0:00  
Welcome. And Laura, I'm going to turn it over to you. I'm sorry, not us, Sam, I'm going to turn it over to you from Neon to get us started.

0:09  
Yeah, thank you. Hi, everyone. I am Sam Nylund. I'm the Product Marketing Manager here at NEON. And we're so excited to have Greg with us today. In from his team, we have Bill and Paige, who will be answering some questions in the chat. And then I also have my colleague, Laura block, who will be presenting today. I'm so excited to get started. We've been talking with Greg for some time and know that many of you are very interested in the QuickBooks and neon integration. So take notes. And we will we will follow up with a variety of different resources after this. And as you all know, and should know, all webinars are recorded, so we'll we'll be sure to get the full recording to you guys afterward. So yes, I'm gonna hand it over to Greg and Laura.

1:03  
All right, thank you so much. Laura is going to join us in a little bit. But first of all, I'm gonna say this one more time. Yes, there will be a recording. Okay. Yes, there will be a recording and you will get that recording. So does anybody who's wondering whether you're going to get recording? The answer is yes. Okay. So, because everyone always asks that, okay, the tutorial is this recording. Okay. All right. So I am just to kind of let you know who I am for a second here. Well, there's me. And there's Laura. And Laura is with neon. And I'm with QuickBooks Made Easy for Nonprofits. So I'm actually a CPA, who specializes in nonprofits. I'm based in Atlanta, is there anybody else here from Atlanta, but I am all over the country, teaching nonprofits how to use QuickBooks. All I do is work with nonprofits. I do 30 or so audits of nonprofits. I have, we have about 109 90s that we do. We serve around 500 More nonprofits with bookkeeping or consulting work related to QuickBooks. And I also have a company and the company, a separate company from my CPA firm. And it's called QuickBooks Made Easy. And here's the company right here. And we have all kinds of webinars and trainings that you can take from us. We also have a bunch of nonprofit services that we can help you with. One of them is helping you map neon to QuickBooks. Okay. So we actually have that as a, as a product offering that we do, we also have tech support. We have a webinar coming up a webinar, well, actually multiple webinars, but we have our three day webinar series coming up. But we'll talk about that later. Because I don't want this to feel like a commercial. I want to actually get into what we're going to cover today. All right, so let's see what we have here. So this is a Zoom meeting. And so if you want to make your screen larger, so you can actually see everything. Then if you roll your mouse around, move your mouse around, and then you'll see a little view icon just right like this. And if you push it, then you can click Full Screen. And then you can see the whole thing. Now when you do that, it'll make the chat go away. Chats how you're going to talk to us. Okay, you're going to talk to us actually through chat, or through q&a. All right. And if you talk to through chat, if you say something to chat, I'm going to see immediately, and I'm going to answer you while I'm talking. If however, it's a real long question, too long for me to read while I'm trying to teach, then put it in the q&a. And then Paige who helps us out all the time. She's actually one of the She's the lead tech support person for people that sign up for QuickBooks Made Easy Texas Tech Support. She is in the background and showing us your questions there.

4:20  
Okay. Let's see. You may see what else do I want to say here. Before we get started? This just little slide telling us everything that we do we have some discount coupons for the webinar series that are coming up. We'll talk about that later. Let's just go into today's agenda. Now. I will tell you that I know that this webinar lasts about an hour and a half and there ain't no way you're going to be able to sit there and listen to me babble for hour and a half. So we are going to break halfway through which is in about 35 minutes, 40 minutes, okay. So because of that, I want you To stop everything else you're doing, don't do email, don't get on the phone, don't do texting, don't go on Instagram or Facebook, don't go to the bathroom. Don't talk to anybody. Listen, because we're gonna get into some serious stuff here that you all need. All right, in order to be able to get me on to integrate with Quicken eat books. Okay? So what we're going to do is in the agenda first, this will take two seconds, why sync with neon? to QuickBooks? Why do it, and then which QuickBooks products Disney on sync to that's again, going to take two seconds, getting QuickBooks ready is going to take about 35 minutes, okay? So we're going to spend a little bit of time teaching you some stuff within QuickBooks that you'll need to know before you ever start syncing from the okay. Then, after we do all this stuff, then we'll we'll after we do this demo, we'll go to break. And then when we come back, Laura, we'll take it from there. And then we're going to set up the sync and we're actually going to run it and then at the very end, we're gonna look at what to do when there's some issues. Okay. Yes, Suzanne, the recording will be available. And people were going to ask that we have 316 people on the call now, by the way, but it's only available in Mandarin. Okay, Suzanne, do you speak Mandarin? Okay, okay. All right. So, all right. Now, let's do the little BS stuff here at the beginning. Why sync with QuickBooks well, so that you can be happy like this woman here. He's at the beach, but still has a long sleeve shirt on, which I don't quite understand. But alright. So it's easy. The reason why is because there's no more double entry. You know, if you have neon and you also have QuickBooks, then most likely, somebody is sitting with their fingers and typing in into neon. And then somebody else is typing the income into QuickBooks. Okay? Yes, you'll get a PowerPoint. You'll get the PPT copy, Mary, it's quite irrelevant. The recording is what you want the PowerPoint slides. not that impressive. Okay. Oh, she's keeping the sun off of her skin very sensible. You're right. Cami is a matter of fact, my next door neighbor who's determined technologist told my partner that there is no such thing as a baby with freckles, the only way you get freckles is through Sunday image. Is that right? All right. Okay. So all right. Now, the other reason why you want to sync is because if you are an accountant like I am, or just a bookkeeper, or an auditor, if you have somebody keeping donations in neon, and you're having them again, keeping them in QuickBooks, you're gonna want to reconcile the two systems to make sure everything is all right. Hey, I'm Angel retentive. I like to do that. You don't have to do that anymore. If you're thinking which QuickBooks products will this work for? Okay. Abby's like, we're never just bookkeepers. Boy, you're right about anything with a number on it becomes our responsibility. Right? She says like I had the same. It's through anything that's paper related or has a as a number in it. But anyway, so neon syncs with all U S versions. I saw somebody here from the UK, but it syncs with the US versions of QuickBooks, QuickBooks Online, advanced and QuickBooks Online Plus got to have one of those two. It'll also sync with QuickBooks Desktop. Now, I should tell you here just to make sure you understand when you say when I say that it's six syncs with QuickBooks Online. I'm referring to this product right here. Okay. And it has to be either plus or advanced to find that out. When you're in your QuickBooks account, you click on this little gear on the top right, you click it, you go to Account and Settings. You go over to advanced, not advanced, you go to billing and subscription.

9:13  
And I've got QuickBooks advanced pro tip, QuickBooks advanced, and QuickBooks Pro. I'm sorry, QuickBooks plus of Online Edition is available at TechSoup. And it's $160 a year, not a month, a year at Texas. So if you are a 501 C three, or you are a library, you need to join TechSoup and get the QuickBooks Online from TechSoup. It's much cheaper. So QuickBooks Desktop, will it. Will it sync with QuickBooks Desktop? The answer is kind of archive. And when I say QuickBooks Desktop, I mean Hold on, let me get the This thing over here. There we go. This is what QuickBooks Desktop looks like. So will it sync with this? Kind of all right? There are limitations. Okay. You can't sync if it's on a remote server. So the data file and the program have to be on the computer that it's syncing with, okay? It's us versions online. And it can't sync the class list on sales receipts and make pay people that are nonprofits, most of us use classes. So it can't do that. And you can't choose the deposit to account which we'll explain a little bit more later. So I'm just going to shoot straight with you, okay? Because I don't work for neon. I don't work for Intuit. I work for QuickBooks Made Easy. So let me just tell you, Yes, neon syncs with QuickBooks Desktop, but it's a bit challenging. Okay, there are hiccups. Okay. It's much better with QuickBooks Online. I will tell you that. Okay. So that's kind of the dealio. With that. And as a matter of fact, let's go ahead and do our first poll. Question, Sam. There is a poll question about which accounting software package the person's using. So can you go ahead and throw that? Well, actually, let's do this question first. Yes. Do you have anything to do with the accounting or the bookkeeping function at all? Go ahead and answer that question. Either you don't at all a little in that you tell them things, or you're actually entering stuff into the accounting systems? Forget that I tell them, what can be paid from a grant forget that question. It's either not, not at all a little or I actually am entering stuff, pick one of those things. I see people are putting it in the chat. I do Judy is saying yes, she agrees with me, desktop is not great. Um, so Tiffany is like I do everything. I'm a one person organization, but she's not a bookkeeper or an accountant. So I appreciate you putting it in the chat. But I really want you to answer the question. And Sam, is it enough to where we can go ahead and end the poll, I'd like to see the results. So there we go. Okay. So most of you are entering this stuff in the accounting system, there are 19 of you that aren't doing it at all. So in that case, we're going to teach but you're probably going to have to get whoever the bookkeeper person is involved in this fix 56 of you that are doing somewhat of it. Okay, so go ahead and close that poll, if you could, Sam. Thank you so much. You did that beautifully. So we're going to show you how to get your QuickBooks setup first. All right, once we show you that they will take a break. And then we're going to go back and we'll do set up the sync and do that. Now I'm gonna use QuickBooks Online as an example. It works the same way for QuickBooks Desktop. Okay. So let's go ahead and run the poll that asks them what product they use for their accounting. Can you go ahead and do that? Sam, I just want to make sure I want to see what everybody is using. And is the poll up out? There it is, okay. What is your accounting software? I don't know. QuickBooks Desktop, QuickBooks Online, or something else sage zero Excel, or something that I didn't even know about. I'm curious to see how many people are using QuickBooks Online? How many people are using QuickBooks Desktop? And how many people are using something else? All right. So let's keep that just for a second. It's okay. If you don't know I'm not surprised.

