It's not all doom and gloom when considering the past, they were, after all, at various breaks and intervals in time, just a society like the one of today that collapsed under circumstances that could happen again and test our people's resilience to survive. Just as these challenges exist, so do we. In periods of uncertainty, familiarity appear more often as efforts to comfort the struggling population extend from a curiosity to love and eventually into a full-scale panic. But in the midst and throes of the understanding process, doors are missed as curiosity holds no apparent bounds, a thirst that can't be quenched. The civilization of ancient Greece emerged into the light of world history in the eighth century BC. Normally it is regarded as coming to an end when Greece fell to the Romans in 146 BC. However, major Greek kingdoms lasted longer than this. As a culture, as opposed to a political force, the Greek civilization lasted longer still. Continuing right to the end of the ancient world and extending directly into modern culture as a result of their influence at all things regarding as good about the human condition and the influence we may have as a result of this passion. Greek civilization had a powerful influence on the Roman Empire. Indeed, some modern scholars see the Roman era as a continuation of the same civilization, which they label Greco-Roman. In any case, the Roman conquest carried many features of Greek civilization to far-flung parts of the Mediterranean world and Western Europe. Through the mediation of the Romans, therefore, Greek civilization came to be the founding culture of Western civilization. Historical episodes like the Olympic games have been incorporated into Western civilization. As a result, and this has spread to the entire planet and immortalized by the Olympic flame, which was added in 1928 at the Amsterdam Games. The flame is now held in great regard as a constant vision of hope going forward together as a people of one planet, Earth. Rather than a divided people, it symbolizes the one-world idea of the greater good and human understanding. The ancient Olympic games were primarily a part of a religious festival in honor of Zeus, the father of the Greek gods and goddesses, and the festival and games were held in Olympia, a rural sanctuary site. The Greeks that came to the sanctuary of Zeus at Olympia shared the same religious beliefs and spoke the same language. The athletes were all male citizens of the city-states from every corner of the Greek world, coming from as far away as Spain in the west and Turkey to the east. The sanctuary was named in antiquity after Mount Olympus, the highest mountain in mainland Greece. In Greek mythology, Mount Olympus was the home of the greatest of the Greek gods and goddesses. The ancient Olympic games began in the year 776 BC. The stadium track at Olympia, according to some literary traditions, was the only athletic event of the games for the first 13 Olympic festivals or until 724 BC. From 776 BC, the games were held in Olympia every four years for almost 12 centuries. However, contrary evidence, both literary and archaeological, suggested the games may have existed at Olympia much earlier than this date, perhaps as early as the 10th or 9th century BC. Relating to this is a series of bronze tripods have been found at Olympia, some of which date to the 9th century BC, and it has been suggested that these tripods may in fact be prizes for some of the early events. Detail from an attic red figure kylex depicting two men wrestling and above them hang a discus in its bag and a pair of jumping weights called halters. Long jumpers use the weight to increase their competition distance by vigorously swinging them forward at the moment of takeoff. The coach or trainer stands to the left of the wrestlers leaning on his staff and holding a long forked branch. There was no known ancient symbol for the Olympic games. This was changed in 1908 when the modern Olympic flag of five linked rings, each with a primary color used in the flags of the nations competing in the games was introduced. The marathon is also a modern event that was introduced in 1896 in Athens, a race from Marathon northeast of Athens to the Olympic Stadium. A distance of 40 kilometers commemorates the run of Fidipides, an ancient day runner who carried the news of the Persian landing at Marathon of 490 BC to Sparta, a distance of 149 miles in order to enlist help for the battle. According to the 5th century BC ancient Greek historian Herodotus, Fidipides delivered the news to the Spartans the next day. The traditional date for the beginning of Greek civilization is 776 BC, the year of the first Pan-Hellenic Olympic Games. Actually, this date was worked out centuries later and is almost certainly wrong. Of course, an entire civilization does not suddenly spring into being in a single year, but this state does provide a convenient marker. From about 800 BC, the Greek population began to expand. The causes of this are not known, but the effects was to create a shortage of good farmland. At the same time, Phoenician merchants were developing their trade links with the Greeks. The inhabitants of several coastal Greek states responded by developing overseas trading connections of their own. Given the Phoenician dominance of the Eastern Mediterranean, this meant looking to the West. The distance of the modern Marathon was standardized as 26 miles 385 yards in 1908, when the Olympic Games were held in London, and a distance used was the exact measurement between Windsor Castle, the start of the race, and the finish line inside White City Stadium. At their heart, the games were a religious festival and a good excuse for Greeks from all over the Mediterranean basin to gather for a riotous barbecue. On the middle day of the festival, a vast number of cows were slaughtered in honor of Zeus. King of the Greek gods, who was said to have taken up residence in Olympia around 12,000 BC, when the Aleens conquered the surrounding area. The fearsome deity marked his ascension by hurling a thunderbolt into the sacred grove from his home atop Mount Olympus. The city state of Elida, the administrative center of which was about a day's walk north from Olympia, ran the games throughout the vast majority of its life cycle with the Aleens seizing full control from their local rivals in 572 BC. Despite the stadium accommodating more than 40,000 people during the height of the games popularity in the second century AD, it always remained a deeply rural setting. The sacred olive tree of Zeus, from which the victory reese were cut, marked the finishing line for all races. The first