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QuickBooks 2014 In Depth

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QuickBooks 2014 In Depth


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  • The beyond-the-basics, beneath-the-surface guide to QuickBooks 2014: comprehensive coverage, real solutions!
  • Written by QuickBooks Advanced Certified Trainer who brings 20 years of experience successfully implementing QuickBooks for a wide variety of industries
  • Contains concise and in-depth training methods that will benefit students, business owners, and accounting professionals


  • Copyright 2014
  • Edition: 1st
  • Book
  • ISBN-10: 0-7897-5263-8
  • ISBN-13: 978-0-7897-5263-5

Do more in less time!

Whether you’re an entrepreneur, accountant, or bookkeeper, this comprehensive guide will help you get the most out of QuickBooks 2014: more productivity, more business knowledge, and more value! Drawing on her unsurpassed QuickBooks consulting and accounting experience, Laura Madeira delivers quickstart instructions plus step-by-step guides and practical checklists for taking total control over business finances. With Quickbooks and this book at your disposal, you’ll improve everything from planning to reporting and payroll to invoicing.

  • Create a new QuickBooks file; convert from other software; and set up users, permissions, and preferences
  • Expanded! Learn how to use tools specific to your version of QuickBooks, including QuickBooks Enterprise Solutions
  • Understand QuickBooks lists from the chart of accounts, items, classes, and more
  • Set up and manage inventory, vendors, customers, and payroll
  • Track product or service sales and manage the profitability of your company
  • Efficiently use Bank Feeds to download bank and credit card transactions
  • Master all the essentials of financial reporting; customize and memorize reports
  • Review the accuracy of your data, with step-by-step instructions accompanied by checklists
  • Share QuickBooks data with your accountant or client at tax time
  • Use QuickBooks 2014’s tools for managing loans, planning and preparing for year-end, and syncing with Outlook contacts
  • Efficiently review and correct client data errors, from misclassified transactions to incorrect beginning balances
  • Prepare customized reports and documents using MS Excel and Word integration
  • Master powerful shortcuts for working more efficiently and saving precious time
  • Learn how to reliably back up your data, troubleshoot database errors, and manage QuickBooks data integrity

All In Depth books offer

  • Comprehensive coverage with detailed solutions
  • Troubleshooting help for tough problems you can’t fix on your own
  • Outstanding authors recognized worldwide for their expertise and teaching style

Learning, reference, problem-solving...the only QuickBooks 2014 book you need!

Register your book at quepublishing.com/register

Sample Content

Online Sample Chapter

Setting Up Vendors in QuickBooks 2014

Sample Pages

Download the sample pages (includes Chapter 7 and Index)