13:53  
So let's move in. Let me say oh, you're already put it up here on the screen. Okay, cool. So, QuickBooks Online 161 of you. So there's over half of you that are using QuickBooks Online. Six of you are using Excel. God bless you. Six are using something else once using sage and 69 people are using desktop. So if you'd like to switch from desktop, you'll see how it will be different Karen because I'll be showing you I know we use QuickBooks, but I don't know what version that's okay. All right. So, alright, so what I'm about to do is I'm about to teach you how to get your program your QuickBooks programs set up so that you are able to put things into it or to sink into it from NEA. Okay? So I'm going to go into the same rules I'm going to do are the same as in desktop as they are in online but I'm going to go with online. Okay, so let me get back to where my online as well as my online File File Hold on one second here. Surely I didn't close it. Let's see. It's not that I've lost my online file. That's not that. No wonder I've been kicked out. All right, so gonna go into my file real quick. And then we will get started don't call me Shirley. We got a funny group of people your eye. Okay, cool. See, I can see everything you do in the in the chat. Alright. So the first thing that I need for you to understand I'm going to go back into here is that there are three different ways of entering your income into QuickBooks. And the reason why I want to talk about that is because if we're talking about syncing transactions from Neon into QuickBooks, we're talking about entering income into QuickBooks, it might be donations, it might be registration fees, it might be ticket sales. But the point is, might be pledges, their transactions, all right. And so that result in income. So there's three ways of entering things in to QuickBooks Online. And in QuickBooks Desktop. One is called the lump by category method. One is called the individual method, and one is called the sync method. So what we're ultimately wanting to do is use the sync method. Okay, so that's really what we're going to be covering, we're talking about how to get transactions in by sinking. In order to understand how this works. I need to explain to you a couple of things within QuickBooks. In QuickBooks, I want to know and you can put it in the chat, how you enter income. Now, if you're not sinking, what some people do is they enter income by going into the bank deposit window. All right, they go into on a wide said that low transaction. That's very weird. Let me click this. Sometimes you have problems with QuickBooks Online. All right, so we go to bank deposit. All right. Does anybody use this window? Who uses the bank deposit window? Who uses the bank deposit window? This window right here? Okay. All right. Some people don't use that. They go from the bank feeds, okay. They go, here they go where you download transactions, and then those transactions are added into QuickBooks by clicking here and pointing it to an income account and adding it who does that? Who does it for Nancy does a lot of people do it from the bank feeds. Okay. All right. Now,

18:12  
if you go from the bank deposit window right here, or you enter it from the bank feeds, okay, which is right here. You're in for a shock, okay? Because that's not how you're going to deal with this. If you're going to sync from via, okay. The another way that people enter transactions, if they use QuickBooks is they enter their income using what's called the sales forms. What some people do is they use this form here, that's called a sales receipt. All right, and that's how they enter income. Other people use another sales form called an invoice, which is this form and they use it to record invoices and maybe pledges. And then when the money comes in, they do a receive payment. Okay, who does that? Suzanne does sales receipts and invoices. So the people that do a lot of people do. So if you are using the invoice, receive payment, and if you're using or or if you're using the sales receipt, I'm going to say something that's really important right now. That's how neon syncs into QuickBooks. It doesn't use the make deposit window, okay? It uses the sales forms. It uses either an invoice and a payment, or a sales receipt, depending upon how you set things up when you sync. So what I want to do is I want to teach you how to manually enter a sales receipt and why What you have to do to make it work in order for you to understand sales receipts, once we do that, we'll go to break, and then we'll come back because then you'll understand what the heck a sales receipt is. Okay? All right. So, or invoices, if you use pledges, Nancy? Yes? Does QuickBooks bring in all donors from Neon? It brings in transactions. So if there are transactions, it'll bring in the donors associated with that transactions. Okay. So let's, let's what what I'm about to teach is fairly complicated, but I've taught it a lot. So if you could just do me a favor, not ask any more questions for a second. Let me let me do my little 15 minute deal here. And then we'll ask some more questions. Okay. All right. You Yes, BB neon sends a transactions. That's not settled yet. That's right, Chris. So will you still be able to get aging and products and service reports? Yes, you certainly can, Chris. All right. So let's not do any more questions for a second. Watch me and watch the screen. Okay. So here's the thing. And I'm teaching for people that don't usually use these sales forms. But even if you do, you'll learn more about it through this little 10 minute, 15 minute thing I got for you. Okay. So normally, people that are new to QuickBooks, or nope, no accounting very well, when money comes in, they'll go and they'll record a bank deposit, which is, seems to be a fairly easy form to understand, you put the name of the donor right here, you put the income account, right here, we'll say this was an individual contribution, we'll put the check, we put the check number, we put the dollar amount $4,000. And then now, you're supposed to use classes, to track programs, admin, and fundraising. And that's what I have the class feature here for if you don't know that, you probably need some more training. But anyway, so I'm going to say this was for the Guidance Center. And then you go on to the next line, and then you put the next part of this deposit. Well, this lower block, she goes gave us an individual contribution of Laura is very rich, so she gave us $20,000, or something like that. Okay, so that's something that people understand, okay. Now, if you understand that, then you really already understand what a sales receipt is, okay? Now, in a sales receipt, you put the same information, as you put on a make deposit window. Okay, so what people do that you sales receipts is the money comes in, and they're like, Okay, so, um, Laura

23:05  
gave us an individual contribution, individual contribution. So there's why I put the income account, it was a check. Here's the check number. Okay. And it was $20,000. Okay. And it was for the Guidance Center. So what people do that use QuickBooks is instead of waiting till they go to the bank, and entering a deposit, and splitting it between all the individual lines, people that use the sales receipts in QuickBooks, they enter a separate one of these for each one of their donations, okay? Or each transaction. Okay. And so people go, Oh, that seems like a real pain in the butt. Because if I were to do a make deposit window to enter my income. And just to back up for a second, the reason why I'm teaching you sales receipts is because I that's how that's how neon send stuff over by either invoicing payment or sales receipts, I need you to understand these forms. Okay? So if people if you're used to using the bank deposit, then you're like, well, I'll just do a separate line for each one of the of the transactions in this deposit. You're telling me Greg, I gotta do a separate form for each transaction. That sounds like a lot of extra work. It isn't. Okay, think about it. When you get to the end of the first line of the deposit, then you got to click over here to go to the second line and enter all the information over again. And the sales receipt, you enter the same information and you just click Save and New and then you get to a noose screen and you enter the next one. So it's the same number of clicks as if you used the bank deposit window. Okay? So it's not any harder, not any more confusing. Okay. Now one thing that people asked is they're like, Well, now, what's weird is when I do a deposit, I know what bank account it's going to I point at right there. But if I do a sales receipt, where do I put the bank account? Can anybody tell me where you would put the bank account that this thing's being deposited in? You can put it in the chat?