stadium, a simple affair using the natural embankments of the surrounding hills, remained within the deified area too. The discovery of more than 150 wells dating to this time indicates that even this early in the life of the Olympic games, they attracted considerable attention. By the mid fourth century BC, the third incarnation of the stadium was built. Spacious and with the look and feel of a more modern venue, spectator attendance grew and the position of the stadium had been shifted, with events no longer finishing at the altar of Zeus. However, the site lost none of its religious potency during the vast majority of the thousand plus years of the ancient games, its diversity being key to its survival even into the modern era. A huge part of human culture in general that shows off the very best of all of our attributes. Or maybe this gives us a chance to see how the human body is adapting to the effects of the planet earth. But what do you guys think about the origins of the Olympic games? Comments below and as always, thank you for watching.


Hi, my name is Pat Schloss. I'm a professor at the Department of Microbiology and Immunology here at the University of Michigan. I'm really excited about a new project that I've been working on that deals with reproducibility and how we can use various tools to improve the reproducibility of our analyses. These tutorials will be available at our website as a series of slide decks. Over the next few weeks, I'll be releasing videos that have me talking you through the slides and doing demos of the tools and the practices I discuss. The tutorials that I will be presenting I've previously taught at a variety of workshops. These workshops have gone pretty well and I've used the feedback from those sessions to remove and add contact to make them better. Like I said, I'm really excited to share them with you. If you have any comments, please don't hesitate to contact me or to leave a comment on the YouTube website. Perhaps we can circle back to some of these questions and comments in a future tutorial to answer any questions people might have. The title of this project is the Riffamonus Project. The name comes from the practice in music where one musician takes the theme from themselves or others to vary it, layer things on top of it and perhaps present it in a different context. Similarly, I hope to show that one of the benefits of focusing on making your research more reproducible is that if others can reproduce your work, they will be able to use your methods on their data or perhaps their methods on your data to help move science forward, if you will, scientific riffing. My hope is that we can approach reproducibility from a positive perspective rather than as a negative perspective. Instead of seeing research as being in a state of crisis where it is perceived that people are doing garbage science, perhaps instead we could see reproducibility in a positive way. We can appreciate the effort that scientists go through to make their research more reproducible and fodder for our own scientific riffing. The concepts and tools that I'm going to be talking about are pretty general and can be used in a variety of types of data analysis because I'm a microbiologist who's interested in the role that bacteria play in shaping human health and disease. I'm going to use examples throughout the series that are taken from microbial ecology and the human microbiome literature in particular, but I'll also use a series of goofy examples including folding paper airplanes, predicting people's age based on their names. There should be something here for everyone interested in making their data analyses more reproducible. Come along with me and let me show you the project's website where you can find the slides that we'll be using in this in this series and begin to introduce you to the content in the tutorial series that we'll be doing over the next few weeks. Wonderful. So the first part that I want to introduce you to about the Riffamonus project is our website and so you can get to the Riffamonus website by going to riffamonus.org. Here will be a launch pad for disseminating different instructional materials, different bits of information about how we can improve the reproducibility of our research in microbiology and eventually perhaps other fields as well. If you look up here at the top navigation bar, click on Training Modules. You'll see currently there are two different training modules in here. The first is a module called Minimal R and this is an R tutorial that I regularly teach from to help people to get up to speed with R, assuming that they know nothing as they start, but then also getting them going without overwhelming them with a lot of features and jargon off the bat, that it really is the minimal R and that people find over the course of doing several of these modules within the Minimal R series that very quickly they get up to speed on a diverse array of features within the R programming language. But what we're here to talk about is the reproducible research tutorial series and as it says here in the intro this is a series of tutorials on improving the reproducibility of data analysis for those doing microbial ecology research. Now the data set that we're going to be working with a lot through this series is from the human microbiome research. That's really not that relevant. What's important is that we're working with microbiome data, microbial ecology data, sequence data, data, any type of data, but data in particular that needs to be analyzed through a complex series of steps and we're going to think about how can we make these analyses more reproducible. Again, because my group develops the mother software package we're going to be using mother. It's not a requirement that you know mother or R, but it would certainly help as you move through these tutorials. I'm not going to be teaching you, R, or mother in this series of tutorials. Okay, but what we're going to learn are a series of practical tools, but also concepts and thinking about reproducibility and the factors that impede our ability to carry out reproducible research. And so we'll use tools like the bash command line, we'll use high-performance computing clusters, we'll talk about scripting languages like mother and R, we'll use a tool called version control, specifically git and github. We'll talk about automation using a tool called make and a concept of that has really been a big contributor to my research group, which is literate programming and using our markdown. And so again, these are things that my lab is using that I created these tutorials initially to onboard people