DonorPerfect and QuickBooks Online

Hello, hello. Welcome everybody to our first of two presentations that we’re doing today every week. We almost every week, Tuesday, Wednesday, Thursday. We do two webinars a day this week because of the US holiday of Thanksgiving, this is going to be our only day for webinars today. So Read More

Hello, hello. Welcome everybody to our first of two presentations that we’re doing today every week. We almost every week, Tuesday, Wednesday, Thursday. We do two webinars a day this week because of the US holiday of Thanksgiving, this is going to be our only day for webinars today. So this afternoon, at 1pm Eastern, right now we’re talking about QuickBooks Online, if you have time later on in the day, at 3pm Eastern, Standard Time, I’m talking about financial reports. And today’s topic is one of a handful where it’s not likely that I’m going to fill this whole hour. QuickBooks Online, fortunately, very intuitive, very easy to use. I think, worked with a bunch of different softwares in the past, and this one, QuickBooks Online, has really simplified things. Hi, my name is Sean Potero. I’m a training specialist here at DonorPerfect, and often I’m working one on one with our DonorPerfect clients to teach them about the database and all that good stuff. And anytime QuickBooks Online comes up, I’m like, oh, that’ll be easy. Let’s give us 15 minutes. We’ll talk about it, we’ll set everything up, and we’ll get those things connected.

And important note here, there is a little bit of a wall for support and a wall of knowledge, if you will. Because here at DonorPerfect, we are fundraising experts. I myself am not actually a trained accountant, but I dabble. I dabble in accounting a little bit, and certainly today, we’ll be dabbling in accounting ourselves, talking about QuickBooks Online. But before I dive in to today’s topic, I usually get a quick sound check out of the way for all of my US folks that are here, if you can hear my voice, if you can find the chat put in there what your favorite side dish is. Or I see people raising their hands as well. I forgot that there’s a hand raised function. But if you can locate chat, tell me what your favorite Thanksgiving side dish is for my US folks, personally, I am getting ready to make some mac and cheese. For the first time I’ve been asked to bring a dish they haven’t trusted me in the past, but they’re trusting me with the mac and cheese this time, I have about a two to one cheese to noodle ratio that I think is going to go over. Well, we’ll see. Okay, perfect. Everybody could hear me green bean casserole. I like those with some those fried onions right on top. Very good mashed taters. That actually, that’s a weekly thing for me. Emily, I maybe next year I could go back to basics, a lot of green bean casserole, a lot of corn bread. Marie, I go with the corn bread recipe that’s on, I think it’s Jiffy that sells like the little 75 cent boxes of corn bread. I’m doing it wrong. It’s always too dry. Yams with marshmallows. Those are just going to be for me. I have a can of those, but, yeah, that’s, that’s definitely a mainstay. Okay, good. It’s everybody’s in the right mindset for the holidays. And more importantly, you can hear my voice. So we could talk about, we could talk about deltaperfect for a little bit longer. Awesome. So let’s dive in here, where I’ll show us the integration. And because you’ve located the question box, if you have any questions as we’re going along, please feel free to pop those into the chat. And even though this is a quicker presentation, or even more so, because it’s quicker at the very end, I’ll have a few minutes to answer any miscellaneous questions that I haven’t gotten to, as long as it’s on topic for today, and as long as I know the answer, I’ll be able to answer it for you. So I’m going to turn my camera off as we dive into today’s topic, where I have a bunch of screenshots of the integration. Now this is what it looks like when it’s set up, when everything’s set up, if it’s been accessed before and everything is connected. When you go to the QuickBooks area within DonorPerfect, this is what you’re going to be greeted with. You’re going to be greeted with a list of gifts, and we’ll notice some information about these gifts. We have a column for gift amount, and we have a column for general ledger. But we’re getting some red error messages on some of these, and I’ll replicate some of this. It’s not going to let us post anything from DonorPerfect If there isn’t a general ledger. So even if you have all those gifts in there, if your data entry is incomplete, it’s not going to let you post that $50 until in DonorPerfect, you attribute it to a certain fund. From there, we can keep track of the post history. This is one of the DonorPerfect reports that you can run now, if this is your first time using the integration, you might not be aware that there are two fields that go along with the integration. They’re in their own section on the gift screen. And within the integration, the post history report that we’re looking at, we can see some of that we have a post date and a post ID. So in this screenshot, on January 24 we have 284 gifts totaling $62,000 posted by user Amanda, and all of those gifts have a post id in them. Now this is a really quick report that we can get, and with all the other DonorPerfect reports, anything in blue you can click on to quickly drill into it, is how we call that click in a little mini report. But if you need a more in depth report, I’ll show you how you can build some other ones that analyze your posting history, from DonorPerfect to QuickBooks. Now the initial setup is a little tricky to capture for a live presentation. Me and all of my colleagues at software or parent company that owns DonorPerfect For demonstration purposes, we share a QuickBooks account, and I have to talk to people that have more seniority and authority here to get that access, and they have granted me that access, and I’ve already set it up, so I’m gonna show you screenshots for what that process would be like. As long as you have administrative rights in intuit.com, over in QuickBooks Online, you’ll be able to set this up. You’ll see what that looks like. And while I do have data entry that’s in my fake database, we’re going to go into here, I will add some new gifts. There are gifts that are in that there that are just waiting to be posted. But we can start from scratch. I can even add new general ledgers, maybe even new class codes that’s going to change our setup and our integration option. Lastly, I will show us some reports within DonorPerfect, and depending on your package with us, I might take you one of two ways. Hopefully you have something called Easy reports, and that’s going to be the primary way that we might look at some of those posted gifts. And as always, the contents of this webinar may contain features and fields that are different than your own. When we go into this database here, since everything’s customizable, when we look at any constituent profiles, all the fields are going to be set up the way me and the other trainers like it and all pretty much all the same fields, it just might be organized a little bit differently from what you’re used to seeing. The other big caveat that goes along with this is that you might not have the QuickBooks Online integration that is one of the add ons now most of the packages that the sales team sells with DonorPerfect, and it has QuickBooks already. And I’ll show you where you can verify that if anybody finds that they don’t have QuickBooks Online, and if you want more information, hang on till the very end, let me know, and I’ll get you that phone number for the accounting folks.

