Introduction to QuickBooks

Floral Design 2

QuickBooks Accounting Software

• We will be doing our own bookkeeping for the flower shop for this term.

• This is one of the hardest areas for business owners

• You cannot make good business decisions if you do not know:– how much you are making– how much you are spending

Introduction Screen

• We will only use a few tools in QuickBooks

•Income – in red

•Expenses – in blue

Income

• Records income 2 ways– Create a sales receipt

• Someone comes in and wants to buy a rose or a balloon• You give them the merchandise, they give you the $

– OR– Create an invoice (bill) & then receive a payment

for it later• Filling an order to be paid later• Partial Payments

• After you receive money, you deposit it.

To Enter a Sale

• Select “Create Sales Receipts”

Sale Receipt Form

1. Enter customer’s last name2. The form will auto fill their name if they are an

existing customer3. Fill in the check # if they are using a check – or

select cash4. Enter the item – use the arrow button to search

through the choices5. Enter the quantity6. Change the price if it is not right7. Select “save and close” or “save and new”

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Do a practice one

• Patty Practice came in before school and picked out 30 carnations to give to her class.

• She paid $15.

• Create a sales receipt for Mrs. Practice

Sales Receipts

• Remember – just use “Create Sales Receipt” if they pay on the spot and we have not made an invoice

• Most of our entries will be invoices and received payments

• Hint: any time you want to leave a screen, hit the Esc button.

Invoices

• The invoice screen looks a lot like the sales receipt and received payment screen so look carefully before you start to enter data

• Invoices are used for– Monthly flower subscriptions– Phone or e-mail orders from teachers– Orders we do for outside the school

Invoices

Entering Invoices

• Most everything is the same

• We frequently need to print invoices to give them to customers

• You can print individually (A)

• Or You can print a whole group at a time after you have entered them all (B)

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B

Invoices

• Enter the information just like in sales receipts

• Entering an invoice creates an open account in QuickBooks

• The account stays open until a payment is received

Invoice Practice

• Mrs. Practice wants 2 medium arrangements for her dinner party on Friday.

• Make an invoice for her and print it out.

Receiving Payments

1. Enter the customer’s Name2. Make sure the customer balance is NOT 03. Enter the amount received4. Select which invoice is being paid if there is

more than one5. Check the numbers on the bottom right6. Save & Close

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Practice Receive Payments

• Mrs. Practice wrote a check for $40 to pay for her flowers.

• She said they were “lovely”

Customer’s with open invoices

• Go to “Customer Center” on the top menu bar.

• A side bar opens on the left that shows a list of customers

• Select the arrow in the view box to show “Customers with open balances”

• Enter a “received payment” for any one who has paid (see the list of receipts)

• Update the list to see who is left

Expenses

• Write a check

• Indicate what it is for in its account

• Typical accounts– Flowers– Supplies– Plants

• Not very many – mostly at the end of the month

Flower Review

• I will give you a list of about 10 flowers per week from FD1.

• Please refresh you memory about their:– Name– Relative Cost (cheap, moderate, expensive)– Use in arrangements– Longevity

Gerbera - Common & Botanical Name

• Mass flower– Formal or informal

• Available year-round• Colors yellow, red, orange, pink, &

white• Lasts 4 -14 days (not in foam)• Leafless stems• Uses special straw to protect stem• Sold by: Bunch (10)• Price: $9.00/bunch

Spray or Mini Carnation

• Genus: Dianthus• Availability: year-round• Color: red, yellow, orange, white, pink, lavender,

and various bicolors• Flower is fragrant, long lasting, and has many

cultivars. Shows ethylene sensitivity.• Small mass flower: Extremely long-lasting flower

and buds add texture, form, and mass.• Longevity: days 10-14• Sold by bunch (5), $3.50/bu

Alstromeria Peruvian Lily

• Genus Name: Alstromeria• Available year round• Colors: White, yellow, pink & purple usually

striped and freckled• Long-lasting, attractive, ethylene sensitive• Form flower, topiary standard• Lasts 12-15 days• Sold by bunch (10), • $7.00

Standard Rose

• Genus Name: Rosa • Availability: year-round• Color: red, pink, yellow, white, lavender, orange, and

bicolors• Fragrant; air-dries well; will benefit from stems being cut

under water during processing• Sold by the stem length 40 -60 -70 cm• Mass flower: The rose is as varied in color as in its

applications. Uses are limitless. • Longevity: days 3-10• Sold by: Bunch (25)• Price: $.85/stem

Baker’s Fern• Genus: Rumohra• Available year round• Dark green. • Fronds are triangular, available in

several size grades• Medium to large filler, covers

mechanics, adds mass & texture• May have spores on the back – be

careful in corsages• Longevity: 1-2 weeks• Sold by bunch (12)• Cost: $3.00/bunch

Ranunculus Persian Buttercup

• Availability: January-May• Color: pink, red, orange, yellow, and

white• Unique Characteristics: double

flowered form is most readily available in the cut flower trade

• Medium mass flower: Buds and leaves can also be used to add texture or interest.

• Longevity: days 4-7• Sold by: Bunch 10• Cost: $11.00

Standard CarnationDianthus

• Availability: year-round• Color: white, red, yellow, orange, pink, lavender, purple,

green, and various bi-colors• Unique Characteristics: Flower is fragrant, long lasting

and durable, and extremely versatile. Many cultivars are available.

• Shows ethylene sensitivity.• Design Applications: Medium mass flower, uses are

unlimited.• An excellent choice for paving, terracing, or pillowing

techniques.• Sold by: Bunch (25)• Wholesale price:$.35

Pompon or Cushion Pomp• Genus: Chrysanthemum• Spray mum with no button in the center• Availability: year-round, • Color: white, yellow, lavender, purple, bronze, and

burgundy• Flower form consists of solid ray florets. Stems often

have long laterals. This flower is known for its longevity and durability.

• Medium mass flower: Round form adds mass to any style of design. Flower is extremely versatile.

• Longevity: weeks 2-3 long lasting• Sold by bunch, $3.00

Wax flower• Chamelaucium• Availability: September-May• Color: purple, pink, or white• Fragrant, citrus-like smell is apparent upon

breaking leaves.• Small filler or line flower.

– Versatile filler– Adds movement to handheld bouquets– Provides length or height to container arrangements.

• Longevity: days 7-10• Sold by: Bunch• Cost:

Monte Cassino Aster

• Availability: Year round• Color: white, lavender• Flower has prominent yellow center.• Small filler flower• Daisy-like flowers lend themselves to

garden-style designs• Longevity: days 7-10• Sold by: Bunch• Cost: $4.50/bunch

Old Hat

• I’m sure most of them are very familiar.

• You probably don’t remember the ones we didn’t use as much

• Like this one?

How about these

• ?

• ?

Answers

• Ranunculus– Mid Price $$

• Monte Cassino Aster– Cheap $

• Cushion Pomp– Cheap $

Today

• We need to begin planning for Valentines Day in 2 weeks

• See the folder for what we did last year

• Plan a simple $20 arrangement that we can make with the flowers that I have ordered (keep the wholesale price under $10 including the container)

• Start to plan a marketing campaign