Table of Contents

Introduction 1

    How This Book Is Organized 2

    Conventions Used in This Book 3

        Menu Commands 3

        Web Pages and Manufacturer Information 4

        Special Elements 5

What’s New for QuickBooks 2014 7

    New and Improved Features 7

        Bounced Checks 7

        Income Tracker 8

        Inventory Min and Max Reorder Points 9

        Sent Email Tracking 10

        Alerts and Reminders List on Menu Bar 11

        Bill Payment Stub Now Includes Bill Credits 11

        Assign a Sales Rep to the Job Record 12

        Job Status Reporting 12

        Left Icon Bar Customization 13

        Color Customization Options 14

        Bank Feeds 14

        Sort and Resize Billable Time and Costs Window 15

        Create Multiple Email Templates 16

        Include Attachments with Email 17

        More Reports on the Transaction Ribbon 18

        Print to One Page 19

        Copy and Paste Line Items on Forms 20

        Improved Payroll Center 20

        Improved My Company Information 21

        Enable or Disable Collections Center 22

    For the Accounting Professional 23

        Client Collaborator 23

        Improved Batch Enter Transactions 24

        Improved Client Data Review 25

    For QuickBooks Enterprise Users 25

        Add Sales Rep and Custom Fields to Expense Transactions 25

        Job Work in Process (WIP) Summary Report 26

        Committed Costs by Job Report 27

        Automatically Build Subassemblies 27

        Efficiently Replace or Remove Components in Assemblies 28

        Options for Automatically Calculating the Cost Field in an Assembly Record 29

        Efficiently Edit Cost, Price, Markup, and Margin for Inventory Items 30

        Create Auto POs Now Suggests a Quantity to Order 31

    QuickBooks Enterprise with Advanced Pricing 32

        Price Rules 32

        Quantity Discounts 33

1    Getting Started with QuickBooks 35

    Understanding QuickBooks 35

    Using QuickBooks Sample Data 37

    Creating a New QuickBooks File 38

        Express Start 39

        Advanced Setup or Detailed Start–Formerly the EasyStep Interview 45

        Creating a New File from an Existing Company File 49

    Converting from Other Accounting Software 50

        Converting from Quicken to QuickBooks 51

        Converting from Peachtree, Small Business Accounting, or Office Accounting to QuickBooks 52

