# California Wing 

## Quicken User Manual

### 2 August 2002

1Lt Ira Rosenberg, CAP

Squadron 56

Table of Contents

1.  Introduction

2.  Setting up a new Squadron

    -   Install Quicken

    -   Set up default Files

    -   Change default parameters

    -   Calendar

    -   Reports Names

    -   Printing

3.  Bank Reconciliation

4.  Year End Processes

5.  Moving a bank account

6.  Recommendations

7.  Do's and Don'ts

Introduction

This manual is not intended to teach you how to use Quicken. It is
expected that you already know how to use Quicken 2002. Quicken through
its help function has tools to help you learn to use it or you can get
information on Quicken from other sources.

This manual is specifically designed to help you use Quicken 2002 to
perform the Squadron finance functions required by CAP and specifically
California Wing.

If you have any comments or suggestions for changes to this manual
please contact 1Lt Ira Rosenberg at <iratax@earthlink.net>

Setting up a new Squadron

Install Quicken

Install Quicken per the Quicken instructions which came with the CD.

Set up default files

Request the default files "Templates" from the Wing Finance Officer. You
may do this by e-mail.

You will receive five files from the Wing Finance Officer. They are

"SQUADRON GENERAL.QSD"

"SQUADRON GENERAL.QEL"

"SQUADRON GENERAL.QPH"

"SQUADRON GENERAL.QDF"

"Squadrons Quicken.DOC"

The file "Squadrons Quicken.DOC" is instructions and documentation for
installing and running Quicken. Read it before you do anything else.

Move the four "SQUADRON GENERAL" files received from the Wing Finance
Officer to where you want them saved on your computer.

Open the files in Quicken -- FILE then OPEN

![](media/image1.png){width="6.495833333333334in"
height="4.719444444444444in"}

Rename the files in Quicken -- FILE then FILE OPERATIONS then RENAME

![](media/image2.png){width="5.866666666666666in"
height="4.270138888888889in"}

You may rename them to anything you wish. Your squadron name would be an
appropriate name.

![](media/image3.png){width="4.458333333333333in" height="3.0625in"}

Change the default Parameters

To Change Parameters go to EDIT then OPTIONS then QUICKEN PROGRAME

![](media/image4.png){width="5.749305555555556in"
height="4.192361111111111in"}

Under the Settings tab change WORKING CALENDAR to FISCAL YEAR with
STARTING MONTH of October

![](media/image5.png){width="5.11875in" height="2.7118055555555554in"}

Report Names

Go to REPORTS then MEMORIZED REPORTS then CAP 173-1

![](media/image6.png){width="5.9944444444444445in"
height="4.378472222222222in"}

If there are no memorized reports then you can create the CAP 173-1 by
going to REPORTS then SPENDING then ITEMIZED CATEGORY to create

it.![](media/image7.png){width="5.6in" height="4.076388888888889in"}

Change Title to *Your Squadron Name* CAP 173-1

Do the same for CAP 173-2

![](media/image8.png){width="3.997916666666667in"
height="2.9993055555555554in"}

If there is no memorized CAP 173-2 then you can create the CAP 173-2 by
going to REPORTS then BUSINESS then PROFIT AND LOSS STATEMENT to create
IT.

![](media/image9.png){width="6.997222222222222in"
height="5.083333333333333in"}

Printing

You can change how the report prints by checking the "Landscape" option
and "Fit to One Page Wide" in the Print box.

![](media/image10.png){width="3.375in" height="3.3229166666666665in"}

Bank Reconciliation

Go to Banking, Reconciliation and reconcile each of your accounts each
month.

![](media/image11.png){width="5.749305555555556in"
height="4.177083333333333in"}

Complete the reconciliation. To be complete the Difference must be 0.
![](media/image12.png){width="5.620833333333334in"
height="4.091666666666667in"}

When the Reconciliation is complete print a report.

![](media/image13.png){width="3.6354166666666665in" height="3.8125in"}

![](media/image14.png){width="3.8541666666666665in"
height="2.7291666666666665in"}

The date on SHOW RECONCILIATION TO BANK BALANCE AS OF must be the same
date as the ending date on the bank statement.

Year-End Processes

At the end of the Fiscal year you must submit the required reports and
forms to your Group headquarters by October 31. The following 5 items
are required

1.  A copy of the Year-End bank statement for each bank account.

2.  The reconciliation report for each account at the end of the year.

3.  CAWGF13 Hand write the book balances on September 30 of the last
    fiscal year and September 30 of this fiscal year.

4.  Report CAP 173-1

5.  Report CAP 173-2

Insure that all uncleared items will clear the bank in the future. If
they will not and must be voided, do it before year-end. Once your final
reports are submitted to the Group you may not make any changes to any
prior year transactions without contacting the Wing Finance officer. An
item which has not cleared for a prior yet and then is voided is the
same as changing your prior year closing balance. That will cause a
variance between the reports already submitted and next years reports
which is unacceptable.

Moving a bank account

If you are going to move a bank account from one bank to another this is
the procedure to use in Quicken to correctly reflect the activity.

Under Banking choose Bank Accounts then Account List

![](media/image15.png){width="6.740972222222222in"
height="4.897916666666666in"}

Choose New

![](media/image16.png){width="5.53125in" height="3.5625in"}

Enter Next then enter the name for the new account and the new bank.

![](media/image17.png){width="5.53125in" height="3.5625in"}

enter the statement date and leave the ending balance 0

![](media/image18.png){width="5.53125in" height="3.5625in"}

Go to your old account register and create a transaction which is a
transfer of the amount transferred to the new account.

![](media/image19.png){width="6.740972222222222in"
height="4.897916666666666in"}

When you go back to your new accounts register the balance will be shown

![](media/image20.png){width="6.997222222222222in"
height="5.083333333333333in"}

Recommendations

Backup your data to a floppy disk and keep it in a safe place away from
your computer.

Reconcile every month.

Don't net transactions. Enter the complete Debit and complete Credit in
Quicken.

Do's and Don'ts

Do only use the Category's authorized by National.

Do use the account numbers and names as the categorys as supplied on the
templates.

Don't allow any "uncategorized" transactions.

Don't change any transaction for a prior fiscal year.