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Level 3

make one split deposit with checks from two different payees

Just now learning QBs... we are a nonprofit and i am recording transactions for this year.

Using my records, I started by entering all the donations and donors individually via Nonprofit > Receive payments. I then used Banking > Make Deposits and chose from the list the 1, 2, or more donations that were included in each bank deposit. Now as i view my checking account registry and see all the transactions listed (Date/NumberType/Payee/Deposit/Balance), I see that the Payee doesn't automatically show up. I see that i can click the blank line above the transaction and add the Payee from the list I created as i recorded each donation. But since some deposits included 2 or more donations, I don't see how to choose more than one Payee. It only lets me pick one. I hope i haven't set it up wrong because I've already entered all donations and entered all deposits for 2018. Thanks for your help.

Solved
Best answer 01-27-2019

Accepted Solutions
Level 15

Re: make one split deposit with checks from two different payees

@annstephens

 

Yes, you Want to do this: "but I realize I don't want to re-enter all donations again here to avoid duplication."

 

Enter Sales Receipts and make sure they flow to Undeposited Funds.

 

Then, open each DEP you made. Use the Payments Icon at the top. Select what is Supposed to be here and Delete your own manual entry lines. You end with the Same Total, and this is why I describe DEP as an Envelope. You just traded the Wrong Contents for the right contents. This won't even Unreconcile.

 

"Since they appear as Sales Receipt in TYPE column, does this indicate they are properly recorded?"

 

Here is what you should Never see: Open the DEP to see a bunch of lines and "from income" = Manually entered income bypassing everything related to Donor names as Customer.

 

"For example, I clicked on the Ann Hoover entry (3 donations) and it came up as a Sales Receipt in TYPE column. If I double-click on first donation (Sales Receipt), all info is showing correctly and CLASS drop-down at top is set as Fundraising. Does this mean it is recorded properly?"

 

Do you see a "Deposit To" at the top? If so, where did you send it? If not, your file is set by default to use UF. So, open the Chart of accounts. Do you have an Undeposited Balance? Use Banking menu > Make Deposit, to see the Pop up of "here are the UF transactions waiting to be selected as part of the Date of Deposit comprised from all of these things you are showing are now In Bank, in reality."

 

 

"If not, can correction be done here to create proper flow?"

 

Open that Sales Receipt and use Ctl Y. Here is the behind-the-scenes data flow, your debits and credits. Customize the report to make sure you see what you want from the Display tab. do you see Credit InCome, Debit Bank or Debit UF, for instance? Now you know what you told it to do. Is that what you wanted it to do?

 

"I do have an Items list called "Individual Donations" as Service TYPE (and as an "Income account" TYPE) and I also have 3 Class lists (Admin, Fundraising, Programs)."

 

Great; Class is your additional cross-reference. I hope you are using Premier and Not QB Pro. You didn't tell us. Pro does not manage Balance Sheet reporting by Class.

 

"Is it possible to make corrections on all the donations/donors I have recorded?"

 

Yes, you can make the donation transactions and then correct how the data flows to Banking. Remember that Banking is not the Income. It is the Destination of the funds from the "sales" or Donations or pledges or charges.

 

It's the Banking. Everything that is an activity happens in the steps Before the banking.

 

"2) Regarding the deposits that are showing correctly in the TFB Checking account registry, since no names are showing, will this current data entry that I have now work as is?"

 

Yes, No Name should show in the Register. No, a Name seen in the details of the DEP where you see it is "from" income = only You decide if that is "good enough" because you just Bypassed everything you now are learning that might Matter to You. Names on the Banking entry really are useless; they don't show in reporting, you don't see them in Customer Center, they are not going to be on reports based on Sales ("donation" reporting).

 

Please see my attachment for "no DEP in Customers" is seen.

 

Remember, also; this is not one deposit from two different payees. It's, "This one Deposit, for this date, includes All of These activities that I have entered for different people, different reasons, different Dates, now ending up as creating the One Deposit Amount I will see in the Bank statement, and that's all I want to see in the QB Bank Register, because I know the details are Inside the DEP and came from any variety of functions and their dates."

