QUICKBOOKS ASSIGNMENT
How do electronic accounting packages help people manage a business?
Task 1 – Concept Map:
1
2
Categories
Examples
Assets (own)
Land, car/boat,
house, computer
Loan, rent, council
rates
Staff, electricity,
advertising,
insurance
Price x quality
FIXED COSTS
Liabilities (owe)
VARIABLE COSTS – long term
Expenses
3
short term
4
Revenue
Exercise 1, Excel Test
Item
Classification
Y/N
Reasoning
Rent
Liability
X - Expense
gets used up
Electricity
Expense
Car
Asset
House
Asset
Mortgage
Expense
X - Liability
fixed cost/long term
Computer
Asset
Rubber
Expense
Land
Asset
Wages paid
Liability
X - Expense
variable cost/runs out
Salaries paid
Liability
& Liability
business choice
Distribution costs
Liability
X - Expense
variable cost/runs out
Sales
Revenue
Commission Received
Revenue
Reputation
Asset
Bridge
Asset
Broadband network
Asset
Repairs to broadband
Expense
Insurance
Expense
Capital
Asset
A4 paper
Expense
X - Owners equity
Definitions:
Asset – something that is owned and is a fixed cost
Liability – something that is owed, is a variable cost and usually long term (+ 5years)
Expense – something that is paid, usually short term
Revenue – something that is paid but are used up/run out
Owner’s equity – owners investment in the business
Use the following information to complete a balance sheet for Super Car's Business (owned by Jaimie)
1
2
3
4
5
6
7
8
Jaimie invested $300000 into the business
Exercise 2,
Balance
Sheet:
Paid $70000 to buy a car with cash
Purchased $2000 worth of stock on credit
Paid $1500 cash to suppliers to reduce Accounts Payable
Purchased $5000 worth of stock on credit
Purchased a delivery van on credit worth $30 000
Jaimie withdrew $5000 cash and put it in his personal bank account
Purchased furniture on credit worth $ 6250
Assets
Bank
Liabilities and Owner's Equity
187250
Capital
70000
Credit
Car
Stock
297000
5000
7000
Accounts payable
1500
Van
30000
Furniture
6250
302000
302000
Exercise 3, Classification
1) Classify each of the following items as either an asset, liability, owner's equity, revenue or expense
Item
Classification
Why?
Cash
Asset
Something that the business owns
Bank account
Asset
Money is something that the business owns
advertising expense
Expense
Variable cost and is used up in the short term
land
Asset
Something that the business owns
stock
Asset
Something that the business owns
fee income
Revenue
Money coming in to the business
sales
Revenue
car loan
Liabilitity
capital
Owner's equity
supplies expense
Expense
Money coming in to the business
Money owed to someone else over the long
term
money invested into the business by the
owner
supplies are purchased and then used up also VC
rental income
Revenue
money coming in to the business
wages expense
Expense
Variable cost and is used up in the short term
mortgage
Liabilitity
Fixed cost and paid over the long term
motor vehicle
Asset
Something that the business owns
electricity
Expense
VC paid in the short term and is used up
accounts receivable
Asset
Money owed to the business by customers
account payable
Liabilitity
Money the business owes to other businesses paid in the
long term
drawings
Owner's equity
Owner withdrawing some of their initial investment out of
the business
rental expense
Expense
Paid in the short term and is used up
stationery
Expense
VC and used up in the short term
Exercise 3, Assets, Liabilities and Owners Equity
Assets
Liabilities
Owners Equity
56000
8000
* 48000
*40500
24000
16500
42800
*36050
6750
*101900
12300
89600
18200
16700
*1500
Exercise 5, Peter Smiths Balance Sheet
Show the following transactions in the balance sheet on the right.
The first transaction is done for you.
Date
Exercise 4, Class Balance Sheet
SEXY BOY INDUSTRIES
Assets
Bank
Stock
Shop
Car
5000
5000
50000
50000
Feb-01
Jaimie invested 300000 into the business
Feb-02
Paid $150000 cash to buy a building for the business
Feb-08
Purchased $1700 stock on credit
Feb-13
Paid $900 off Accounts Payable
Feb-16
Feb-19
Purchased land worth $180000 with a bank loan
Paid $750 off Accounts Payable and $280 for more
stock
Feb-24
Owner withdrew $2000 cash.
Liabilities + OE
Bank loan
Car loan
50000
5000
Balance Sheet of Peter Smiths
Business:
Assets
Item
Capital
60000
Transaction
10000
Liabilities + Owner's equity
Amount
Item
Bank
146070
Capital
Building
150000
Accounts Payable
Stock
1980
Bank Loan
Land
180000
Drawings
Total Assets
478050
Total L and OE
Amount
300000
50
180000
-2000
60000
478050
This calendar was used to predict the
dates to write the process journals/plan
so that I knew exactly what the date
was and could document them more
accurately.
