A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San Jose 2017

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A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San Jose 2017

Nonprofits using QBO are encountering much difficulty in understanding how to get QBO to provide the necessary IRS required donor notification for individual donors. This class will walk through step by step the cleanest method of entering donations to allow for both a donor notification that can be easily e-mailed as well as donation summary reports that can be sent to donors at Year-end.

11 Comments

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Do you know what report he is using for the Year End Acknowlegement letter? (Page 13)

 

More importantly -- how can that report be used when it has more than 1 donor per page?  Is there a way to make that report page break on new donors (Customers)?

 

Thank you.

Community Manager

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Thanks for the question, BTTFinance. I wonder if @JamesOng or @Clarise could help you out?

Community Product Host

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Hello @BBTFinance770,

 

Thank you for reaching out to the Community. It looks like Gregg is running a customized "Transaction Detail By Account" Report  (Reports > All Reports > Accountant Reports > Transaction Detail by Account) in QuickBooks Online. It looks like they customized the following:

    • This-Year-To-Date
    • Cash Basis (all received donations)
    • Group by: Customer (have charities and donors labelled)
    • Date, Product and Service, Memo, and Amount columns selected
    • Filter by: Distribution Account> All Income Accounts
    • Renamed Title and Sub Title

If you are working with only donors, this should pull up all the information about who donated and how much. If you have an account for just donations, you can run an itemized report sorted by account.

Thank you for asking, I will do a more thorough guide for this soon! 

 

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Thank you for the detailed, clear and timely response.  I appreciate it.

 

The problem is -- no page breaks.  So these reports will not suffice for a donor statement because any given page will have multiple donors listed.

Community Product Host

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Hello @BBTFinance770,

 

Thank you for letting me know. How did you set up your donations in QBO? Do you have a specified category for charitable donations in your Chart of Accounts? You can always run a custom report on that particular account by user. You would have to run each individually, but it perhaps that document would work as a statement?

 

@Clarise would definitely know the answer Smiley Happy

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Thank -- yes I could filter by customer and run one at a time.  Just not very efficient.

 

I have a product - Donations and I have various classes for those donations.    A transactional report works or a Sales Report by Class Detail (group by customer) works too.  But I have to filter by 1 customer and run 1 report at a time.

Community Product Host

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

@BBTFinance770, thanks for letting me know.

There will be a more formal piece about NPO tools coming out soon on "Do More with QuickBooks," but you might check out the Donor Receipts app for QBO.  It lets you process multiple donation/transactions from multiple donors at once. There are a few cool donation apps out there, but this one is the simplest end-to-end. 

 

Let me know what you think!

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Thanks again for the reply and suggestion.

Established Member

Re: A deep dive into Contributions, Grant Tracking, & Donor Notifications - Gregg Bossen - San J

Sorry so late to the party!

Others have already commented on the specifics, but I'd like to raise the question of when is it appropriate for a nonprofit to move the donations out of the accounting system and into a separate fundraising system that handles receipting and reporting, as well as posting summary transactions to the accounting system?

Entry level fundraising packages can be very inexpensive and help you set up campaigns and appeals, as well as tracking donor history better than an accounting system can.