25:41  
In Okay, Ruth has it you see this little line that says undeposited? Or it says deposit to this is where you pick the bank account? Right there. Okay. Now, you might say, Okay, well, I know it's going to end up in the bank account. So I'm going to put the checking account right there. And then I'll go to the next one. And I'll go to the next one. And I'll go to the next one by clicking Save and New, okay. The problem is, if you put the bank account there, then QuickBooks is going to assume that each transaction was recorded and deposited separately. In other words, you had five things to deposit, you went to the bank, and you filled out five deposit slips and entered five separate deposits. Okay. That's not what happened. Okay. What did you do? Let's say it's Tuesday, and let's make this more realistic. Let's say, Laura just gave me $25. That was her amount, and it was a check. And I'm holding the check in my hand. Forget about QuickBooks. Okay, I'm holding the check in my hand for $25. I'm recording this because I got this money. What am I going to do with this money? Am I going to go running off to the bank? If this is my only check to deposit? No. I'm going to wait to the end of the week and gather up a bunch of stuff and go to the bank then. Okay. So what do I do with this check? While I am waiting to get more checks in where do I put it? Not in QuickBooks? Where do I put it in real life? Anybody can answer this question. You don't have to understand QuickBooks. I'm holding a check in my hand. It's Tuesday. Where do I put it? The safe safety deposit box? Not everybody has saved there you go Lisa pouch in the drawer, lock it up bank bank? That's right. Okay. So you put it somewhere. So what QuickBooks has is this weird account called undeposited funds right there. It's called undeposited funds. And what this is, this is an account. In your Chart of Accounts list. It's an asset accounts. When you go to the chart of accounts list, every one of you has this account, every one of you, okay, you probably haven't used it if you haven't been using the sales forms. But when you use the sales receipt, you gotta use it. Same thing with an invoice and a payment. Here it is. It's called undeposited funds. It's an account in my chart of accounts list. All right. So it's an asset account. That's why it's something that has value. I hope you lock the drawer. Okay. So what I like to do is I changed the name of this account. And I call it that. That money in my top drawer, okay. So, because that's really what it is. All right. So that's what you do when you enter a sales receipt. Okay. So where is it now there it is that money in my top door right there. So what I'm going to do is I'm going to run a balance sheet, I'm going to run a balance sheet. And I'm going to make the balance sheet be all dates. All right. Okay. So you can see that that money in the drawer has zero in it. And the bank account, the checking has 60,006 38. I'll zoom in so you can see it a little bit better 60,006 38 And checking, and that money in the drawer has zero effect. Those of you that already know how this works, just bear with me, give me a few more minutes. We'll get to the mapping in a second, but I'm just trying to get everybody else caught up. So I'm about to save this sales receipt. Okay, so I'm going to go ahead and save the sales receipt.

29:49  
I'm going to go back over to the balance sheet. You see this is 60,006 38 that money the drawer is zero. I'm going to refresh The screen by just clicking Run Report, the checking account did not change. But that money in the drawer went up to $25. Which is good, because indeed, we've got $25 sitting in a drawer waiting to be deposited. Okay, now Carol uses a remote scanner. Nevertheless, Carol, if you use a remote scanner, does it batch it? Okay, because if it batches that, then you would still want to use undeposited funds. Okay? Think about it. If you put every one of these things to the bank checking, then it's going to think you made a bunch of different deposits, when in reality, you waited till the eighth, we ended the week and you made one deposit. Okay? Conversely, we haven't talked about it yet. But if you get credit cards, which a lot of you do get online payments, those get batch to, you wouldn't want to enter them individually. Okay, if you entered them individually, you entered them individually, but you wouldn't want to put them into the checking account individually, because then it would look like you have a bunch of deposits and in QuickBooks when you only have four or five one a week in your bank account. And what's that going to make it hard to do at the end of the week, somebody put it in the chat, what's that going to make it hard to do at the end of the month, I'm sorry, what's gonna make it hard to do at the end of the month, reconcile, because you're going to have a bunch of different deposits in QuickBooks, and you're only going to have three or four, one a week from the bank in your bank account. So that's why we picked the undeposited funds account. Okay. All right. So that's the deal with that with the sales receipt. So what I'm going to do is I'm going to enter another one. Let's enter another one. So let's say I'm going to enter Sherry Bona, and she paid with cash, and I'm going to still put it in undeposited funds, the account change to that money in the drawer, individual contracts, you got a few more minutes, and then we're going to take a break, we're almost ready to take a break. But I've got one more thing I got to teach, which is kind of funky. And so I need you to keep paying attention, then we'll take a break. This is unrestricted, it doesn't go to any particular programs, I'm going to stick it to the fundraising class, I'm gonna go ahead and save this one. And now that money in the drawer goes to $25, I'm going to refresh the screen. And it's going to go up to $125. Okay, now let's do a credit card. Okay, so I'm going to do, this person will just do somebody else here, save a new will say that David Bowie paid us with a visa. And now, it's not going in a drawer. But it's also going to be batched with other transactions. So I still want to use this undeposited funds account. It's kind of like the holding tank for everything before it gets deposited. Okay. And let's say they gave us an individual contribution. And it was we'll say $1,000. And we'll say it wasn't for anything in particular. So I'll put it to fundraising because it's not earmarked for a particular program. I'm going to go ahead and save that. And then we'll go back to the balance sheet, and we'll run it again. And now that money in the drawer has the $1,000 in it as well. Again, it's not really in the drawer, but again, it's here so that we can batch it. Now I'm going to do one other thing. How many of you use invoices? How many of you invoice people for things, go ahead and put it in the chat?

33:59  
Yeah, so I just I don't want you to miss out. Some people just invoice for certain things most people do. So like if you just get a regular donation, you're using a sales receipt. If you are getting pledges and you're booking the pledges, you're then you use invoices and if also if you're just invoicing for services, so somebody's just invoicing here for Playbill, ads, I say, okay, so we'll invoice page Meyer, and we'll say, that page will say this was a contribution like a pledge. So this will say $1,000. And then all right. Now if you have a multi year pledge, I think somebody mentioned that earlier. And you are the due dates are different one payment a year you need to enter it because there's only one due date. You have to enter it as separate invoices. And if you're doing it in neon, then you would enter it as separate pledges. But anyway, so I'm going to go ahead and save this. So let's actually, you know what, let's make this $50,000 We'll make this nice and big. Alright, so I'm gonna save. I don't know why that's there. What just happened? And how do I get rid of it? There we go. Alright, so I'm gonna go ahead and click save. Okay, so then what happens is, this is so weird. Microsoft is the strangest thing. All right, that we got. So now we've got $50,000. So then what happens is people that use those invoices when a payment comes in? Well, first of all, now we have pledges receivable has $91,000. And part of that is the 50. So then what I'm going to do is when the money comes in, I'm going to go to receive payments. Okay? So it received payment does it basically you pick the person who gave you money page, and there's the 50,000. Now you're getting money in so it wants to know where to deposit it to output it in the drawer. They paid me with a credit card. And I will say that they paid me, I don't know, 2500 bucks. Okay. So what this is going to do is it's going to take $2,500 out of receivables, and it's going to put it into money in the drawer. So now you'll see the money in the drawer is 3625. Okay, so let's say, All right, so I'm almost done, there's a couple of other things I need to teach those. So just hang with me for a second. And again, the reason why we're getting into the weeds on using these sales forms is because that's how neon send stuff over, they either send stuff over to a sales receipt, or they send stuff over to a invoice. And then when the payment comes in, they send over the payment, you decide, okay, so when it's time to go to the bank, when the deposit actually hits, you click on New, and you click on bank deposits. And all the money that you are sitting there waiting to deposit will be there. So what you do, and you will do this, even if you sync with them, okay, because neons gonna give you the sales receipt, or the invoices and the payments, and they're going to be sitting here in the bank deposit window. And then you make the deposit. Okay, so first thing you do is you deposit the checks in the cash. So what I love about this is in real life, you have checks and cash in your drawer in the safe, you're like, Okay, I'm gonna go to the bank, you open up the drawer, open up the safe. If there is something on this make deposit window in check in cash form that's not in your safe. somebody's done stole something from you. Okay, so that's why I love using this undeposited funds, but I'm gonna go ahead and check both of these off the check in the cash. So the total is 125. I'm depositing it into this bank account. Okay, so actually, let's open up that. I want to open up that balance sheet again, so you can see it. Let's see. And reports. Okay, where is the balance sheet? Here's the balance sheet. I'll make it all dates. All right. Okay. So right now we have 3625. In the drawer, we have 60,006 38 in the checking account. Okay. So I'm going to go to the bank with this deposit. This is me recording it in QuickBooks, we're going to save it.

