[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-253957-105":3,"detail-sidebar-cat-1-en-105":81,"doc-detail-253957-en":126},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":74,"head_meta":76,"extra_data":78,"updated_unix":80},105,"en","treasurer-position-instructions-quickbooks-accounting-and-payment-processing","Treasurer Position Instructions - QuickBooks Accounting and Payment Processing","","Treasurer position instructions outline a step-by-step onboarding and daily workflow for managing WHOA finances using QuickBooks and related tools. The guidance covers obtaining prior treasurer files and stamps, installing and validating the QuickBooks company file, updating contact details and signatures, and maintaining website officer information. It further details handling bills using an actuarial accounting approach, recording payments, exporting member and late dues balance reports, processing deposits, reconciling bank statements, and generating closing letters for attorneys while attaching required confirmations to official records.",{"@graph":14,"@context":73},[15,34,56],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/letters/","Letters",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/treasurer-position-instructions-quickbooks-accounting-and-payment-processing/253957/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/treasurer-position-instructions-quickbooks-accounting-and-payment-processing/253957.png","ImageObject",442,249,{"name":42,"@type":43},"Sarah ","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-10-22","2026-09-13",true,{"@type":52,"interactionType":53,"userInteractionCount":55},"InteractionCounter",{"@type":54},"ViewAction",14,{"@type":57,"mainEntity":58},"FAQPage",[59,65,69],{"name":60,"@type":61,"acceptedAnswer":62},"What should the new Treasurer obtain from the previous Treasurer?","Question",{"text":63,"@type":64},"Obtain the files, records, and checkbook, along with the check endorsement stamp and the QuickBooks materials (including the WHOA company file and supporting files).","Answer",{"name":66,"@type":61,"acceptedAnswer":67},"How are bills handled and recorded under this accounting approach?",{"text":68,"@type":64},"Bills are recorded using the “Actuarial” method when received, then checks are written when scheduled for payment. Bills should be allocated to the appropriate class (committee).",{"name":70,"@type":61,"acceptedAnswer":71},"What steps are used to reconcile bank statements in QuickBooks?",{"text":72,"@type":64},"Use Banking > Reconcile, enter the statement ending balance, select cleared deposits and checks, click Reconcile Now, then print a reconciliation summary and staple it to the bank statement for the WHOA records.","https://schema.org",{"og:url":32,"og:type":75,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":77,"canonical":32},"index,follow",{"doc_id":79,"site_id":7},253957,1789272270,{"code":4,"msg":82,"data":83},"success",[84,89,94,98,103,108,113,117,122],{"id":85,"doc_module":22,"doc_module_name":25,"category_name":86,"show_sort_weight":87,"slug":88},11,"Presentations",90,"presentations",{"id":90,"doc_module":22,"doc_module_name":25,"category_name":91,"show_sort_weight":92,"slug":93},12,"Resumes",80,"resumes",{"id":55,"doc_module":22,"doc_module_name":25,"category_name":95,"show_sort_weight":96,"slug":97},"Invoices",70,"invoices",{"id":99,"doc_module":22,"doc_module_name":25,"category_name":100,"show_sort_weight":101,"slug":102},15,"Posters",60,"posters",{"id":104,"doc_module":22,"doc_module_name":25,"category_name":105,"show_sort_weight":106,"slug":107},16,"Social Media",50,"social-media",{"id":109,"doc_module":22,"doc_module_name":25,"category_name":110,"show_sort_weight":111,"slug":112},17,"Forms",40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":115,"slug":116},18,30,"letters",{"id":118,"doc_module":22,"doc_module_name":25,"category_name":119,"show_sort_weight":120,"slug":121},21,"Paper Templates",5,"papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":82,"data":127},{"doc_id":79,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":114,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":55,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":33,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":80,"read_time":26},962085320529,"https://ap-avatar.wpscdn.com/davatar_9964176cb1d06d4a9deccf72a44ae3dc","First things to do when you become Treasurer:  \n􀁸 Obtain the files , records and checkbook from the previous Treasurer  \n􀁸 Obtain the check endorsement stamp from the previous Treasurer  \n􀁸 Obtain the QuickBooks software from the previous Treasurer or purchase a copy for the Association – QuickBooks Pro is needed in order to maintain budgets and modify the statement and invoice layouts – QuickBooks Pro 2006 is the current version  \n􀁸 Obtain the QuickBooks Company File for WHOA from the previous Treasurer along with all supporting files  \n􀁸 Install