It was common in many Salsa CRM clients that QuickBooks attempted to fill every need for tracking donors. Salsa CRM captures the A–to–Z of donors and their giving, but accounting only needs to track part of that information.Since QuickBooks was designed for accounting and not donor management, gaps were obvious.
The Salsa CRM Finance Export provides you with a way to easily share information with QuickBooks. QuickBooks Online does not support importing files from Salsa CRM.
NOTE: Prior to performing any type of import into your QuickBooks system the first time, it is recommended that you make a back up of your QuickBooks data so that you can do a trial run of the import.
Mapping Funds to GL Accounts
Debit Account and Credit Account names will need to be set for every Salsa CRM Fund. To do this, select Manage > Finances > Funds from the main menu and enter the necessary information. Be sure to Save this data.
Credit Account names reflect the income or equity account in your Chart of Accounts that donations made to this fund should be directed. Debit Account names for all Funds should always be “Undeposited Funds” with no exceptions.
To ensure that your financial information is exported into the appropriate areas of your financial system, the information entered into these fields should match the names found in your Chart of Accounts in your financial software. Do not enter numbers if you use them, just the name in the format “Account:Subaccount”. Eliminate the colon and subaccount name if not applicable.
Next, if you use Classes in QuickBooks, you will need to set up your Classes in Salsa CRM. To do this, select Manage > Finances > Classes.
On this screen you will need to enter:
Display Name (how it appears on the Donation Screen in Salsa CRM)
Accounting Name (the path in QuickBooks to where this information is to appear) ie: Program Funds:2012:Summer Camp
You must separate the appropriate items in the Accounting Name field with a colon and NO spaces, similar to how the Credit Account Name was formatted.
Save this information.
Adding Classes to Donations
The Donation screen in Salsa CRM offers you the ability to add Classes to a donation in two ways:
You may select Classes when splitting Funds.
You may select Classes using the new Class dropdown (located below the Deductible Field).
Note: If you have selected Classes using the Split Fund button, you can only edit the Classes using this same functionality. You cannot edit the Classes on the separately listed Class field.
Select File > Finance Export from the main menu, or select Manage > Batches, then select the batch to export, then select the Finance Export button at the bottom of the page.
In Step 1 of the Finance Export Wizard, use the "Fund" list at the left to limit exports to a particular fund, if desired. Use the "Sort Order" list to specify how the records returned from the database should be sorted. The default is by Fund Name, but if your accounting software requires that donations split across multiple funds remain sorted together, select Donation ID. Then, select one of the three "Limit Export by" options.
Select Next at the lower right to continue. There will be a pause as your query is processing.
In Step 2, all the donation information to be exported will be displayed. This is not necessarily the format the export will take when exported. Select Next at the lower right to continue.
In Step 3, you will select the export file format and provide additional information that may be required by your finance software.
The Select Export File button lets you select the export file name and the type of export. For QuickBooks, you should use the the QuickBooks IIF Format, Version 3 option.
NOTE: in some versions of QuickBooks, it may be required that the export file contain a separate record of donor names and addresses before the donor transactions are imported – this is called making Customers. Please check the Export Customer Data box if that is necessary.
Select the Export button at the lower middle portion of the screen to complete the export.
Select the Finish button at the lower right portion of the screen to end the Export Wizard.
Example IIF File
NOTE: IIF format is really just a tab-delimited text file.
NOTE: Last Names are appended with Salsa CRM’s Constituent Number to make unique QuickBooks Customers. Donation Memos include the unique Salsa CRM Donation ID.
Tips, Best Practices, and Notes
Please familiarize yourself with this entire list because many of these concepts are relevant to importing all types of IIF files.
There is no preventative mechanism to stop the same IIF from being imported multiple times. It is possible to repeatedly import the same IIF file, resulting in multiple entries of the same transactions.
Create a backup of your data file BEFORE importing. There is no Undo on the import function.
Be sure that all the list elements pertaining to your transactions (accounts, customers, vendors, etc.) are already entered in your company file OR are being imported at the TOP of your IIF transaction import file BEFORE you attempt to import the transactions. If you do not do so, default list element types will be taken based on the transaction they were imported with.
The IIF format is not forgiving with syntax errors. Make sure your Salsa CRM Funds are properly formatted.
Importing Donations into QuickBooks
Select File > Utilities > Import from the QuickBooks menu, then select the file exported from Salsa CRM.
Assuming all steps have been taken in Salsa CRM prior to this point, the import should be successful. The donations enter QuickBooks as undeposited sales receipts, ready to be deposited into a cash account.
Next, select Banking > Make Deposits from the QuickBooks menu. The window that appears will allow some or all donations to be directed to a specific bank account
Merging Customers in QuickBooks
QuickBooks’ IIF import functionality has an intrinsic bug; it does not account for unique Customers.
In the IIF file example above, the first Willie Gates would be imported as a Customer, and the second Willie Gates would overwrite all the contact information of the first Customer.
In order to account for this, we append either the first name or the last name of the Customer with their Salsa CRM ID. It makes every Customer unique.
Because of this, you may find you need to merge customers in QuickBooks. Eventually, all customers will be named according to the Salsa CRM standard.
To merge customers in QuickBooks:
Double click on the client to be changed
Change the name in the customer name box
QB warns that the name already exists and asks if you want to merge; click yes.
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