38:54  
And now we only have 3500 In the drawer. And we have a little more money in the checking account. 60,007 63. Okay, now, there's still $3,500 left in the drawer. What is that? $3,500? Tell me what that $3,500 is? Why is there still 3500? What is the rest of that? It's the credit card stuff. All right. So with the credit card, let me show you how to do that. When you click the plus new, we're gonna click bank deposit. Now of course, you'll have to see what cleared Okay, you'll have to look at the merchant report. And I'm hoping the enhanced one that you can look at it. You say okay, these two payments, they got deposited, but the deposit wasn't 3500 The deposit was $3,461. Why? Why was it less than the to the actual amount of the donation? The fees so people always want or how to enter the credit card fees and some people enter deposit cuz it's from credit cards, net of the fees. So if I gave you $1,000 I have donations income on your books of $981.52 I didn't give you nine anyone I gave you 1000. So you're supposed to record this at gross. And then and that's how things come over from Mia they the donations will come over at gross the transactions come over gross. And then when you make the deposit, you put the fees in down here by adding I have an account called credit card merchant fees and you enter the dollar amount is a minus okay, $62.59 You got to enter it is a minus let me zoom and you see I entered it as a minus. So 3500 minus this $62 So then the actual deposit is going to be what hit the bank 3471 Okay, so that's how you will do this. Okay, Emily's like glad to know that I'm doing this correctly. Okay, now, um, let's see. What else do I need to show you Okay, so I'm gonna go ahead and save and close this, but let's take a look at this balance sheet first. Okay, so we have 3500 In the drawer right now. Gonna go ahead and record this deposit. And now this goes back to zero. So that's how that works. The only thing that's left to teach you and it's the most important thing of all and so I feel like it's time for a break anyway. So I'm going to wait to teach one more thing. Maria Yes, you can use the bank feed I'm going to teach you that as well Maria but let's wait that's advanced. I think what I want to do is I want to take a quick break because I feel like we've gotten into the weeds too much and I want to just kind of chill for a second so I'm going to put a nice little song here on here and you guys chill and we'll be back in a few minutes. Oh this sounds good. We'll do this hold on. There we go. Bow See you in a few minutes and when we get back we'll finish the Sales Receipt there's one more thing I gotta teach you and then we'll do the mapping five minutes

42:40  
and he was just was losing you maybe some songs so let's do that right day Bet You bet it only makes me sad maybe some salsa sound alone big shout out away Right haven't couldn't wait we're only watching the opening for the last minute expecting you to drop the bomb and not

46:54  
die. We don't have the sitting in the shop drop the music saw the sad man Jr. Imagine when the faces one on faces into the sun raising leaders getting YouTube music to be heard

47:46  
All right, thank you, Tina. Alright, so we're back. But I want everyone to be back. Because what I'm about to teach you is the most important part of what you need to know before you can do a sync. All right. So let's go ahead and one another poll. Is there a poll about the Quick Tips newsletter? Sam, if there is if you could run that poll? I don't know if it's the fourth or the fifth one. Sam, are you there? Maybe not. Looks like she took a break too. All right, well, so let's just do this. I want each person oh there, Lisa, there is a QuickBooks class from start to finish for the desktop and for the Online Edition. And we're actually teaching a webinar on that. I'll give you the codes for that to give you a discount in a little bit. And, oh, you want one just for me? Yeah, I will Tiffany. So, Sam, are you back yet? Or is Did somebody take over for Sam running away? Okay, cool. Can you run the poll on the is there a quick tips? There's a newsletter question that I want to go ahead and throw out real quick. And then we'll get back into teaching. Do you see something about signing up for a newsletter? Yep. Okay, can I run that full? Thank you so much. Okay. So once a month, we have a little quick tips video that we send out that just teaches you something little something to make life for yourself easier in QuickBooks. We do it once for desktop and once for online. And if you would like to receive that little e e video that just puts yes there and then they will give me your email address so that we can add you to the list. We're not going to sell the list anybody else? We're not going to use it for anything else. It's just going to be to give you this little little monthly video e newsletter, okay. So whenever you say and you feel like it's good, then I'll do now. Okay, cool. All right, and you don't have to share the results there. All right. So there's one more little thing that I need to explain to you, that is different on the sales forms sales receipt and invoice, then on the make deposit window, okay? So when you go to a make deposit window, all right, you put the name of the donor here, you put the income account here, you put the payment method, you put the check the amount of the class, okay? It's the same information on the sales receipt, you put the name of the donor here, you put the payment method here, you put the check number here, you put the class here, you put the amount here, it's the same information, with the exception of this field, right here. Okay? This is really, really, really, really, really, really important. For those of you that came back late, I'm teaching you one more thing, you must know this, otherwise, you will never be able to sink. Okay, here's what I'm teaching you

51:14  
different from using the make deposit window or the bank feeds. When you use the sales forms. There is no place to put an income account, I said that you put your income account here. I lie, okay. You don't put your income account, you put something called a product service. In desktop, it's called item. But you put something called product service or item instead of an income accounts. What the heck is a product service? Or item? What is that? Okay? Well, I could speak for three hours. What about what a product services are what an item is for you. They are the substitute for your income account, you're used to pointing donations to an income account. Instead, you're going to point it to a product service that points to an income account. Okay? So instead of using income accounts, the sales forms used something called products or services. If you're in the desktop version, they're called items. Okay, they're called items. And basically, if you are going to start using neon and sync it to QuickBooks, then you'll have to create product services. So if you've never done this before, this is kind of a big deal. Okay. But I just want you to think very clearly, all I'm doing is I'm going to look at my chart of accounts list. Let's go ahead and look at it, we're going to look at my chart of accounts list. Go to the chart of accounts list, I'm going to look at my income accounts, here's my income accounts. And for each income account, I need to create a product service that points to it. Because product services are the only way to get income accounts on a sales receipt or an invoice by putting a product service that points to an income account. So let's say I need to create one for each one of these. So individual contributions. So I'm going to click on the gear, I'm gonna go to my product service list, that's where it is right there product service, right there. In the desktop version, you would go up to lists and click on the item list right there. But anyway, you click on New, it's going to ask you what type you want the product service to be, make it service, make them all services, don't even ask me why just make them service. This is where you connect it to the income account. Okay, this is where you connect it to the income account. So I'm going to connect this to the individual contributions income account, and then I'm going to name it and I can name it whatever I want. I think it's easiest to just name it the same vein as the income account that points to individual contributions. And that's really all you have to do. And then you click save. Okay, you don't have to fill out any of these other fields. Right. Now I'm gonna go ahead and X out of here because I already have one down here. Here's individual contributions right here. I just named it, I pointed it. So now, whenever I pick individual contributions over here, QuickBooks is going to go oh, well, that goes to the individual contributions income account, so you must want this sales receipt This 1000 will be pointed to the individual contributions income account. Okay? So you might be asking me this question you might be thinking, well, this is okay. She wants me to do it one more time. So I'm gonna go to the product service list. I'm going to click on the gear, I'm going to go to the product service list. I'm going to go up to the top, I'm going to click New, I'm going to make it the service. And all I got to do is name it lit up and pick the income account that it points to just pick an income account here, where are the income accounts, who they are, and then click Save. That's all you do. All right. Okay. So all right. Now, you may be thinking to yourself, Greg, this is stupid. Why do I have to create this weird thing called a product service and point it to an income account? Why can't I just put the income count directly on the sales receipt? In the same way I do it in the bank deposit and on the bank fee? You know why?