So for initial setup, you are going to go to the apps drop down menu, and here is going to be your first indicator that you have or you do not have, the quickbooks online integration. Now this apps drop down has links to all the other softwares we’re connected to, and that definitely includes QuickBooks. So there’s a. First indication if you’re not seeing QuickBooks in this drop down, it’s possible you may not have it. And as I’m saying this out loud, there’s actually one other scenario that could be the case. It could be an issue of user permissions. It may be the case that you have QuickBooks Online, and I’ll show you the apps drop down menu. Here’s QuickBooks. We’re going to get there in a second. But if you’re not seeing QuickBooks, I would prompt you to go to the settings, drop down at the top right, go to settings and go to User Management. We’re going to take a quick little detour into the area where you create new users. Now I don’t need to create new users, but what I’m going to do is make sure that I have permission for it. Now, I clearly do. I’m seeing it here. Sure. Shannon, yes, this is very specifically QuickBooks Desktop. Sorry, QuickBooks Online. Shannon, I apologize. Yeah, we’re not talking about a QuickBooks Desktop today. Really the only, the only crossover with QuickBooks Desktop and online is the data entry, which is pretty much the same. You need to have general ledger and some other things, but the steps for posting to the QuickBooks Desktop interface is a little bit different. We do have articles about that, though, and if you run into any issues, please reach out to the support department. So no unfortunately, Shannon, I apologize. I won’t be touching on QuickBooks Desktop today. Here I am, within my user ID, we have all the different areas of DonorPerfect. I’m sorry about that, friend. Yeah, you’re very You’re very welcome. Yeah, no, absolutely, we do have resources about it, just not the topic for today. You could start out from the help, drop down menu, and from knowledge base, look up QuickBooks Desktop, you’ll have articles about that. And as always, chat supports there if you have any additional questions. And here we can see, in fact, I do have access to QuickBooks Online, but if I were to edit my user permissions, and QuickBooks is just not an option. There you, my friend, don’t have access to it. It’s paywalled. And if that, if that happens to be you, if you just don’t have that option for QuickBooks Online, hang out to the very end. I don’t have the phone number memorized, but I’ll get you the hotline for for the sales folks, but for everybody else that does have it, we’re going to go to apps and we’re going to go to QuickBooks from here the very first time we go here, if it’s not connected. The image is a little different. There’s some more logos and things like that. But you’re going to be looking for this big green connect to QuickBooks button, and once you click on that, connect to QuickBooks, we will then in a pop up, get some login space. Oh, Grace. Grace, good question, Grace, I should have accounted for that. So Grace is saying that she gave herself permission, but it’s still not an option. My apologies, friend, you’re going to have to log out and then log back in. And that’s true anytime you change permissions for yourself or another user ID. So quick turnaround, grace you gave yourself permission. It wasn’t there before log out, log back in, you should be good.

