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BedrickT
Level 2

Setting up different membership dues with different payments

Hello, I'm the treasurer for a non-profit organization on campus and was looking to get set our bookkeeping set up in quickbooks. I was wondering how I would go about recording different membership types with different amounts. We have 4 membership types and can get these paid either with cash, card, check or through paypal. The first thing that comes to mind would be to give each of our members an invoice with an item code to each membership type (other charge)  with the fee tied to each membership type. From here I could receive a payment either in full or broken down in a payment plan. Would I also make each of these other charges a subset of the "membership dues" income account? Or could there be an easier way to get this set up? Thanks!

Solved
Best answer January 15, 2019

Best Answers
Rose-A
Moderator

Setting up different membership dues with different payments

A warm welcome to the Community, BedrickT.

I'd be delighted to provide with you the steps on how to set up different membership with different amounts in QuickBooks Desktop.

 

With QuickBooks Desktop, you can create a service item with different amounts to serve as your item code for each membership type.

 

Here's how:

  1. Click List at the top menu bar and click Item List.
  2. Click the Item at the bottom and select New.
  3. Choose the Service item under Type.
  4. Enter the Item Name.
  5. Enter the Rate.
  6. Choose an Income Account.
  7. Hit OK.

I've attached some screenshots to guide you through the steps.

 

Continue this process to set up the other membership type and rates.

 

For more details about adding items in QuickBooks Desktop, check out this recommended article: Add, edit, and delete items.

 

Feel free to get back in touch with me if you have other concerns about QuickBooks. I'd love to help.

 

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8 Comments 8
Rose-A
Moderator

Setting up different membership dues with different payments

A warm welcome to the Community, BedrickT.

I'd be delighted to provide with you the steps on how to set up different membership with different amounts in QuickBooks Desktop.

 

With QuickBooks Desktop, you can create a service item with different amounts to serve as your item code for each membership type.

 

Here's how:

  1. Click List at the top menu bar and click Item List.
  2. Click the Item at the bottom and select New.
  3. Choose the Service item under Type.
  4. Enter the Item Name.
  5. Enter the Rate.
  6. Choose an Income Account.
  7. Hit OK.

I've attached some screenshots to guide you through the steps.

 

Continue this process to set up the other membership type and rates.

 

For more details about adding items in QuickBooks Desktop, check out this recommended article: Add, edit, and delete items.

 

Feel free to get back in touch with me if you have other concerns about QuickBooks. I'd love to help.

 

c.PNG

View solution in original post

qbteachmt
Level 15

Setting up different membership dues with different payments

I agree with @Rose-A

 

You want Service Items for Dues, because this is your routine activity. Other Charges are, for instance, Postage, Mileage, etc.

 

You also can use Customer Type. That way, you can use that in reporting, such as Sales by Item, filter on only the one Customer Type. This would let you see if you charged a Customer Type the wrong Dues item, for quality assurance and review. I also like Sales by Customer Summary, with Columns by Item Type or Item Detail = each type of Dues is now a column.

 

All of the Dues Items link to just the one Dues account. That keeps the P&L simple, and the Items List does the better reporting for you. Item reporting includes Quantity, for instance, when that is helpful to analyze the activities.

BedrickT
Level 2

Setting up different membership dues with different payments

This looks great thank you so much! Just to clarify then, all dues routed through these item codes would affect the "membership dues" income account? And to be able to pay these dues I would just go through receive payments and the type of payment the members decide to use? Finally, since they can pay through paypal would I just add that as a payment method? Thanks for the help! 

BedrickT
Level 2

Setting up different membership dues with different payments

Would it be a matter of using both? As in using the service charge to actually charge the member then attaching a customer type for reporting? 

qbteachmt
Level 15

Setting up different membership dues with different payments

Yes, I prefer to use both Customer Type for reporting, and the Items give you clarity for Charges (or Sales) and include Quantity.

 

Please see my attachment for a Customer Type reporting example.

Bsmo
Level 1

Setting up different membership dues with different payments

How do I bill members for each different type of membership

Bsmo
Level 1

Setting up different membership dues with different payments

They are set up with different values - now how do I bill them

katherinejoyceO
QuickBooks Team

Setting up different membership dues with different payments

Hi there, @Bsmo

 

In QuickBooks, a Bill is used for recording payables or paying expenses. While the Invoice is for recording sales transactions. 

 

To make sure you're able to charge each different types of members with their dues, let's use an Invoice to record their pledges. Here's how: 

 

  1. Go to the Customers menu, then select Create Invoices.
  2. From the Customer: Job drop-down, select a member or member job. 
  3. Enter all necessary information at the top of the form such as the Date Invoice #, Bill to/Sold to, and Terms.
  4. In the Item column, select or add an item according to its values. The description and amount are automatically populated based on the description and unit cost entered when it was set up. You can delete or modify this when creating invoices.
  5. Select Save & Close.

 

For future reference, read through our help article: Record an invoice payment. It helps you learn how to receive and mark the invoice as paid in QuickBooks Desktop. 

 

You can also check out the Accounts Receivable workflows in QuickBooks Desktop. It includes steps that can help you in creating each transaction from your selected workflow.

 

Feel free to comment below if you have more questions. We're always here to guide. Have a great day. 


 

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