Situation: As an employee for a company, Fuzzy Finance that offers training for workers of large organisations it
is my duty to offer a course for these recruiters. QuickBooks is one of the courses that is provided.
Problem: I have been assigned the duty, from the Finance Manager of Fun Facts, of designing a demonstration
activity that can be used to provide education to an employee who has no knowledge of QuickBooks.
Task 2 – Plan:
Task
Assignment distributed
Due Date
4 June
x
x
Task 1
11 June
x
Task 2
Task 3
Task 4
12 June
16 June
18 June
x
x
x
Task 5
Task 6
Task 7
Task 8
Task 9
Task 10
Task 11
Hand in Assignment
6 July
13 July
16 July
31 July
3 August
6 August
11 August
13 August
Progress Check/Changes made
I did not attend school this day so therefore,
the assignment was received on the 5 June.
During this week various exercises were also
completed in order to practice and
understand how balance sheets work and are
collated. Microsoft Excel was used for these
tasks and spreadsheets.
The investigation section was completed on
the 17 June. This allocated extra time to
complete the next task/section for the
assignment.
*Investigation Progress Check - deadline met
Task 3 – Design Brief:
This assignment involves the investigation of Financial Management and how it relates to the collection,
organisation and interpretation of financial information in order for effective decision making within a business.
It is evident that using computerised accounting applications does not necessarily require a great understanding
of accounting. However, it does entail practice in the use of a range of procedures and is regularly a challenging
task for a new recruited worker to understand and comprehend the accounting system as well as fulfil their
other responsibilities.
Hence, I have been contacted by Mr Eroom, the Finance Manager of Fun Facts which is a large renowned book
store on the Gold Coast. He has requested that I provide his new employees with a demonstration activity that
can be used to provide instructions to the workers that have no understanding of the program QuickBooks. Mr
Eroom appears eager to hire my firm to provide a complete four week QuickBooks tutorial. However, he is
hesitant to pay the full cost of $10,000 unless provided with a sample of a demonstration lesson that shows the
quality of my instructional materials. Mr Eroom has provided me with some requirements that the introductory
exercise must include for him to consider using the course.
These requests include the following;
 At least twenty different transactions
 Cash, credit and cheque transactions
 Capital contributions
 Both assets and expense purchases
 Sales recipes
 Payments by instalment
 Collections from debtors and creditors
 Work solutions with
a) a complete list of transactions
b) a profit and lost statement
c) a balance sheet
The materials provided for the task include A4 paper and the resources and tools (equipment) eligible for use is
the QuickBooks program and Word Processing Applications such as Microsoft Word for displaying the final
assignment and Microsoft Excel for completing practice exercises and balance sheets.
Task 4 – Research:
a) What are expenses?
An expense is the amount/s paid for goods and services that may be currently tax deductible.
Anon, 2009. WordNet Search. [Internet]
Available: http://wordnetweb.princeton.edu/perl/webwn?s=expense
[Accessed 17 June 2009]
Anon, 2008. Expenses.[Internet]
Available: http://www.co.washoe.nv.us/repository/files//
[Accessed 17 June 2009]
b) What are capital purchases?
Capital purchases include; business assets purchases such as machinery, cash registers, computers and
cars (these items are also referred to as plant and equipment, and land and buildings. These assets can
be new and may be imported. Things that are not capital purchases include; trading stock, normal
running expenses such as stationery and repairs, or equipment rentals or leases.
Australian Government, 2009. What are Capital Purchases. [Internet]
Available: http://www.ato.gov.au/businesses/content.asp?doc=/content/42132.htm&page=48&H48
[Accessed 17 June 2009]
FinancialStability.gov, 2009. Capital Purchase Program. [Internet]
Available: http://www.financialstability.gov/roadtostability/capitalpurchaseprogram.html
[Accessed 17 June 2009]
University of Calgary, Financial Services, 2009. Financial Services. [Internet]
Available: http://www.ucalgary.ca/financial/controller/asset_management/capital
[Accessed 17 June 2009]
c)
What is a sales revenue?
Income from sales of goods and services, minus the cost associated with things like returned or
undeliverable merchandise.
Nelson, T. (2006) Nelson Business Education. Victoria: Nelson Australia Pty Limited.
Moneychimp, 2009. Sales Revenue. [internet]
Avialable: http://www.moneychimp.com/glossary/sales_revenue.htm
[Accessed 17 June 2009]
d) What is Goods and Services tax?
The Goods and Services Tax (GST) is a broad-based tax of 10 per cent on the sale of most goods and
services and other things in Australia.
You must register for GST if; your business has a GST turnover of $75 000 or more ($150 000 or more
for non profit organisations), you provide taxi travel as part of your business, regardless of your GST
turnover.
