QuickBooks Online 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 Online topic.

Gift transactions must be part of a Batch to be posted to QuickBooks Online.

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.
   1. 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. Soft credit gifts if you are posting the corresponding hard credit.
      5. Any other gift transaction that you do not wish to post, for whatever reason.

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

Step 1 - Connect to QuickBooks Online

1. From ExceedFurther, open the Interfaces tab from the Navigator.
2. Click on the QuickBooks tab.
3. Click on the Connect to QuickBooks button in the upper right corner.
4. Enter your QuickBooks Online account number and password.
   1. It may take a moment for this screen to appear since the system is connecting to your QuickBooks Online company.
5. The first time you connect to your QuickBooks Online company, you are asked if you wish to authorize QuickBooks Online (Intuit) to share data with ExceedFurther. Click on the Authorize button to continue.
   1. Once you have connected to QuickBooks Online, the QuickBooks icon in the upper right changes to "Intuit" and a Sign Out option appears.
6. A list of gift batches appears on the Posting Maintenance tab. These are batches of gifts that you have created in ExceedFurther.
   1. Batches that appear on this tab can have three possible statuses:
      1. Posted = No - the batch has not yet been posted to QuickBooks.
      2. Posted = Yes and Locked = No - the batch has been posted to QuickBooks but is not yet locked. It can be posted again.
      3. Locked = Yes - the batch has been posted and locked. It cannot be posted again.
7. When you select a batch in this list, the details of the gifts in the batch appear in a grid below.
   1. You can use the various filters to select what you wish to see in either the batch list at the top or the gifts within the selected batch below.

Step 2 - Review Data Mappings

Before posting a batch of gifts, you should make sure all of the mappings between your ExceedFurther and QuickBooks data have been completed properly.

1. Open the Account Set Up tab, Posting Options tab and click on Edit.
2. 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.
3. 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.
4. Click on Save to save your changes.
5. Open the Funds/Programs tab and click on Edit.
   1. This tab shows a list of all Fund codes that have been defined in ExceedFurther.
6. For each Fund code, select a corresponding Class from the list of QuickBooks Classes.
7. Click on Save.
8. Open the Gift Credits tab.
   1. This tab shows a list of all Credit codes that have been defined in ExceedFurther.
9. 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 and add the new Item or Class. When you return to the Interface, you will need to sign out of QuickBooks Online connection from the ExceedFurther Interface and sign back in. This will refill the drop down lists from the QuickBooks lists of Accounts, Classes and Items.
10. Click on Save.
11. Open the Payment Methods tab and click on Edit.
    1. This tab shows a list of all ExceedFurther Payment Methods.
12. For each Payment Method from ExceedFurther, select a corresponding QuickBooks Method.
13. Click on Save.
14. If you have pledges or pledge payments in your batch, open the Default Accounts tab. 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.
    2. 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.

Step 3 - Post a Batch

1. Return to the Posting Maintenance tab.
2. Select the batch you wish to post.
3. Enter a QuickBooks Transaction date.
   1. This date is attached to each transactions posted to QuickBooks.
4.  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.
5. 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: review your gift entries to make sure they are complete.
6. If there are errors, make your corrections and click on Post again.
7. If the batch posts to QuickBooks, a message appears saying Posting Complete.
8. Go to QuickBooks to view the result.
9. 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.
10. 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.