example, if the conversion date is 1/1/2015, the trial balance needs to show the account balances at one minute past midnight on 1/1/2015. This is also the very same thing as showing the account balances at the very end of the last day that you’ll be using the old accounting system – in other words, at exactly midnight on 12/31/2014, if you’re converting to QuickBooks on 1/1/2015.
If your old system is rather informal (perhaps it’s a shoebox full of receipts), or if it tracks only cash (perhaps you’ve been using Quicken), you need to do a bit more work:
✔ To get your cash balance: Reconcile your bank account or bank accounts (if you have more than one bank account) as of the conversion date.
✔ To get your accounts receivable balance: Tally the total of all your unpaid customer invoices.
✔ To get your other asset account balances: Know what each asset originally costs. For depreciable fixed assets, you also need to provide any accumulated depreciation that has been claimed for that asset. (Accumulated depreciation is the total depreciation that you’ve already expensed for each asset.)
✔ To get your liability account balances: Know how much you owe on each liability. If you trust your creditors – the people to whom you owe the money – you may also be able to get this information from their statements.
You don’t need to worry about the owner’s equity accounts. QuickBooks can calculate your owner’s equity account balances for you, based on the difference between your total assets and your total liabilities. This method is a bit sloppy, and accountants may not like it, but it’s a pretty good compromise. (If you do have detailed account balances for your owner’s equity accounts, use these figures – and know that you’re one in a million.)
If you’re using the slightly awkward way to convert to QuickBooks – in other words, if your conversion date is some date other than the beginning of the accounting year – you also need to provide year-to-date income and expense balances. To get your income, cost of goods sold, expenses, other income, and other expense account balances, you need to calculate the year-to-date amount of each account. If you can get this information from your old system, that’s super. If not, you need to get it manually. (If you suddenly have images of yourself sitting at your desk late at night, tapping away on a ten-key, you’re probably right. What’s more, you probably also need to allocate half of another Saturday to getting QuickBooks up and running.)
Just for fun, I created the sample trial balance shown in Table 2-1. This table shows you what a trial balance looks like if you convert at some time other than at the beginning of the accounting year.
Table 2-1 A “Slightly Awkward Way” Sample Trial Balance
Don’t get freaked out about those debits and credits. You just need to keep them straight for a few minutes. Here’s the scoop: For assets and expenses, a debit balance is the same thing as a positive balance. So, a cash debit balance of $5,000 means that you have $5,000 in your account, and $20,000 of cost of goods sold means that you incurred $20,000 of costs-of-goods expense. For assets and expenses, a credit balance is the same thing as a negative balance. So if you have a cash balance of –$5,000, your account is overdrawn by $5,000. In the sample trial balance shown in Table 2-1, the accumulated depreciation shows a credit balance of $2,000, which is, in effect, a negative account balance.
For liabilities, owner’s equity accounts, and income accounts, things are flip-flopped. A credit balance is the same thing as a positive balance. So an accounts payable credit balance of $2,000 means that you owe your creditors $2,000. A bank loan credit balance of $10,000 means that you owe the bank $10,000. And a sales account credit balance of $60,000 means that you’ve enjoyed $60,000 worth of sales.
I know that I keep saying this, but do remember that those income and expense account balances are year-to-date figures. They exist only if the conversion date is after the start of the financial year.
If you’re converting at the very beginning of the accounting year, your trial balance instead looks like the one shown in Table 2-2. Notice that this trial balance doesn’t have any year-to-date income or expense balances.
Table 2-2 A “Right Way” Sample Trial Balance
The mother of all scavenger hunts
Even after you decide when you want to convert to QuickBooks and you come up with a trial balance, you still need to collect a bunch of additional information. I list these items in laundry-list fashion. What you want to do is find all this stuff and then pile it up (neatly) in a big stack next to the computer:
✔ Last year’s federal tax return: QuickBooks asks which federal income tax form you use to file your tax return and also about your Taxpayer Identification number. Last year’s federal tax return is the easiest place to find this stuff.
✔ Copies of all your most recent state and federal payroll tax returns: If you prepare payroll for employees, QuickBooks wants to know about the federal and state payroll tax rates that you pay, as well as some other stuff.
✔ Copies of all the unpaid invoices that your customers (or clients or patients or whatever) owe you as of the conversion date: I guess this is probably obvious, but the total accounts receivable balance shown on your trial balance needs to match the total of the unpaid customer invoices.
✔ Copies of all unpaid bills that you owe your vendors as of the conversion date: Again, this is probably obvious, but the total accounts payable balance shown on your trial balance needs to match the total of the unpaid vendor bills.
✔ A detailed listing of any inventory items you’re holding for resale: This list should include not only inventory item descriptions and quantities, but also the initial purchase prices and the anticipated sales prices. In other words, if you sell porcelain wombats and you have 1,200 of these beauties in inventory, you need to know exactly what you paid for them.
✔ Copies of the prior year’s W-2 statements, W-4 statements for anybody you hired since the beginning of the prior year, detailed information about any payroll tax liabilities you owe as of the conversion date, and detailed information about the payroll tax deposits you made since the beginning of the year: You need the information shown on these forms to adequately and accurately set up the QuickBooks payroll feature. I don’t want to scare you, but this is probably the most tedious part of setting up QuickBooks.
✔ If you’re retroactively converting as of the beginning of the year, you need a list of all the transactions that have occurred since the beginning of the year: sales, purchases, payroll transactions, and everything and anything else: If you do the right-way conversion retroactively, you need to re-enter each of these transactions into the new system. You actually enter the information after you complete the QuickBooks Setup that I describe later in this chapter, but you might as well get all this information together now while you’re searching for the rest of the items for this scavenger hunt.
