ChamberMaster - QuickBooks Guide

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1 ChamberMaster - QuickBooks Guide

2 CHAMBERMASTER ChamberMaster QuickBooks Guide ChamberMaster A Division of MicroNet, Inc Edgewood Drive Baxter MN

3 ChamberMaster-QuickBooks Guide Table of Contents Introduction to ChamberMaster QuickBooks Guide... iv Chapter 1 - Getting Started... 8 Chapter 2 - Installing QuickBooks or Identifying an Existing Installation Chapter 3 - Setup the QuickBooks Connection Install CQI (ChamberMaster QuickBooks Interface) Switch to the QuickBooks billing solution Test QuickBooks Connection Chapter 4 - Match Records & Setup Fees Part I: Matching records Part II: Member Record Comparison Part III: Setup Membership Fees and Dues Part IV: Clearing any remaining QB Updates Chapter 5 - Overview of Day-to-Day Activities Chapter 6 - Maintaining Membership Records Member Record Updates Processing QB Updates QB Update Examples View Comparison Edit Screen Chapter 7 - Create Recurring Invoices & View Financial Activity Create Recurring Member Invoices Sample errors generating invoices Receiving Payments Viewing Account Activity in ChamberMaster Chapter 8 - Create Event Invoices Create Event Fees Create Event Invoices Chapter 9 - Create One-time Invoices Chapter 10 - Managing Fees & Dues Chapter 11 - Miscellaneous ChamberMaster QuickBooks Selections ChamberMaster QuickBooks Guide Rev

4 INTRODUCTION TO CHAMBERMASTER QUICKBOOKS GUIDE Introduction to ChamberMaster QuickBooks Guide About this manual The ChamberMaster QuickBooks Guide is designed to assist in the setup, daily synchronization, and routine activities of chamber employees who use ChamberMaster interfaced with QuickBooks. Chapter 1 Getting Started provides chamber employees with a broad overview of how QuickBooks will interface with ChamberMaster. It also provides a foundation for understanding the details of the setup procedures, when and who should perform the steps, and a short procedure to test the connectivity of an existing ChamberMaster QuickBooks setup. Chapters 2, 3, & 4 detail the one-time setup steps necessary to initially setup the ChamberMaster QuickBooks connection. This includes identifying and/or installing a computer with the QuickBooks software (Chapter 2), installing the ChamberMaster-QuickBooks Interface (CQI) software, and ChamberMaster menu selections (Chapter 3), and the process of matching and/or creating QuickBooks customers with ChamberMaster member records (Chapter 4). Chapters 5-11 provide instruction in the routine use of the ChamberMaster QuickBooks interface. An overview of the day-to-day routine is explained in Chapter 5. Routine synchronization of the member records between ChamberMaster and QuickBooks which maintains integrity of the two databases is found in Chapter 6. Chapter 7, 8, & 9 give instruction on generating various invoices. Chapter 10 shows how to manage your fees and dues. Chapter 11 outlines any additional ChamberMaster - QuickBooks menu selections. This ChamberMaster-QuickBooks Guide should always be used in conjunction with the ChamberMaster Member Management Guide to provide complete understanding. ChamberMaster QuickBooks Guide iv Rev

5 INTRODUCTION TO CHAMBERMASTER QUICKBOOKS GUIDE Understanding this manual This manual provides a precise, step-by-step guide for working with the ChamberMaster QuickBooks interface. Most tasks will be numbered in step-by-step fashion. Graphics highlighting important concepts, key elements, and optional considerations will be included frequently. Pay special attention to these highlighted areas as not all information will be included in the actual steps, but will only display on the graphic. For example, steps 1, 2, and 3 below, are very simple but notice that Figure 3-2 describes certain selections in detail. Instructions and descriptions will always have boldface type for the following items: tab names, menu selections, titles of windows, titles of areas on the screen, list box names, check box titles, option button titles, row and column titles, and command buttons. Tips, tricks, related concepts, and special considerations will be offset in the left-hand margin as shown above. ChamberMaster QuickBooks Guide v Rev

6 INTRODUCTION TO CHAMBERMASTER QUICKBOOKS GUIDE Additional Help Click the Help button ( ) on ChamberMaster screens, for additional tips, tricks, or detailed descriptions. Check with your ChamberMaster Relationship Manager if these support options are not available in your menus. Click User Manuals in the ChamberMaster left-hand navigation bar. Click Training in the ChamberMaster left-hand navigation bar. Click Request Support in the ChamberMaster left-hand navigation bar to enter a direct request into Customer Service. Support via Support through toll-free phone access ChamberMaster QuickBooks Guide vi Rev

