If you use QuickBooks as your accounting software, enable QuickBooks in Bloomerang CRM so you can export Bloomerang CRM funds to QuickBooks accounts.
This article describes the four steps required to set up QuickBooks features in Bloomerang CRM so you can export deposits for QuickBooks:
After you've finished the setup, you can run the QuickBooks export.
Turn on the the QuickBooks Features
To enable the QuickBooks features:
Click Settings.
Click Integrations.
Click Integrated Partners.
Click Settings.
In the Accounting section, from the drop-down list, click QuickBooks Desktop.
Click Save.
Create QuickBooks Accounts
You create one QuickBooks account in Bloomerang CRM for every donation-related income account on your QuickBooks chart of accounts. Each QuickBooks account in Bloomerang CRM has a bank account, an income account, and a receivables account.
To create QuickBooks accounts in Bloomerang CRM:
Click Settings.
Click Integrations.
Click Integrated Partners.
Click Settings.
In the Accounting section, click QuickBooks Accounts.
Click on any existing account to edit it, or click New to create a new one.
In the Name text box, enter the same that you use in QuickBooks.
Enter the account numbers. Make sure the account numbers match your QuickBooks account numbers exactly.
Click Save.
Note: Bloomerang CRM currently does not make 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 CRM, you would create three QuickBooks accounts, as seen in the following figure. Notice that each Bloomerang CRM 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 CRM side. Notice again that the Bloomerang CRM account names and numbers match the QuickBooks income accounts:
Set Up Funds
After you create your QuickBooks accounts in Bloomerang CRM, tie your QuickBooks accounts to Bloomerang CRM Funds.
The fund names in Bloomerang CRM must be the same as your class names in QuickBooks.
In the Name text box, enter the same name that you use for a QuickBooks class.
Enter the exact QuickBooks Class Name the fund corresponds to. For example, if your Class List in QuickBooks has the classes Community Outreach/Education, Endowment, General/Operating, and Puppy Care & Training, set up four matching funds in Bloomerang CRM. Example Class List in QuickBooks:
Select one or more QuickBooks accounts that can be used with the fund.
Select which QuickBooks account 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.
Click Save.
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 CRM automatically selects the default QuickBooks account (for example, Individ, Business Contributions), but you can change it to a different one if needed for that transaction.
Enter Transactions
After setting up your QuickBooks accounts and your funds, you can enter transactions into Bloomerang CRM. 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!