QuickBooks Online

You can export transactions directly to your QuickBooks Online account.

Setup QuickBooks Online Export Settings

Under Organization Settings > Accounting, select "QuickBooks Online". Then click on the "Connect with QuickBooks Online" to connect to your QuickBooks Online account.

A new page will appear and you will be prompted to enter your QuickBooks online account credentials, then confirm that you are authorizing MembershipWorks to connect to your QuickBooks Online account.

Once you have authorized the connection, you will then setup the accounts and items to be used for the invoices, payments and taxes (if applicable). Please consult with your accountant if you are unsure about these settings.

Once you have configured your export settings, click on "Save & Continue" at the bottom of the page.

Exporting To QuickBooks Online

You can export transactions to QuickBooks from several places:

1. From the Dashboard > Financial page, you can select a date range (at the top left corner), and click on "Export QuickBooks" to export transactions in that date range to QuickBooks. You will be prompted to select the types of transactions (membership, events, cart, donation, other) to export.

2. From each event's dashboard, you can click on "Export QuickBooks" to export the event payments for just this event.

3. From each form under Forms Carts Donations, you can click on "Export QuickBooks" to export the payments for just this form.

How Transactions Are Generated

Each financial transaction - membership payment, event payment and forms/carts/donations payment - generates:

1. An Invoice
2. A Payment for the gross payment
3. A Journal Entry for the transaction fee

Note that the transaction fee entry is not created if there is no transaction fee recorded for the payment.

The invoice will reflect the name and address, and the items on the transaction. For membership payments, the invoice will list the membership level, membership add-ons, and any discount or adjustment. For event payments, the invoice will list the event tickets purchased. For forms/carts/donation payments, the invoice will list the items purchased.

Each type of transaction - membership, events, donations, cart and other - is exported as a different QuickBooks item that you selected under the export settings. It is not possible to have a different QuickBooks item for each specific membership level, event ticket, or cart item. However the description for each line in the invoice will reflect the specific membership level, event ticket name, or cart item.

Common Error: Invalid Auth/Bad Request

This error could mean that the authorization with QuickBooks Online has expired (it expires every 180 days). To reconnect, go to Organization Settings > Accounting and click "Update QuickBooks Online Settings", and follow the prompts to re-authorize the connection to your QuickBooks Online account.

Common Error: The Name Supplied Already Exists

This error indicates that you have another entity in QuickBooks - a vendor, other name, sales rep, etc - with the same name as the customer the invoice refers to. QuickBooks does not allow a customer to have the same name as a vendor, other name or sales rep. You will need to rename the vendor, other name or sales rep to resolve the conflict.

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