 

It's much more than Payee Names.

 

If you bought QB Premier and installed it as NFP, then Close this file. At the No Company Open screen, bottom right = Sample Files. Open and learn from them.

View solution in original post

Level 15

Re: make one split deposit with checks from two different payees

Donor Summary is a Sales Report; when you look at the Filters for Transaction Type, and add Transaction Type to your view, you see it is listing all Sales activities: Sales Receipts (donation forms) and "AR Receive Payment" which is used to apply to open invoices (pledges).

 

You can set that report to Print with the selection of Page Break after each Major Grouping = One Page is One Customer.

 

"I will go through and do the same for each of the donors, however I am trying to find out how to save the customized view using the columns and custom setting I selected for this first donor. I've tried to "Memorize" but that seems to be for something else."

 

It's Exactly what you want, but likely not Per Name. When you memorize a Filtered report, that is Filtered. If you Memorize it for Jones, then you update the filter for Smith, you would Rememorize as New. I like to Retitle then Memorize, so that they are Titled in the Memorized Reports list, for each Filter. Example: You make a Memorized Report Group and name it Year End Reports. You open each regular financial report that you use routinely, you change each to be for the entire Fiscal Year with Columns by Month, and you Retitle each, so that it isn't Income Statement, but Income Statement FY by Month. You Memorize it into your Group. You load all the specific versions of the canned reports here. Later, all you need to do is double-click that Group Name, and All the reports you put there are able to run at once.

 

So, Yes, take that report and Retitle it to what the Donors to see on Each Page as their own Page, and then Memorize it and you use your Own, from the Memorized Reports list. I have lots of Memorized Reports in one file I manage, Group Names such as Auditor Fixed Asset Changes, and Auditor Deprecation Changes, and Auditor Revenue For Services, and Auditor Operating Expenses (which is not the entire expense accounts, but Filtered) and Auditor Restricted Accounts. All of these are memorized in the Reporting group for Auditor Reports.

 

"I am only trying to click on a new donor and have the customized settings I created for the first donor to automatically show up for each of the other donors so the process will go faster. Is there some way to save my customized settings as a template for the other donor summaries."

 

I open a report. I customize it. I select one customer and Print (or Save as PDF). I change the Filter to the next customer and Print/Save. Or, as I noted, I can simply set the report how I want it for title and columns, Not filter by Name, then Print with the Page Break setting.

 

The Steps to fix the manual deposit entries are not Complicated; you do the Same Three T hings, over and over:

1. Make the Sales Receipt as should have been done for Donation.

2. Open the DEP that has manual income and use the Payments Icon, to select the Right Data to be here and delete your Wrong manual entry.

3. Save and Close.

 

Rinse and Repeat.

 

View solution in original post

9 Comments
Level 3

Re: make one split deposit with checks from two different payees

 Just realized I could add a screenshot to show an example of the "split" deposits where more than one donor check was included.

QuickBooks Team

Re: make one split deposit with checks from two different payees

Good day, Annstephens.

 

Instead of receiving the payments/donations, you can go directly to making the deposit. This way, you can split the amount to different donors.

 

Here's how:

  1. Click Banking.
  2. Choose Make Deposits.
  3. Add the donors' name in the RECEIVED FROM field, choose an account, then enter the split amount.
  4. Choose the bank account in the Deposit To field.
  5. Click Save & Close.

I've attached a screenshot for your reference.

 

 

If you have further questions, just leave a comment below.

Level 3

Re: make one split deposit with checks from two different payees

Thank you for your help, Kristine. I appreciate your reply.