coming into my research group. And so now my goal is to give them to you to help onboard you, so to speak, into the area of microbiome research and making it reproducible. Okay, and so before we launch into the initial tutorial, I want to call your attention down here to these dependencies and that a big pain in making analyses reproducible is what software are we using? Do we have the right versions of software? And we'll talk about all these things as we go along, but as we get into the computational aspects of this series, we will primarily be using Amazon web servers. The cost will be fairly minimal, but you might also want to try this on your local high-performance computing facility at your institution. Here at Michigan, we've got one called flux. You might have one at your institution. Generally at your home institution they're a bit cheaper than they are on Amazon. Regardless, once you get there you're going to need certain types of software. I mean, alternatively you could also run it on your laptop without going to one of these clusters, but I think in the long run it's going to be worth your effort to learn how to use these other computing resources like Amazon or your local computer cluster. And so if you're going to do it locally, or on your local high-performance computer cluster, you're going to need tools like R, Make, Git, WGet, and Atom or Nano installed. Part of my justification for using Amazon, for example, is that all these tools are generally already installed. And so if you're trying to kind of bring this up on your own laptop or your own computer, there's a bit of frustration in getting going there. Okay, so let's go ahead up here to the tutorials and let's click on this first link for the introduction. This is going to be the format of the slides I will be using in this tutorial. These are HTML based slides and if you want you can go ahead and hit the F button and that will give you a full screen. Also, as I say down here in the lower left corner, you can press the H key to open the help menu to help you identify how to navigate around the slides. And so one that you might find useful is hitting P, hit escape, to get out of that. And so by hitting P, it brings you to this presenter view. And so you might be familiar with this from, say, a tool like PowerPoint where on the left side we have the slides I'm going to talk about and on the right side are going to be the notes. And so if you want to follow along, you can see the notes that I'm using here. Okay, but I'm going to go out of the presenter view and I'm going to go ahead and open this up. All right, so let's get going. So the goals of this introductory session is to be relatively light and to help orient you in where we're going to go. And so I'm going to summarize the motivations for the series. I'm going to help you to understand where the tutorial is going and what we're going to get out of it.  There's a number of them, five or six papers, but none of them are super long and they're all meant to kind of provoke you into thinking about reproducibility and your own practices. And so I'd like you to read these before the next tutorial. So this whole session, this whole tutorial series, started as an April Fools joke for the mother software package. And the idea was I wanted to release a package called write.paper because I've gotten lots of emails from people saying basically write my own, write my paper for me. I should be able to give you an SFF or FASQ file and you should be able to pop out an analysis that does everything I needed to do. And I think we agree that that's kind of silly. What's really silly is that years after I posted this as an April Fools joke, I still got emails from people asking why doesn't write.paper work. So but this was a motivation for me and sure it was a joke at the time. But wrapped up into this was the question of well, could I write a command that would take raw data, maybe even go out to the web and pull down raw data, process it automatically, and then spit out a paper. And as much as we joked about this as an April Fools joke and people said, aha, good one Pat, that's really the goal of this workshop is to help you to write your own function, your own code, so that you can go to the command line and say write.paper and it will pull down your raw data, it will manipulate it, it'll analyze it, and it'll pop out a word file or a PDF that you can then submit to a journal or give to your PI or do whatever. And so again, as much as this started as an April Fools joke, it really evolved into thinking about repudicable research. I'm not going to say it's as easy as pounding out write.paper. You still have to tell the computer exactly what to do, but by telling the computer what to do, you're really telling your colleagues and potential collaborators around the world what to do when you analyze your data and what they can do to analyze your data. So as we go through this series of tutorials, there are going to be two reoccurring themes. First is thinking about your collaborators and who are your collaborators. So you, Mr. DiCaprio up here, is telling you, you are the most important collaborator and it's a special version of you. It's the version of you that exists six months from now and current you won't have email access in six months. I think we can all relate to that where we've had a project, we put it to the side for a few weeks or a few months, maybe even a few days, we come back to it and we're just like, where was I? Where was I going? So the second most important collaborator is your PI, your boss, right, that they need to know how you have been analyzing and working with your data.  