56:07  
You're why QuickBooks wasn't made for us nonprofits. Okay, I'm just gonna be honest with you. This is a sales receipt. I want you to tell me something. I want you right now. Right now. Forget about QuickBooks. Forget about your job. Forget about the fact that it's the middle of the week. Act like it's Saturday afternoon, and you are out. When do you get a sales receipt in your life? Put it in the put it in the? Put it in the chat? When do you get a sales receipt in life when you're shopping? Thank you. Now when you buy something, and they give you the little receipt, they give you the little receipt? What's on that receipt? Say you're a target? Does the general ledger income account from Target appear on your receipt? No. What what's on the receipt? When you bought this stuff, you bought the products and services you bought vanilla latte, the items that you bought. So see QuickBooks thought you were going to use this like a cash register. And that happens, I'm gonna have you ever been out to like, you know, you're out in the country and you go to some old antique stores, they will use QuickBooks as essentially they'll print this thing out for you and send it to you or give it to you. Okay, so they didn't they assume that you wouldn't want the income account appearing. So they put a product service instead that points to an income account. And the beauty about it is then like Target, they'll have one income account called sales, and they have 150 product services that point to that same income account. Okay? So basically, if you want to get ready to have QuickBooks, get information from Neon, then you're going to need to set up these products services. Once you have these product services set up, then you will be able to start syncing because you'll be able to do sales or SIP receipts, okay? Is it okay? If items point to holding accounts? And then later to income? Yes, you can do that if you want to do that. But I feel like you're creating extra work for yourself. Do you recommend we use description or memo features to or no? You know, it's up to you. I like using the description features to get better explanations of what it is. But it's this is really more for what prints out for the person since you're not giving it to the person. I don't know that it necessarily matters. Can you rename things in QBO? Yes, you can rename your product services in QBO. All right. Now, if you use invoicing, let me just show you when you go to do an invoice, it's the same thing. You're using these products services right here. Okay? So it's vital that you understand that you got to create these products services is this where it gets tricky in desktop, no desktop is the same thing. You just go into the item list, you click New, you make it a service, you point it to the income account, and you name it. It's really easy. And then that's what you use on the sales receipts. Everything is the same. Everything is the same. You would deposit it to undeposited funds right there. Everything's exactly the same. Okay, what if your membership goes to more than one income account? You tell me, Barb, you tell me if I've got multiple memberships? I'm gonna go to where my product services are. Bar. How many income accounts can you point a product service to guard? Anybody? How many income accounts can you point a product service to one Okay, So with that, what that means Barb is that if you have memberships that go to one more than one income account, you're going to need a product service for each one of them. You'll need a separate product service for each one of them. All right. Does that make sense? Barb? I know I'm picking on you. But I want to make sure you understand, because you're probably not the only one with that question. All right. All right. So we are right on time, we got about a half hour left. I know we spent a lot of time in QuickBooks, but I really want to make so Abby. So I need to create new accounts. Well, if you if you want to have, okay. I didn't want new a bunch of income accounts. So what I did was in this data file, we have three, we have general membership dues, lifetime membership dues, a non member, and then sustaining members, and they're all going to the same income account. Membership Dues, because when I do a p&l for the board, I just want to see one income account for

1:01:11  
I just want to see one income account. So now when I run, see all four of these go to the same income account, we'll just do one more soon see, it will edit it. Membership Dues, okay. So when I run a p&l, let me run a p&l here.

1:01:33  
I run a p&l. And we'll just make this all dates. You will see only one income account for member dues, because this is the report you're giving to the board usually compared to a budget. But QuickBooks also has these products, service reports. And, or item reports. And let's see, it's called a Product Sales by Product Service summary. And this gives you your income, but it's broken out by product service. See, you can get the different types of revenue by membership without creating separate income accounts. Okay. All right. Yeah, I know, Tina. All right. So um, now I'm ready. unless anybody has any more questions. And actually let me get page on the screen here or do page have to go? I'm not seeing your name here anywhere. Hey, build a page have to go. Thanks, here. Oh, there you are. Okay. I mean, why is that? Okay, cool. Is there anything I'm missing? Or that we need to discuss about this whole using sales receipts and using the product service before I move in to the mapping? No, it seems like everybody is following along with that pretty well. Okay, cool. Okay, good. All right. So now what I'm going to do is, I'm going to turn this over to, to Laura. And Laura, I'm going to have you share your screen. And then what Laura is going to do is we're going to kind of walk through how this mapping works, how you would initially set it up, and you can do the driving and then I'll rudely interrupt you at times, Laura. Sounds good. Okay. So Laura is amazing, by the way. So All right. Thanks. All right.

1:03:34  
All right. Thank Greg, if you could stop sharing your screen and it will let me great. Okay, good. Perfect. So I'm going to be sharing just one of our testing systems, you might run it have run into our fake organization Agloe Nature Center before so I'm sure showing one of those systems today. And just going over how to be

1:03:55  
let me interrupt me one thing. There are few people that are confused because they use the bank feeds and they're like, Okay, well, if I'm entering it that way, how does it going to interact with the bank feed, and I'm going to show you that. Okay, so just wait for that. Okay, go ahead, Laura.

1:04:10  
Yep, so I'll just go through how to connect the integration, the kind of building blocks, so you need to have the, the right lists and options in neon to be able to make the mapping to QuickBooks, and then we'll go ahead and sync a transaction over to hand back to Greg. So, starting in the CRM, coming from your mission control dashboard, there are just a couple of kind of prerequisites for the mapping, especially if you're getting set up for the first time. Neon has a couple of different ways that transactions can come into the system. You might have run into all these before. So typically, you might be wondering if you just get one check in the mail that day, you might go in and add it as a new donation event registration, store order or membership through just the individual option to add them. You also might be in ordering transactions in bulk with the import manager, you could bring them in through the batch donation entry if you have a whole stack of donations to enter. Or most conveniently, any of the online payments through neon forms will just be entered automatically when someone fills out the form. So those are kind of all the possible options for payments that are coming in. For all of them, you can designate a couple of different categories, I'm just going to open the new donation screen to demonstrate. So for donations, you'll have the campaign fund and purpose allocation categories. For memberships, it's a bit more built in you'll have your membership level, that the payments associated with for events, you have the name of the event, or if you want to go a little higher level, you can have the category that several events are attached to. And for store items, it'll just be the name of the product that was purchased. So the main one that really needs to be thought through and configured when you get started is if you're working with the fundraising module, thinking through your different allocation categories. You can map all three of these or a combination of them to your QuickBooks service items and classes are recommended method though is fund is usually a good match for service item. This could be something like individual contributions that I have listed here. And then purpose is often used for designations. So if it is a gift that is designated or restricted to a particular program, like our example, the Go Green Guidance Center, that's a good match for the purpose field. It is fine if you also wanted to use campaign as a mapping option, or if that's how you have it set up. Now the reason we suggest funding purpose is that kind of frees up your campaign to be just a neon thing. Because you might want to get a little granular in your fundraising reporting, then you really need to be in QuickBooks. So something like having your individual contribution service item. But in neon, you might break it down to, you know, annual appeal letter number one, and then you're measuring the ROI of that particular fundraising effort. If you don't need that level of detail in your QuickBooks.

1:07:14  
Let me interrupt just one quick second. So just to make sure that everybody understands what she's saying, we're about to show you how to connect this to begin with to do the initial connection. But what Laura wanted to say, first of all, is, after we do the connection, we're going to be mapping, we're going to be taking fields in neon and saying, Okay, this field in neon is connected to this field in QuickBooks. Now, we don't have to map the customer or the donor name, it already knows that, okay, but we do have and we don't have to map a date field, okay. But we do have to map the product service. Okay. And so and we have to map the class, if you're using classes, if you're not using classes in QuickBooks that you don't have to worry about that. But everyone has to map the product service. So you have to decide for each of these areas of revenue. And we're in the we're in the fundraising area. Now. There are three choices here for mapping, there's campaign, there's fund, and there's purpose. And so what we've decided it's literally been a team of people at NEON and me, Gregg Bossen. Actually, who's the dude that suggested Laura, Russell Russell, he was saying, you know, people use campaign in neon for all kinds of things. So what we're suggesting today is that we use fund for product service. And we use purpose for the class, okay? Is it better to create products or items first in neon, and then in QuickBooks, you must set them up in QuickBooks first, okay? Everything has to be set up in QuickBooks, all your product services have to be set up and all of your classes entity set up, then you pick what you're going to allocate here, and then you do the mapping. So all right, how do we handle single donation meant for multiple classes, I think you have to enter them as multiple donations down to

1:09:24  
you can enter one donation and then split the donation after it's been entered. Okay, that's usually the easiest option, Michael would be to split it. And once you've split, you can set different campaign fund and purpose for each portion of the donation and those will go over a separate sales receipts.

1:09:41  
I just want to say that I recognize that we are way in the weeds and we haven't looked at the initial mapping. So let's go for that. We'll hold the questions and we'll do that and then we'll, we'll take questions later. Okay.

