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clg3
Level 3

Setting up / Keeping track of Donors (donation revenue, etc.)

I'm asking this for someone who is considering purchasing Quickbooks to keep track of donors, donations, expenses, etc. for a nonprofit.   

 

To keep track of all (600+) donors, should each one be set up as a 'customer' in the customer center?   Or, is there a better way to set up & track each donor?  She plans to run reports showing donors, amount of donations, dates, etc. 

 

Is there a large advantage in purchasing Quickbooks for Nonprofits - vs - traditional Quickbooks?

 

Thank you!

Solved
Best answer March 11, 2019

Best Answers
PreciousB
Moderator

Setting up / Keeping track of Donors (donation revenue, etc.)

Thanks for visiting the Community, clg3.

 

If you're referring to QuickBooks Desktop Pro and QuickBooks Desktop Premier- Non-profit edition, I'll share some insights about their differences.

 

Premier has tailor-made reports or forms for specific industries and allows up to 5 users while Pro allows 3. Also, Pro and Premier tracks up to 14,500 items. Check out our website for the features of Pro and Premier:

With that said, it would be better to use QuickBooks Premier if your business is for non-profit. You'll get tools more tailored to your industry.

 

As for your other question, you're right that you'll have to set up the donors as customers in the Customer Center. QuickBooks uses the customer list to hold information about the people and companies to whom you sell your products and services.

 

Here's how:

  1. Choose Customers at the top, then select Customer Center.
  2. At the top of the Customer Center, click the New Customer & Job drop-down arrow and select New Customer.
  3. Enter the needed details and click OK to save.

You can also use the Add/Edit Multiple List Entries window. This is QuickBooks' way to add customer’s information in bulk. You can copy the details from Excel and paste them in QuickBooks.

 

Here's how:

  1. Go to the Lists menu, then choose Add/Edit Multiple List Entries.
  2. Select Customers under List.
  3. Add the details and click Save Changes (check out the screenshot below).

image.png

 

That should work for you. Please reach out to me if you have any questions later on. I'm always happy to help. Have a good day.

View solution in original post

13 Comments 13
PreciousB
Moderator

Setting up / Keeping track of Donors (donation revenue, etc.)

Thanks for visiting the Community, clg3.

 

If you're referring to QuickBooks Desktop Pro and QuickBooks Desktop Premier- Non-profit edition, I'll share some insights about their differences.

 

Premier has tailor-made reports or forms for specific industries and allows up to 5 users while Pro allows 3. Also, Pro and Premier tracks up to 14,500 items. Check out our website for the features of Pro and Premier:

With that said, it would be better to use QuickBooks Premier if your business is for non-profit. You'll get tools more tailored to your industry.

 

As for your other question, you're right that you'll have to set up the donors as customers in the Customer Center. QuickBooks uses the customer list to hold information about the people and companies to whom you sell your products and services.

 

Here's how:

  1. Choose Customers at the top, then select Customer Center.
  2. At the top of the Customer Center, click the New Customer & Job drop-down arrow and select New Customer.
  3. Enter the needed details and click OK to save.

You can also use the Add/Edit Multiple List Entries window. This is QuickBooks' way to add customer’s information in bulk. You can copy the details from Excel and paste them in QuickBooks.

 

Here's how:

  1. Go to the Lists menu, then choose Add/Edit Multiple List Entries.
  2. Select Customers under List.
  3. Add the details and click Save Changes (check out the screenshot below).

image.png

 

That should work for you. Please reach out to me if you have any questions later on. I'm always happy to help. Have a good day.

Joeytheconsultant
Level 1

Setting up / Keeping track of Donors (donation revenue, etc.)

I am still confused as to how to identify donors. My client is using QuickBooks Premier Nonprofit Edition 2018. All givers have been set up as customers but she wants to be able to run donor reports. It seems to me that they must first be identified as customers. I have been able to run the Donor/Grants Report, but no others. I followed your previous instructions but I still do not understand how to identify them as donors. Can you help me?

BigRedConsulting
Community Champion

Setting up / Keeping track of Donors (donation revenue, etc.)

RE: I am still confused as to how to identify donors.

 

Donors are Customers in QuickBooks, entered on the customer list.

 

RE: All givers have been set up as customers but she wants to be able to run donor reports.

 

Then they are set up right.  What "donor reports" do you mean?

 

If you mean donor statements to send to your donors, QB won't create them properly.  Instead you can use our BRC Donor Statements - Desktop  app, which will.

Catherine_B
QuickBooks Team

Setting up / Keeping track of Donors (donation revenue, etc.)

Yes, it's correct, Donors are set up as Customers, Joeytheconsultant. 

 

Non-profit organizations often use slightly different terms when running a business, acquiring new money-in, paying vendors, and viewing reports. Thus, Donors and Grants appears as Customers or Jobs when you generate a report. 

 

We have multiple reports that you can run depending on the data you need. Let me show you how: 

  1. Go to the Reports menu and select Report Center.
  2. From the left menu, click Nonprofit.
  3. A list of reports will be listed at the right side. 

You can also categorize your donors by giving them a customer type. It helps your track your donor or your funding. Here's how:

  1. Click Customers from the menu and click Customer Center
  2. If you already have an existing donor double-click it to view its profile. 
  3. Click the Additional Info tab. 
  4. Add new customer type and then click OK
  5. Follow the same steps for the rest of your donors. 

