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MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Hello,

We are a non-profit using Customers to record donations as Sales Receipts.  In most instances the cash receipt is not attached to an invoice.

I have been trying to find a report which groups donations by payment method and then gives me a total for each method.  My Executive Director needs this information for marketing purposes, the best way to solicit funds from the public.

I have been able to run a report with the Payment Method column showing, but it is always blank. 

So far, the only way I have been able to do any sorting at all is by running a customized report which shows me the check number.  I export this to Excel and then sort by check number.  In this manner I am at least able to get a total for donations received by check.  If there is a blank check number, then I know it was received by credit card or PayPal or cash which are the other options we are using for payment.

Thanks for any information you can share.  It should not be this hard to do this.

13 Comments 13
Catherine_B
QuickBooks Team

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Hello there, MOWSRQ.

 

You can run the Sales by Customer report and then filter the report to the Payment Method. Then Export it to Excel for further customization and if there are transactions that you don't want to include. 

 

Here's how: 

 

  1. Go to the Report menu and choose Sales and click Sales by Customer Detail.
  2. Click the Customize Report button.
  3. Select the Filters tab and search for Payment Method and then Transaction Type if necessary filtered also to only Sales Receipts.
  4. Click OK to refresh the report.

For more details on handling and customizing your reports, you can click here.

 

Let me know if you have other questions. Take care!

 

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Hello Catherine_B,

 

Thank you for your response.  I had to do one extra step to add the Pay Method to the Display on the Report.  However, all of the transactions are coming up blank. This is the problem I have encountered when creating the report from other report formats as well.  I thought I may have read on another feed in the community that unless the sales receipt is attached to an invoice that it will not display the Pay Method.  I am not creating an invoice for each donation received and then attaching the payment to the invoice.  I am only creating a stand alone Sales Receipt.  Does this make sense and do you have any other ideas about how to?

Thanks

Jen_D
Moderator

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

It's good to see you here, @MOWSRQ,

 

You're almost there and the steps you've followed is accurate. If you see entries without any payment method on it, it's possible that you haven't selected any when you create the transaction.

 

To fill in the information, double click the transaction to edit the details. From there you can choose the correct payment method for that sale. See this:

 

I also have another option for you. Use a Custom Transaction Detail report for the Sales Receipt. Here are the detailed steps to get the information you need:

 

  1. From the Reports menu select Custom Reports.
  2. Select Transaction Detail from the result.
  3. Click the Customize Report button at the top and update the Report Date Range.
  4. Under Columns, include Pay Meth.
  5. Once done, go to the Filters tab.
  6. In the Filter search box, enter and select Transaction Type, then choose Sales Receipt.
  7. On the same page, look for Detail Level and pick Summary only.
  8. Hit OK when you're done.
  9. In the Total By drop-down, choose Customer. This is how the report should look like:
  10. To save the custom filters, use the Memorize button at the top. You can use this for every Payment Method you want to track. Access saved reports in the Memorized Report List.

 

I'll be adding some articles to help you maximize the use of our reports in QuickBooks. See them below:

 

 

If you have any questions about QBDT reports feel free to reach out back again, and I'll be right here to help. Have a nice day!

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Hello Jen,

 

When entering all Sales Receipts I have always recorded the the payment method, ie. if it is a check I click on check and then go to the box to enter the check number.

If it is Stripe (our credit card processor) I click on that or if it is PayPal I click that.

 

I am still coming up with no data in the Payment method column when running any of the report formats.

 

Something is off, but I have not yet figured it out.  I still feel it has something to do with the fact that I am not first creating an invoice for each donation and then applying the sales receipt to the invoice.  QuickBooks promotes sells it's product specifically as a non-profit product and yet the function is lacking when it comes to the donor this reporting issue.

Please let me know if you have any other ideas or if there is a way for me to bring this to the attention of  Intuit without having to pay for the support package.  It simply is not in our budget to do so.

 

Best regards,

Debbie

BigRedConsulting
Community Champion

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

The payment method is related to the transaction and not the detail rows.

 

So, for a report that includes the detail rows, like a sales by customer detail report, it will never appear.

 

If @Jen_D  had actually tried to create a report and make the payment method appear, she'd have seen the same thing. Her own screen-shots show this case, so I don't know why she thinks it will work:

 

This screenshot is from her post. Note the Pay Meth is empty on the report, and when opening the transaction it is selected as Cash, contrary to the call out: Everything is not "greyed-out" in the picture, and instead Cash is clearly selected:

Capture.JPG

 

 

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Jen,

I believe I have discovered an issue that is getting me a little closer to understanding how QuickBooks is working regarding the Payment Method.