    My Company Information 54

    Setting Up Users and Permissions 55

        External Accountant 56

        Other QuickBooks Users 57

    User Security in QuickBooks Enterprise 59

        Overview of Comprehensive User Security in QuickBooks Enterprise 59

        Set Up and Modify User Roles 60

        Set Up Users 63

    Reporting on User Activity 65

2    Getting Around QuickBooks 67

    Home Page and Navigation 67

        Title Bar 67

        Menu Bar 68

        Top Icon Bar 69

        Left Icon Bar 72

        Home Page 74

        Open Windows List 77

    Tutorials 79

    Preferences 79

        Accounting–Company Preferences 79

        Desktop View–My Preferences 80

        General–My Preferences 81

        Spelling–My Preferences 82

    Help Options 82

    Selecting a Company File to Open 83

        Opening Your Data File for the First Time 83

        Choosing from a List of Multiple Data Files 84

3    Accounting 101 87

    Basic Principles of Accounting 87

        The Matching Principle 87

        Accrual Versus Cash Basis Reporting 89

    Basic Financial Reports 91

        Balance Sheet 91

        Income Statement 91

        Statement of Cash Flows 92

    Accounting Checklist to Help You Manage Your Financials 92

    Setting Up a QuickBooks Data File for Accrual or Cash Basis Reporting 94

        Cash or Accrual Basis Startup Transactions: Accounts Receivable 95

        Cash or Accrual Basis Startup Transactions: Accounts Payable 100

        Cash or Accrual Basis Startup Transactions: Bank Account Statement Balance 103

        Cash or Accrual Basis Startup Transactions: Recording Uncleared Bank Checks 105

    4    Understanding QuickBooks Lists 107

    Chart of Accounts 108

        Account Types 108

        Adding a New Account 110

    Items 112

        Understanding Items 112

        Item Types 113

        Adding an Item 115

    Class 117

    Customer Type 120

    Managing Lists 120

        Chart of Account Preferences 121

        Add/Edit Multiple List Entries 122

        Add Your Excel Data to QuickBooks Utility 124

        Importing an Intuit Interchange Format File (IIF) 129

    Reporting on Lists 132

    Finding and Fixing Chart of Account Errors 132

        QuickBooks Required Accounts 133

        Making an Account Inactive 133

        Merging Duplicated Accounts 134

        Modifying an Account in the Chart of Accounts 135

        Assigning or Removing a Subaccount Relationship 136

    Finding and Fixing Item List Errors 139

        Reviewing the Item List on the Computer Screen 139

        Item Listing Report 140

        Profit & Loss Standard Report 142

        Correcting One-Sided Items 144

        Making an Item Inactive 147

        Merging Items 148

        Creating Items As Subitems 149

5    Setting Up Inventory 151

    Inventory Features by QuickBooks Edition 152

        QuickBooks Pro 2014 152

        QuickBooks Premier 2014 153

        QuickBooks Enterprise Solutions Editions 153

    Enabling Inventory Preferences 156

    Inventory Item Type Descriptions 159

        Inventory Part 160

        Non-inventory Part 160

        Group Items and Inventory Assemblies 160

    Adding or Editing Inventory Items 161

        Adding or Editing Individual Items 162

        Using Add/Edit Multiple List Entries 166

        Importing an Intuit Interchange Format File (IIF) 169

        Changing Item Prices 170

        Creating Inventory Assemblies 173

        Creating Group Items 175

        Setting Up Multiple Unit of Measurement 177

    Proper Inventory Processes 180

        Purchasing, Receiving, and Entering the Vendor Bill 182

        Paying for Inventory 190

        Selling Inventory 193

        Working with Group Items 194

        Working with Assemblies 195

        Handling Inventory Backorders 196

        Handling Customer Inventory Returns 200

        Handling Vendor Inventory Returns 203

    6    Managing Inventory 205

    Adjusting Inventory 205

        Performing a Physical Inventory Count 206

        Quantity Adjustments 207

        Value Adjustments 209

    Inventory Reporting 211

        Inventory Center 212

        Report Center 213

        Inventory Valuation and Your Financials 214

        Reviewing the Recorded Average Cost Valuation 217

        Reviewing Aged Item Receipts 219

        Reviewing Aged Accounts Payable 223

    How QuickBooks Handles Negative Inventory 224

        When Inventory Has an Average Cost from Prior Purchase Transactions 224

        When Inventory Does Not Have a Prior Average Cost 227

7    Setting Up Vendors 231

    Customizing Your Home Page for Vendor Activities 231

    Preferences That Affect Accounts Payable 232

        Accounting 232

        Bills 233

        Calendar 234

        Checking 234

        General 235

        Reminders 236

        Reports and Graphs 237

        Tax:1099 237

        Time & Expenses 239

    Working with the Vendor Center 240

        Adding or Modifying Vendors 242

        Finding Vendor Transactions 245

    The Accounts Payable Process 247

        Accounts Payable Transactions 247

        Accounts Payable Workflow 249

        Entering a Purchase Order 251

        Recording Vendor Bills 251

        Recording Vendor Credits 254

        Paying Vendor Bills 256

        Applying Vendor Credits 259

        Taking Discounts on Vendor Bills 262

    8    Managing Vendors 265

    Accounts Payable Reporting 265

        Reconciling Balance Sheet Accounts Payable Balance to A/P Aging Summary Report Total 265

