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Fake E-mail from Intuit

February 6, 2012 By

I received this e-mail from Intuit today:


Dear Account Holder,


With intent to ensure that correct information is being sustained on our systems, and to improve the quality of service we can provide to you; INTUIT INC. has taken part in the Internal Revenue Service [IRS] Name and TIN Matching Program.


It appears that your name and/or TIN, that we have on your account is different from the information on file with the SSA.


In order to check the data on your account, please enter the site.
Yours truly,


INTUIT INC.
Corporate Headquarters
2632 Marine Way
Mountain View, CA 94043


For a brief minute, it seemed real. Fortunately, I have been inundated with similar e-mails lately – from the BBB stating that someone has filed a complaint (I receive this one at least once a week. I called to verify that it was not real), from Fed Ex stating that they have tried to contact me about a package I sent out and then later one that I was to receive (both scams), several from my bank wanting to verify information and the big one – a letter that went out last year to not only me, but several of my clients stating that we needed to do a year-end filing and submit $ to the address to be in compliance.


All these e-mails and letters look so real and it is hard not to react with curiosity and the intent to be in compliance. A few months ago, I did end up clicking on the link to the BBB e-mail – the last time I will ever do that! I ended up with a very bad virus on my computer. So what does one do when you receive an e-mail or a letter asking you to update information, or to click on a link to find out more? Just the fact that they are asking you to click on a link should bring out the red flags. When I receive these, I now perform a Google search to see if anyone else has received something similar and to see if they are legit. Rather than click on the link provided, I go to the website myself and research it to see if it is real, or call the company.


So, the e-mail from Intuit this morning. I have to admit – it got my attention – for a second. After 2 minutes of research, I found out that it is a scam. If you receive one similar to this, just delete it from your computer. When I did that this morning, I received another one – this time in my spam folder. Why the first one did not end up there, I’ll never know. If you feel compelled to take it a step further, send a copy of the e-mail to the organization that it is posing to be from – in this case, spoof@intuit.com. Whatever you do, do not click on the link or forward the e-mail to anyone.


For more information on the e-mail from Intuit and what to do if you receive a similar one, visit their website at: Intuit Online Security Center

Melanie L. Paul’s Posts – The 919 Business Network – Local Business Networking

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Selected for an IRS Audit? What to do.

February 3, 2012 By

I was asked a question today that really made me think. What does one do when the IRS selects a company for an audit? This is not a new question for me. In fact, it is one of the most common questions that I am asked during an initial consultation with a potential client.

In my many years as a non-profit CFO, I have been through many, many different audits. I know how auditors think and what they are looking for. I know how to help businesses get organized and keep good records in the event they are ever audited and help move them from a place of fear into one of strength and empowerment.

This question; however, I had not been asked before. When the IRS notifies a company that they are being audited and you hand over your QuickBooks file, the IRS has access to more than one year of data. Suppose you started your business in 2002, it is now 2012 and you receive notice that your 2007 tax return is being audited. What do you do if they request access to your QuickBooks file? Once in that file, they have access to data from 2002 through 2012.

Is there a way in QuickBooks to restrict them to only be able to view the year that is under audit? This question was asked in a QuickBooks online forum, relayed to me and well, it made me think. There really is no way that I know of to restrict access to a particular year within the file. QuickBooks offers the ability to close out a year and then allows the user to password protect access to that data. That won’t work; however. Even if you have a different password for each year, you will have to go back through prior years to get to the year under question, thus having more than one year of data available.

The only real solution I could think of is closing out the file at the end of the year to a separate QuickBooks file and then running the cleanup function to remove all past year’s data. The data for prior years is still there – it is journalized with the detail removed. To do this, follow the steps below at the beginning of the New Year (note: these instructions are for QuickBooks 2011 and should work for other versions):

• Create a backup of the file (File, Create Backup).
• Create a folder on your hard drive to store each year’s new file – perhaps a folder named “Yearly QB Files.”
• Restore the backup (File, Open or Restore Company, Restore a Backup Copy).
• Save the new file to the folder you use to store the yearly QB files. Use a unique name to identify the file (i.e. ABC Company – 2010).
• Once restored, open up the cleanup tool (File, Utilities, Cleanup Company Data).
• Select “Remove transactions as of a specific date.”
• In the box, enter the date to remove the transactions up to. For example, it is 2/2/12. If you only wanted data from 1/1/11 forward (2011), enter 12/31/10. It will remove (journalize) all transactions on or before that date.
• There are other options that can be selected as part of the cleanup. Check those that apply to you.
• Once the cleanup process is finished, run a P&L detail for a prior year (in the above example, 1/1/10 – 12/31/10) to make sure all the detail has been removed.
• Make a backup of the file following the steps above.
• Switch back to your original file before entering in any new data in for the current year (File, Open Previous Company).