I have been googling and trying to learn QBs via YT and other tutorials. I understood that I was supposed to enter all donations from each donor individually under Nonprofits > Receive Payments which I did and all Payments (Donations) were properly showing on that list as Undeposited Funds. Donations are made on different dates and then sometimes we hold them to make one deposit within a day or two so the date of donation and date of deposit (or bank posting) will be different. Since I was entering data for the entire year of 2018, I did the Receive Payment step first for all 2018 donations, so I saw them all listed there when I went to the next step. Then I began to enter the deposits. It seems I followed the directions you mentioned. I chose the 2 or 3 donations from the undeposited funds' list (which showed all the donations I had previously entered) and I put a check mark by the ones that were on the deposit for that date. Your screenshot in the "Make Deposits" looks just like mine appeared with only each donor/donation for that deposit showing. Then I Saved that deposit which deleted those items from the undeposited funds' list. When I finished, they all appear properly when I opened Chart of Accounts > TFB Checking (see attached file) and were noted as a "-split-" deposit but I'm not understanding why the individual donors/donations are not showing up automatically in the blank line to the right of the date. As you can see when I click that line, I am able to choose the donor but it will just allow me to select only one rather than each of the donors included in the split deposit. 

Now I'm concerned that earlier in the process, I may not have selected an option that would have caused the Account section on that screenshot page to include the names of the donor accounts that were a part of that deposit. It seems that should happen automatically. Hope you can help :) 

Level 15

Re: make one split deposit with checks from two different payees

@Kristine Mae

 

Please Learn from this input. No, you cannot use the Deposit Screen as a worksheet, because entering names there just completely bypassed everything in QB that is Name-related. You just bypassed all Giving reports, all income and expense details for Names, and there was no use of Items for the reporting.

 

@annstephens

 

You never want to see a Name in the Register view like that; the SPLIT tells you info in Inside. Think of the DEP as an envelope.

 

I recommend the book Running QB for Not For Profits, by Kathy Ivens.

 

You do not use Receive Payment unless you have Open unpaid invoices = pledges. For donations, and historical info, you use Sales Receipts. That = Donation. You list your Donation Service item here. The Items control the flow to the accounting, so that is Income. That's how you track Dues, Donation, Grants, etc, as separate Items.

 

The Sales Receipt has the name, top left, or No Name, if you only want to Summarize.

 

The file can be set to Flow to Banking directly or Group with Undeposited Funds. That UF is the function for you to Flow the financial details, especially for different dates.

 

Then you use Banking menu > Make Deposit and select what is Pending here, as in transit to be part of one batched deposit.

 

You don't put Names in the DEP details; the program carries over the info for you. Do Not edit this; it is In Transit.

 

And adding a name in the Register view conflicts with what might be 20 names listed in these Details.

 

Do Not Work in the Register. Use the Menu = Customers menu for "donor" and Banking menu for Banking. Make Transactions. In the Register View, you see how Transactions affected that account.

Level 3

Re: make one split deposit with checks from two different payees

OK... I see now, Kristine... dumb mistake on my part. It makes sense about the bank register... only for deposits because it bypasses the proper way to record important donor info. I did order the Kathy Ivens book and will read it. I'm kinda just feeling my way as a QB beginner which is frustrating for me since I'm usually very organized and detail minded. Thanks for your patience.

I don't know why I chose Receive Payments instead of Donations (Sales Receipts)... bad info from somewhere. When I first set up QB as a nonprofit company, it did give me the option to relabel Sales Receipts as Donations so that's how it appears on my home page and that's what I should have used, of course.

So... now - the best way to correct this error.