        Reviewing the Unpaid Bills Detail Report 267

        Reviewing Aged Open Item Receipts 268

        Reviewing Item Setup 270

        Accounts Payable Balance on Cash Basis Balance Sheet 272

        Tracking and Reporting Vendor 1099-MISC Payments 275

    Correcting Accounts Payable Errors 285

        When Vendor Bills Are Paid Without Using the Proper Process 285

        Misapplied Vendor Credit 288

        Removing Aged Open Item Receipts or Vendor Bills 289

        Making General Journal Adjustments to Accounts Payable 290

    Handling Unique Accounts Payable Transactions 293

        Bartering Services with Your Vendors 293

        Recording Vendor Prepayments 295

        Entering Midyear 1099 Balances 298

        Memorizing Recurring Transactions 299

        Depositing a Vendor Refund 300

        Paying and Recording a Credit Card Bill 301

    9    Setting Up Customers 303

    Customizing Home Page Customer Activities 304

    Preferences That Affect Accounts Receivable 304

        Payments 306

        Sales & Customers 307

        Checking 308

        Finance Charge 309

        Jobs & Estimates 310

        Reminders 311

        Reports & Graphs 312

        Sales Tax 314

        Send Forms 315

        Spelling 316

        Time & Expenses 316

    Working with the Customer Center 318

        Adding or Modifying Customers and Jobs 319

        Finding Customer Transactions 323

    Working with Prospects in the Lead Center 325

    Setting Up Sales Tax 327

        Creating Sales Tax Items 327

        Creating Sales Tax Group Items 328

        Creating Sales Tax Codes 329

        Assigning Sales Tax Codes to Products or Services 331

        Assigning Sales Tax Codes and Sales Tax Items to Customers 332

    Creating Price Level Lists 333

    Using Advanced Pricing in QuickBooks Enterprise 334

        Price Rules 335

        Quantity Discount 336

    Creating Payment Terms 338

    Customizing QuickBooks Forms 339

        Using the Customize My Forms Wizard 340

        Using the Customize Data Layout Tool 343

    Accounts Receivable Processes 346

        Using QuickBooks Estimates 348

        Using QuickBooks Sales Orders 349

        Creating Customer Invoices 350

        Time and Expense Invoicing 363

        Recording a Sales Receipt 367

        Recording a Statement Charge 369

        Recording the Customer Payment 370

        Making the Bank Deposit 373

        Recording and Applying a Customer Credit Memo 376

        Refunding a Customer’s Overpayment 379

10    Managing Customers 381

    Accounts Receivable Reporting 381

        Reviewing A/R Aging Summary and Detail Reports 382

        Reviewing the Open Invoices Report 383

        Reconciling Accounts Receivable Totals 385

        Viewing the Accounts Receivable Balance on a Cash Basis Balance Sheet 386

        Income Tracker 388

        Enable the Collections Center 391

        Generating the Missing Customer Invoices Report 393

    Sales Tax Payable Reports 394

        Reviewing Customer Lists for Tax Code and Tax Item Assigned 394

        Reviewing the Item List for Tax Code Assigned 395

        Reconciling Total Sales to Total Income 396

        Reconciling Sales Tax Liability to Balance Sheet Sales Tax Payable 397

        When a Check or Bill Is Used to Pay Sales Tax 398

    Paying Sales Tax 398

        Paying Sales Tax Without an Adjustment 399

        Paying Sales Tax with an Adjustment 400

    Correcting Accounts Receivable Errors 402

        Removing an Open Balance from a Customer Invoice 403

        Correcting Customer Payments 407

        When a Credit Memo Is Applied to the Wrong Customer Invoice 411

        When Deposits Were Made Incorrectly 412

        Eliminating the Print Queue for Customer Invoices Marked to Print 418

    Correcting Sales Tax Errors 419

        When a Check or Bill Is Used to Pay the Sales Tax 419

        When the Sales Tax Liability Report Shows Past Sales Tax Due 420

        When Total Sales Does Not Equal Total Income 422

    Correcting Undeposited Funds Account Errors 426

        Reviewing the Balance in the Undeposited Funds Account 426

        Removing Old Dated Payments in the Undeposited Funds Account 429

    Unique Customer Transactions 431

        Recording Your Accountant’s Year-End Adjusting Journal Entry to Accounts Receivable 432