In this pop up, you’ll enter in your QuickBooks Online, your Intuit login, and they’re going to send an email to that login, as long as that login has administrative rights and a one time code is going to go to that specific email. And for my QuickBooks Online, I don’t have ownership of this, I had to ask nicely to get this, to get this connected, and then from there, we can authorize it, as long as you have administrative rights. And then just a big blue Authorize button to authorize the connection, and then it takes us through four different steps to set up the integration. Now these steps, you can always go back and revisit these options. Questions, step number one is to select your bank account. Pulling right from Intuit is going to be a list of your bank accounts. You can click on that, drop down and select the one, and it’s always going to be one. If you have different posting to do to different bank accounts. You can toggle between them within the settings. From here, we will then select our posting methods. They’re always going to post as journal entries, but we do have a decision as to how they are going to look once they move over into QuickBooks Online individual gifts will post just as a individual journal entry, as opposed to a daily summary, one journal entry with that day’s donations within it, or a monthly summary, doing the same thing for the whole month. I will show you some screenshots of how these look. They vary just a little bit slightly. We have the option to sync donors with records that are in QuickBooks Online. And then we can connect the DonorPerfect General Ledger with the QuickBooks, income accounts. Taya. Taya, Taya. Hope I’m saying your name rightly, friend correctly. I would say that although I’m not an accountant, I talk to a lot of accountants, and a lot of them prefer individual so that that $55 gift in DonorPerfect then gets translated into a $55 journal entry for that one transaction. Now what I would say to you is, if you are doing this posting to QuickBooks on behalf of your accountant, let’s reach out to the accountant, because we really have to go to them. If you are not the accountant and you’re on the data entry side of things, you’re on the running financial reports and DonorPerfect side of things, some of these references are really determined by our account, the DonorPerfect General Ledger dropdown. That’s the second step. Let me pull up a profile and DonorPerfect, you know, maybe they’re coming in online. Maybe you’re going to that person’s profile and you’re manually clicking on Add gift. Hopefully, you’re doing more than just putting in a date and a gift amount. There’s all these other fields that we could use to further define this donation, and we have the general ledger drop down here, which is directly connected to that QuickBooks income account. And a lot of the times when I’m talking to my clients about about data entry, like I just got this $1,500 donation in from such and such a person. And, you know, they know to use the solicitation field, maybe to record that it was such and such an event, but they say, What fund should it go into the general ledger? Drop down which, which fund should that go to? I got, I throw up my hands a little bit. I don’t know. We gotta, we gotta talk to our accountants see where this money is going. The general ledger is strict. General Ledger is always going to be the field that’s used to record the income account. Always, campaign, solicitation, sub solicitation. There’s a little bit of an art to this, campaign solicitation, sub solicitation, these three fields are used to define what fundraising effort drove the donation. These don’t go over into QuickBooks, but certainly General Ledger does. We can organize our gifts by fund when they come in to our accounts discretion. And if you’re using QuickBooks class, that is something that could also be mapped as well.