Do this at the beginning of each year and you will have one file with accounting detail for that year only and a separate file for each subsequent year in the event you are audited by the IRS, allowing them access only to detail for the year under question.

Have other questions about what to do in the event you are audited, talk to your CPA or tax professional. One article I recently read on the subject that has very good information: “What To Do If The IRS Audits Your Tax Return.”

 

Melanie L. Paul’s Posts – The 919 Business Network – Local Business Networking

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2012 – Moving Forward: Bookkeeping, Taxes and Cash Flow

January 30, 2012 By

It’s January, taxes are due soon and 2011 was not as great as you had hoped.  What do you do?  Move forward.  Its 2012 now – a clean slate with which to write on. 

So 2011 did not go as you had hoped.  You may not have found time to enter in all your deposits and receipts and have everything stockpiled in a drawer or box.  The business card was used for personal purchases – well – a couple of times (or more!).  Cash flow felt more like a cash drip with some months wondering how all the bills would be paid.  You may be wondering – do I owe any taxes?  Did I make any money?

It’s not as bad as it seems.  You are definitely not alone.  There is a light at the end of the tunnel.  It starts with handing over your bag or box of receipts, check stubs, bank statements and other documents to a bookkeeper, accountant or CPA to enter in so your taxes can be done.  Don’t wait until the last minute, that only perpetuates the anxiety.  Handing it over can feel scary, but once the idea is embraced and done, it is like a weight has been lifted – you can now move forward and begin writing on your new, blank slate! 

Now is the time to evaluate where you have been and where you want to go.  Use the numbers you get back from the accountant to move forward.  Write down the following:

  • What was your bottom line – your net income?  Write down what you want this to be in 2012.

 

  • If you had Cost of Goods Sold, what percentage is it of your overall income?  Are you comfortable with this percentage?  If not, what can you do to change it?

 

  • Look at your total expenses and compare to your net income.  What is the percentage?  Is it too high?  If so, what can be done to lower it?

 

  • Is your income broken out into different categories?  If so, which segment of your business is producing the greatest percentage of income?  What differentiates this segment from the others – advertising, passion, resources?

 

  • What segment of your business is producing the smallest percentage of income?  Compare the amount of time, effort and money it took to produce this income to that of the largest segment.  Should this segment be expanded or removed?

 

  • Which months were your best months?  Which were the worst?  Do you see a trend?  What can be done in the months that were the best to bring in income during the slower months?

 

  • Using the experiences from the past year, what had the greatest return on investment?  In what areas did you expend more time and energy with very little benefit?

Use these questions to begin forming how you will spend your time, energy and resources in 2012.  Learn from your past – don’t beat yourself up about it.  Apply what you have learned and move forward.  When writing out your financial plan for 2012, use positive terminology.  Set realistic goals.  Be conservative when projecting income and liberal when projecting expenses.   Move forward into 2012 passionate about what you do and with renewed energy.  It is a new year – enjoy every moment!

Melanie L. Paul’s Posts – The 919 Business Network – Local Business Networking

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When Passion Turns Into Fear

January 13, 2010 By
The majority of my clients up until now have contacted me wanting me to come by and show them some “tips and tricks” in QuickBooks.  They have self-taught themselves (or their wife, husband, brother, sister, etc . . . ) to save money – after all, when they first started their business, there were no funds to pay for or support a bookkeeper.  Is this a good move?  Let’s take a look . . . 
 
When the business is started, there is a passion that fuels it.  Business cards are created, you join a networking (or several networking) groups and talk to everyone you can.  You pass out business cards to anyone who will listen to you and leave with a stack of other’s cards.  You do A LOT of talking! 


Business starts to come in – yeah!!!  The work starts to interfere with your networking commitments – that’s good – right?  Your networking becomes sporadic – it’s hit or miss.  