1) I opened the home page Donation icon (and the window says "Enter Sales Receipts" at top title bar) and I see that the Customer Job drop-down still has all donor names listed but I realize I don't want to re-enter all donations again here to avoid duplication. I tried this: I went to Customer Center and was glad to see that all donors are still in place and their single or multiple donations are listed correctly with proper dates (see attached jpg). Since they appear as Sales Receipt in TYPE column, does this indicate they are properly recorded? If not, what change do I need to make to fix each one? For example, I clicked on the Ann Hoover entry (3 donations) and it came up as a Sales Receipt in TYPE column. If I double-click on first donation (Sales Receipt), all info is showing correctly and CLASS drop-down at top is set as Fundraising. Does this mean it is recorded properly? If not, can correction be done here to create proper flow? I do have an Items list called "Individual Donations" as Service TYPE (and as an "Income account" TYPE) and I also have 3 Class lists (Admin, Fundraising, Programs). Is it possible to make corrections on all the donations/donors I have recorded? Or must I delete everything and start all over? (hoping for Option A)

2) Regarding the deposits that are showing correctly in the TFB Checking account registry, since no names are showing, will this current data entry that I have now work as is?

I'm sorry for this long explanation/description and, again, I do appreciate your patience and advice. Thank you...

Ann

 

Level 3

Re: make one split deposit with checks from two different payees

(Let me know if more screenshots will help.)

Level 15

Re: make one split deposit with checks from two different payees

@annstephens

 

Yes, you Want to do this: "but I realize I don't want to re-enter all donations again here to avoid duplication."

 

Enter Sales Receipts and make sure they flow to Undeposited Funds.

 

Then, open each DEP you made. Use the Payments Icon at the top. Select what is Supposed to be here and Delete your own manual entry lines. You end with the Same Total, and this is why I describe DEP as an Envelope. You just traded the Wrong Contents for the right contents. This won't even Unreconcile.

 

"Since they appear as Sales Receipt in TYPE column, does this indicate they are properly recorded?"

 

Here is what you should Never see: Open the DEP to see a bunch of lines and "from income" = Manually entered income bypassing everything related to Donor names as Customer.

 

"For example, I clicked on the Ann Hoover entry (3 donations) and it came up as a Sales Receipt in TYPE column. If I double-click on first donation (Sales Receipt), all info is showing correctly and CLASS drop-down at top is set as Fundraising. Does this mean it is recorded properly?"

 

Do you see a "Deposit To" at the top? If so, where did you send it? If not, your file is set by default to use UF. So, open the Chart of accounts. Do you have an Undeposited Balance? Use Banking menu > Make Deposit, to see the Pop up of "here are the UF transactions waiting to be selected as part of the Date of Deposit comprised from all of these things you are showing are now In Bank, in reality."

 

 

"If not, can correction be done here to create proper flow?"

 

Open that Sales Receipt and use Ctl Y. Here is the behind-the-scenes data flow, your debits and credits. Customize the report to make sure you see what you want from the Display tab. do you see Credit InCome, Debit Bank or Debit UF, for instance? Now you know what you told it to do. Is that what you wanted it to do?

 

"I do have an Items list called "Individual Donations" as Service TYPE (and as an "Income account" TYPE) and I also have 3 Class lists (Admin, Fundraising, Programs)."

 

Great; Class is your additional cross-reference. I hope you are using Premier and Not QB Pro. You didn't tell us. Pro does not manage Balance Sheet reporting by Class.

 

"Is it possible to make corrections on all the donations/donors I have recorded?"

 

Yes, you can make the donation transactions and then correct how the data flows to Banking. Remember that Banking is not the Income. It is the Destination of the funds from the "sales" or Donations or pledges or charges.

 

It's the Banking. Everything that is an activity happens in the steps Before the banking.

 

"2) Regarding the deposits that are showing correctly in the TFB Checking account registry, since no names are showing, will this current data entry that I have now work as is?"

 

Yes, No Name should show in the Register. No, a Name seen in the details of the DEP where you see it is "from" income = only You decide if that is "good enough" because you just Bypassed everything you now are learning that might Matter to You. Names on the Banking entry really are useless; they don't show in reporting, you don't see them in Customer Center, they are not going to be on reports based on Sales ("donation" reporting).

 

Please see my attachment for "no DEP in Customers" is seen.

 

Remember, also; this is not one deposit from two different payees. It's, "This one Deposit, for this date, includes All of These activities that I have entered for different people, different reasons, different Dates, now ending up as creating the One Deposit Amount I will see in the Bank statement, and that's all I want to see in the QB Bank Register, because I know the details are Inside the DEP and came from any variety of functions and their dates."