        When a Customer Is Also a Vendor 432

        Recording a Customer’s Bounced Check 434

        Tracking Customer Deposits in QuickBooks 438

    Unique Sales Tax Transactions 439

        When Your State Imposes a Maximum Sales Tax 439

        Multiple Sales Tax Rates on One Invoice 441

        Issuing Credit Memos When Sales Tax Should Not Have Been Charged 442

    11    Setting Up Payroll 445

    Getting Started 445

        Payroll Process Overview 446

        Selecting and Activating a Payroll Service Subscription 447

        Updating Payroll Tax Tables 449

        Employer Resources 450

        Creating Payroll Accounts in the Chart of Accounts 452

        Setting Up Payroll Tax Vendors 454

        Payroll Preferences 455

        Using the Payroll Setup Interview 458

        Using the Run Payroll Checkup Diagnostic Tool 466

    Setting Up Employees 469

        Using the Employee Center 469

        Adding or Editing Employee Information 470

        Finding Payroll Transactions 473

    Setting Up Payroll Items 475

        Adding or Editing Payroll Items 475

        Reporting About Payroll Items 478

    Paying Employees 479

        Payroll Home Page Workflow 480

        Entering Employee Time 480

        Preparing Employee Paychecks 482

        Printing Paychecks or Paystubs 484

        ViewMyPaycheck 485

    Preparing Payroll Liability Payments 487

        Paying Scheduled Liabilities 487

        Adjusting Payroll Liabilities 488

12    Managing Payroll 491

    Report Center Payroll Reports 491

    Excel Reports 492

    Tax Forms and Filings 494

        Preparing and Printing Tax Forms 494

        E-Filing Tax Payments and Forms 497

    Troubleshooting Payroll 497

        Comparing Payroll Liability Balances to the Balance Sheet 497

        Comparing the Payroll Summary Report to Filed Payroll Returns 500

        Reconciling Payroll Reports to Business Financials 500

    Recording Unique Payroll Transactions 501

        Employee Loan Payment and Repayment 501

        Reprinting a Lost Paycheck 506

        Paying a Taxable Bonus 507

        Adjusting an Employee Paycheck 508

        Allocating Indirect Costs to Jobs Through Payroll 509

        Depositing a Refund of Payroll Liabilities 514

        Recording Payroll When Using an Outside Payroll Service 515

    13    Working with Bank and Credit Card Accounts 519

    Preferences That Affect Banking and Credit Card Management 520

    Working with Write Check Transactions 520

        Using the Expenses Tab and Items Tab 521

        Writing a Check 523

        Printing Checks 526

    Entering a Bank Debit Charge 529

    Entering Credit Card Charges 529

    Paying the Credit Card Bill 531

    Transferring Funds Between Bank Accounts 532

    Bank Feeds 532

        Set Up Bank Feeds 533

        Manage Bank Feeds 534

        Renaming Rules in Bank Feeds 537

    Reconciling the Bank or Credit Card Account 538

    Troubleshooting Reconciliations 541

        Determining Whether the Account Has Been Reconciled 541

        Verifying That All Account Transactions Have Been Entered 543

        Identifying All Uncleared Transactions 544

        Completing the Multi-year or Multi-month Bank Reconciliation 545

        Reviewing Uncleared Transactions 546

        Reviewing Previous Bank Reconciliation Reports 548

        Locating Bank Account Reconciliation Discrepancies 548

        Reviewing the Voided/Deleted Transactions Reports 549

        Restarting a Previously Completed Bank Reconciliation 550

        Undoing a Previous Bank Reconciliation 550

        Reconciling with an Adjustment 551

14    Reporting in QuickBooks 553

    Using the Company Snapshot 553

        Customizing the Company Snapshot 554

        Defaulting the Company Snapshot as Home Page 556

    Report Center 557

    Reports & Graphs Preferences 559

        My Preferences 559

        Company Preferences 560

    Modifying Reports 563

        Modifying Options Available on the Report Window 563

        Customizing Reports 564

    Report Groups 565

        Creating Report Groups 565

        Using Report Groups 566

        Managing Memorized Report List and Memorized Report Groups 568

    Memorized Reports 569

    Exporting and Importing Report Templates 570

        Exporting a Report or Report Group Template 570

        Importing a Report or Report Group Template 571

    Exporting Reports to a .CSV File or to Excel 571

    Emailing Reports 573

15    Reviewing Your Data 575

    Reviewing the Balance Sheet 575