Two months down the road, the initial work you received is finished and you sit at your desk looking at a stack of bills, a large pile of business cards you didn’t follow up on (but meant to), you’ve received and deposited a few checks which helped; however, some clients haven’t paid you, some tell you they don’t have the funds or they had sticker shock when you sent them your bill.


What do you do now?  You go out and network again, this time your passion is not as bright as when you first started.  There’s a hint of desperation attached to it – and it shows.  The results are not as great as they were before.  You are approached by people who tell you they can help you.  Advertise with us; let us help you get your story out there.  You are desperate, so you sign a 2 – 3yr contract for money you don’t have (but that’s OK because it’s broken down into monthly installments) because THEY will bring people to you!  You begin throwing money to whomever says they will help you.  You’re tired, desperate, not sleeping and not eating well.  Desperation turns into Fear – how am I going to pay all these bills? 



Does this sound about right?  The whole process usually takes 1 – 1 1/2 yrs for a new business to get to the point where they begin searching for alternatives, re-evaluating whether or not they made the right choice.

Tax time comes and it seems everyone wants to charge you A LOT to enter in/clean up your information and prepare your return.  You are working in the PAST, taking what happened and putting it in QuickBooks to prepare your taxes.  This cycle repeats at the end of each year.


Passion turned into Desperation.  Desperation turned into Fear.  Fear does not sell.  Passion sells!


Let’s look at this same story from another perspective . . .


During the first few months, while that passion is still there, your hire a bookkeeper/consultant.  In a 1 – 2 hr meeting, you tell your story and that passion is transcribed and converted into a business plan.   A foundation is set up in QuickBooks to capture the different components of income and expenses and projected out for the first 2-years.  


You begin networking, this time prepared with a purpose, a story and passion!  Rather than network for business, you network to build your sphere of support.  You want to find those who can support you in the areas you need.  You learn about their business (you’re interviewing them for your current or future use) and they learn about your passion – in a safe, non-threatening environment.  


The bookkeeper/consultant trains you (or your wife, husband, sister, brother, etc.) on how to enter transactions into QuickBooks (which has been set up to capture the different components of your  business plan).  You meet with your bookkeeper/consultant once a week for the first month for ~ 30-minutes each time to fine-tune your plan, to see how things are progressing, for training and support, and to evaluate how you are doing against your plan.  That turns into 1-hr meetings once a month with phone/e-mail support throughout the month and when things are operating smoothly, meetings move to once a quarter.  The cost for this support is packaged together and added into your budget so that there are no unexpected costs.  Tax professionals and CPA’s are brought in quarterly as needed to evaluate and plan for growth and year-end tax planning and are bundled into that support package – again, no surprises – just support. 


This is forward or future thinking.  The passion is maintained and supported.  Business referrals and word of mouth are genuine and are in-line with your business plan.  You have achieved a good balance of
networking and working in your business that supports you, rather than riding the up and down roller coaster ride of working in your business, then on your business, etc.  You’ve achieved good, steady growth! Congratulations! 


This does not just apply to new businesses.  No matter where you are in your business life cycle, this type of support is critical!  Business is constantly changing and evolving and needs a good network of support to help carry it through the changes.  Those that tap into this sphere of support grow and maintain very successful businesses!  Their passion remains alive and thrives!

Melanie L. Paul’s Posts – 919 Business Networking – Local Business Owners & Professionals

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Turning Business Challenges into Opportunities

January 11, 2010 By

I belong to a business networking group (BNI) that meets every week. For a while, it has been the same thing every week . . . network, give a 60-sec commercial, hear the 10-min presenter and group statistics and then network some more. Most of the groups I attend follow a very similar format. Our BNI just moved into a bigger place to accommodate growth, moving away from a restaurant environment that served food that came out during our 60-seconds and adding unnecessary time to the groups focus. We have set up the tables differently now having 3 – 4 people per table and using that extra time to do mini one-on-one’s.  Each week there is a different topic.


This week, it was discussing what our 2 biggest business challenges are and receiving feedback from the others at our table, thus turning them into opportunities. Some powerful insight came out of these discussions and thought I would share for everyone’s benefit. Feel free to add your thoughts as well.