 

It's much more than Payee Names.

 

If you bought QB Premier and installed it as NFP, then Close this file. At the No Company Open screen, bottom right = Sample Files. Open and learn from them.

View solution in original post

Level 3

Re: make one split deposit with checks from two different payees

(sorry for the delayed response... i had out of town guests and was distracted)

Yes - i do have QB desktop Premiere 2018.

 

I am trying to correct my errors in data entry by following your instructions but I'm having some trouble and the steps are complicated. Since i actually just need to get the donor annual contribution summary out to each of the donors soon, may I ask you one question regarding that and then get back to the other corrections later?

 

(see attached screenshot) I have created a Donor Contribution Summary report (on the left) showing all the donors and made sure all the amounts are correct. I clicked one donor and chose "Customize Report" in order to simplify and remove unneeded columns (single donor summary on the right). I saved as pdf to attach in an email to this donor. I will go through and do the same for each of the donors, however I am trying to find out how to save the customized view using the columns and custom setting I selected for this first donor. I've tried to "Memorize" but that seems to be for something else. I am only trying to click on a new donor and have the customized settings I created for the first donor to automatically show up for each of the other donors so the process will go faster. Is there some way to save my customized settings as a template for the other donor summaries.

Thanks,

Ann

Level 15

Re: make one split deposit with checks from two different payees

Donor Summary is a Sales Report; when you look at the Filters for Transaction Type, and add Transaction Type to your view, you see it is listing all Sales activities: Sales Receipts (donation forms) and "AR Receive Payment" which is used to apply to open invoices (pledges).

 

You can set that report to Print with the selection of Page Break after each Major Grouping = One Page is One Customer.

 

"I will go through and do the same for each of the donors, however I am trying to find out how to save the customized view using the columns and custom setting I selected for this first donor. I've tried to "Memorize" but that seems to be for something else."

 

It's Exactly what you want, but likely not Per Name. When you memorize a Filtered report, that is Filtered. If you Memorize it for Jones, then you update the filter for Smith, you would Rememorize as New. I like to Retitle then Memorize, so that they are Titled in the Memorized Reports list, for each Filter. Example: You make a Memorized Report Group and name it Year End Reports. You open each regular financial report that you use routinely, you change each to be for the entire Fiscal Year with Columns by Month, and you Retitle each, so that it isn't Income Statement, but Income Statement FY by Month. You Memorize it into your Group. You load all the specific versions of the canned reports here. Later, all you need to do is double-click that Group Name, and All the reports you put there are able to run at once.

 

So, Yes, take that report and Retitle it to what the Donors to see on Each Page as their own Page, and then Memorize it and you use your Own, from the Memorized Reports list. I have lots of Memorized Reports in one file I manage, Group Names such as Auditor Fixed Asset Changes, and Auditor Deprecation Changes, and Auditor Revenue For Services, and Auditor Operating Expenses (which is not the entire expense accounts, but Filtered) and Auditor Restricted Accounts. All of these are memorized in the Reporting group for Auditor Reports.

 

"I am only trying to click on a new donor and have the customized settings I created for the first donor to automatically show up for each of the other donors so the process will go faster. Is there some way to save my customized settings as a template for the other donor summaries."

 

I open a report. I customize it. I select one customer and Print (or Save as PDF). I change the Filter to the next customer and Print/Save. Or, as I noted, I can simply set the report how I want it for title and columns, Not filter by Name, then Print with the Page Break setting.

 

The Steps to fix the manual deposit entries are not Complicated; you do the Same Three T hings, over and over:

1. Make the Sales Receipt as should have been done for Donation.

2. Open the DEP that has manual income and use the Payments Icon, to select the Right Data to be here and delete your Wrong manual entry.

3. Save and Close.

 

Rinse and Repeat.

 

View solution in original post

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