By registering for GST, you will be entitled to claim input tax credits for the GST included in the price
paid for things that you acquire for use in your business. If you are not registered, you will not be able
to claim input tax credits.
Australian Government, 2008. How GST works. [Internet]
Available: http://www.ato.gov.au/businesses/content.asp?doc=/content/25378.htm
[Accessed 17 June 2009]
Business.gov.au, 2009. Goods and Services Tax.[Internet]
Available:http://www.business.gov.au/Business+Entry+Point/Business+Topics/Taxation/Taxes+explained/Goods+and+Services+T
ax.htm
[Accessed 17 June 2009]
e) What are Capital contributions?
A Capital contribution is a contribution that increases the equity capital for a company, but does not
increase the amount of outstanding shares.
InvestorWords.com, 2008. Capital Contributions. [Internet]
Available: http://www.investorwords.com/6437/capital_contribution.html
[Accessed 17 June 2009]
Murray, J. 2009. Capital Contribution. [Internet]
Available: http://biztaxlaw.about.com/od/glossaryc/g/capitalcontrib.htm
[Accessed 17 June 2009]
f)
What is difference between cash, credit and cheque transactions?
A cash transaction uses currency (dollars and cents) to pay for products or services. A credit transaction
means that you are posting the transaction to a credit card or loan. In this case, the merchant gets paid
(often the next day) for products or services rendered, and you pay the loan issuer or credit card
company back. Sometimes, there are fees involved (a percentage of the transaction amount) to use a
credit card - especially if you don't pay the issuer back within the established terms, which is called
interest and finance charges.
Bargaineering, 2009. Cash, Cheques or Credit. [Internet]
Available: http://www.bargaineering.com/articles/cash-cheques-or-credit-when-traveling-internationally.html
[Accessed 17 June 2009]
Queensland Professional Credit Union, 2009. Fees and Charges and Free Services. [Internet]
Available: http://www.qldprofcu.com.au/Doc/Fees%20and%20Charges.pdf
[Accessed 17 June 2009]
g)
What is the difference between payments by instalments, debtors and creditors?
Instalment orders
An instalment order allows you to pay off a debt in set amounts at set intervals. You can get separate
instalment orders to pay off a number of debts. These orders can help you, but the process can also be
used to wear you down and increase costs if you cannot manage the payment. Debtors and creditors
can both apply for instalment orders.
Debtor applications
If you have looked at your finances and decided that you can afford to repay a certain amount of
money, applying for an instalment order may have some advantages for you. Once the creditor gets the
instalment order they must stop trying to get money from you until the court makes a final decision. If a
court grants your application for an instalment order, and you keep making the payments, the creditor
cannot take any other action. The creditor can apply for the order to be changed or cancelled if; there is
a substantial improvement in your ability to pay or it can be proved that you gave inaccurate
information to the court.
Creditor applications
A creditor who has a judgment for a debt can also apply for an order forcing you to repay a debt by
instalments. A creditor would be likely to do this because payment over time is better than no payment
or irregular payment.
Commonwealth of Australia, 2007. Debtors and Creditors. [Internet]
Available:http://westone.wa.gov.au/toolboxes/bookkeeping/toolbox11_06/units/account_systems/html/accruals_debtors_cases
tudy.htm
[Accessed 17 June 2009]
Victoria Legal Aid, Lawyers and Legal Services, 2009. Instalment orders, Debtor applications and Creditor applications. [Internet]
Available: http://www.legalaid.vic.gov.au/1786.htm
[Accessed 17 June 2009]
h) What is the difference between profit and loss?
Profit and loss accounts are accounts compiled at the end of an accounting period to show gross and
net profit or loss. Income statement, also called profit and loss statement (P&L) and Statement of
Operations, is a company's financial statement that indicates how the revenue (money received from
the sale of products and services before expenses are taken out, also known as the "top line") is
transformed into the net income (the result after all revenues and expenses have been accounted for,
also known as the "bottom line"). The purpose of the income statement is to show managers and
investors whether the company made or lost money during the period being reported.
Brennan. M, 2009. Glossary of Business Terms. [Internet]
Available: http://www.swantower.com/marie/essays/business/glossary.html
[Accessed 17 June 2009]
Anon, 2009. Profit and Loss. [Internet]
Available: http://wordnetweb.princeton.edu/perl/webwn?s=profit%20and%20loss
[Accessed 17 June 2009]
i)
What is the different between assets and liabilities?
Assets and Liabilities, terms used in economics and accounting. Assets represent property or rights to
property and liabilities are debts owed to others. Assets and liabilities together determine the wealth of
an individual, a firm, or a nation.
