QuickBooks Desktop Interface

Because ExceedFurther is a web-based system and QuickBooks Desktop runs on your office computer, there is no direct connection between the two systems. Instead you export and download data, such as a list of gifts, from ExceedFurther to your desktop folder, and then import that information into QuickBooks.

You use the ExceedFurther to QuickBooks Desktop application to accomplish this task. This is a separate application that must be installed on your computer in your office. It is available as a free download from the Arreva website. Contact our Technical Support department for more information.

The following topic describes the process to set up and prepare the QuickBooks Desktop Interface for posting transactions from ExceedFurther. Once you have followed these steps, you are ready to post gift, grant and guest transactions. The QuickBooks Desktop Gift Interface describes the steps for posting gift transactions. See the QuickBooks Desktop Grants Interface topic and the QuickBooks Desktop Guest Interface topic for information on posting transactions from those modules.

Getting Started with the QuickBooks Desktop Interface

To get started with the QuickBooks Desktop Interface, do the following:

  1. Download and install the Interface on your computer.
  2. Open your QuickBooks company file.
  3. The interface requires the following settings in QuickBooks:
    1. Use account numbers
    2. Enable class tracking
  4. Make sure you have QuickBooks Items defined for your gift and guest transactions. The Credit Code attached to each gift in ExceedFurther is mapped to an Item in QuickBooks, so you should have an Item defined for each Credit Code, and vice versa.
    1. You can name your Items and Credit Codes anything you want to. In the interface you will use mapping to tell the interface what Item to use for each Credit code.
    2. For example, you may have separate Items for Gifts from Individuals, Gifts from Corporations and Special Event Revenue. The corresponding ExceedFurther Credit codes might be INDIV, CORP, EVENT. You can map more than one Credit Code to the same QuickBooks Item.
    3. In a similar fashion, the Paid By code attached to your guest payments maps to a QuickBooks Item so you will need to have at least one Item in QuickBooks for guest payment revenue.
  5. Define at least one Class in QuickBooks. The Fund code attached to gifts, grant payments, and guest payments in ExceedFurther maps to the QuickBooks Class. The Fund code generally indicates any restrictions on the gift. For example, you may have a Class of Unrestricted Funds and a Class of Restricted Funds. Or you may have several different restricted fund Classes. In any case, each Fund code in ExceedFurther must map to a QuickBooks Class. Several Fund codes can map to the same Class.
  6. If you are posting pledges from ExceedFurther, you must have a Pledges Receivable or similar account in QuickBooks.
  7. If you are posting guest invoices from ExceedFurther, you must have a Guest Payments Receivable or similar account in QuickBooks.
  8. If you are posting grants payable from ExceedFurther, you must have a Grants Payable or similar account in QuickBooks. Your chart of accounts also needs at least one grant expense account for outgoing grants.
  9. Open the ExceedFurther to QuickBooks Desktop Interface.
    1. It connects automatically to the QuickBooks company file you have open.
  10. The first time you open the interface, you are asked if you wish to allow the application to modify your QuickBooks company file. Select one of the three Yes responses, depending on your preference, and then click on Continue.
  11. In the Interface, click on the Account Set Up tab and then open the Users tab.
    1. This is where you set up user login information and passwords.  You are not required to set up login names and passwords, however, it is highly recommended to restrict access to your QuickBooks data.
  12. For each person who needs access to the Interface, click on Add, type in a login ID (up to 5 characters), a user name, and a password, and then click on Save.
    1. At least one user must be set as the Administrator. The Administrator is the only one who can add other users to the system.
  13. You are now ready to follow the steps to download a batch of gifts from ExceedFurther and post them into QuickBooks.
    1. You can also download and post a batch of Guest payments.