QuickBooks Desktop Gift Interface

All gift transactions can be posted from ExceedFurther to QuickBooks, including gifts, dues, sales, pledges and pledge payments. Grants and grant payments that have been transferred from the Grants module can also be posted.

For an explanation of how each gift type posts to QuickBooks see the QuickBooks Overview topic. Before you attempt to post a batch of gifts from ExceedFurther, you need to set up the Interface as explained in the QuickBooks Desktop topic.

Gift transactions must be part of a Batch to be downloaded from ExceedFurther and posted to QuickBooks Desktop.

In order for gifts to post correctly, you must be careful to do the following as you enter gifts:

1. Fund Code - Add a Fund code to each gift. If you split a gift across several Funds, the corresponding entry in QuickBooks will split the gift across several Classes, assuming you have mapped the Funds to different Classes.
2. Credit Code - Add a Credit code to each gift. This determines the QuickBooks Item for this gift.
3. Note: there is a special Credit Code of Do Not Post. Any gifts with this Credit code will be eliminated from the batch as it is downloaded for posting. You should select Do Not Post for the following types of transactions:
   1. Pledges that you do not wish to appear on your balance sheet in QuickBooks, perhaps because you are not sure they are collectible. You can still post the associated pledge payments when they are received.
   2. In-kind gifts with a zero amount.
   3. Unpaid sales if you do not wish to carry them on your balance sheet in QuickBooks.
   4. Any other gift transaction that you do not wish to post, for whatever reason.

To download and post a batch of gifts from ExceedFurther, follow these steps:

1. From the Gift Manager Batch Tab in ExceedFurther, select the batch to download.
2. Click on the Export to QuickBooks button.
   1. A csv file is created with the gift transactions in the batch.
3. Save the file in a folder where you can easily find it again. It should be given a unique name, perhaps with the name of the batch and the date.
   1. Note: the csv file contains one line for each gift in the batch, with the following exceptions:
      1. Gifts with a Credit code of Do Not Post are not included.
      2. Soft credit gifts are not included.
      3. Gifts with fund splits are split across multiple lines, one for each fund.
4. Open your QuickBooks Desktop company file.
5. Open the ExceedFurther to QuickBooks Desktop Interface.
6. Make sure "Gifts" is selected a the type of batch to be posted.
7. Click on the Import button.
8. Locate the csv file you just downloaded from ExceedFurther and click on OK.
9.  A message appears with the name of the batch and the total amount of the transactions. Click on OK to import the batch.
10. The batch appears in the list of batches on the Posting Maintenance tab.
    1. Batches that appear on this tab can have three possible "Posted?" statuses:
       1. Blank - the batch has not yet been posted to QuickBooks.
       2. ? - the batch has been posted to QuickBooks but is not yet locked. It can be posted again.
       3. P - the batch has been posted and locked. It cannot be posted again.
11. Open the Account Set Up tab, Gift Accounts tab and click on Edit.
12. If you wish to consolidate some or all of the gifts into a single summary sales receipt entry, select your preference. If you select "Post summary entries for gifts under", fill in the amount.
    1. A summary entry is created for a customer named "Exceed Batch."
    2. Summary entries are never created for invoices associated with pledges. Pledge payments on pledges that have invoices are not lumped into summary entries.
13. Click on Update Donor Addresses if you wish the interface to update billing addresses in QuickBooks with addresses that are from ExceedFurther.
14. If you have pledges or pledge payments in your batch, make sure a Pledges Receivable account is selected.
    1. The drop down list of accounts should include all accounts from your open QuickBooks company file.
15. Click on Save to save your changes.
16. Open the Funds/Programs tab and click on Edit.
    1. This tab shows a list of all ExceedFurther Fund codes that were found in the current batch and any prior batches that were downloaded from ExceedFurther.
17. For each Fund code, select a corresponding Class from the list of QuickBooks Classes.
18. Click on Save.
19. Open the Gift Credits tab.
    1. This tab shows a list of all ExceedFurther Credit codes that were found in the current batch and any prior batches that have been downloaded from ExceedFurther.
20. For each Credit code, select a corresponding Item from the list of QuickBooks Items.
    1. Note: if you find that you need to define a new Item or Class in QuickBooks to correspond to one of your ExceedFurther codes, go to the QuickBooks company file and add the new Item or Class. When you return to the Interface, click on the Refresh button that is found on the Account Set Up, Gift Accounts tab. This will refill the drop down lists from the QuickBooks lists of Accounts, Classes and Items.
21. Click on Save.
22. Open the Payment Methods tab and click on Edit.
    1. This tab shows a list of all ExceedFurther Payment Methods that were found in the current batch and any prior batches that were downloaded from ExceedFurther.
23. For each Payment Method from ExceedFurther, select a corresponding QuickBooks Method.
24. Click on Save.
    1. Once you mapped all of your ExceedFurther Credit, Fund and Payment Method codes to QuickBooks Items, Classes and Methods, you are ready to post your batch.
25. Return to the Posting Maintenance tab.
26. Select the batch you wish to post.
27. Enter a QuickBooks Transaction date.
    1. This date is attached to each transactions posted to QuickBooks.
28. Select the format for customer names:
    1. Include Both Names - this includes both names for a gift from a couple. Examples: Smith, David and Nancy; Jones, John and Anderson, Mary.
    2. Include Comma in Name - this inserts a comma between the last and first names. Examples: Smith, David (with comma) or Smith David (without comma).
    3. For each transaction, the Interface attempts to locate a Customer in QuickBooks that matches the donor name. The match is based on name only. It is possible to match a common name when in fact it is a different customer.
29.  Click on Print to view the batch before posting.
    1. In the report the transactions are grouped by Item. Each transaction also shows a Class. If there are Items or Classes that are missing, the batch will not post and you will be given an error report with the missing information highlighted.
30. If the report looks correct, click on Post.
    1. The batch is scanned for missing information. If there are errors, an error report appears. There are several types of errors:
    2. Missing Accounts, Items or Classes - one or more of the QuickBooks Accounts, Items or Classes that you included in your mapping is no longer available in QuickBooks. This might happen if this information was changed in QuickBooks.
    3. Solution: add the missing element back into QuickBooks or change the mapping in the Interface.
    4. Missing mapping - one of the gift Credit, Fund or Payment Method codes from ExceedFurther has not been mapped to a QuickBooks Item, Class or Method.
    5. Solution: review your mappings to make sure all of them are complete.
    6. Missing code - one of the gift transactions is missing a Credit, Fund or Method of Payment code.
    7. Solution: this should never happen since all of these fields cannot be blank in ExceedFurther. However, if this error should appear, check the csv file to make sure it accurately reflects the batch that was downloaded.
    8. You can open and view the csv file in Excel.
31. If there are errors, make your corrections and click on Post again.
32. If the batch posts to QuickBooks, a message appears saying Posting Complete.
33. Go to QuickBooks to view the result.
34. If things look correct in QuickBooks, return to the Interface, make sure the batch you just posted is selected, and click on Lock.
    1. This ensures that you cannot accidently post this batch again from the Interface.
35. If things are not correct in QuickBooks, you can delete the transactions that were posted, make any corrections in the Interface, and post the batch again.
36. Once you have correctly posted the batch, open the Gift Manager Batch tab in ExceedFurther.
37. Select the batch from the list and from the Update Selected button, select Mark as Posted.