This article covers only exporting data for QuickBooks Online (QBO). For information about uploading Salsa CRM data into the QuickBooks desktop version, check out our QuickBooks documentation.
What Does CRM Do?
Salsa CRM's Finance Export enables you to export financial data in CSV format. Finance Export is designed to support a wide variety of accounting programs. This article discusses the data points found in a CRM Finance Export file.
NOTE: Be sure to first link all income accounts from your chart of accounts by mapping them to Funds BEFORE you attempt to import the transactions. If you do not do so, you may find your transactions don't make sense. Credit Account Name in Salsa CRM needs to be spelled 100% the same as in Quickbooks.
What Does QBO Allow?
QBO supports integrating with your bank records to upload donations or manually uploading limited data in a comma-delimited (CSV) formatted file. Their 4-column file format includes Date, Description, Credit, and Debit columns.
As you can see, this is a very simplistic format. QBO does not support importing other information than that. You can only add more transaction info, like the category or payee, after you upload them into QBO (on the For Review tab of the Banking page). If you set up any banking rules, or if QBO recognizes the descriptions of your transactions, QBO can update information automatically.
Salsa CRM and QBO
Third-party tools —like the ones listed below—give you the ability to import more information from CSV files into QBO than their system currently allows. These tools convert the CRM financial data into a QBO compatible format. Use the following third-party applications to import content from Salsa CRM to QBO:
- Transaction Pro (monthly fee)
- Axis (one-time fee)
CRM to QBO Demo Using Transaction Pro
Import your CRM transactions as a Deposit in Transaction Pro. Make sure that the Funds associated with your transactions contain...
- Debit Account Name—Bank Account from QBO
- Credit Account Name—Income Account from QBO
NOTE: Import your constituents first into QBO as Customers so that QBO will recognize the supporters. If you don't, Transaction Pro will display an error that it doesn't recognize the "Entity".
Match Transaction Pro Import Columns to Quickbooks Fields
Match your import data to the Quickbooks fields according to the table below.
| Transaction Pro Field Name | QBO Field Name | CRM Field Name | Required | Character Type | Character Limit | Notes |
| RefNumber | Batch Name | Y | Alpha-numeric | 100 | Reference Number is how TPro and QBO know which detail rows belong on the same transaction. Import must be sorted by this column prior to import. | |
| TxnDate | Date | Received Date | N | Date | N/A | If no date is imported, transaction will be dated the day of the import. |
| PrivateNote | Memo | Reference | N | Alpha-numeric | 4000 | |
| Currency | Currency | N | Alpha | 3 | Only available if multi-currency activated in QBO. Must match currencies pre-defined in QBO. | |
| ExchangeRate | N | Numeric | For all currencies except for BITCOIN, the saved Exchange Rate for that currency in QBO must be used. | |||
| DepositToAccount | Account | Debit Account Number | Y | Alpha-numeric | 100 | Import either the full Account Name or the Account Number of the Bank Account into which payment was deposited. |
| Location | N | Alpha-numeric | 100 | May be set as Business, Department, Division, Location, Property, Store, or Territory in QBO Settings. However, the field will also be named Location in TPro mapping. | ||
| Entity | Received From | Donor Name | N | Alpha-numeric | 100 | Customer, Vendor, or Employee Name from which the payment was received.
NOTE: Import your constituents first into QBO as Customers so that QBO will recognize the supporters. If you don't, Transaction Pro will display an error that it doesn't recognize the "Entity". |
| LineDesc | Description | Donation ID | N | Alpha-numeric | 4000 | |
| LineAmount | Amount | Amount | N | Numeric | 11 | Maximum value 99,999,999,999. |
| Account | Account | Credit Account Number | N | Alpha-numeric | General Ledger Account to which the payment is to post. Import either the full Account Name or the Account Number. | |
| PaymentMethod | Payment Method | Payment Type | N | Alpha-numeric | 31 | |
| PaymentRefNumber | Ref No. | Donation Id | N | Alpha-numeric | 31 | |
| Class | Class | Class | N | Alpha-numeric | 100 | |
| LinkedTxnType | Type | N | List | N/A | For deposits from Undeposited Funds only. Valid types are SalesReceipt (if funds are from a Sales Receipt transaction) or Payment (if funds are from a Receive Payment transaction). | |
| LinkedTxnNumber | Ref No. | N | Alpha-numeric | 21 | For deposits from Undeposited Funds only. Is the Sales Receipt Number (if funds are from a Sales Receipt transaction) or Payment Reference Number (if funds are from a Receive Payment transaction). | |
| CashBackAccount | Cash back goes to | N | Alpha-numeric | 100 | General Ledger Account to which to record cash back from the deposit. Import either the full Account Name or the Account Number. | |
| CashBackAmount | Cash back amount | N | Numeric | 11 | Maximum value 99,999,999,999. | |
| CashBackMemo | Cash back memo | N | Alpha-numeric | 1000 |