And we can select our Thank you code and really these, these are the big ones, data entry for accounting purposes, General Ledger and QuickBooks class. Let me see here. Let’s say there is a new fund, a new building fund. Let’s say general ledger is still recording that fund. I can use this plus symbol. And add my new building fund option, and that’s half my battle. There’s a little bit more work that I would have to do with this. But like with everything a DonorPerfect, it all comes down to data entry. And this $150 from Pedro, we’re going to see this pop up in QuickBooks Online in just a little bit. But there’s two other fields here. Let me find them, and now, for all of you, most likely, unless somebody’s moved them, you’re going to have a section called QuickBooks online posting information. And in this section, we’ll see the two unique fields for this integration, the post id and the post date. Now it’s blank here. It hasn’t been posted yet, but these will automatically fill in once I post them over to QuickBooks Online. So we’ll see uh, Pedro’s gift here. Pop back up in a little bit, but we still have to set up that integration. Mine is set up already, and I can still revisit these settings as I need to. If you’re following along with me, and this is your first time doing it, you will have to map them, uh, over to their appropriate income accounts and then optionally QuickBooks class you might not be recording this level of detail and you don’t have to General Ledger really is the only main required thing that we have here. And here are the screenshots for the different posting methods. Each of these rows is going to be a journal entry, and this is what they look like for individuals. We have Kelly Ramage, if we could scroll over a little bit further, we would see the amount that’s there, one row, one journal entry, one gift, one person. We can even see the donor ID that’s in there.

And that’s why, not not being an accountant, that seems to be the popular choice. That’s what a lot of them go with, supposed to a daily summary where we might have not just one gift, maybe we do if there’s one gift that day, but we could have multiple coming in for that one day, as opposed to a monthly summary where we’re just grouping and posting by months. This will certainly help prevent clutter.

If we’re just doing one post at the end of the month and not doing it every single day, no matter what, this is going to have to be a manual process for a very brief time, it was automatic, but a lot of surveys and exploration went into how this module should work. So circa six years ago, DonorPerfect interviewed and sent out questionnaires to everybody on what features they might want to see in in QuickBooks Online, and here we have it.

So security, you are always going to have to go through that on your first setup. Mine is set up already and it is already connected. When I go to apps and QuickBooks, it’s going to take me right to the right to the place where I’m going to be posting from.

And right now, if you remember, earlier in user management, there’s 15 other people that have access to this database. However, I am the only one that can be posting to QuickBooks Online. Let’s go to apps and let’s go to QuickBooks. Matter of fact, when I set this integration up with this account last week, I told all my other colleagues, like, Hey, can does anybody need to use QuickBooks Online? Because just like in a real life setting, we don’t want to incorporate even the possibility that we could be double posting. We don’t want two people accessing this and pushing information into another system at the same time, and therefore it’s not allowed right now. It’s attached to my user ID. After I’m done here, Amanda can go in, and she can go to apps and QuickBooks. She’ll put in her login credentials, and then she’ll kind of take that access right away from me, because it’s only. Ever one person at a time. And here we could see looks like there’s 237 unposted gifts, and this one that I just added for Pedro, we have a problem right off the bat. It’s not gonna let me check it off, and it’s not going to let me post it. I added this new fund, the building fund, and if I hover over it, it will tell me, Hey, this isn’t mapped to QuickBooks. Maybe I missed it when I was doing the setup. Or what really happened is I just added this today. Not even sure if it’s in QuickBooks, but if I am going to post this, I need to amend that. I’m going to need to connect that building fund to an income account, and then this one here for Dorothy Gale, $50 It’s just missing data. It’s just missing data, and that’s an easy fix. I can click on that 50 and here we have it. General Ledger is empty. That’s going to be a problem. It won’t allow us to post it until that’s filled in. And you’ll notice here on this database, we made General Ledger required for manual data entry. The fact that this is empty, it might have came in from an online form where we forgot to select the code that it’s going to and we’ll save that and now that one’s posts postable for Dorothy Pedro, though still giving me issues for Pedro’s donation, it’s not going to let me post it. I’m in order to fix that, I need to go to our settings. Now these settings are the same exact four step process that you’re prompted to go through when you set up QuickBooks online for the first time, but we could always go back and change things. Here. It’s connected to my account. Here’s the bank account that it’s connected to. If we’re posting to multiple different ones, we might have to go back and switch here. Here is our journal posting method, individual, daily or monthly, our option to sync donors. Now, the intended function of sync donors was that it would apply gifts to customers and QuickBooks Online, if me, Sean I donate in DonorPerfect, and Sean patero is also over in QuickBooks Online as a customer. The intention of this checkbox is that they would link up to each other. I have it on good authority that this option does not work very well, if at all. Unfortunately, the sync donor option essentially can ignore that. What we are going to care about, though, is the general ledger mappings. Uh, annual fund is linked to our QuickBooks, income of unrestricted funds. Building fund is linked to nothing. It’s not linked to anything yet. If I click on this drop down coming right from into it, here’s our building fund. Looks like we also don’t have our gift membership mapped. Let’s just go ahead and map that now, just in case, because I believe besides those two that we saw right off the bat, there were other gifts that might need a little bit of attention. So we’ll make sure all of these are mapped, building fund to building fund, membership to membership. And we also have QuickBooks class if you’re using it again. This is this is optional. A general ledger is really the primary field. And now that I made that adjustment, I can click on save, and when I go back, suddenly, Pedro is postable. We have a general ledger. It is mapped. There’s a class there. We don’t technically need it. And there are 228 things here to post. The ideal workflow would be to check off all of them, clean up what you have to clean up. And then at the very bottom, we have an option to post. And while it might be tedious, really, our first option should be to clean up some of this missing data.