        Account Types 576

        Prior Year Balances 577

        Bank Account Balance(s) 578

        Accounts Receivable 578

        Undeposited Funds 579

        Inventory 580

        Other Current Assets 581

        Fixed Assets 582

        Accounts Payable 583

        Credit Cards 584

        Payroll Liabilities 584

        Sales Tax Payable 585

        Other Current Liabilities and Long-Term Liabilities 585

        Equity 585

    Reviewing the Profit & Loss Report 586

    Other Reviews 587

        Tracking Changes to Closed Accounting Periods 587

        Using the Audit Trail Report 588

        Using the Credit Card Audit Trail Report 589

        Reporting on Voided/Deleted Transactions 591

        Viewing the Transactions List by Date Report 592

        Troubleshooting Opening Balance Equity Account 593

        Closing Opening Balance Equity into Retained Earnings 593

16    Sharing QuickBooks Data with Your Accountant 597

    Overview 597

        Benefits for the Business Owner 598

        Benefits for the Accountant 598

    QuickBooks File Types 599

        Choosing a Method to Share Data 599

    Data Sharing for the Business Owner 603

        Reviewing Your QuickBooks Data 604

        Creating an Accountant’s Copy of Your Data 604

        What the Business Owner Can and Cannot Do 609

        Importing Your Accountant’s Changes 610

        Canceling an Accountant’s Copy 616

    Data Sharing for the Accountant 616

        File Manager 2014 617

        Creating an External Accountant User Type 618

        Preparing Your Client for Data Exchange 619

        Receiving an Accountant’s Copy File 619

        What the Accountant Can Do 623

        What the Accountant Cannot Do 626

        Returning the Accountant’s Copy Change File to the Client 626

        What to Request from the Client When the Import Is Complete 629

        Converting the Accountant’s Copy to a Regular Company File 629

    Other Methods of Sharing Data 630

        Send General Journal Entries 630

        Batch Enter Transactions 632

    Client and Accountant Collaboration 634

        Access to Client Collaborator 635

        How the Accountant Gets Started 636

        How the Business Owner Gets Started 637

        Accountant and Client Converse via Client Collaborator 638

17    Managing Your QuickBooks Database 643

    The QuickBooks Database 643

        System Requirements 644

        Express Installation of QuickBooks 646

        Installing QuickBooks for Multiuser Mode 647

        The QuickBooks Database Server Manager 648

        Windows Permissions Required for QuickBooks 650

    Keeping Your Software Current 651

        Upgrading Your QuickBooks Version 651

        Installing a QuickBooks Maintenance Release 652

    Protecting Your QuickBooks Database 653

        Creating a QuickBooks Backup 653

        Protecting the QuickBooks Operating Environment 656

        Using Intuit Data Protect Online Backup Service 659

    Monitoring Your QuickBooks Database 660

        The Product Information Dialog Box 660

        Using the Verify Data Utility 663

        Monitoring QuickBooks Performance Using Windows Task Manager 663

    QuickBooks Database Corruption 664

        Common Causes of Corruption 664

        Signs of Data Corruption 665

        The QBWin.log File 665

        Repairing List Corruptions 668

        Reducing Database File Fragments 669

        Rebuilding Your Company File 670

        Using the QuickBooks File Doctor 671

        Resolving QuickBooks Program File Corruption Issues 673

18    Using Other Planning and Management Tools 675

    Planning and Budgeting 675

        Create a Budget 676

        Edit a Budget 678

        Print Budget Reports 679

        Delete a Budget 681

    QuickBooks Loan Manager 681

        Information to Collect 682

        Getting QuickBooks Ready 682

        Setting Up a New Loan 682

        Setting Up a Loan Payment 684

    Using the Year-End Guide 685

    Synchronizing QuickBooks Lists with Microsoft Outlook 686

    Using the QuickBooks Timer 690

        Installing the QuickBooks Timer 691

        Tracking Time with the Timer 691

        Exporting Timer Activities 692

        Importing Timer Activities into QuickBooks 693

A    Client Data Review 695

    B    QuickBooks Statement Writer 753

    C    QuickBooks Enterprise Solutions Features 783

    D    QuickBooks Shortcuts 835

TOC, 9780789752635, 3/5/2014


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Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020