 

As small business owners, we all face very similar challenges and can benefit from stepping outside ourselves and where we are and hearing what others have done to overcome those challenges – what worked for them.  As I realized in another group yesterday, we all resonate differently and have to find out what works for us individually. There is no right or wrong – there just IS. There is great benefit to putting our guard down for a moment and listening – regardless of how it makes us feel – and then taking with us that which resonates with us. This is very powerful! So here is one challenge that each table listed – and some suggested solutions:


Time – many people said that one of their biggest challenges was time.  They would like more time during the day to get things done.   To me, that seemed like a challenge that would be hard to overcome, after all, there is 24 hrs during the day and at least 7 – 8 of those hours needs to be sleep!  This reality cannot be changed; however, how that time is managed can.  How can the challenge of time be turned into an opportunity?

 

Here is an exercise I came up with after the meeting (pulling from advice that was given at our table) that really helped me to see where my focus needs to be and what I need help with:  List the 4 most important things that you do in your business to generate income.  Now, list the 4 things that take the most of your time during the work day.  There should be some kind of correlation here.  If not, bring in someone to help with what is taking the most of your time so you can focus on doing the 4 most important things that generate income for your business! 

 

Think of the phrase, “time is money.”  Write down all that you do during the week and assign a monetary value to that time.  Look over your list.  Are there tasks that would be less expensive to turn over to someone else?  What would you gain by turning that over to someone else?  Would you save money?  Would the quality of that task be improved?  Would your income increase at a higher rate than the expense incurred due to re-focusing your attention onto a higher priority, income-generating task?

 

So, where do you find quality help to do the tasks that you have now identified you need help with?  Rather than setting up one-on-one’s with businesses you want to market TO, set up one-on-one’s with businesses that have expertise in the areas you need help with.  Begin building your support team!

 

I’ve started taking my own inventory of time spent and am focused on turning what was a challenge for me and turning it into an awesome opportunity!

Melanie L. Paul’s Posts – 919 Business Networking – Local Business Owners & Professionals

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A Day in the Life of GuideStar Accounting 8-14-11

January 9, 2010 By

A Day in the Life of GuideStar Accounting. There is so much that goes on each and every day that I thought I would share all that’s going on. Each client is different, each phone call different, each day different. All that I experience with my clients can be beneficial for other clients – and others who are following this as well. Insights from others can go a very long way! If you read something and feel compelled to respond – please do! Owning a business is a life long journey and one that by working together and supporting one another, can be fun and very rewarding!

The information that I post will be done in a generic manner to respect confidentiality between my clients and myself.

For those that know me – I don’t get much sleep :) This is something that I’m now working on! Lately, their has been so much to do that days seem to blend into one another. Last weekend, I prepared a rough draft of 7 out of 10 IRS Form 990′s to bring a client into compliance. It felt really good to get that accomplished and to see the relief on their faces that there is a light at the end of the tunnel and very soon, they can put all this behind them and move forward!

I spent this weekend pulling together and organizing several years of payroll tax documents into several binders and entered all the information onto a spreadsheet that just kept growing (It is 50-pages long printed out. Time to put the pieces of the puzzle together into one l-o-n-g and easy to read sheet of paper). The IRS and Dept of Revenue is having a hay day with levy’s and liens, so decided to pull the whole picture together so that when my client goes into the meeting, they are prepared and can come up with a payment plan that won’t hurt their operations or them individually. I have a very good feeling about this one! They are coming out of the dark and into the light – nothing like empowerment when one is talking to the IRS and NC Dept of Revenue!

During the week, I was with one of my clients during a random audit with a state agency. I spent the week before pulling all the documents together and getting prepared. The meeting was a breeze! They flew through it with flying colors and I have to admit – that was one of the best audits I have ever attended! It was done in 45-minutes! It was a wonderful feeling to see worry and concern turn into laughter and relief! Something to note that came out of the audit: The State Agencies are performing random audits first. If there are red flags, this can trigger an automatic IRS audit. Good record-keeping and organization is the key to a good audit!
Melanie L. Paul’s Posts – 919 Business Networking – Local Business Owners & Professionals

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A Day in the Life of GuideStar Accounting – 8-15-11

January 5, 2010 By

Today was not as busy as most days . . . although I’m gearing up for all the work I have to do tonight. I spent the morning reconciling bank accounts, reviewing income and expenses for accuracy and making any necessary changes, creating cash flow spreadsheets and updating budgets for clients.