Actually let me refresh my screen. Interesting. I. That should be mapped. Why is that giving me an error? Interesting?

Anywho, we are two clicks away from posting. This is always going to be a manual process. These will not flow over in the QuickBooks for you. We’ll select our gift, or our gifts, and then click on Post gift. Give it a few moments, and now it’s over there. The post ID for this batch is 29 if I go to post history at the very top right now we’re in post gifts. If I move over to post history, we can see post id 29 post date of today. There was one gift in there, and this is a little inadequate. That’s why I’m going to wrap up with a different report. This is okay, but there’s better ways for us to see this information. There’s so much more going on there. No, no, no. It just won’t apply to that customer. It won’t create it will do neither. It will not connect to Pedro, nor will it create Pedro as a duplicate customer. Because, let me go back, because the name is going to show up in the memo. So from certain reports, we can still see that person’s name. You got it? We can still see that person’s name, but unfortunately, it’s not linking up to the QuickBooks account. Marie, yeah, you’re very welcome, very welcome. And there’s other ways that we can see these reports if I go back to Pedro, let’s go back to his profile, and let’s look at that gift. Because that gift, we are not going to be able to get back into that module. This $150 this has been posted if I edit it same exact information as I entered before. But scroll down to quickbooks online posting information, we’ll see that it has a post id of 29 and a QuickBooks post date as well. And the report that I’m going to show at the end, it’ll include both of these fields, plus, I think it’s helpful to have a lot of these other fields in there as well. What is the type of gift? What solicitation is there a thank you date on it? There’s a lot more that we can do on the Report Center that we’re just not getting out of here. It’s a nice quick view of it, though, another scenario you might find yourself in is I looking at gifts that don’t need to be posted to QuickBooks Online, because, let’s say that you’re switching over to QuickBooks Online, you were getting that accounting information some other way, and everything has been posted up until, let’s say, November 15. Well this area, especially when you first set it up. QuickBooks, the module is going to be looking for all gifts from all time. And we haven’t done this demonstration in a while. I have 11 pages here of unposted gifts. But even if that wasn’t the case, when you set this up for the first time. If you have 10,000 gifts prior to setting this up, well, you’re going to have 10,000 gifts waiting in here for you, my friend, and you’re going to have to ignore those. So let’s say that we’re switching over to QuickBooks Online on the 15th meaning all these other things. Yeah, it’s not good that they’re missing data, but I also shouldn’t be composting them, because they’re in there already. I’m going to have to tell it to ignore all this other stuff. And I can do that by going to the top and using our filters, this yellow circle here, that is our filters, where we could put a date range on it, so we can have the low end be 1125, 2024, and even a future date we could go out and then apply that filter. And now I only. Have 32 unposted gifts. I only have seven gifts that are missing data, and all of these are past 1115 and that is something that you are going to have to do for I believe it’s the first 60 days from initial sign up. It will be looking at historical gifts from all time for the first 60 days, and during that time, you’ll just have to tell it with your filter, what date range you’re looking for. After those 60 days, it ignores the old gifts. You open it up, you don’t have to worry about the filter, and it’ll just show you new things that you’re looking to post.