 

I tried running a Custom Transaction Detail Report as you suggested and I finally saw data in the Pay Method Column.  The transactions showing detail in the Pay Method Column were linked to the Cash Account (Asset) and not to the Income Account transactions.  So in the report each Sales Receipt had two lines, one for the Cash Account and one for the Income Account.  My purpose in running this report in the first place is to be able to find out how we are receiving funds for different fundraising campaigns.  That requires me to run the report narrowing the accounts to a specific income account, ie., Fall Fundraiser Appeal.  If the Pay Method only shows up on the Cash Account (Asset Account) I don't know how I would narrow it down.

 

Let me know if you have any fixes or ideas on how to work around.

 

Thanks,

Debbie

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Hi Big Red,

 

Thanks for your response.  I am having a hard time increasing the size of my screen to actually see the reports.  The one I noticed since I just posted is in the split column, it is showing the Income and the Undeposited, not the Cash Account.  My error.

But it is still the same result.  If I limit my search to just the Income account I am looking for I cannot see the the detail in the Pay Method column.  Very frustrating.

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Jen,

I actually meant Undeposited Account rather than Cash Account in my previous post.

My error.

AlexV
QuickBooks Team

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Hello MOWSRQ!

 

I understand how important this data to you. I'm joining this thread so I can help you.

 

I checked this and found a different report that will show the Payment Method. Please follow these steps:

  1. From the Reports menu, hover over Custom Reports and select Transaction Detail.
  2. On the Modify Report pop-up, search and select the Pay Meth in the Columns section.
  3. Go to the Filters tab. Search and select Transaction Type. From the Transaction Type drop-down, select the Sales Receipts or the transactions you used to record the donations.
  4. Tap OK.

 

Another report you can use is the Transaction List by Customer. From the Reports menu, hover over Customer & Receivables, then select it. Then, click the Customize button and follow the same steps on how to filter it.

 

Additionally, you can check this link on how to get accurate data when running a report: Customize reports in QuickBooks Desktop.

 

Keep on posting here if you have additional concerns. I'll be here!

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Alex V,

 

Thank you for your response.  I am able to see the Pay Method detail in this report, but as I stated before I cannot narrow the account to the fundraising income account as the Payment Method shows up on the Undeposited account detail in the split column.  As soon as I narrow the search to an income account i can no longer see the Payment Method detail info.  I can try exporting to excel and playing around with it in there, but it still looks like it will be tons of work with my level of knowledge of Excel.  Again my goal is to get totals by Payment Method for a particular Fundraising Income account.

 

Thanks,

Debbie

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

OK,

I have given up on trying to create a report in QuickBooks that will show me Payment Method data for a specific income account. So I took the Custom Transaction Detail Report which shows the Payment Method on the Undeposited Account row in the Split column and exported it to Excel. 

I found instructions on how to select all blank cells at once and then to fill in a formula that will fill in all of the blanks with the data in the cell above.  In this manner I can copy the Payment Method on the Income account row from the Undeposited row above it and then sort to get my totals.  However, when I follow the instructions and put the formula in the cell it treats it as text rather than creating a formula. So instead of seeing the data copied from the cell above it shows the text of the formula, ie., =m2 for instance.  I tried a sample excel sheet I created from scratch and the formula does work properly.

The formatting of the QuickBooks Report as it is exported into Excel seems to be creating a problem.  I even tried re-formatting the Payment Method column to "General" vs the "Text" formatting it is in when it is exported from QuickBooks.

There must be a way to get around this as well.  Any suggestions?

Debbie

LeizylM
QuickBooks Team

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

Thanks for giving us some more information, MOWSRQ. 

 

For now, you can only pull up two reports in QuickBooks Desktop. You may check the shared resolutions above given by my colleague @AlexV.

 

I've added a related article to guide you in Customizing reports in QuickBooks Desktop.

 

Keep your post coming if you need more help. I'll be there!

MOWSRQ
Level 1

QuickBooks Nonprofit 2021, report showing Payment Method for Cash Receipts

It appears I have figured this out on my own.  I Googled issues with Excel formulas and discovered a Blackbaud discussion where someone was having issues with exported files and the suggestion was to export in .csv format.

 

When exporting data from QuickBooks be sure to export as a comma separated values (.csv) file.

The excel formulas can then be added and will work properly.

If anyone needs help and doesn't totally comprehend all of these steps I will be glad to walk you through it.     I am new to the QuickBooks Community and still learning.

 

Kind Regards,

Debbie

 

Best regards,

Debbie

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