Went to one of my weekly meetings with a client and discussed where they currently are and how they are doing against the plan we created and have been monitoring. They have begun taking the first step to getting to where they want to be . . . getting out there and networking and meeting with potential clients. They are planting the seed and watering them and shall soon see some growth! It’s not easy to do this as many of us who have done this hope to see immediate results; however, some things take time and relationship building is one of those items.

Putting what we do out there and then “letting go” of our expectations is the key to growth without undue stress. This is how the seeds are planted. During conversations with potential clients – get to know them on a personal level as well as their business. Then, when checking in with them/following up, tone down the sales pitch and turn it into a friendly and personal conversation. This is watering the seeds. In time, the seeds that are the most fruitful will begin to grow.

With time, you will be able to differentiate the weeds (time wasters) from the flowers (those who appreciate what you do and will fairly compensate you for your time/product). All this is incorporated into the business plan. Today, we discussed the need to re-evaluate the plan upon realizing that the income projections were a bit too aggressive. Step-by-step . . . projecting, evaluating and monitoring . . . and being open to changes/new directions is the key to steady and sustainable growth! I’m so proud of my client! They are on the right path and I’m grateful to be able to witness their growth – business and personal!

Time to change hats and dive into the past, re-create tax forms and use past information to predict and carry out into the next few months. Get to finish up a rather large project I’ve been working on for the past week, which involves re-creating the companies financial foundation in a new QuickBooks file. Sometimes, it is good to start out fresh – especially when the old file is not set up to give the client information in the way they need to see it. Sometimes this can be fixed within the old file and sometimes, it’s just better to start fresh. Starting fresh with this one.

And the good news . . . business has been booming! I worked with an amazing bookkeeper for a few months, which gave me the ability to move into a new direction. I put out there the direction I wanted to head and let it go. Almost immediately, I saw results. Over the past few weeks, I’ve had quite an influx of new clients all with their own unique circumstances. She has since moved onto a full time position that supports her and is where she needs to be (and is very missed), and after some searching, have narrowed it down to 3 people to train and bring on board! I have also realized that my “competition” is actually my “support!” What a great realization! I have already begun finding out what my “competition” specializes in – what their focus is – and using them as support for my clients who have needs in those areas. It’s been a wonderful day and week!
Melanie L. Paul’s Posts – 919 Business Networking – Local Business Owners & Professionals

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A Day in the Life of GuideStar Accounting – 8-16-11

January 5, 2010 By

Today was wonderful! Working with one of thousands of NC non-profits that have had their tax exempt status revoked (4,198/275,000 total non profits – info via NC Center for Nonprofits) due to reliance on volunteer Accounting and CPA help.



I have seen such large amounts of negligence in the Accounting field lately that I have begun to question the overall quality of the bookkeepers, accountants, CPA’s and enrolled agents that are out there. It’s very hard to go into a company and help them to get refocused and turned around when they have put up very thick walls due to paying very large sums of money and putting their trust into an accounting-type individual/business that have either embezzled funds or have made a mess of their books.



I will get off that soap box now and say that not all accounting-type individuals and businesses are bad. There are some who I have met that make me feel proud to be in the Accounting industry! When you find those who are amazing, who care, who treat others businesses as they would treat their own and who go above and beyond, PLEASE tell others about them! If you need a referral, I have a list of ~ 15 really good local CPA’s and bookkeepers. Yes – I perform some of these services as well; however, I can’t service the whole area no matter how hard I try – and I do try :) I want to support these other Accountants and Bookkeepers as well as I see them as extension of myself – as my support team and not my competition.



So yesterday was spent on more research into how to expedite an “Application for Recognition of Exemption” so that they can have their tax exempt status re-instated and made retroactive. They are an amazing non-profit with an awesome group of supporters and I would like to make the transition from revoked to exempt as painless and smooth as possible. If anyone reading this has experience in expediting this process, please contact me! I’ll buy you lunch and if all goes well, will hire you for this project.



I learned a new open-source software program that was designed for one use and is being used by a non-profit with a different need – donor and financial management. It took a little time, but as soon as I figured out the structure of how the program was designed for it’s intended use, I was able to convert it into the type of donor & financial management needs this particular non-profit has. I will do some testing over the remainder of this month to make sure it works the way I anticipate it to work, and produces the reports that QuickBooks and management will need (this has to be done with all 3rd party software programs that are used to integrate data with QuickBooks). Crossing my fingers!