They need to understand how you've organized things, how you've done your analysis, why you did different things in your analysis and so you need to make these things transparent to your PI as much as possible. And of course, the third most important collaborator is your future collaborators, right, people who will read this paper and as I said earlier will want to riff off of the work you did to expand it for their own data sets or their own questions. The second theme that I want to focus on is that reproducible research is a positive thing. This is not meant to be gotcha science. Too much of the discussion about reproducibility has really turned into gotcha science where it's, aha, you know, the superman poses, it's not reproducible, it's not real, it's garbage science, it's junk. But instead to think about reproducible research practices as being preventative medicine, right, if we can make sure that our code is reproducible and that we're using good practices then we will prevent, we won't necessarily avoid future problems, but we'll prevent a lot of problems down the road because it will be easier to track down those problems if they occur, right, we'll be more transparent so others can help to improve the work we're doing. We'll have a better idea of what we're looking at months from now when we come back and scratch our heads and say, how did I make that figure again? Well, the tools that you're going to get out of this series of tutorials will help you to do that and in that way reproducible research methods are considered by many to be preventative medicine. So as I said earlier when we're looking at the website we'll cover a number of tools throughout this tutorial series and none of these are really specific to microbiome data. I have used these tools in a wide variety of projects I've worked on that have had nothing to do with nothing to do with microbiome data. So and these five areas really focus on some of the bigger themes that we're going to be diving into as we think about reproducibility. So the first is documentation and we're going to use a few tools like markdown, rmarkdown, rmake, get, thinking about organization. That organization is very important because if you can't find something then it's really hard to reproduce it. So we'll use tools like bash, we'll talk about using high performance computer clusters, we'll also talk about using get version control as a tool for helping us with organization. We'll also talk about automation. I don't know about you but whenever I get involved in manually curating steps all sorts of weird things start happening that I'm perhaps can't reproduce and so if we can automate things then we can overcome a lot of these problems and so to that we'll talk about using bash, r and make. Transparency is also a big issue when it comes to thinking about reproducible research, that we need to be transparent with our external collaborators, with our PI, with our self, with those out there in the world about how we did our work. And so tools like Orchid IDs, FigShare, other databases using git, github or open source licensing are all going to be really important as we think about improving the transparency of our data analysis to hopefully make it more collaborative. And so that other final issue of collaboration is really critical because I don't want to just do research that ends, begins and ends with me. I wanted to have an impact on others, right? I want people to think of my results as something that they can build off of. But also all the hard work I went through to process my data, to analyze my data, I want that to be valuable to others as well so that they can go off and take my tools that I've developed to analyze my data to analyze their data. There's not a, there aren't many feelings better than getting an email from somebody out of the blue that say, hey thanks for making your code available online. I've been struggling with this problem and I see that you solved it or you found a way to deal with it. And so now I've used it in my code and that's really helped me out. I mean that's what science is all about, right? Taking work from other people, riffing on it, expanding it, to advance our knowledge of the world around us. So as I mentioned earlier we'll use a couple tools that we're not going to go super deep on. They're important for thinking about scripting and analyzing data. But I deal with teaching these tools in other places and so I already talked about R and that we have a minimal R tutorial that if you're not familiar with R, I'd really encourage you to go through those materials. You don't need to be an R expert to make it through this series of tutorials but it'll certainly help. Now the second is mother. So mother is a software package that my lab has created and maintained for analyzing 16s RNA gene sequences. Again it's not critical that you know mother.  It might be worth your while to at least once go through that SOP documentation using the data that I provide in that tutorial.  So as I mentioned earlier there's there's five papers that I'd like you to take a look at. They're not they're not very long. They're typically maybe two or three pages long and so the first is by Francis Collins and Tabak from NIH. Francis Collins is the director of NIH and Tabak is his deputy and it describes their plans to enhance reproducibility. Second is a editorial by Arturo Casadoval and others which reports a framework for improving the quality of research in the biological sciences. This is an outgrowth of an American Academy for Microbiology report dealing with reproducibility in microbiology and so it's a it's a very relevant document for those of us in microbiology because this tells us what other microbiologists generally senior microbiologists are thinking about reproducibility in our field. Next is an editorial by Jacques Ravel and Eric Womack published in microbiome published several years ago titled All Hail Reproducibility in Microbiome Research and here they lay out several papers that had recently been published that were making use of reproducibility tools and so it's a a very useful paper for thinking again about people within our field and seeing how they're thinking about reproducibility. The fourth paper is is more nuts and bolts and practical paper by Noble which is a quick guide to organizing computational biology projects perhaps the most boring title ever it sounds like the worst paper ever but you read it and it's really rich and really gets you thinking about how we organize our projects and these are concepts that we'll come back to later in the workshop and finally a paper that I think is is just awesome for its humility is a paper by Garigio et al out of the Bourne lab. Bourne is a leader in bioinformatics he was I think some some type of director at NIH and so they published a paper looking at the the tuberculosis drugome several years ago and then Bourne issued a challenge and said I'd love for people to come back and try to reproduce the work we did and so this manuscript, Garigio et al, is a reporting of what happened when people went back and tried to reproduce their work. I think a lot of us cringe at the prospect of thinking of somebody coming back and reproducing our work but again tip my hat to Bourne and his colleagues for for doing the experiment and seeing where the bottlenecks were and so we'll come back and talk about all of these papers as we go through the future tutorials and so it'd be great right now before the next tutorial to to read these to get a sense again of where we are in science in general and microbiology in particular. Okay so here's some