7 INTRODUCTION TO CHAMBERMASTER QUICKBOOKS GUIDE Commonly used terms Throughout the ChamberMaster QuickBooks Guide the following terms will be used as defined below. Database Terminology Database: A collection of information organized so that you can quickly select desired pieces of data. You can think of a database as an electronic filing system. ChamberMaster is a database organized into records that contain fields. Field: A field is a single piece of information such as a phone number or an address. Record: A record is one complete set of fields. In ChamberMaster, each member has a record. ChamberMaster Terminology Business Directory: The searchable list of designated chamber members that can be displayed through a link on the chamber s own web site and searched by anyone who can access the chamber s web site. Chamber: Chamber of Commerce Chamber Administrator: The person at the chamber responsible for the administration of the ChamberMaster program. The login name for this individual would have the Administrator permission in ChamberMaster. Chamber employee: The person(s) at the chamber that uses ChamberMaster. Consumer: The person who uses the chamber as a resource; sometimes called a client or customer. Member: The business or person who has a membership with the chamber. Member Info page: A web page that is generated from the member s record, containing the member s contact information and other designated information. This page may be available to anyone who can access the chamber s web site if the Business Directory integration has taken place. Members Only web site: A special members-only version of ChamberMaster that is accessible to members through with a proper login name and password ChamberMaster QuickBooks Guide vii Rev

8 GETTING STARTED- CHAPTER 1 Chapter 1 Getting Started How do I know if QuickBooks is already integrated with my ChamberMaster? Look at the left-hand navigation bar. If your selection says QuickBooks, you can be assured that the process has at least been initiated. If not, your selection will say Billing. QuickBooks Module Overview Providing the greatest flexibility in membership management and financial recordkeeping, ChamberMaster may be integrated with your current or newly installed QuickBooks program. Once the setup has been completed, daily maintenance of members contact information, member drop/add and status changes should only be updated in ChamberMaster. These updates are automatically marked for synchronization, and passed transparently through to QuickBooks by using the Synchronization tab in the QuickBooks module. Noting special needs of our chambers, ChamberMaster has created a unique feature on the Recurring Invoices tab in our QuickBooks module. Using this ChamberMaster menu choice generates recurring membership invoices in QuickBooks where they are included in the member s account along with all other invoices. An option exists to queue single invoices on a member s account. These single invoices could be created immediately in QuickBooks, as a batch at a time of convenience, or included on your recurring members invoices. Event invoices may also be generated using ChamberMaster and created in QuickBooks, based on selections made while registering guests and sponsors in the Events module. All other invoices may be created in QuickBooks using standard procedures. All invoices, regardless of where the invoice is initiated, may be viewed in ChamberMaster under each members Account tab. Payments, Sales Receipts and other financial transactions continue to be entered in QuickBooks. Through the CQI (ChamberMaster QuickBooks Interface) interface, payments and sales receipts may be viewed in ChamberMaster under each members Account tab. ChamberMaster QuickBooks Guide 8 Rev

9 GETTING STARTED- CHAPTER 1 Getting connected After your initial membership data is imported, the connection with QuickBooks may be made at any time. The installation consists of four steps: Install QuickBooks or identify an existing QuickBooks installation Setup the connection to QuickBooks Match ChamberMaster members with QuickBooks records Setup membership fees and dues Connecting QuickBooks Install QuickBooks or identify an existing QuickBooks installation Setup the connection to QuickBooks & Match ChamberMaster members with QuickBooks records; Setup membership fees and dues Available Reference Tools Refer to your QuickBooks documentation and QuickBooks technical support for installation of your QuickBooks software ChamberMaster - QuickBooks Guide Chapter 2 Install QuickBooks or Identify an Existing Installation ChamberMaster support or ChamberMaster - QuickBooks Guide Chapter 3 Setup the QuickBooks Connection ChamberMaster support or ChamberMaster - QuickBooks Guide Chapter 4 Match Records and Setup Fees. Online training session with a live instructor. Click Training in the ChamberMaster lefthand navigation bar to see a list of available ChamberMaster-QuickBooks Setup classes and for online registration. ChamberMaster support or Who should perform these steps? The chamber employee designated as the ChamberMaster Administrator should perform these tasks. Someone familiar with both the QuickBooks customer records and the ChamberMaster member database would also be helpful as questions might arise when matching records between the two databases. ChamberMaster QuickBooks Guide 9 Rev