I ended my day meeting with a perspective bookkeeper. I came to the conclusion during restructuring my business that the only way to move forward and achieve the type of growth I’m wanting to achieve is to bring on someone to help me. She had a wealth of experience and education and is headed down the same road I am. I welcomed her aboard and am excited to have someone who thinks like I do, who learns fast and is a problem solver! She came highly recommended and I am very grateful to have her on board!



It was quite a day with forward movement all day long, ending with a very big step towards my bigger goal – realizing when I need help and asking for it!




Melanie L. Paul’s Posts – 919 Business Networking – Local Business Owners & Professionals

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A Day in the Life of GuideStar Accounting: 8-17-11

January 3, 2010 By

Today was another wonderful day! My husband downloaded my calendar into Google and put it on my phone! It is so wonderful to have my calendar with me wherever I go and to be able to make appointments without having to tell people I will get back with them, or double booking!

I went to my BNI meeting this morning. I am part of The East Wake Elite – we meet at the LoneStar Steakhouse in Knightdale (off Hwy 64) at 7:30am every Wednesday morning. It’s a great group that has a strong construction base and quite a few business-to-business members! Another great meeting! We changed the format of our meetings recently and have started break-out groups. Halfway through the meeting, we break out into groups of 4 people/table and discuss a topic. Today – what progress are we making towards our long-term goals? I always come out of this meeting pumped up and with fresh insight! We are having a visitor’s day next Wednesday – come join us!

Had a one-on-one with an amazing local decorative painter. She had tiles that she turned into a granite look. Looks just like real granite – such amazing and true talent! Thought about all those white laminate cabinets and counter tops that come in standard homes and what they would look like transformed using her tools and talent – Wow!

Talked to a networking friend about someone who has a kind heart and rescues feral cats/kittens. Gave her some information to pass along about starting up a non-profit.

Went from there to meet someone I met yesterday who works at the Raleigh Chamber of Commerce. I was a member there when I first started my business (as well as 3 other chambers) and after awhile, felt that it was not working for me so stopped going to events. I felt that it was too big and not focused on the small, start-up companies. Boy was I wrong! Found out some really good information about their networking programs and programs on their website – similar to Groupon. Met with an amazing person – Kim Nesky and came out a Raleigh Chamber of Commerce member – and am all pumped up and excited! Can’t wait to get to know all the members there and expand my sphere of support! Just in time now that I have officially expanded!

Ended the day working with a client that has been with me almost since day one! I go over once a month to answer any questions they have (and she keeps a stack of very good questions! I find myself stumped A LOT! It’s fun and gives me a new challenge to overcome and pass along). When we are done with the stack of questions, I do a monthly financial review and then we prepare the monthly financials. I really enjoy being in a supportive role there as she is an amazing person and has really taken this company a LONG way and am glad to help her through the few speed bumps she has along the way!

Today’s challenge: How to process a credit card refund so that it shows up on the deposit with all the other charges that were batched together (in QuickBooks 2011):

(1) The total deposit has to be positive. QuickBooks won’t process a negative deposit.
(2) Click on Company/Make Journal Entry
(3) Entry # = Refund
(4) 1st Acct = Debit the income account that was used in the initial deposit.
(5) Put the reason for the deposit in the memo field
(6) Enter in the customer’s name
(7) Enter in the amount of the refund
(8) 2nd Acct = Credit Undeposited Funds
(9) Do not list the name or class on the 2nd line
(10) Save and Close
(11) Make the deposit. The credits will appear on the list and can be selected.

Note: Only do one journal entry per name as QuickBooks will only list the 1st name. If you don’t do this, QuickBooks will use the first name listed for all the transactions and it will appear as if there are multiple credits for the same customer.

All in all, great day . . . learning more about the people that I network with each month, meeting new businesses and people, taking a step further in the new direction I laid out for my business, being able to be of service to someone else to support them along their path of growth and then ended the day reading over some inspirational goal setting quotes:

“You have to set goals that are almost out of reach. If you set a goal that is attainable without much work or thought, you are stuck with something below your true talent and potential.” Steve Garvey
Melanie L. Paul’s Posts – 919 Business Networking – Local Business Owners & Professionals

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