homework for you to think about and I think these would be great discussion items for your next lab meeting or if you're interested in the area of research ethics or I mean just your own research. These are questions that we all grapple with I think. Is that what about your current data analysis pipelines makes you feel uncomfortable? Perhaps me talking here has maybe dusted off a few recesses of your memory that make you a little bit stressed out. Are there areas of how you do data analysis, the reproducibility of that data analysis that that make you a little bit nervous? So the second question then is if you left your project for six months how difficult would it be to restart? I have a lot of friends in ecology and they commonly go off for fieldwork for maybe months at a time and they're in remote areas where they can't work on a computer and they come back. How do they get going again? How difficult would that be for you? How difficult would it be for you if you go to a conference for a week and come back and need to get going again?  Are they truly a collaborator or are they a receiver of the analysis and the text you give them? Is there an interaction and is it possible for them to interact with you? Maybe you don't want them to but still the question needs to be asked of how easily is your PI able to interact with your analysis? And there's no good or right answers to these questions. They're questions to motivate your thinking and get you to start to grapple with issues that we're going to be encountering as it comes to working with data and thinking about how we can make our data more reproducible and hopefully more robust. Well thanks again for hanging out with me as I introduced the Rifomonas project in this reproducible research tutorial series. Like I said it's a project I'm really excited to share with you and to be able to show you how my lab and I strive to make our data analyses more reproducible. It will seem like a lot of content over the next few weeks. What I want to impress upon you however is that it's important and okay to take incremental steps to making your work gradually more reproducible. I think it's unreasonable to expect you to incorporate everything we talk about over these next series of tutorials into your first project or that you should somehow go back and retrofit current or previous projects and said I'll be giving you tools that you can gradually bring to your projects to improve your overall practices over multiple projects. The next tutorial will define reproducibility and replicability and explore the factors that impede reproducibility and replicability of research. The content of the next tutorial won't be too technical. My goal is to ease us into the more sophisticated and technical aspects of how we make our research more reproducible.  I think you and the rest of your lab including your PI will get a lot out of the next tutorial even if they aren't actively doing data analysis. So so long and I hope you'll join me next time as we dive deeper into this series of tutorials on making our data analyses more reproducible.


zero accounting software check form or spend money form get ready to be an office hero with zero support accounting instruction by clicking the link below giving you a free month membership to all of the content on our website broken out by category further broken out by course each course then organized in a logical reasonable fashion making it much more easy to find what you need then can be done on a YouTube page we also include added resources such as excel practice problems PDF files and more like QuickBooks backup files when applicable so once again click the link below for a free month membership to our website and all the content on it here we are in our personal zero home page we set up in a prior presentation gonna scroll in a little bit by holding down control scrolling up on the mouse wheel I'm at 175 percent on the zoom in we will be opening up the company file but I'm first gonna reset the data so that it will not be including anything we did in prior presentations and then it will open up the demo file have I mentioned that I love the reset capability in the practice and demo version of zero I do if I've missed that I'm gonna hide this item over here we're gonna be opening up the major two financial statement reports by opening new tabs and then the reports within them right clicking on the tab up top to duplicate it then I'm gonna right click on the duplicated tab and duplicate it again the double duplication going into the middle tab I'm gonna open up our reports in the accounting drop down we're looking reports I want to be opening up the balance sheet report that's one of our favorites it should it must be in the favorite reports if you don't have the balance sheet as a favorite report then you know there's something wrong with you you're not thinking right and then we're gonna go into the accounting again open up the reports again and the income statement as well the profit and loss the P to the L we're gonna open that one up back to the balance sheet gonna change the date on the range change in the range and I'm gonna bring that up to 2022 that's my current data's field and so those are two reports I open that up every time and I always work on that first file here or the first tab I should save so now we're just gonna look at the standard check form so you'll recall in prior presentations we've been thinking about these types of forms related to in the end the out the outflow of cash so you can call that the vendor cycle the expenses cycle the purchases cycle so now we're gonna be looking at the standard or easiest way to be having or pay for expenses and that's just gonna be basically a check type form or a spend money type form so the forms we've been looking at bill form we looked at the purchase order form these are involved with the purchasing of inventory and then we now are going to be looking at the spend money form now just a quick recap of a flow chart to see how the vendor cycle might work I'm gonna go back on over to our flow chart over here we're in the vendor cycle noting that if money is going out we're paying from the business for goods and services the easiest way to do that is with the check form so which you can also just call a money out form the form that decreases the checking account so you can think of them as different variations for the type of payment you're making like a transfer versus a check and so on but really from a data input standpoint they're all the type of form that decreases in essence the checking account now there is a difference between actually hand