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Level 2

setting up sales receipts for donations in QB pro 2020

I have been using QB 2017. Someone set it up to track donations using sales receipts. They become UF, and then I make a deposit. That is it- I do not have to do sales receipts, and then a bunch of other stuff. In 2020, I guess I need to set it up first? I do not know how to do this. 

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Best answer April 15, 2020

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QuickBooks Team

setting up sales receipts for donations in QB pro 2020

I appreciate the details a lot, @HughsonCofC.

 

Let's resolve this all at once. You may have created a Discount type item, this item will appear as a negative amount when you use it on a sales receipt. In addition, you're unable to change it to another type. So we're going to delete this item.

 

Let me show you how to remove this item:

  1. Go to List and then select Item List.
  2. Double-click the item.
  3. Check the Items is inactive box.
  4. Click OK.

 

Once done, let's create a service item and name it "Donation (Income)". And then assign an income account to track the item.

 

Here's how:

  1. Select the List menu and then Item List.
  2. Press Ctrl + N (Create new item).
  3. Enter the details (Type: Service; Name: Donation (Income); Tax Code(Non-taxable if not); Account: Income account or Add new if necessary).
  4. Click OK.

 

Once done, you can now create sales and use the donation item.

 

If you've recently save an incorrect sales receipt, here's how to delete it:

  1. Go to Customers and then select Customer Center.
  2. Click the customer's name and then double-click the sales receipt on the Transactions.
  3. Click the X/Delete above the customer's name.
  4. Hit OK.

 

I'll add this help article as your reference in adding and updating an item: Add, edit, and delete items. It includes frequently asked questions like negative amounts in an item.

 

Just in case you wanted to transfer the funds from Undeposited Fund to the right account, here's how:

  1. Go to Banking and then select Transfer Funds.
  2. Select the account in the Transfer Funds From.
  3. Choose the account in Transfer Funds To.
  4. Enter the and type a memo if needed.
  5. Click Save & Close.

Please let me know if you have more questions. I'm always here to help. Stay safe and healthy!

View solution in original post

6 Comments 6
Highlighted
QuickBooks Team

setting up sales receipts for donations in QB pro 2020

Hello, @HughsonCofC.

 

To track a donation in QuickBooks Desktop 2020, you can create a Sales Receipt and will default to the Undeposited Funds account. For you to select an account to where you will deposit the donations, you need to make sure that the Use Undeposited Funds as a default deposit it to account is unchecked in Payments Preferences. 

 

To do that, here’s how.

 

  1. Go to the Edit menu, then select Preferences. Select Payments.
  2. Click the Company Preferences.
  3. Then, uncheck the Use Undeposited Funds as a default deposit to account.
  4. Click Ok.

 

Please check the screenshots below.

 

w1.PNG w3.PNG

 

Let me leave you this article to guide you on how to deposit payments into the undeposited funds' accounts in QuickBooks Desktop. Deposit payments into the Undeposited Funds account in QuickBooks Desktop.

 

Please let me know if you have any other questions. I’ll be glad to help.

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Level 2

setting up sales receipts for donations in QB pro 2020

ok thanks!  I will go in and make sure to do what you said. That is the step I was missing. When I went in earlier and tried to create a sales receipt for the donation, it appeared as a negative number which never happened in my 2017 version. Threw me for a loop!

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Level 2

setting up sales receipts for donations in QB pro 2020

Ok. Here is what I want to accomplish. I want to take a donation, put it in a sales receipt, and have it waiting in undeposited funds until I deposit it into my bank account on file in QB. The main problem I ran into was the "item" label. Whatever I chose caused the amount to be a negative number. Then, I couldn't delete that item label. So, I was unable to make another using that same name. Then, the sales receipt with a negative balance stated that I couldn't save and move on with a negative balance. So, I thought my set up was wrong to begin with. But, I think what I am seeing from you is that QB automatically puts it into an undeposited funds account. It must have been the item name that caused the problem?

Highlighted
QuickBooks Team

setting up sales receipts for donations in QB pro 2020

Hi, @HughsonCofC.

 

For me to make sure if we're on the same page, I'd like to ask where you can see the negative and what is the message or alert did you received when changing items in a sales receipt.

 

We can use sales receipts if you receive full payment at the time of the sale. Sales receipts include payments by cash, check or credit card.

 

If you don't want to track sales by customer, you can create a sales receipt to record your daily sales summary.

 

Use the Undeposited Funds account to hold invoice payments and sales receipts you want to combine. When you have your deposit slip, make a bank deposit in QuickBooks to combine payments in Undeposited Funds to match. 

 

Here's how to use the Undeposited Funds account in QuickBooks Desktop.

 

Please let us know how it goes. We're always here to help.

Highlighted
Level 2

setting up sales receipts for donations in QB pro 2020

Problem 1)  The item is set up as a payment. I think it needs to be set up as a service in order to not result in a negative number. However, I can't figure out how to delete it. 

 

Problem 2) If I set up a new item as service, it then asks what Item Name/Number. I put in "donation" but then a box pops up and says I must specify an account to associate with this item. I am unsure what to put. 

 

Sorry I do not know why these are upside down

 

IMG_7163.JPG

 

IMG_7164.JPG

Highlighted
QuickBooks Team

setting up sales receipts for donations in QB pro 2020

I appreciate the details a lot, @HughsonCofC.

 

Let's resolve this all at once. You may have created a Discount type item, this item will appear as a negative amount when you use it on a sales receipt. In addition, you're unable to change it to another type. So we're going to delete this item.

 

Let me show you how to remove this item:

  1. Go to List and then select Item List.
  2. Double-click the item.
  3. Check the Items is inactive box.
  4. Click OK.

 

Once done, let's create a service item and name it "Donation (Income)". And then assign an income account to track the item.

 

Here's how:

  1. Select the List menu and then Item List.
  2. Press Ctrl + N (Create new item).
  3. Enter the details (Type: Service; Name: Donation (Income); Tax Code(Non-taxable if not); Account: Income account or Add new if necessary).
  4. Click OK.

 

Once done, you can now create sales and use the donation item.

 

If you've recently save an incorrect sales receipt, here's how to delete it:

  1. Go to Customers and then select Customer Center.
  2. Click the customer's name and then double-click the sales receipt on the Transactions.
  3. Click the X/Delete above the customer's name.
  4. Hit OK.

 

I'll add this help article as your reference in adding and updating an item: Add, edit, and delete items. It includes frequently asked questions like negative amounts in an item.

 

Just in case you wanted to transfer the funds from Undeposited Fund to the right account, here's how:

  1. Go to Banking and then select Transfer Funds.
  2. Select the account in the Transfer Funds From.
  3. Choose the account in Transfer Funds To.
  4. Enter the and type a memo if needed.
  5. Click Save & Close.

Please let me know if you have more questions. I'm always here to help. Stay safe and healthy!

View solution in original post

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