Ann Lee's 'Scaling New Heights' 2017 Takeaway

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I can think of only a handful of articles that "Scaling New Heights" participants have written over the past few years regarding their experiences with classes instructed during the conference. So, when we have a submission of this type, you can bet we're going to jump on that editorial offering with fervor.

Ann Lee is the owner of Accounting Lifeline, which is based in Midwest City, a suburb of Oklahoma City. While at "Scaling New Heights 2017," she just happened to attend the session on Training the QBO User taught by Liz Scott, our QBO contributing author. 

Ann writes, "Liz Scott introduced the class to her simple method for creating a process document to leave behind after a training session. Although Liz and I work together, I had not actually used her method. So today I'm taking you along on my first try." 

Liz taught 3 easy steps during her class: 

  • Step 1 – Outline the Items you plan to teach before the training
  • Step 2 – After or during the training session, park steps for performing the various tasks.
  • Step 3 – After or during, add screen shots from the actual client QBO file to illustrate.

Ann chose to use the techniques Liz instructed when working with one of her own clients that was actually using QB Premier, rather than QBO. But as Ann saw it, that didn't really change the process. In this case, Ann's client needed some training on processes because their use of QuickBooks was fairly simple.

So Ann applied the steps that Liz instructed (as above). 

Step 1 – Outline the training needs/plan

  • Enter Deposits using Invoice >> Receive Payment >> Make Deposit
  • Enter Checks, then print checks as a batch
  • Enter Paychecks from outside Payroll service, and enter Payroll Tax Payments
  • Accept Bank feeds
  • Sales Tax Report and enter payment

While Ann outlined several processes needing attention and training, she only provided Insightful Accountant with Steps 2 and 3 for just one of these processes. Here is the rest of Ann's implementation of the process for one of her bullet points: 

Ann noted, "The process for THIS business is different than normal.":

Step 2 – Flushing-out the Outline with Detailed-steps

Procedure: Enter Deposits using Invoice >> Receive Payment >> Make Deposit

Note to Client: Your IntelliVent web-based dispatching tool pushes the invoices and the Payments into your QuickBooks, and will now code the payments to "undeposited funds" for you. You'll “export” inside IntelliVent so that the entries show up in QB.

  • Before you take the checks to the bank, record the deposit in QB. Select “Record Deposits” on the Home Page
  • You'll see a list of the payments recorded by Intellivent that have not previously been included on a deposit
  • Choose the checks you've piled on your desk that you plan to include in this particular deposit by placing checkmarks to left of the list item, and click “OK”
  • All of the info will auto fill on the actual Make Deposit screen – note the Deposit Total. It should match the total deposit on your real life paper deposit ticket and will be the amount that you see clear the bank on your bank statement at the end of the month.
  • Your deposit now shows up on your QB check register. When the deposit shows up in your bank feeds in a couple days, it'll be marked with a “Match”

You'll now follow up these steps for your own client situations by adding the appropriate images to the Detailed-steps. Ann noted that you could do this using the Snipping Tool, which you should already have on your computer. 

Go to Windows >> Programs >> Accessories >> Snipping Tool.

While Liz demonstrated the use of Snag-It by TechSmith in her class, Ann wanted you to know you can do this with tools you already have, including Word and the SnippingTool.

So let's look at Ann's example of how she put together the Details and Images in Step 3 below.

Step 3 – Add the Screen-shots from the Client's actual QuickBooks company file

"QuickBooks Processes for Routine Entries: Enter Deposits using Invoice >> Receive Payment >> Make Deposit"

Your IntelliVent tool pushes the Invoices and the Payments into your QuickBooks and will now code the payments to "undeposited funds" for you. You'll “export” inside IntelliVent so that the entries show up in QB.

  • Before you take the checks to the bank, record the deposit in QB. Select “Record Deposits” on the Home Page:
  • You'll see a list of the payments recorded by Intellivent that have not previously been included on a deposit:
  • Choose the checks that you have piled on your desk that you plan to include in this particular deposit  by placing checkmarks to left of the list item,  and click “OK”
  • All of the info will auto fill on to the actual Make Deposit screen – note the Deposit Total. It should match the total deposit on your real life paper deposit ticket and will be the amount you see clear the bank on your bank statement at the end of the month.
  • Your deposit now shows up on your QB check register. When the deposit shows up in your bank feeds in a couple days, it'll be marked with a “Match.”

As you can see, Ann added the images for each of the original bullet points. Her finished Word document was apparently 10 pages. She chose to save and deliver it to her client as a PDF so that it'd be easy for the client to store and use without the format shifting on them.

Ann went on to say, "I can imagine I could copy process sections from one client's document to another, and then make minor changes. We started out just printing relevant pages from the Intuit training guides available online before deciding to customize with images from the clients’ actual QuickBooks files."

It apparently took Ann about two hours to not only follow the process Liz instructed, but to actually prepare the documentation, and write the contributed contents of this article along with her own work. 

I want to thank Ann for sharing both her learning experience at "Scaling New Heights" and how she applied that learning experience in her own practice. This is exactly the kind of takeaway the staff of "Scaling" is hoping occurs for each of the conference participants.

From my own perspective, I found this approach a reminder of what I was taught years ago – "tell them what you intend to teach them, teach them what you intend to teach them, and then tell them what you just taught them. 

The three steps Liz instructed do just that, but in an interactive way when dealing with clients. 

I'd encourage each of you who attended "Scaling New Heights" this past June to consider writing an article about how you personally applied one or more concepts you learned in educational sessions at the conference. I, for one, look forward to hearing how the conference contributed to your success in a practical way.

Once again, thanks to Ann for your contribution to Insightful Accountant. I know our readers will love the way you implemented the principles Liz instructed.