1:09:53  
Sounds good. Yeah, I'll just briefly point to as a reminder where you can set up your campaign fund and purpose So that would be the only other thing that you might want to do first before completing the mappings. So this will be the settings, cog, global settings. And then these three options right here under allocation, and all you'll be doing is creating those lists. You don't have to match the naming exactly between QuickBooks and neon, you'll be able to tell the systems what to link together, it can be helpful to have the names be the same, it can't hurt, but it's not

1:10:27  
a requirement, go into fund real quick just so that they can see because this is really important. So let's say you decided that you wanted the funds to be your product services. So then basically, you would basically have to either add a new fund, or if the funds are already there, then you would simply map them later on. But let's go ahead and add a new fund. Yeah, this will be a product service. That's right. So you would be creating one for each one. That's right. Yeah, exactly. Right. Okay. All right. Okay, go ahead. Sure,

1:10:59  
yeah, I'll get into the actual mapping now. So this is all kind of prep work for this. But now to connect to the integration and get it set up global settings again, so settings, cog wheel, global settings, very bottom right, there'll be a section for third party integrations, and QuickBooks is one of these. And as soon as I load in, so the first thing you'll do, I'm already connected at this point. But first thing you'll do is on this initial screen, turn on the integration and then choose whether you're connecting an online or desktop edition. For online, it's pretty straightforward. There'll be a little QuickBooks symbol to the right of this box, you click it, A pop up will open, and you'll log into your QuickBooks Online account. Desktop is a little more complicated, a lot more complicated, I should say. Because you'll need to download an extra piece of software from Intuit called the web connector, I can just quickly drop the guide for that process in the chat today. So we do have a full written guide for how to connect that. But essentially, we need a way for your desktop based software to connect to the cloud to talk to the cloud based CRM. So that's the extra piece of the puzzle. Once you've got that connected, though, you'll get this message that you're connected. And you can click continue to go through the setup stuff. So I'll just quickly run through these. First is your sync options, you'll be able to set a start date for the integration. Basically what this will do is if you are starting the integration, and you've imported a lot of historical data to the CRM, that's already in QuickBooks at that point, you don't want to send it over again, this will restrict anything earlier than this date from being added to the list to sync to QuickBooks. So I recommend setting this as the latest date when you have your transactions already entered as sales receipts or some other method in QuickBooks so that you don't have any double entry between the two systems. So the day you set up,

1:13:06  
we should tell them just to make sure that this is the syncing itself, you'll initiate each time. It's not as if it syncs automatically, so don't worry about that. Tiffany wants to see or repeat the date thing again.

1:13:20  
Sure, yep. All this will do is assign a date where transactions that are new entered into neon are added to the list to be synced to QuickBooks, like Greg, Greg said, you'll still have control over what exactly you're sending over when you're sending it over. I'll show the Sync screen in just a second. But this will clean up that list. So there's less danger of any double entry between CRM and QuickBooks. Next, it'll be that choice that we've been talking about the whole webinar invoices and payments versus sales receipts. So we're typically recommending the sales receipts option. Just to note though, if you are using the fundraising module in CRM, and you're collecting pledges, it is possible to send the pledge over before it's closed or completed. If you do that, it'll go over as an invoice since it's obviously still an open an open pledge at that point, and the money hasn't been received. So just to note about that,

1:14:17  
let me let me I'm gonna say one more thing here. So if you pick, add successful transactions and sales receipts, what that means is that if somebody gives a donation, that's not a pledge, it'll come over as a sales receipt. If somebody were if you record a pledge in neon, and then get a payment immediately or subsequently get a payment that'll come over as an invoice and a payment. Okay? So that's what you'd want if you want QuickBooks to know about your outstanding pledges. Okay. Now if you pick the top one, add transactions as invoices and apply payments, then everything will come over as an invoice with a paid So if somebody didn't pledge, if they said, I'm just gonna give you 10 bucks, and it got on an online payment through a portal, it'll come over as an invoice and a payment in QuickBooks. So every one transaction in real life is going to end up being two transactions in QuickBooks. So that's why we like the second one, then the only time that happens is if it's a real pledge. Okay, go ahead.

1:15:25  
The third overall setting is name formatting. So what this is doing is we're taking accounts in neon, which are your donors, members, event attendees store purchasers, and we're matching them up to customer records in QuickBooks. With QuickBooks, you're just filling in that name in the Customer Name field. So you might have various different ways that you've chosen to format those names. You can indicate that here. So look in your QuickBooks at a customer listing, see how the name is listed. choose that option here. That way when neon sends over new accounts to create them as customers, it won't create a duplicate, as long as the name is matching.

1:16:05  
It specifically, it's the display name that she's talking about. It's the display name. So when you look in QuickBooks, you'll see you should probably open up your quickbooks file and show them to this. Well, actually, you know what we can move on, we can move on out deal with that. All right.

1:16:23  
Next screen, nothing big to do here, the first time you get here, you won't have to do anything. But essentially what this is doing is it's Neon is sending a question over to your QuickBooks account, asking for updated lists of service items, classes, accounts and payment methods. If you've made a change in your QuickBooks after setting up the integration, you've just added a new class today, come back here and click Update from QuickBooks. And that'll prompt another refresh of these lists. That's the easiest way if you are you've just changed something in QuickBooks and need to update it here.

1:17:01  
Somebody wanted to know what happens if it can't find a matching name, Pam, and it has a creates a new name is what it does. Okay, somebody wanted to know, you know what finish will do the questions.

1:17:18  
So next one is mapping your tender types in neon to your payment methods in QuickBooks, this should just be kind of a one to one match, or it might be something a little bit indirect, for example, in neon, you have credit card offline, which means it's not being charged through neon versus online, which would be charged and both of those probably match up to credit card in your QuickBooks. If you have any maybe custom tender types in neon, for example, my system, we created a Venmo type, you could match that up to one of your payment methods. Or it might mean that you'd want to go adjust your your payment methods list or your tender types listed neon Either way, you'll just want to adjust until you have a one to one match for each option. Now we're getting into mapping. So I'll start with donations, you'll see there's donations events memberships store. So the four different types of transactions in neon, you can set up different mapping into QuickBooks. And by mapping, it's what Greg has been talking about for a while here, which is matching up your neon allocations or categories to service items required classes optional in QuickBooks. And that's what will automatically populate when that new sales receipt is generated in your QuickBooks.

1:18:36  
So yeah, so this is where you, you, this is our you're like, Okay, I've decided I'm going to use fund, we're going to use that to map to the product service. So then you open up the fund, which is what she's done. And you see we've got two funds that we've set up, and then we've matched them to the QuickBooks service side. All right. And the other thing is, you see that deposit to account over on the right, you must put undeposited funds or whatever I named it. So you have to put that there. Notice how we're not mapping to a class here, because funds go to product services. So we're not going to worry about mapping this to a class. Okay. All right. So that's where we're mapping the fund. And then let's go ahead to purpose.

1:19:30  
Yeah, with purpose, that's where you'll want to map your classes. So leave the service item blank for those because purpose only corresponds with class if you're using class. And this is where you'll just be able to map the specific programs or the specific classes that that each gift should go to.

1:19:49  
Now, if you know it's true that if, if your simple and all of your individual contributions, always go to the fundraising class, then you could just put fundraising there Hear right there. But I'm trying to just make this as malleable as possible. So in my mind, I think that it's best that funds go to Cuba a service item. And we don't also associated with the class. And then when you do a donation, it'll look for funds to go to product service, and it will look to purpose to go to class. All right, so go ahead. Are we done? I think we're done.

1:20:31  
Yeah, I think the only other thing I wanted to mention is just that you will need you'll be required to set a defaults kind of a fallback in case you have a donation come into neon that isn't allocated already. So typically, you'll just want to take your most general service item or kind of a holding service item for that. But if your mapping is set up well, and you're using the campaign's funds and purposes in neon, nothing should really fall back to the default. But if you have a very simple setup, also, you could just rely on the default. I think that's it for donations, then yeah,

1:21:05  
let me look and see there's any issues in mapping with sub classes and sub sub classes? Absolutely not, you can, Nancy says we have several individual contribution income accounts, that means you'll need to have several product service items, and several funds that point to them, okay. With donations through Benevity been a tinder type map to credit cards. So would Benevity be a tender type.

1:21:34  
I've seen folks set it up as it's on tender type. If they're sending it to you as a check, you could also enter it just as a check payment to a Benevity company account in CRM, and then soft credit the individuals who gave through Benevity. That's usually our recommended method.

1:21:53  
Jennifer says Can a class be set up just for mapping and I don't know what that means. Yes, you can set up a class and use it just for mapping but you'll also be able to point transactions to it directly in QuickBooks. Alright, let's go ahead and do a couple of these. And then we'll get we I see we got a lot of questions, and we're gonna stay on the line to answer the questions. But I just wanted to get done with that. So let's go ahead and enter a donation.

1:22:24  
So I'll just kind of enter as if this was a check that just came

1:22:28  
in, I'm gonna I'm gonna ask you to enter it for $1,000 and date it. You can date it for 24. If you can make April the 24th. Got it?

1:22:46  
And then individual contributions. Yeah, that's fine. And I'll do that the Go green guy. That's fine.

1:22:55  
And now this field down here. Oh, yeah, you already did it. Okay, cool. All right. And then I do, yeah, just go back up to where you put the purpose. And yeah. Okay, just so you understand that fund, that's where you told it, go ahead and put your mouse over there. That's where you told it what the product service was in that font area, because that's what we had mapped to product service. And the purpose is where you told it, what class to go to. Now, I wish that these were forced so that you had to put something in the field they're not. So somebody forgets, it'll go to the default. All right. So let's go ahead and save that. But I want you to do one more, if you could. So let's do another one. And just pick somebody else just so that you're not the only one giving

1:23:50  
me see if I have a send this from Sarah Bonner. How about that?

