Network For Good payment processing

I might have a way to get through with the situation, LeatherDog.

If I understand the scenario correctly, here are the steps that I'll take to achieve what you want with the transactions:

1. When recording the receipts from NFG, you can enter them as invoices in QBO. You can use this link for reference: Create invoices in QuickBooks Online.
2. When you receive the payments by the end of the month, make sure you deposit them to the Undeposited Funds: Deposit payments into the Undeposited Funds account in QuickBooks Online.
3. To deduct the bank fees, you can do it while creating a bank deposit. You can refer to the Include bank or processing fees section for the detailed steps: Record and make bank deposits in QuickBooks Online.

If you're referring to something else, additional details about it would be much appreciated.

The issue for NFG is they send a preformatted feed as a Sales Receipt, so I would have to delete every transaction and re-enter it as an Invoice. 

In that transaction, they have a negative amount for the fee they charge for the payment processing, which is not congruent with a Sales Receipt to have a negative product/service posting item.  Again, I would have to go through each transaction and delete the negative fee, which is what I had to do the first month.

EX:

A donor who makes a $100 donation, and then also covers the credit card processing fee of $3 creates a Sales Receipt as follows:

Donation     General          $100

Donation   Credit Card Fee   $3

Credit Card Fee                     ($3)

The NET donation we receive is $100, but since the two donations ($100 and $3) pick up and the Credit Card Fee charge drops off, we get $103 posted to income.

They advertise their system is compatible with QBO, but they can't tell me what to do with the negative  Credit Card Fee amount to get it to post in their standard transaction file. QBO online will process the Sales Receipt, the negative fee just gets discarded and doesn't post as an expense (as it's coming through as a Sales Receipt, not an expense)

The issue for NFG is they send a preformatted feed as a Sales Receipt, so I would have to delete every transaction and re-enter it as an Invoice. 

In that transaction, they have a negative amount for the fee they charge for the payment processing, which is not congruent with a Sales Receipt to have a negative product/service posting item.  Again, I would have to go through each transaction and delete the negative fee, which is what I had to do the first month.

EX:

A donor who makes a $100 donation, and then also covers the credit card processing fee of $3 creates a Sales Receipt as follows:

Donation     General          $100

Donation   Credit Card Fee   $3

Credit Card Fee                     ($3)

The NET donation we receive is $100, but since the two donations ($100 and $3) pick up and the Credit Card Fee charge drops off, we get $103 posted to income.

They advertise their system is compatible with QBO, but they can't tell me what to do with the negative  Credit Card Fee amount to get it to post in their standard transaction file. QBO online will process the Sales Receipt, the negative fee just gets discarded and doesn't post as an expense (as it's coming through as a Sales Receipt, not an expense)

I can provide the steps on how to handle the transaction in QuickBooks Online, LeatherDog.

You can record the $103 donations as an invoice. Then, receive a full amount and deposit it to the Undeposited Funds account. This way, you have a $103 income for  your sales. See the attached screenshot below for your visual guide.

After that, navigate the Bank Deposit feature so you can add a line item for the processing fee. Enter a negative amount to deduct it and post it to the right bank account.

On the other hand, I recommend contacting NFG and check with them if there's a setting that won't discard the negative amount moving forward.

I also check from our QuickBooks App store that NFG isn't supported with QuickBooks. You can look for another third-party app that is already integrated with us through the said store.

Stay in touch with me  by commenting below if you have follow-up questions about the solution I've shared above. Just tag my name, and I'll get back to you @LeatherDog.

Thanks, but the data file that NFG sends, posts as a "Sales Receipt", so I would have to Void every automated posting, and then manually re-enter as an Invoice, as I don't think QB will let me just change the type from Sales Receipt to an Invoice. NFG's automation doesn't seem to sync with QBO functionality?  Unfortunately, NFG can't explain how their users utilise/process the file data.  Makes their data feed pretty much useless, unless I let it post the full $103, discard the Credit Card Fee ($3), which will not post on a Sales Receipt file, and then add up the monthly Credit Card Fees and do a JE from Donation Income and Expenses off to our Banking Fees and Charges account.

I have the same issue.  how do you map to the expense account?  The expense is going into the same 'default' account as the 'revenue'.  Thank you in advance

Thanks for joining us here today, @sylvia35.

I'll share some information about mapping the NPG transactions. To save time, the Donor Management System set a default mapping of your transactions. In QuickBooks, you can map the individual organization donations, ticket purchases, donations made to a specific campaign including credit card transaction fees from the products and services list section.

Let me guide you how:

1. Go to Gear at the top.
2. Choose Products and services under Lists.
3. Locate the Edit the item or service you use for the donation.
4. Scroll down towards the Income account and Expense account. Then, select the account you wish to track the item (See the image below).
5. Click Save and close.

Learn more about these steps in this guide: Change the account for a product/service item.

If you need help with other tasks in QBO, you can browse this link here. It has our general topics with articles that'll guide you along the way.

Stay in touch with me if you still have questions or concerns about Network for Good Donor Management System transactions. I'll be around for you. Take care and have a lovely day ahead.

Thanks.  I wasn't getting the option to put in the income account.  I played around and clicked the boxes and then it popped up.  So going forward I'll be good.  How about for the transaction that came 'incorrect' how do I move the expense line item ( currently mapped to the revenue account even if 'negative').

can you help? I posted an additional query on correcting what was imported already

Help has arrived, @sylvia35.

Let me provide additional insights on what you're going to do with the transactions that came incorrect in QuickBooks Online.

The system will give you the option to have the changes take effect on your old transactions automatically. Just make sure to select the Also update this account in historical transactions checkbox upon updating the account.

Please see the sample snip below for your reference: 

When it comes to the expenses, make sure that you've selected the correct expense account to handle them. Know that this will show as a negative amount, so it will be deducted from the total sale.

For more details about changing account and updating item types in QuickBooks Online, please see these resources:

• Learn how to change the item type for a product or service
• Learn how to change the income account for any of your product or service items in QuickBooks Online

Know that I'm just a reply away should you need anything else about this or with QuickBooks. Have a nice day!

Thanks but I don't get that last box to check

Hello again, @sylvia35.

Thanks for adding more details about your concern. This gives me a clearer view of what happened to the issue.

When you set up an inventory item, use the Cost of Goods Sold as the category type in the Expense account. While select Inventory Asset for the Inventory asset account. QuickBooks uses these accounts to track the cost of products you sell and what you have in stock.

Since the expense is going into the default account (revenue), I suggest creating a journal entry. Then, use the correct posting account for your transactions. This is to keep the books in tiptop shape.

As always, I recommend reaching out to an accountant. They can recommend which account to use for the Debits and Credits columns. Once you have the information, add it in QBO and create the entry.

In QBO, you can use the Also update this account in historical feature when changing a non-inventory or service item. We want to make sure your previous transactions and inventory reports have the correct information.

You can bookmark the following links for future reference. These articles will guide you on how to set up inventory items including the category types used to track them. From there, you'll see the instructions about adding and restocking of your products.

• Add inventory products
• Set up and track your inventory

Don’t hesitate to visit the Community if you have other concerns. I’m only a few clicks away for help. Have a good one.

There is no inventory. I need this to be a service.  but I found out that you only get the option to update historical when you change the income side.  so ii am switching accounts and then back again and I get to fix it all

thanks