writing or manually writing the checks and sending out mailing out checks to be paying for something because at that time you want to make sure that you're actually entering the check in the system as you write it because you would like to be able to track whether or not it is outstanding meaning you wrote it it's going to take some time for it to clear the bank in order to verify however if you do electronic transfers it's still if you have a full service accounting system best to enter the transfer on your side and then wait till it clears the bank to do a bank reconciliation or possibly match with the bank feeds in which will help you to do the bank reconciliation however many small businesses would prefer simply to just wait till it clears the bank since there's not a big gap between the transaction taking place and it clearing the bank so in that case you're kind of eliminating the double check that you get in the internal control of you entering the data and then checking it to the bank but it's easier that way so we'll hopefully we'll have a whole section on bank feeds we'll talk about them more in the future but I just want to mention that now as we look at the check form and then we've been looking at the accrual forms which was the bill form increasing the accounts payable then we pay the bill with in essence a type of check form but a specific form that's decreasing the checking account but also always decreasing the accounts payable and then we talked about a purchase order and a bill when we were having the inventory now we're going to like the easiest thing just the check form and remember the the check form or decrease of the checking account form whatever form you want to call it the data input form is in essence what will generally be created if you were to try to construct your books just simply using the bank feeds you're still going to be constructing in essence a type of data input form from the data provided from the bank feeds which in essence for money going out would usually be you would think the check form again we'll talk more about that hopefully when we get to a bank feed section in and of itself now to get to the check form the easiest way is probably just go to the plus button up top and we're going to go to the spend money item spend money item and then typically it's going to come out of course the checking of counts we're going to have a we're going to have to have a checking account set up typically to be using a check type of form going to go into the check form and then we could say this is going to go to I set up like my my another vendor a a a vendor so it'll be at the top of the list and then here's the date will populate typically automatically if you're working in our real time also just note that normally will be on the direct pay so maybe we'll spend some time to look at the prepay and over payment but usually when you look at the spend money form generally you're looking at the direct pay and then down below if we have the items this would be when we're paying for say inventory items so we talked about inventory items with a bill if we don't have an item that we're paying for then we can add a description we might just add like the quantity and the the price which I'm just gonna say is like 400 and then let's just pretend that it was like for the utility bill or something utility utilities right there and it would just be like a normal type of expense if you have a region then you could set up or distinguish the reason the region and of course this would simply be then recording a decrease to the checking account and the other side going to this utilities here if we assigned an item then it would be increasing the inventory most likely depending on how the item was set up and also give us a tracking of the sub ledger the units of items that were purchasing that would be driven by once again those items also note that if it was a check we could have the reference number and a check remember that this form is basically the form used to decrease the checking account whether being a check or say electronic transfer type of form also we could attach an attachment to it if we wanted some other information related to it that can be tagged there in terms of a reference if we needed to go through an audit trail in the future or something like that note also you have this option down here of assigning expense to a customer so if you were to think about this option that would be the concept of we have an expense that we are creating here but we're doing it in such a way that it's for like a job or something like that and we want to basically included or bill for it when we actually turn around and get on the revenue side of things and include this possibly in an invoice I won't get into more detail on that at this point but just realize you that's what that button is that's where you could have some capacity there so then you can go to add in another or just save let's go ahead and just save it here so I'm gonna save that see the impact on our financial statements by going to the balance sheet I'm gonna update the balance sheet and go on down now notice our checking account is not in the assets as it should be normally because it's overdrawn meaning we owe the bank money so it's down here in the checking account so don't let that throw you off it's just because it's overdrawn so now we're gonna go into the liability of the checking account and then I'm gonna scroll down to December note that the checking account has the most activity in it because obviously the cash is like the lifeblood of the company so you have our spend money form so there it is the spend money form and if you go into that it'll drill back down to the source document with it which is great if you wanted to edit it you can hit the drop-down and edit the transaction thusly and so now it looks like that data input form that we were that we put together so then I'm gonna go back and let's go back again and so then we're on the let's go back one more time the other side we put to the profit and loss or income statement so that's in the second or the last tab over here let's update it and we put that into just utilities account so it's an expense account so there it is notice this would be the easiest kind of transaction to do with in essence bank feeds and just rely on the bank feeds to do the transaction and the bank feed would generally still make some kind of money out form like a spend money type form it would just be used partially from the data we got that was imported from the bank feeds so notice when you have a bill or a cruel kind of system and you're tracking accounts