This article describes how to set up the QuickBooks features in Bloomerang so you can export deposits for QuickBooks. It covers four steps:
After you've finished the setup, you can run the QuickBooks export.
Turn on the the QuickBooks Features
To enable the QuickBooks features:
- Click , View All Settings.
- Click Edit in the My Organization tile.
- In the Preferences section, click QuickBooks.
- Click Save.
Create QuickBooks Accounts
To create QuickBooks accounts in Bloomerang, do the following:
- Click , View All Settings.
- Click Edit in the Transactions tile.
- Click QuickBooks Accounts.
- Click on any existing account to edit it, or click New to create a new one.
You create one QuickBooks account in Bloomerang for every donation-related income account on your QuickBooks chart of accounts. Each QuickBooks account in Bloomerang has a bank account, an income account, and a receivables account. Please be sure to make the account numbers match your QuickBooks account numbers exactly.
Please note that we are not currently making use of receivables accounts in the QuickBooks export, as the export does not currently include pledge entries. However, you can still export the receivables account data for pledge entries using a custom export.
The following sections show how to set up QuickBooks accounts to match different QuickBooks chart of accounts structures.
QuickBooks Account Setup Example 1
Let's say that in your QuickBooks chart of accounts, you have three donation-related income accounts (in blue below), one bank account (in green), and one receivables account for pledges (in yellow).
In Bloomerang, you would create three QuickBooks accounts, as seen in the following figure. Notice that each Bloomerang account is named the same as its QuickBooks income account and uses that account number, but that all of them share the same bank and receivables accounts.
QuickBooks Account Setup Example 2
In this example, your QuickBooks chart of accounts looks like the following (this is loosely based on the Unified Chart of Accounts from the National Center for Charitable Statistics):
In this case, you would still create one QuickBooks account per donation-related income account on the Bloomerang side. Notice again that the Bloomerang account names and numbers match the QuickBooks income accounts:
Set Up Funds
After creating your QuickBooks accounts in Bloomerang, it's time to connect them to your funds in Bloomerang. Your funds should be set up to mirror your classes in QuickBooks. So if your class list in QuickBooks looks like the following figure, you would set up four funds: Community Outreach/Education, Endowment, General/Operating, and Puppy Care & Training.
On each fund, enter the exact QuickBooks class name that it corresponds to, and then select which of the QuickBooks accounts can be used with that fund. Finally, select which of the QuickBooks accounts should be the default when that fund is selected (this is the one that will come up automatically on the transaction screen when you enter them manually, and it is also what will be used by your online transaction forms).
Both of the following fund setup examples use the class list shown above.
Fund Setup Example 1
In the QuickBooks Account Setup #1 example, you created three QuickBooks accounts (Unrestricted, Temporarily Restricted, and Permanently Restricted). The Unrestricted account is used for completely unrestricted money, such as donations made to support general/operating costs or where it's most needed. The Temporarily Restricted account is used for money that a donor designates for a specific use or program, such as the Puppy Care & Training program or community education and outreach. Finally, the Permanently Restricted account is used for money that can never be spent, such as money that a donor designates for the Endowment fund.
For this scenario, you would set up the funds like this (click image for larger version):
Note how the correct QuickBooks account is matched to each of these funds. In this scenario, each fund can really only go into one of the QuickBooks accounts.
Fund Setup Example 2
In the QuickBooks Account Setup #2 example, your accounts were a bit more diverse, with options for individual versus corporate donations. Donations to each of your funds might be able to match up to any of your QuickBooks accounts, so you would set up the funds like this (click image for larger version):
With this setup, each time you enter a transaction, Bloomerang automatically selects the default QuickBooks account (i.e. Individ, Business Contributions), but you can change it to a different one if needed for that transaction.
After setting up your QuickBooks accounts and your funds, you can enter transactions into your database. On the transaction screen, select the fund in the Fund box. The default QuickBooks account appears in the QuickBooks Account box, but you can choose a different account from this fund's list of accounts if needed.
After you have your QuickBooks accounts and your funds set up, you can begin using the QuickBooks export!