There are differences in the functionality of QuickBooks and Accounting Seed. Below will outline some of these items to help with the transition.
Posting to the general ledger:
In QB, when you save a transaction, it automatically posts to the GL.
In ASeed, after saving a transaction, you will have to click on the Post button to actually post it to the GL. Also, there can be an approval process so only certain users can post.
Exiting a screen or closing a tab:
In QB desktop, it will give a prompt when exiting a screen if it has not been saved.
In ASeed, which is a cloud based application, be careful to not close a tab before it is saved. Also, we recommend not using the back button on the browser, but to instead click on the link or tab inside the database.
Entering new transactions (A/P, A/R, JE, etc):
In QB, all of the information is entered into one screen like payee, amount, and GL account.
In ASeed, you will have to create the “header” and then add “lines”. The header is basically the overview and the lines are the details. For example, the header of an A/P entry would include the payee and each line would include the expense and amount.
In QB desktop, multi-user mode requires the use of a server.
In ASeed, as long as you have an internet connection, then you have access to the database and each user has their own login and permissions. There is never a need for a single-user mode.
In QB, customers and vendors are two separate tabs.
In ASeed, the Accounts tab includes both customers and vendors and an account can even be setup as both a customer and a vendor for the same name.
In QB, most users have a backup excel spreadsheet to track depreciation.
In ASeed, there is the option for a one-time setup of fixed assets with automatic depreciation that only needs to be updated once a year.
In QB, the layouts are set and not customizable.
In ASeed, the user has the ability to add and remove fields, buttons, and related lists from their page. Different users can be setup to view different page layouts as well. If you think in Debits and Credits, it will be helpful to add the Transactions related list to the pages that affect the GL.
In QB, some databases have a Reverse option when creating a journal entry.
In ASeed, there is a Reverse Clone with Lines button that is similar and allows for easy accruals.
In QB, to create a credit memo, a new A/P or A/R is created and the credit memo button is clicked with all amounts entered as a positive number.
In ASeed, the easiest way would be to open up the bill or invoice that you want to apply a credit memo to and click the Clone with Lines button and change the amounts to negative numbers.
In QB, a payment is received and applied to an open billing all in one step.
In ASeed, this is a 2 step process. The payment is received and then it is applied to an open billing. After the payment is received and before it is applied, it will show up in the “unapplied cash” asset account. Once it is applied to a customer bill, it will clear out of this account.
In QB, there is the memorized transactions functionality.
In ASeed, there is the scheduled revenue and expense functionality. ASeed will post all recurring items to all affected periods at once. For example: We receive $1200 as unearned revenue and would like to have $100 of revenue recognized each month over the next 12 months. ASeed will post $100 to revenue at once for the next 12 periods instead of posting it once each month as the time comes.
Processing Monthly Interest for the Bank Reconciliation:
In QB, the interest income can be entered in the bank reconciliation screen.
In ASeed, simply create a journal entry, which will show up on the bank reconciliation.
In QB, they offer standard reports like the balance sheet, P&L, and trial balance.
In ASeed, from the Accounting Home tab, there is a group called Reporting. Under this, you will see Run Financial Reports. This includes the usual month end reports, which can be grouped by sub types. Also, under Reporting, you will see Management Reports. This includes many helpful reports and allows for customization of fields, columns/rows, grouping, and much more.
General Ledger Account Variables (GLAVs):
In QB, there is the use of classes to help breakout financials.
In ASeed, there are 4 variables to help breakout financials. Some customers use these to denote a separate company, region, location, etc. For a non-profit, they could be used for the different funds.
In QB, an accountant's copy will be sent to the CPA.
In ASeed, just give your CPA login access or send them a copy of the year-end financials.
In QB, A/P aging and A/R aging are setup by default.
In ASeed, make sure 2 boxes are checked in the Accounting Settings tab. These are Enable Billing Period Sensitive Aging and Enable AP Period Sensitive Aging.
In QB, the user can click on a line item to see the transactions that make up that total balance.
In ASeed, the Run Financial Reports tab does not allow the drill down into the balance sheet transactions, but the Management Reports tab does.
Learning and Support:
ASeed has an extensive knowledge article database to help in learning the system. After logging into ASeed, click on Accounting Home, and then click on the blue "Knowledge Base" button. If you require support, send an email to firstname.lastname@example.org.