QuickBooks Desktop Guest Interface

Guest payments can be posted to QuickBooks as Sales Receipts. Guest invoices are not posted.

Guest Payments must be part of a Batch to be downloaded from ExceedFurther and posted to QuickBooks Desktop. Note that batches are created and maintained on the Batch Maintenance tab that is under the Gifts Manager in the Navigator.

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

  1. Fund Code - Add a Fund code to each payment. This becomes the QuickBooks Class for the sales receipt.
  2. Paid By - Add a Paid By code to each payment. This determines the QuickBooks Item for this payment.
    1. The Paid By code also determines the Customer name in QuickBooks, as follows:
      1. If the Paid By code is Guest, the guest name becomes the customer in QuickBooks.
      2. If there is a third party payor associated with the Paid By code, that payor becomes the customer.
      3. If the Paid By code is not Guest but you have not linked it to a third party payor, the Paid By description becomes the customer.
    2. For example, if the Paid By code is HOUSE and the description for that code is "House Funds", then the QuickBooks customer name is "House Funds."

If you do not want each guest payment to post separately, adding all the guest names to QuickBooks, you can post summary Sales Receipts. These add up all the payments for each item and class, and create a single sales receipt with the customer name of "Exceed Batch." You can also create summary Sales Receipts for payments under a certain amount that you specify, and individual Sales Receipts for larger payments over that amount.

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 payments 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.
  4. Open your QuickBooks Desktop company file.
  5. Open the ExceedFurther to QuickBooks Desktop Interface.
  6. Make sure "Guest Payments" 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, Guest tab and click on Edit.
  12. If you wish to consolidate some or all of the payments into a single summary sales receipt entry, select your preference. If you select "Post summary entries for payments under", fill in the amount.
    1. A summary entry is created for a customer named "Exceed Batch."
  13. This tab also shows a list of Paid By codes that were found in the current batch and any prior batches that were downloaded from ExceedFurther. For each Paid By code, select a QuickBooks item from the list.
  14. Click on Save to save your changes.
  15. 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.
  16. For each Fund code, select a corresponding Class from the list of QuickBooks Classes.
  17. Click on Save.
  18. 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.
  19. For each Payment Method from ExceedFurther, select a corresponding QuickBooks Method.
  20. Click on Save.
    1. Once you mapped all of your ExceedFurther Paid By, Fund and Payment Method codes to QuickBooks Items, Classes and Methods, you are ready to post your batch.
  21. Return to the Posting Maintenance tab.
  22. Select the batch you wish to post.
  23. Enter a QuickBooks Transaction date.
    1. This date is attached to each transactions posted to QuickBooks.
  24. 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 name. The match is based on name only. It is possible to match a common name when in fact it is a different customer.
  25.  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.
  26. 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:
      1. 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.
      2. Solution: add the missing element back into QuickBooks or change the mapping in the Interface.
      3. Missing mapping - one of the Paid By, Fund or Payment Method codes from ExceedFurther has not been mapped to a QuickBooks Item, Class or Method.
      4. Solution: review your mappings to make sure all of them are complete.
      5. Missing code - one of the payments is missing a Paid By, Fund or Method of Payment code.
      6. Solution: Check the csv file to make sure it accurately reflects the batch that was downloaded.
      7. You can open and view the csv file in Excel.
  27. If there are errors, make your corrections and click on Post again.
  28. If the batch posts to QuickBooks, a message appears saying Posting Complete.
  29. Go to QuickBooks to view the result.
  30. 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.
  31. 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.
  32. Once you have correctly posted the batch, open the Gift Manager Batch tab in ExceedFurther.
  33. Select the batch from the list and from the Update Selected button, select Mark as Posted. If the batch posted correctly, you can also mark the batch as locked.