I'll be here if you need anything else with setting up your Nonprofit company file. 

C Varner
Level 1

Setting up / Keeping track of Donors (donation revenue, etc.)

I am setting up QB for a small church.  Why do I not see 'Nonprofit' as an option under reports?  I believe that I selected nonprofit/ church in the account setup process...

KlentB
QuickBooks Team

Setting up / Keeping track of Donors (donation revenue, etc.)

Hi there, C Varner.

 

I can share some tips on how you view that option.

 

Please take note that the Nonprofit option is only available in QuickBooks Desktop Premier, QuickBooks Accountant (QBA), Enterprise Solutions Accountant (QBESA), and Quickbooks Enterprise Solutions (QBES).

 

If you're using one of these products, you'll want to make sure that the Non-Profit Edition radio button has been selected. This way, you'll be able to view and use the Nonprofit features. Here's how:

 

  1. Log into your company file.
  2. Select File from the top menu bar.
  3. Choose Toggle to Another Edition.
  4. Select Non-Profit Edition.
  5. Click Next, then hit Toggle.

Additionally, I've included an article that will guide you in managing your non-profit company: Nonprofit Accounting Basics: How to Customize QuickBooks for Your Needs.

 

If you have any other concerns or additional questions, don't hesitate to reach out to me and I'll be sure to get back to assist you.

SToy
Level 1

Setting up / Keeping track of Donors (donation revenue, etc.)

This is good information. However, does anyone have experience with separating donors from customers? We are a non-profit school, so majority of the revenue is from tuition. The report doesn't differentiate between them so we can't generate a report for just donations and grants. Starting to explore  Advanced Reporting to perhaps create own report by customer type (donor versus students).

 

Thanks,

Shirley

Ethel_A
QuickBooks Team

Setting up / Keeping track of Donors (donation revenue, etc.)

There are two ways of tracking donations in QuickBooks Desktop, SToy.


 
Aside from the invoicing option, you can use Sales Receipt to record a donation. Let me show you how:

  1. Go to the Customers menu and select Enter Sales Receipts
  2. Select the name of the donor and enter all other details.
  3. Click Save and close.

If you enter contributions as either donation (Sales Receipts), or as pledges (Invoices) instead of as deposits.

 

 

You can also visit the Help Center inside QuickBooks for additional guidance about tracking donations. Here's how:
 

  1. Go to the Help menu and select QuickBooks Desktop Help.
  2. Enter "donation" in the search bar and click the Magnifying glass icon on the right-hand side.
  3. Click the title of the article to see the complete details.
  4. Add a comment below or post another question if you need additional help when recording transactions.

 Know that you can also track program revenue and expenses.


Let me know if you need further assistance. I’ll be around to help. Have a good one.

Fiat Lux - ASIA
Level 15

Setting up / Keeping track of Donors (donation revenue, etc.)

@SToy 

Consider having a separate app to manage your donors.

https://wildapricot.grsm.io/quickbooks

 

FEL6
Level 1

Setting up / Keeping track of Donors (donation revenue, etc.)

can i open an employee as a donor to post emergency advances?

 

LeizylM
QuickBooks Team

Setting up / Keeping track of Donors (donation revenue, etc.)

Hi there, clg3.

 

To clarify, do you mean to set up both employee and donor? QuickBooks doesn't allow multiple names in the system. As a workaround, you can add an indication so QuickBooks will think that they are two different entries. For example:

 

  • LeizylM - you add M at the end of the customer's name.
  • LeizylE - you add E at the end of the customer's name.

 

For further assistance, it would be best to reach out to your accountant to completely set this up. They'll be the ones who can help you record the other accounting side. 

 

In case you want to track donations, you can definitely run a few of the following reports in QuickBooks Desktop.

 

  • Budget vs. Actual by Donors/Grants.
  • Donor/Grants Report.
  • Donor Contribution Summary.
  • Budget vs. Actual by Programs/Projects.

 

You may also want to check out this article to learn more about customizing reports in QuickBooks: Customize reports in QuickBooks Desktop.

 

Do you have other questions you want to add here? Just post them in the reply section and I'll be there to help you out. You have a good one. 

FEL6
Level 1

Setting up / Keeping track of Donors (donation revenue, etc.)

thanks for your help, i want to find out if i can open individual employee advance in QuickBooks

online without linking them to the payroll since I don't have a payroll software.

 

RoseJillB
QuickBooks Team

Setting up / Keeping track of Donors (donation revenue, etc.)

Thank you for your prompt reply, @FEL6. Let me share some information about checking employee details without payroll in QuickBooks Online (QBO).

 

With QBO, we can set up an employee and run payroll. To enable us to check employee details, we have to add a payroll subscription to the account.

 

Here’s how we can add payroll to QBO:

 

  1. From the left navigation pane, select the Payroll menu.
  2. Click, Employees.
  3. Hit the Get started button to view the list of payroll subscriptions.
  4. From there, you can choose the one that best suits your business needs.
  5. Kindly follow the onscreen instructions to complete the setup process.

 

You can check out this article for more details about getting started with QuickBooks Online Payroll.

 

Let me know if you have further questions about checking employee details. I’m just one post away. Have a great day!

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