QuickBooks  \n􀁸 Copy the QuickBooks Company File for WHOA and all supporting files onto your PC  \n􀁸 Open the QuickBooks Company File (WHOA.QBW) within QuickBooks and verify that it can be opened properly  \n􀁸 Update the phone number to reflect your phone number in the QuickBooks Company Information by using the menu options Company/Company Information menu option  \n􀁸 You may need to copy the QuickBooks Letters or QuickBooks Letter Templates  \ndirectories into those corresponding directories where QuickBooks was installed  \n􀁸 Edit the QuickBooks letter template,“Closing letter.doc”, in the Customer Letters folder to indicate your name and phone number  \n􀁸 Get with the President and Vice-President to update the signature card at Regions Bank  \n􀁸 Get with the webmaster to update the email address alias ([treasurer@wynfield.org](treasurer@wynfield.org) ) to point to your email address  \n􀁸 Make sure that the Treasurer officer position on the website is updated  \n􀁸 For use on closing letters, you may scan a copy of your signature crop it and store it within an image editor such as Microsoft Paint  \nSoftware/Websites you will need to use:  \n􀁸 QuickBooks  \n􀁸 MS Access  \n􀁸 MS Word  \n􀁸 MS Excel  \n􀁸 FileZilla  \n􀁸 [www.wynfield.org](www.wynfield.org)  \n􀁸 [www.paypal.com](www.paypal.com)  \n􀁸 [www.regions.com](www.regions.com)  \n􀁸  [https://ecorp.sos.ga.gov/](https://ecorp.sos.ga.gov/)  \n􀁸  [https://sawnee.smarthub.coop/Login.html\\#login](https://sawnee.smarthub.coop/Login.html#login):  \n􀁸  [https://waterbill.forsythco.com/](https://waterbill.forsythco.com/)  \n􀁸 [ftp://ftp.wynfield.org/database/](ftp://ftp.wynfield.org/database/)  \nIf you use another computer other than the one provided by WHOA:  \n􀁸 Open the Dues. mdb database within Microsoft Access  \n􀁸 Click on Macros  \n􀁸 Select the Import Data macro and then click Design  \n􀁸 Click on each of the TransferText actions and change the Filename fields to point to the folder where you keep you stored your Wynfield files  \n􀁸 Save the macro  \nHandling bills:  \n􀁸 We use the “Actuarial” method of accounting which means that charges are made against the books at the time a bill is received instead of when a check is cut to pay the bill. This gives a more accurate representation of where the finances stand.  \n􀁸 It is preferable to enter bills once received then use the bill payments to write checks when they are to be paid  \n􀁸 Bills should be allocated to the appropriate class (committee)  \n􀁸 When bills are paid, the checks must be signed by two Officers of WHOA  \nReceiving homeowner payments:  \n􀁸 When receiving payments from PayPal, store a copy in PDF format of the details page at PayPal (the login information is maintained separate from this document)  \n􀁸 The PayPal payments should be reduced by the fees for processing. You can do this by entering a Discount on the Receive Payments screen. Allocate this discount to the Association Expenses:Credit Card Proc Fees within the Operating class.  \n􀁸 After recording all outstanding payments in QuickBooks, click the Export Balances button in the menu bar area.  \n􀁸 Click the Print button  \n􀁸 Choose to print to a file and select a Tab Delimited File.  \n􀁸 Select the filename “member balance export.TXT”  \n􀁸 Click the Late Dues Balance Export button in the menu bar area.  \n􀁸 Click the Print button  \n􀁸 Choose to print to a file and select a Tab Delimited File.  \n􀁸 Select the filename “late dues balance export.TXT”  \n􀁸 O","cbCaiv0SP0u0q9ho","https://ap.wps.com/l/cbCaiv0SP0u0q9ho","pdf",273044,"English","# First steps after becoming Treasurer\n## Required files, stamps, and QuickBooks setup\n## Updates to phone, signatures, and website\n# Software and external resources\n# Dues database import/export on alternate computers\n# Handling bills\n# Receiving homeowner payments and exporting balances\n# Processing deposits\n# Handling bank statements and reconciliation\n# Closing letter requests from closing attorneys","[{\"question\":\"What should the new Treasurer obtain from the previous Treasurer?\",\"answer\":\"Obtain the files, records, and checkbook, along with the check endorsement stamp and the QuickBooks materials (including the WHOA company file and supporting files).\"},{\"question\":\"How are bills handled and recorded under this accounting approach?\",\"answer\":\"Bills are recorded using the “Actuarial” method when received, then checks are written when scheduled for payment. Bills should be allocated to the appropriate class (committee).\"},{\"question\":\"What steps are used to reconcile bank statements in QuickBooks?\",\"answer\":\"Use Banking \\u003e Reconcile, enter the statement ending balance, select cleared deposits and checks, click Reconcile Now, then print a reconciliation summary and staple it to the bank statement for the WHOA records.\"}]","Treasurer Position Instructions - QuickBooks Accounting and Payment Processing | PDF"]