payable that makes the bank feeds a little bit more difficult or a little bit more complex in terms of how you're going to put that bank feed into your system so if we go back to the first tab we can also take a look at the contact information so I'm gonna look at all contacts notice you have the drop-down here because I'm scrolled in if I scroll back out you'll have the headers up top if I scroll in just a bit more to 175 then it gets the drop-down so you can see how the the website is adjusting due to the size of the screen if I look at all of them and I type in aaa and so there we have our contact and obviously there's nothing to do at this point in time because we paid it with just basically a check type form rather than entering a bill but we can still see the activity down here and that's important when you do your bank feeds as well because it might be possible to enter the transactions without entering a a vendor who you paid but you still want to do that even though you can still construct the financial statements without that because it gives you an added level of detail to sort your information by notice that you can also look at this information from your registers so if I went to the accounting drop-down and I took a look at the chart of accounts the underlying accounts and I will still say I'm gonna scroll in just a bit to look at the checking account if I click on the balance here which you can see is overdrawn then it gives you kind of a running balance kind of like a check register balance this is similar to the detail that you would see when you go into the detail of the report by going to the the balance sheet and then finding the checking account which is a liability because it's overdrawn and clicking on it where you get you know that detail report of your activity by date hopefully in future presentations we'll talk more about kind of how to sort and filter some of the reports a little bit more but you got your filtering options up here we'll talk about that later so I'm gonna go back and go back well that's let's I went back too far let's go back one more okay so then let's make another one if I make a check and say let's say we're gonna do the spend money and let's go from the checking account and let's say it's gonna go to AA again just to make it easy so we could find them but this time you purchased an inventory item so now we're purchased an inventory it'll populate basically automatically for us and it'll do the same thing in terms of a check it's gonna decrease the checking account the other side this time however it's gonna be driven by the item which is gonna put it here to the inventory account and the sub ledger for inventory will be impacted as well tracking inventory not only by dollar amount we spent but also by the inventory items on a perpetual inventory system so if I was to save that and check it out go back to the balance sheet update we're gonna have the decrease the checking account but now we can see it added to the inventory so that's the same thing we saw with the bill it's just this time we paid it directly with the money out from the spend money form going back I'm gonna go to the last tab right click on it duplicate it and just to note that we can also see in the accounting and reports if I type in the inventory and we go into the inventory item summary report then we can go in and we could see the activity here giving us some more support about what the thing we bought is so this report's giving us more detail about a balance sheet line item of the inventory okay so let's go back to the first half I just want to touch on hitting the drop down here and do another spend money form we're gonna go into the checking account and next and now we just want to note that up top usually we're using the direct pay but I just want to touch on the prepayment and overpayment items here let's first look at the prepayment now if you're an accountant and you hear the term prepayment you're probably thinking like adjusting journal entries something possibly related to insurance because insurance is something that we have to pay for before we actually get it unlike something like utilities where we usually pay for it after we get the service of the utilities therefore we oftentimes put the prepayment on the books as an asset when we pay for it and then allocate it to an expense using adjusting entries as we consume it but I know this form here might be used for a situation where you're making a payment before you actually receive the bill and then you expect to receive the bill later matching the bill to the payment so let's kind of think about it in that scenario let's say we have an AAA is just we're just gonna use that as our vendor we're gonna keep the date that looks good and we're just gonna be a normal payment type of form and then in the disc in the items down below I'm gonna say quantity one let's just say it's for 1000 and then the account like I say if it was a insurance or something like that then usually we would put it into prepaid insurance an asset type of type of account but let's say here that I'm just using this prepayment form so that we can enter the enter the payment before I actually received the bill and then I'm gonna match the prepayment I made already to the bill I expect to see in the future so maybe they're saying hey you didn't pay us and we say hey we don't got the bill we didn't get the bill well you owe us a thousand dollars well I'll pay you a thousand dollars but send me the bill so I can enter whatever added information on the bill is into the system or possibly attach the bill or whatever I need to do with it so let's just put it to an expense let's put it to like let's put it to like utilities or whatever expense account and you and treat it in that fashion so this is going to still record the transaction decreasing the checking account the other side going to utilities so I'm gonna save it and just double check that go into the account here I'm gonna go back this should be the balance sheet let's go back to the balance sheet I'm gonna update it and then we're gonna say in the checking account we should have a decrease in December thousand dollars for that a a h down here so we've got there it is there it's a it's a payable prepayment type of form that we use I'm gonna go back and then I'm gonna go into the income statement and refresh or update that and we can scroll on down and the utilities here if I go into the utilities we just posted it to utilities so I'm not really doing the prepayment thing in terms of the adjusting journal entry I just posted it to the expense account here so I'm not using that adjusting