In This Article:

    Finance Export and Import for Quickbooks

    In This Article:

      Salsa CRM captures the A–to–Z of donors and their giving, but accounting often only needs to track only part of that information. Salsa CRM Finance Export enables you to share information with QuickBooks.

      NOTE: Before performing any type of import into your QuickBooks system the first time, you should back up your QuickBooks data and perform a trial run of the import.

      Supported Versions

      Salsa CRM supports Quickbooks versions 2 and 3. QuickBooks Online does not support importing files from Salsa CRM. For more information about integrating Salsa CRM via third-party apps, click here.

      Requirements

      • Salsa CRM Funds correspond to Income Accounts in your Quickbooks Chart of Accounts.
      • Different Funds can correspond to the same income account in your Chart of Accounts, but one Fund cannot target multiple income accounts.
      • Donations may be split between multiple Funds and therefore target multiple income accounts, such as General Income and Restricted accounts.
      • The Credit Account Name field in Salsa CRM must match account name spelling in Quickbooks exactly.
      • If you have sub accounts, the credit account name must be formatted as [Account Name]:[Sub Account Name]:[Next Sub Account Name]:[etc.]. Do not enter numbers. Eliminate the colon and subaccount name if not applicable.
      • The Debit Account name must be Undeposited Funds.

      Tips, Best Practices, and Notes

      It is very important that you familiarize yourself with this entire list. Many of the concepts here 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.

      • Credit Account Name needs to be absolutely correct.

      Mapping Funds to General Ledger Accounts

      Debit Account and Credit Account names need to be set for every Salsa CRM Fund. To do this...

      1. Click Manage > Finances > Funds... from the main menu
      2. Enter a Name and Description, and then click Add. The New Fund screen opens.
      3. Enter the necessary information, and then click Save.
        Credit Account names reflect the income or equity accounts in your Chart of Accounts to which  donations made to this fund should be directed. Debit Account names for all Funds should always be “Undeposited Funds”--with no exceptions.
      4. 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.
      5. Click Save

      Classes in QuickBooks

      If you use Classes in QuickBooks to identify the fundraising activity or for tracking expenses, you will need to set up your Classes in Salsa CRM. 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). For example,  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.

      Exporting Donations

      Salsa CRM's Finance Export for Quickbooks limits export to the following Payment Types:

      • Cash
      • Checks
      • Credit Cards
      • Gifts In Kind (optional)
      • Wire Transfers
      • Other
      1. Select Manage > FinancesFinance Export... from the main menu.
      2. In Step 1: Select Criteria (of the Finance Export Wizard), use the Fund pull-down control (a) at the left to limit exports to a particular fund, if desired.
        Step1.png
      3. Use the Sorted Order pull-down control (b) 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.
      4. Select a Limit Export By option.The Finance Export function enables you to export transactions to a file that can then be imported into your Accounting software, such as QuickBooks. How you choose to export depends on how you have entered donations and how your accountant manages the books:
        • Items stored since last export (c) enables you to choose only donations that have been added since the last export. If you enter donations into batches over long periods of time but still do a daily export to your accounting software, then this option may make sense for you. You can continue adding new donations to your batches over days or weeks and still ensure that your accounting software is up to date with daily donations.
        • Batch (d) enables you to select previously created batches. If you enter your donations into daily batches, then exporting by batch may be your best option. For instance, you would enter all your donations for the day into a unique batch, export that batch to your accounting software, deposit any cash or checks, and then close the batch.
          Select the Batch radio button, then click Select Batch.... The Batch Search screen will open. Click the Batch batch that you want to use. The window will close. You can also add new batches by clicking Add on the Batch Search screen.
        • Fund Item Stored Date (e) enables you to choose items based on the timestamp recorded when the donations were entered into the system. If you update your accounting software once a month, then this option may work best for you. For instance, you can enter a date range from the first day of the month to the last day to export all donations stored for that month.

          Note: Batches can make your workflow more efficient if you manage multiple funds under the same batch. If you only have a few funds, using "Fund Item Stored Date" may be better. Alternately, if you want to capture all of the donations that have been stored since your last import (regardless of but including batches), you can use "Items stored since last export". 
      5. Click Next (f) at the lower right to continue. There will be a pause as your query is processing.
      6. In Step 2: Preview, Exclude, and Modify Data, all the donation information to be exported will be displayed. This is not necessarily the format the export will take when exported. Step 2 enables you to deselect individual records.
      7. Select Next at the lower right to continue.
      8. In Step 3: Save Export File, enter an Export File Name (a). It's best to develop a good naming convention so that you can easily identify the file that you want.
        s33_step3_.png
      9. Select the Export File Type (b). Some file types will require additional information. Fields for collecting additional info will appear in the Export Options (c) frame. For QuickBooks, you should use the the QuickBooks IIF Format, Version 3 option.
        • Exporting Customer Data is optional.  If it is not selected, only transactions are exported. Some standard operating procedures in the past may have required that donor names and addresses be tracked as Customers. These would now be tracked in Salsa CRM moving forward. Please check the Export Customer Data box if you need that process to continue.
        • Export Gifts in Kind is optional. If it is selected, gifts in kind are added to the rest of the "cash-in" transaction types, such as Cash, Check, Credit Card. Pledges (for example) are NOT exported.
      10. Select the Export button (d) at the lower middle portion of the screen to complete the export. The file will be downloaded to the default download folder selected in the internet browser for your computer.
      11. Select the Finish button (e) at the lower right corner of the window.

        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.

      Importing Donations Into QuickBooks

      1. 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.
      2. 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:

      1. Double click the customer to be changed.

      2. Change the name in the customer name box.

      3. QuickBooks warns that the name already exists and asks if you want to merge. Click yes.

      Was this article helpful?
      0 out of 0 found this helpful
      Have more questions? Submit a request

      Comments

      0 comments

      Article is closed for comments.