scratch.
• Individual assessment: Generate a complete donor-specific financial report.