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Payments
Good day, @tcba2016,
I appreciate the time you've given checking this with our forums. I can share some insights on how to record your contributions correctly in QuickBooks Desktop.
Using the Receive Payment option without an invoice creates a positive A/R balance or credit for that donor or customer. To account the contribution correctly, you'll need to add an invoice first before receiving payments. Note: Before you start, please make sure the Donors or Members are added in the Customer Center.
Here's how to record donation as an Invoice
- Select the Customers menu on the Toolbar.
- Choose Create Invoices.
- Key in the donor's name in the Customer: Job field.
- Complete the invoice details then select Save & Close.
To receive payment:
- Select the Customers menu then choose Receive Payments.
- Add the donor in the Receive From drop-down.
- Choose an account in the Deposit To field.
- Mark the invoice or donation received.
- Select Save & close.
If you don't have the Deposit To field on your transactions, it's possible that the Undeposited Funds is your default deposit account. To turn off this preference, follow the steps below:
- Tap the Edit menu.
- Choose Preferences then click Payments.
- Go to the Company Preferences.
- Uncheck the Use Undeposited Funds as a default deposit to account box.
You can also use the following method:
Record donation as a Sales Receipt
- Click the Customers tab and select choose Enter Sales Receipt.
- Choose the account you want to deposit the contribution from the Deposit To drop-down.
- Enter the donation details, then select Save & Close.
Record donation as a Bank Deposit
- Click the Banking menu.
- Choose Make Deposits.
- In the Deposit To field, choose the account you want to deposit the contribution.
- In the Received From column, enter the donor name.
- Fill out the Deposit details.
- Select Save & Close or Save & new.
That should get you pointed in the right direction, @tcba2016. Please update me if you have any questions with the steps or if you encounter any issues along the way. I'm here to lend you a hand. Have a great day!