All right, let’s move on to reporting options. We saw one of them already, directly within there. There is the post history, where it gives you a name and amount and date and ID, and that’s about it. But there are other ways for us to get that information. The first one that I’m going to show you is a tool called Easy reports. Now, easy reports is an add on. This is something else that you may or may not have hope. I’m hoping you have it as a person that’s not in sales. I don’t make a mission, but boy, I really am so happy when people have the easy Report Builder. It makes life so much easier, as long as you know what field you want to see in the results this easy Report Builder is going to be your best friend, and I’m almost positive that I have this easy report in there already, but now, why not? Let’s make another one. Let’s call this QuickBooks posted log, and this report could be looking at any area of our database, but the one I’m interested in is the gifts. The gift screen is where the dates and the solicitation and the general ledger and the post id are. So I’ll select gift pledge transactions, and as soon as I do select that, it gives me some popular fields that are often used for a financial report, first name, last name, email, Gift Amount, date of gift, General Ledger, solicitation. But there are so many other fields that we could add, and here they all are on the left hand side. I’m talking about reports later on today. But as a as a tip, in general, I find reports so much easier to work with if I have an example of somebody open in a different tab, because at a certain point you are going to be thrown a whole bunch of fields that you don’t care about. There’s over 750 fields, and in this QuickBooks Post report, really, yeah, I might want some of this information on the main screen, but over on the gift screen, yeah, maybe some of these fields, some of these drop downs, and then certainly our QuickBooks fields as well. I can scroll through this list alphabetically, but if I know the name of the field like I want to include donor ID, I’ll just type in donor ID, click on the plus symbol. We’ll add it to the very last spot. But I can also click and drag to rearrange them if I want. Let’s also include our QuickBooks fields. Now let’s get class in there. Why not? But really, I want the post information, the post date and the post ID. Now, as I’m clicking on these fields to add them, what we’re doing is building columns fields in a report for the output. And I certainly do want these two fields in here. But what I think I’m going to do is I am going to click and drag these fields up into the top. Any fields that are up in the group by section will create a grouping. So everything that was post id 29 will be grouped together. 28 and that post will all be grouped together, so on and so forth. Now these are the fields that I’m going to have in the output General Ledger solicitation campaign. We could get more specific if we wanted to. One thing I’m definitely going to do is underneath Gift Amount, expand the options. Here we can see it’s part of the sort order, and at the very bottom, I have a footer option where I can select some so we’ll get a total four. Our gift amount, and I can do something similar for date of gift. But I don’t want to sum here. I want to count, and I think that’s it. This is our it’s going to be my QuickBooks post id. Really the most unique thing about this are these two fields, date and post ID as soon as I click on save and open if you’ve ran a report before. This might be a familiar view for you, because this looks like a lot of the standard default reports that everybody gets, but we have the added benefit of a blue pencil at the top right. I could always click on that blue pencil and go back to square one, rearrange fields, add new fields, remove them with the blue X. But let’s see what we get. On the left hand side, you should have a number of fields and comments for searching. Let me search, say for a date range. Everybody should have date of gift in the sidebar to search with. Let’s look at all gifts from this year. Now there’s going to be several 100 that weren’t posted, and this is going to prove it. Our very first group is going to be where QuickBooks post date and post id is empty, and that’s probably going to be a lot of these gifts. Looks like we have 30 pages of results at the top right. I can use these page icons to scroll through them, but usually, when we get big results like this, it’s usually better to go next to run report and then Export to Excel, then we’ll get that same exact information, but in Excel format, so I won’t have to scroll through the whole thing. So there we go. What all these gifts have in common is that they have a date of gift in 2024 here’s the date of gift column, and all of these first things weren’t posted. Scroll down to the bottom. It’s going to be a big group. I have a little bit of data cleanup to do. Whoop Here we go. And then we get into a post that happened on January 16. Post id 25 looks like right above that, we have a count of 923 gifts that were not posted. And then post id 26 we had three gifts. And then next week, post id 27 and then 28 and then today, 29 with Pedro. Unfortunately, this this report doesn’t just get added for you. It’s likely that you have the easy Report Builder, but if you want to see the QuickBooks specific fields, you will have to make one of those reports. Easy Report Builder. Now that this thing is built, that’s just here, I don’t need to make that from scratch, like I just did say, it’s a new day. Logging in for the first time I’m on the home screen, I want to find that QuickBooks. Post report again. I’m going to go to Reports. And I’m going to go to report center like I am want to do when I am on a fact finding information session. And then we’re going to go to the easy report folder on the left hand side. You got to find it after you make it for the first time. And then we can find it in this folder. There’s the QuickBooks posted log, and I can give it a yellow star. So next time, as soon as I log in, I have my favorite reports right at the top. You might even get lucky if you log into the Report Center and do a search for the word quick. We can see here that either me or somebody else has done this before we have the QuickBooks posted log that I made today, and either me or somebody else had two other QuickBooks posts, posting reports from previous previous sessions, and that’s for the folks that have the easy Report Builder. If you don’t have the easy Report Builder, that’s fine. You can still get this information, and what you’ll use is, I’m imagining a report like gift by date, and I can do the same thing with gift by date, where the. Sidebar is always going to be my instructions for the report. What information is it going to show? What are all of the results going to have in common? Just like I did with the QuickBook report, same criteria. We’re going to use a date range, and I’ll scroll down. Make sure there’s no other instructions here on the side. But the catch is, with gift by date, everybody has these. All of our clients have these.