journal entry concept instead what I'm going what I'm using this for is to go back to the first tab and then I'm gonna go to the business drop down and look at my bills that I need to pay you'll note that I've got this a a a thing up here so if I and I can also see that if I go to my my contacts and I go to let's just go to all contacts and look up a a a a a here and then go into that so now we've got our information we got the spend money spend money and then this prepayment item okay so let's find it in the in the bills again so this would be helpful so I can talk I can show that if I'm talking to the vendor and say hey yeah I've got this prepayment thing I still need the bill because I want to match it up to the bill is my my thought process here so I'm gonna hit the drop down and see it this way in where was I pay bills and then I'm I'm going to go into it now I could go to the bottom you could use this for example if they're gonna refund you the money and then you can and then you can you can pay them something and they're gonna refund it back so you have this item down below to do that or I'm gonna go back if they give me the bill I can hit the drop down and enter the bill into the system and I'm gonna say that's from a a a on the bill and then the item it's not gonna be an item I'm just gonna say one and the unit price 1000 I'm gonna say that it goes to that same utilities utilities account and then I can attach now that I imagine that I got the bill from them I can put any added detail up there that I need or add a memo or whatever I need to do with it now I'm gonna go ahead and approve the bill and it's gonna say that see that I should have a reconciling item so it has a $1000 and outstanding credit would you like to allocate that to the bill so I'm gonna say yes allocate the credit to the bill so it now it should match that out so the credit here it is outstanding credit amount to credit we're gonna say 1000 and then so amount due on bill 1000 total amount credit 1000 so I'm gonna allocate that out and so now we've got that allocation so now if I go to my drop down and the bills to pay item we've got these two hopefully tying out matching out here and if I go into the contact information all contacts and I look up a and go into that information they should be paid off here so you got you've got that information on down below with it there as well now then if I go to the income statement you might say well did I double record something here if I go to the income statement and scroll down to the utilities we could see how it's been recorded in the utilities because we entered basically a payment in here and then the bill but then we said the bill was what's gonna allocate that prepayment so you could see down here that we have the activity with the prepayment that we put into here and then we've got the invoice the payable invoice in essence the bill that we created and the the prepayment allocation has been allocated so it's been increased and decreased taken back out so it looks like it's been recorded properly and so that's how you might one way that you might use that that that format if you're getting a bill in the that's gonna be received in the future the other way that you might use it that I can imagine here would be if you go to the spend money and I go from the checking account and let's just run a another similar scenario but instead of using the prepayment I'm gonna use the overpayment so again that this might be something where they're saying hey look you owe us money and we say well I didn't get I don't have the detail you didn't give me the bill or something like that but now I don't even know what it is I'm supposed to allocate the money to because I don't have the bill or something like that so I don't want to hit an expense account so I'm just gonna say let's make another one like BBB this time and I'm just gonna say okay I'm just gonna pay you the whatever the two thousand dollars that I owe you and it's just gonna go into a credit to the accounts payable so that so that and then when I get the bill later I can enter it or if it's gonna be refunded to me I can allocate it out so if I record it that way and say okay let's save that see what that does and I go to my let's go this is my income statement with my balance sheet go I went over my balance sheet here I'm gonna make my balance sheet again accounting reports let's go into my balance sheet and then I'm gonna scroll down and say okay the checking account I got to change the dates okay so now the checking account down here should have gone down so if I go into the checking account and I'm looking for BBB sometime in December we're gonna say there it is there's the two thousand the other side went to the accounts payable and it's in an overpayment so I'm gonna go back so this time we didn't hit the income statement at all even though we paid the money we just said hey look we overpaid the payable account so now the accounts payable showing that we owe money to vendors has an overpayment that we can apply out directly so if I scroll this back down we're gonna say there's the overpayment if I go back to the first tab we can search that by the contacts all contacts this is the BBB and so there it is if I go into that item then now we have this overpayment if I go into the drop-down up top and I look at the pay bills bills to pay I've got that item here now if they're gonna refund me the money back and I gave them the money they're gonna give it back then I can record that down below or if I then got a bill from them I can apply this overpayment out to them that way so I'm gonna say okay let's just make a bill and let's say okay you finally gave me the bill that now I can I already paid you I don't know where the bill was before but whatever so now we're gonna say that they billed us for one two thousand dollar whatever thing expense so we're just gonna call it general expense okay and so then I'm gonna say record the bill which would normally increase accounts payable but it's saying hey you got this allocated credit so I'm gonna say yeah let's allocate that out allocate the credit and so there we have it so now those two things should match up with us Lee so if I go back to the business drop-down and we take a look at the bills to pay you've got those two things you know should be tied out and connected out ready to go and if I go into the contacts all contact looking at BBB detail then we've got then the bill paid and the overpayment hopefully connecting out properly there so those are some ways you might use those again you don't probably don't use those nearly that often but just want to touch on them