Encarta, 2009. Assets and Liabilities. [Internet]
Available: http://encarta.msn.com/encyclopedia_761579934/assets_and_liabilities.html
[Accessed 17 June 2009]
Le Moine. J, 2004. Accounting Advice: Assets, Liability and Equity. [Internet]
Available: http://www.lemoineandjames.com/gaap/22ale.html
[Accessed 17 June 2004]
Task 5 – Design Specification:
As an employee for Fuzzy Finance, it is my duty to provide a training course for employees for successful
organisations. The Finance Manager of Fun Facts, Mr Eroom has contacted me and requested that I create a
complete four week QuickBooks tutorial. However, he is hesitant to pay the full cost of $10,000 without a
demonstration activity that can be used to provide instructions to an employee who has no knowledge of the
QuickBooks program. After researching various aspects of balance sheets and discovering the workings of the
program I now have a better understanding of how to approach the task which has increased the achievement
of the outcome.
It has been revealed that there has been a rapid increase in the last decade in the number of businesses using
computerised accounting applications to document and organise financial data such as sales an expense
transactions and calculation of the assets and debts of the firm. The reasoning for the dramatic increase of using
this approach is because the applications provide standard systems of categorising economic transactions and
will automatically assemble the statistics to product financial reports essential at the end of the financial year.
From the research is can be evident that the demonstration activity produced must be efficient, understandable
and engaging in order for the instructions it provides to be understood and interesting to follow. The example
transactions must be relevant and significant for a bookstore worker which will enable the user to relate to the
situations and become more comfortable recording the types of transactions they may encounter. This approach
will allow the employee to practice manoeuvring the amounts of cash in situations that they are presumably to
come to terms with during their career.
The information the demonstration activity displays must be understandable, easy to comprehend and follow.
Therefore, the instructions it offers must be shown using a program that allows the user to manoeuvre to the
different steps, hence, Microsoft PowerPoint will be used. This program will allow the employee using the
demonstration activity to easily convert from one step to another by using the slideshow features. This program
also allows images to be inserted in the slides which enables the user to view the steps visually that have to
perform in order to complete that particular transaction. Research has shown that some people understand
directions more clearly if they are displayed visually rather than reading the steps, this form of presenting the
information will therefore appeal to more people increasing the success of the tutorial.
Another requirement the QuickBooks tutorial should entail that was discovered from the research collated, is
that the employees using the demonstration course book need to understand the difference between assets,
liabilities, revenue, expenses and owners equity. This will ensure that the employees learning to use the
QuickBooks program understand where to put the cash amounts. Ensuring that they recognize these distinctions
will result in the success of the balance sheet and later the business.
NEEDS
Business 1 (Fuzzy Finance):
The company I work for needs to supply an efficient QuickBooks demonstration activity for the
company, Fun Facts employees. The success of the course will be determined by the detail the
information is displayed in and also how easy it is to comprehend when translating the instructions on
the QuickBooks program.
The tutorial that the business provides needs to meet the needs of the intended buyer in order for the
company to make a profit.
Business 2 (Fun Facts):
The consumer business, (the business interested in purchasing the product) Fun Facts needs to have a
tutorial of how use QuickBooks. The business must also feel confident that the product purchased is
successful and works.
Employers:
The employers need to be able to trust that the QuickBooks course is efficient and teaching their
employees how to use the program. The employee’s accuracy will determine the success of the
business and result in the profit the company receives from the customers.
The employers need to know that the course demonstrates the right information and is teaching the
employees instructions that will be used during their working careers. The employer’s satisfaction with
the tutorial will ensure that the company continues to use Fuzzy Finance’s training programs and
therefore, making a profit for Fuzzy Finance.
Employees:
The employees need to be able to use the functions easily and properly to create balance sheets using
the QuickBooks programs in order for them to do their job properly. Their accuracy will determine how
trustworthy the business is and impact on the profit the business makes.
Customers:
The customers need to have suitable and precise balance sheets as their money is of great value to
them.
-
Customers need to know where they are spending and saving their money, which essential for all
financial planning even when purchasing books. The customer’s satisfaction entailing the balance sheets
accuracy will determine their decision on continuing to buy from the store. This factor will contribute to
the profit the business makes as the amount of customers purchasing books will verify the amount of
money coming into the business.
TESTING
The demonstration QuickBooks course will be tested by inviting members of the public to trial the tutorial. Two
participants will be asked to follow the instructions provided by the QuickBooks tutorial and use the information
to complete a balance sheet. The success of the demonstration activity will be determined on whether the
participants can comprehend the information and correctly collate a balance sheet according to the scenario
provided.
The tutorial will be successful if the balance sheet displays the correct amounts under each appropriate heading
and therefore, the course will be appropriate for employees at Fun Facts to use and meet the requirements set
forth by the Finance Manager Mr Eroom.