Usually we don’t get a connection error message like that, but try it the second time. There we go, and this is gift by date. Now the big thing that we’re missing here from gift by date is a blue pencil. This cannot be edited. That’s really the big benefit that you’re getting out of that easy Report Builder tool is that if you like a report like gift by date, but you just wish it had more fields or more columns in it, easy Report Builder comes in you technically don’t need it. If I like these results, but I would just like to see added to it, those QuickBooks fields. What I can do is go next to run report and select Export Using template, we have an hour long webinar about this topic called export the data that you want for anybody that doesn’t have easy reports, because if you don’t, you don’t need it. You can build one of these export templates where it’s just a list of fields. And I have one in here already called QuickBooks posting details. Let me make one from scratch. I’ll click on the plus symbol, and here I’m being presented with a whole bunch of fields, kind of similar to the easy Report Builder, where it started me out with some selected fields, fields that I want to see in the results, and Then on the other side are all available fields, and it gave me a bunch of good ones already, maybe even a little bit too much. Let me check off the ones that I don’t want to keep. Yeah, we don’t need all this contact information. Let’s keep it simple. Donor ID, first name, last name. We’ll have gift amount. We’ll have date of gift let’s get rid of everything else, and then, from my list of available fields, can have as many fields in this way as we want. The more fields, the longer it’ll take to generate. But let’s include general ledger as I check it off, and use the right blue arrow we see it get added to the selected fields and also get highlighted in yellow. Let’s add class. Let’s add our QuickBooks fields. We can include the post date and the ID and yeah, maybe solicitation might not hurt. Check it off right arrow, and then there we go. So these selected fields are going to be the columns that I have in the Excel file that I create. I can click and drag to rearrange them, and if I want it sorted different, differently, there is a drop down here at the top right now it’s sorting by last name alphabetically. I could pick, say the QuickBooks post id, sort by that field instead. 

Uh, give this template a name. Going to call this QuickBooks Online post information. I can use this same list of fields every week, and now, once I click on Save and Close, my export template is selected. I have my date ranges in here. When I click on Export, it’s going to be the same segment of the database all gifts in that time frame, but my export template is deciding different fields that are going to be in the output.

There we go. And now I did sort by the post ID, and we’re seeing here that a whole lot of these are blank. So just like the easy reports, when you group of them, the first group is going to be where it’s blank. Same thing with these export templates for sorting by a field, it’ll give us where that field is empty first. And here it is, maybe not as pretty as the easy reports, but certainly the same bit of information. Information that we could add to or remove as we see fit.