1:23:55  
Yeah. And make it make it like 425 or something like that as the day.

1:24:01  
Got it? For 25, and then another $1,000 300 300

1:24:05  
for this one. Got it. Okay, cool.

1:24:11  
All right, and could do individual contributions again,

1:24:16  
put it to fundraising. All right, cool. Okay, and then I'm gonna have you do one more. And then I promise I'll leave you alone. The last one's gonna be the last one is going to be 4500 bucks. And you can pick anybody it doesn't matter. And understand if you have the web pages through neon that these will be coming in through neon. Okay. You won't be sitting there entering and with your fingers like she is right now. Yeah, that's fine. But make the date different. The date has to be different. The date has to be a 428 Cool. Got it. Cool.

1:25:02  
All right, perfect. So as soon as I save this, I'll head over to the sync list in CRM. So that's the last step is you want to go actually send the transactions over to QuickBooks. So this is where Greg was mentioning earlier, you have full control over this part of it, it won't just start sending new stuff willy nilly into your QuickBooks. Easiest way to get to the sync list is actually from your, your main dashboard. So if you're somewhere else in the CRM, click on the logo to go back. And you'll find this sync widget. We call it on the Main screen, click into the QuickBooks option. And this will pull up

1:25:40  
the list. Holly was asking, Are we actually going to get to this? So now we're here right now? Okay,

1:25:45  
this is it, Holly? Yep. So this will be the list of all the unsynced items that are waiting to be sent over. And I actually have a few in may already. So I need to dig in a little further. So we had James.

1:26:00  
You can add more if you wanted. But where are they?

1:26:04  
Yeah, we're little later in April. Let's see, we had the 1000. Nope, that's a different 1300 for Sarah. And then the last one was me for 1000. And I'm right here. Okay. So based on date, it's just sorted by by date, and then I'll click. So I've just checked off those three. There's this main checkbox to check off everything and just send it all at once. We'll just do these three. And then I'll click to sync and confirm. Oops, if I can, if I can click the right spot. There we go. Yep. So now those are in progress. And you can switch the status filter here, if you wanted to see what's in the process of oh, they might have already gone through actually. Yep. So now

1:26:45  
let me go ahead, and I'll share my screen. And then we'll pick it up. Okay. All right. So there's a couple of ways of seeing that it's in here now. So here's Laura block, let's see if there's a transaction in there for her right now. Okay, so that is it probably created a different law block for you, I would imagine is probably what I did. But what I'm going to do is I'm going to go directly to the bank deposit window, because this is what you would do on your side. And what you will see is you will see transactions waiting to be deposited. Now it looks like it sent over two but not the third. So I'm still missing the $1,000. One

1:27:37  
just showed a sinking on my side, so it might with a refresh.

1:27:42  
All right, let's see. Let me refresh again. Let me close out of here and go back in. Now, for some reason, the 1000 didn't come over. I'm not sure why that happened.

1:28:02  
So check my settings on that donation.

1:28:03  
So anyway, I'm gonna go ahead and click on this, this $4,500 One. And you'll see this and you'll see that it came over from Neon because there's an N and N S, which the N stands for Neon is the s because it came over as a sales receipt, or you don't know, they have these numbers on here. But But anyway, so um, so then they're sitting here in money in the drawer, which is why when I go to bank deposit, there they are right there. So there's a couple of different ways that you can finish this out that you can make the deposit. One is you can just make it manually by clicking here. And by clicking Save and Close, okay, but if you would rather if you go to the bank feeds, so this is for those of you that have the bank feeds, I'm going to go into my bank feeds. And when the deposit hits. Let's see. Here's one for a second to pick one and kind of here, we'll do this one. So we'll do look at see that I needed that $1,000 One to make it work perfectly and it didn't. So that's very upsetting to me anyway. Alright, so I'll click just one of them. I'll click this one here. And I'm going to click Find match. And then what it's going to do is it's going to list everything that has come over, including the money that came over from Neon. So here's the $300 that came over from Neon right here. Let me make sure that that's right. Let's see. Let's go to the make deposit window. And then I clicked the wrong screen. Lower, we're falling apart here at the end. All right, there we go. So there's the 300. Yes, Sarah Bonner and 425. So basically, what I'm saying is, you just simply click on the deposit, and you click Find match. And then you can find the sales receipts that match that deposit. Okay, so this is 1743. So let's say it's this one, and this one, and this one. And we'll pick this one also. So that's 205. And that's actually more than the deposit. Well, if it did, that would happen if their credit card face. So if there are credit card fees, then you simply click Resolve. And then you enter your credit card fee down here. Credit card merchant fee, minus, and you can just look up here and see what the fee is minus 307. So that it now matches. And so basically, I'm going to go to my balance sheet, let me refresh the screen here. Okay, so that money, the drawer has $4,800 64,000. I'm gonna go ahead and save the transaction that I just entered off the bank feed. And now when I go back over here, $4,800 in that money in the drawer, I'm going to refresh the screen. And now it is $4,500, okay, and then the $4,500, I can do that one as well. bank deposit is the 45. Still there yet still here, check this off, click Save and Close, you could do it manually or without saving. Or you can do from the bank feeds. So we'll go to the bank feed again, I guess this is good. I'm doing it twice. So here's a 4484. Go ahead and click it. Find match. You find your $4,500 right there. $16 is the fee boy that only happens in in fantasy land. Credit card merchant fees are a lot bigger than that. All right, and then there's minus $16.

1:32:40  
Oops. And that's how you record that. Okay, so what I want to do now, there's a couple of things I want to do. First thing I want to do is to let you know about a couple of things that are coming up that I think you'll be interested in. One of them is our three day webinar series that's coming up. And if you just go to QuickBooks Made Easy and click on webinars, on May 24 25th, and 26th, we have our three day webinar series for QuickBooks Desktop users. And we have it again, for online users the following week, the 31st the first and second, when you click on this, it'll give you the details of every single thing that's covered in all three days. We go over everything you need to know about QuickBooks, if you liked the way I teach, and you think that I'm good, this you'll love. Now normally we're this thing is we go back to my little duck here. All right, is 259. Normally, I'm sorry, 299 normally says $300. Normally, we're gonna give you $40 off. So it's neon 40 Neon 40. All right, and there's the little codes to get in to sign up. But you can go to QuickBooks Made Easy to do it as well. Okay. The other thing is, if you want to get one of our training products, or you want to sign up for tech support with us, we have these codes here, neon 149, neon 298 and neon ts 299. A lot of people do this. This is tech support for a year it's 499 normally 299 For you guys, because you came to this webinar, these deals and on May the seventh at 11:59pm. But let's do this because I don't want to waste any more time. We can talk a little bit more about this at the end. But I want to deal with questions is what I want to do. So I'm going to go into the chat. And then Paige, maybe you can come on and help us with this a little bit. I I'm going to start at the end of the chat and I'm going to you know what? No, I won't. I'm going to start back some, and then I'll go forward that way. I make sure that I'm gonna say we have all three of us on here. So, let's see. Okay. All right. Is there? Is there also a default for purpose? Lindsley wants to know? Like there's a default for the others? Yes,

1:35:29  
yes, yes, you can set that in the global settings, allocation purpose list where we were before, it'll be an option inside the purpose as you're creating it.