So some current realities, perhaps potential pitfalls, and the way that QuickBooks Online works, it only posts gifts and optionally donors with that sync donor check box, but they need to look at that and figure out what’s going on there. But really, it only posts gifts. It doesn’t post pledges. It does not post in kind gifts. And again, the world has changed so much in six years, when we were talking, we when the when the smart brainiacs in programming and developing where I’ll turn my camera back on, because that’s, that’s what I have for QuickBooks. But when we were, when they were creating this, they surveyed accountants and other clients that we had, what are you looking for? And at the time people were, the feedback was, we’re doing accounting on a cash basis, not an accrual basis. So we are only going to ever have gifts. There won’t be any pledges that are incorporated in here. I will show everybody where they can leave feedback for said programmers and developers. There is an online forum that you can go to and say, Hey, I really would love to see it if it had this or that, or whatever other feature that you’re looking for. They do look at that feedback, and they make changes every now and then. Other things to be aware of only connects to one bank account at a time. So if you’re posting two different bank accounts, that just means that you’re going to have to change the setting occasionally. So say Pedro was destined for one bank account that is posted already. What I could then do is, if I’m going to a different bank account, go back to the integration and say, All these annual fund gifts are going to a different bank account. We’ll go to settings, we’ll then go to our bank account, drop down, select our other bank account, and then save and check them off and then post them. And that’s that’s always going to be the process. So for you folks that have multiple bank accounts, you’ll just occasionally have to go into settings, change the bank account, check off your gifts and then post them.

It also doesn’t have an ongoing sync with QuickBooks to update the gifts after they’ve been posted. Say that $150 we process that for Pedro, he then wants a refund. We can absolutely refund him through DonorPerfect, but that is not going to be reflected over in QuickBooks Online. That’ll have to be manually amended on that end so that they are the same. And that is just because it is hard, locked and prevented from doing double posting. If that gift post is once, that’s just how it is, it posts and does not update itself further. So, to recap, can get donor information and history from DonorPerfect, get it connected to QuickBooks. Uh, DonorPerfect will be your financial truth, hopefully for all, uh, donation incomes, all in one place that then moves over into QuickBooks, and it’ll save yourself some time you’re already doing the data entry for those gifts. And DonorPerfect with the guidance of your accountant. Hey, what General Ledger should be? The Should these be connected to? And I have seen some accountants prefer that there not be a lot of general ledgers. And DonorPerfect just their preference. They have a generic, restricted and unrestricted general ledger. They call it a day. There’s dozens of other funds, but the way they like to do it is push it over into QuickBooks, online with those generic funds, and then split it up. We can save themselves. We can save them so much time they don’t have to do all that, as long as everybody’s on the same page as as to what general ledgers are to be used and in settings, what general ledgers are connected to those QuickBooks Accounts and yeah, hopefully making our accountant happy. That’s that’s the end goal. That’s the end goal. I don’t speak the language exactly. I dabble a little bit, but. Uh, we want to keep them happy. That’s that’s a lot of math that they have to do on a regular basis. It would give me a headache. So we’re thankful for them, and we want to keep those accountants happy. Whatever they say goes as far as those drop down fields. I haven’t made it yet, but I do want to sign that says, I don’t argue with accountants. We got to ask them. You know, I have a lot of opinions on drop down menus in the database, but general ledger, that’s their territory, strictly cool. And I actually ended up talking a little bit longer than I thought I would. So everybody, thank you for hanging hanging on there for the for the whole hour, I have been looking at questions as they’ve been coming up, but if anybody has any other questions, I’ll hang out for a few more minutes. Happy to answer any questions as much as I can. Marie, you’re very welcome. And for everybody else, thank you for stopping by. This has been QuickBooks in DonorPerfect. I’ve been Sean, and you have been a great audience. But like I said, I will hang out for a few minutes. Emily grace, Nina, you’re very welcome. Thank you for stopping by today and happy Thanksgiving. Happy Thanksgiving, giving everybody safe travels, hopefully, hopefully you don’t have to get on any airplanes. Always see the same news stories every year. I’m like, Boy am I glad that I only have a 30 minute drive. The airport would be a bit of a hassle.

Doesn’t look like we have any questions coming in. So that’ll be it for today’s session again, if you want to join me later today at three doing financial reports. But thank you. This has been QuickBooks, and you have been a great audience. Take care, everybody.