1:35:39  
Mary Berg Petersen says on a new gift for a new donor, will they be directed to set up an account? So I think neon creates a new donor, but a new gift you've got the accounts already got to be there, which means the product service already has to be there. And if there's no product service, then it'll if you add a new purpose, what do we say we're gonna use? We're gonna use fun for product service. So if you created a new funds, you have to map it, and you didn't map it to a product service, then it would ignore the fund and it would go to the default product service, and it wouldn't tell you that it did that. Okay. All right. Does that make sense? Mary? All right. Um, does QuickBooks Made Easy provide one on one support? Yes, that's what the tech support is if you get the webinar package on TechSoup. And there's three months of tech support, by websites QuickBooks Made Easy. But if you wait three months of tech support, it's only an extra $100. Or I'm sorry, 199. And then you will be able to call us with questions 24 hours a day, seven days a week, we can even dial into the software and remote into your computer Mendy I have clients that use the sink and others that enter deposits as batches due to volume, is there a transaction limit that you recommend coming in as individual sales forms versus just adding a bet? So basically, Mindy's like, I don't want 1000s of sales receipts coming into QuickBooks Online. There's not necessarily a limit that QuickBooks offers. I don't know if Laura, if you have anything to say about it. Okay. All right. All right. Holly wanted to know, when we get to where the sync actually happens, we showed you that Jo Ellen, we are technically a for profit and get taxable individual contributions, but also non deductible contributions from our fiscal sponsor, do we put these under individual contributions so Joe Allen, you as well as the person who had in Florida, that was different rules about sales tax or something like that, anytime, anytime, you need to split out individual contributions for any sort of reporting. In this case, this person is talking about tax deductible non tax deductible, you need two products services you need you can have as many products services as you need, they can all point to individual contributions income, but you can use the product service list to segregate so that you can get the information that you need. Okay. If the person before us setup, everything is campaigns, how can we fix that? Can we fix that? I don't know that you would need to I just think you would probably want to use funds and purposes to get these extra pieces in but leave the campaigns as they are. Right. Unless you don't like the way campaigns are, then you can change your campaigns of course, right. All right. Um, let's see. We only use this is Eileen, our Elaine, I think it's Eileen. We only use membership levels and terms in neon do we need to change the way we enter donations in the

1:38:59  
your, when membership transactions sync, you'll be able to set up the mapping just using the name of each membership level. We didn't quite get to that screen today. But it'll be same exact process just mapping the level two service items or classes. You can have your donation mapping, if you also accept donations set up differently. It doesn't have to be identical to your membership setups.

1:39:23  
Yeah, um Judy's was suggesting remember the one that didn't sync? Check failed transactions. Maybe a vendor account had the same name. That's a good idea.

1:39:35  
That's true. I think I would have gotten an error on the CRM side to their duty. I'm still not sure I. I checked something off strangely while I was rushing through I think, but I'll find that one.

1:39:45  
Mary wants to know about handling duplicates. we foresee that being a rather big problem with syncing so were you the one that gave the one that didn't sync? I think so the one that didn't sync was yours. So, but in general, what I would say to that is, well, do you want to speak to what how people handle duplicates?

1:40:14  
Yeah. So typically, when I run into issues with duplicates, it is that Eon is creating duplicate customer records, because the customer names are just in a different configuration than they are in neon CRM, I think the most common one that I run into is where maybe a couple or a household is listed as a single customer record in QuickBooks, but they might be split out into separate accounts in neon. Unfortunately, there's not a great way to manage that other than adjusting the naming convention on one side or the other so that they will match up. You could also double check the QuickBooks settings where we just were a minute ago and make sure that that name format is set correctly. If you're having problems with you know, last name, first versus last name last, that's probably the issue. As we mentioned, though, if neon doesn't identify an exact match for the display name, it will just create a new customer record in QuickBooks and you need to merge those on the QuickBooks side, like like you just said, Judy.

1:41:17  
Yeah, so you would just merge them on the QuickBooks side. And one thing I would say, correct me if I'm wrong more, but when you go to merge, basically what you're doing, actually, let me just show them, I'm going to create another Laura block here. See? Customers. You know, there wasn't a comma on the other one, and I wonder if that's what it was. Okay, so now when we go to the customer list, okay, so we have two, we have one and one with and one without. So when you go to merge, what you're going to do is you're going to change the name of one to the, to the name of the other one, and then we'll merge the two, change the name of the one that didn't, that wasn't from the, to the one that was from me, okay, because when it created that one in QuickBooks, it's mapped already, it's synced already to the neon name. And so we don't want to do anything, we don't want to remove the one that it's synced to. So we want to remove the one that it's not synced to. So I'm going to say this is the one that it added Laura combibloc, I would change this one, and edit this name. And the name, there's all these other names. This is the only one that matters, the display name. That's the name that it uses for. I'm going to go ahead and put a comma here. I'm going to click Save. This name is already being used. Do you want to merge them? Yes. Now there's only one name. There it is. The other one has been deleted? And now it'll it'll work going forward. Okay. All right. Let's see what else we have here. Our main issues reconciling all the credit card fees, we have neon pay, and all the daily fees and transaction fees are difficult to reconcile since the dates and neon pays don't match the dates that donations hit the deposit, it would be helpful to have a separate webinar about reconciliation reconciling that. So trying to figure out what the fee is. I don't know. Do you have a comment on that late Laura Lee otherwise?

1:43:42  
Yeah, typically, when the neon pay payout comes through. For one thing, if you aren't already receiving email notifications, each time the payout comes through, check in your neon pay and make sure email notifications are turned on. That's the quickest way but you can also just log in, go to the payout section and export the specific payout report which will be able to group together all of the donations that came into that deposit. Like you mentioned, the it may not exactly correspond to all of the gifts that came in the previous week credit card very consistent, ACH banks are just still quite slow with those. So it may be that an ACH payment that comes in today is included in the following payout just due to the delay time with banks. So that's the reason you'll want to take your payout report from the on pay side by side with your bank deposit screen in QuickBooks, and check off specifically the transactions that are included. The payout report will then have a total fees amount, and that's like Greg was doing earlier you want to enter that expense item into your bank deposit and that'll include all of the fees that were assessed for that particular payout. If a donor chose to cover the fees, their amount for their sales receipt will be increased so that it's offset, but you'll still want to enter your total amount of fees since that's what neon pay has withheld from the payout.

1:45:07  
Yeah, Diana had mentioned this, and I do want you to understand if I give you $100, and then I agree to pay the fee, or you charge me a fee, I'm basically donating $103. So that's the donation, I'm basically helping you cover the face. So that should really go to the same income account, I have had it to where some people want that separated out. But it's really shouldn't be it's really part of the donation. Um, let's see, can you change the default description donation and the sales receipt? And where to make that change? Yes, I'm going to just answer a couple more, because we're really starting to run late. And I don't want to go crazy here. But the default description comes from the product service. So if I put a product service in here, the description team, this came from the product service list. So if you go to the product service list and you go to edit this, this is where you can change this new just gription. Okay. So you can change it there. That's where you do that. And then when you go to do a sales receipt or an invoice, then that will appear. Fall direct mail now just says the description. All right. Let me see. What was your sink date? I don't know what that means to you.

1:46:41  
Oh, I think they might have been helping us troubleshoot that $1,000 Wow. Okay. All right. I'll check that. Thank you for that suggestion. That's possible. I forgot what I put in.

1:46:52  
Did you enter credit card fee? I thought I told you all right. I think I think we're probably going to wait, there's there's a lot. Oh, okay. Now this a lot. It's okay, cool. All right. So I'm going to finish up by just thanking you, first of all for coming. We did run long by 20 minutes. Not surprising. Hopefully, you got out and got a lot out of this. And I hope that I can keep helping you. Okay, I hope that you liked the way I teach. And if you do, please go to QuickBooks Made Easy, these websites. And when you get to the website, click on webinars on demand. We don't have any live seminars yet because of COVID. But webinars on demand or tech support, depending what you want. And if you click on the Webinars, May 24 25th 26th, and then may 31. First and Second, it's two hours a day, three days, it's just like this, except you'll have the same people. So you'll have a day to kind of chill. And we'll go back and we'll learn some more. It's pretty cool. All right. And if you want the tech support, here's where the tech support is here. And then the only other thing is I should mention this, somebody asked about it. If you want help with this mapping, you're like screw it, we want you to do it. We have a service. It's called mapping to QuickBooks. I mentioned it before, click View service, click on neon. And then it's 349. We will meet with you for an hour, make sure your QuickBooks is set up correctly, then we'll have another meeting, set up the sync, make sure it works. And then we'll be available for questions afterwards. All right, and you can sign up for it right there. Okay. I think that's everything. I think I'm good at page. Is there anything else you feel like I should say?

1:48:51  
I think you covered it.

1:48:53  
Okay, cool. All right. I'll turn it back over to Sam, did you want to take us out?

1:48:59  
Sure. Um, so thanks, everybody for joining today. I did just put in the chat. While you'll be able to find this recorded webinar via QuickBooks. We will also be disseminating an email probably later this afternoon with the follow up recording, and then you can also always navigate to the neon one website. Up in the top right hand corner, you can find resources and click on events and webinars. And all of our webinars are always found in that area as well. But yes, a big special thanks to Greg, Bill page from the QuickBooks team. And then a big thanks to Laura for walking us through the neon side of things today, as well as Hannah and David from our team. But thanks. Thanks again, Greg. I'm gonna take a breather. Yeah, it's exhausting. Talking through through all of that, but thank you so much.

1:49:56  
All right. Okay, take care, guys. Bye. Take care.

Transcribed by https://otter.ai