10 GETTING STARTED- CHAPTER 1 Using the ChamberMaster-QuickBooks connection Getting started with day-to-day tasks Changes to your membership records in ChamberMaster should be passed to the matching QuickBooks customer to ensure both databases remain consistent with each other. This simple task of passing QB Updates through to QuickBooks is described in Chapter 5, Overview of Day-to-Day Activities and explained in detail in Chapter 6, Maintaining Membership Records. Creating recurring member invoices, event invoices and other single, one-time invoices if desired are other tasks addressed in Chapter 7, 8, and 9 respectively. Find an overview prior to this in Chapter 5, Overview of Day-to-Day Activities. Tips to manage your membership fees and dues are found in Chapter 10 with other miscellaneous ChamberMaster QuickBooks menu choices described in Chapter 11. Online training sessions with a live instructor are available by clicking Training in the left-hand navigation bar. To hear details on how to manage your daily tasks with ChamberMaster and QuickBooks, register for Using the ChamberMaster- QuickBooks Connection. ChamberMaster QuickBooks Guide 10 Rev

11 INSTALLING QUICKBOOKS OR IDENTIFYING AN EXISTING INSTALLATION CHAPTER 2 Chapter 2 Installing QuickBooks or Identifying an Existing Installation In order to connect with ChamberMaster you must install QuickBooks or identify an existing installation of QuickBooks that you will be accessing. The QuickBooks computer will be communicating directly with this ChamberMaster server over the Internet and through your local network. Before installing or identifying this QuickBooks computer, keep these considerations in mind: QuickBooks software may also be installed on a network. If this is your case, simply identify one of the networked computers as the QuickBooks computer for these purposes. Network access to QuickBooks will not be modified during this process. If QuickBooks is installed on a network, the server is usually not the best location for the CQI software. A QuickBooks license is required by the CQI connection which would be an inefficient use of a license if the server is not typically used as a QuickBooks workstation. This QuickBooks computer must have QuickBooks Pro 2003 or newer installed* (QuickBooks Pro 2005 for Windows or higher recommended) (QuickBooks Premiere may be used) (QuickBooks Online Edition excluded) *If using Windows 7, QuickBooks Pro 2007 or newer is required and the QB data file(s) must be in a shared folder that has NTFS permissions set to allow everyone Read/Write ability. *If using QuickBooks 2009, ensure all QuickBooks updates have been installed before installing CQI. Help->Update QuickBooks. must be powered on when membership record updates are synchronized with QuickBooks, a balance is refreshed, or invoices created (QB Updates will continue to be marked even if this machine is not powered on. Updates may be synchronized at a later time. Event & one-time invoices are queued and generated at your convenience. Recurring invoices may be run whenever you desire.) must use only this one QuickBooks company file; opening multiple, different QuickBooks companies on this computer may compromise integrity is recommended to be the machine that most often uses QuickBooks will perform best if accessed on one of your fastest computers Installing QuickBooks Please refer to your QuickBooks documentation for instruction on installing QuickBooks. Identifying an Existing QuickBooks Installation Deciding which computer will operate as the CQI (ChamberMaster QuickBooks Interface) computer should be based on the considerations listed above. ChamberMaster QuickBooks Guide 11 Rev

12 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 Chapter 3 Setup the QuickBooks Connection After identifying and/or installing the QuickBooks computer, the instructions in this chapter will guide you through the setting up the communication between ChamberMaster and QuickBooks. These steps include: QuickBooks backup Update QuickBooks Installation of CQI (ChamberMaster QuickBooks Interface) software Switch to the QuickBooks billing solution Test QuickBooks Connection ChamberMaster QuickBooks Guide 12 Rev

13 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 QuickBooks Backup Make note of the filename and location where the backup is saved. You may also want to save the backup file to CD or another location other than the computer on which the backup was made. In QuickBooks Pro 2006, you may select Backup from the File menu. In QuickBooks Pro 2009, select Save Copy or Backup from the File menu. The first step is to create a backup of your QuickBooks data. Detailed, step-by-step instructions are available through the QuickBooks help menu. To make a backup: (QuickBooks menu selections may vary by version) 1. In QuickBooks, select Back Up from the File menu. 2. From the QuickBooks Backup screen, select the backup option Disk. 3. Click OK. Update QuickBooks Install any updates to your current QuickBooks program. Detailed, step-by-step instructions are available through the QuickBooks help menu. To install updates to QuickBooks (menu selections may vary by version) 1. In QuickBooks, select Update QuickBooks from the Help menu. 2. Follow directions on the screen. Contact Intuit/QuickBooks technical support for assistance to ensure your current QuickBooks version includes the latest updates. ChamberMaster QuickBooks Guide 13 Rev

14 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 Install CQI (ChamberMaster QuickBooks Interface) The ChamberMaster QuickBooks Interface (CQI) software must be installed on the computer identified in Chapter 2 where QuickBooks is running. Perform these steps on that one computer. Do not install CQI on more than one computer. You must login to QuickBooks with an Administrator login. User names in QuickBooks Pro 2009 are managed under Setup Users and Passwords in the Company menu. Install CQI 1. Open QuickBooks on the computer identified in Chapter Make sure that the correct QuickBooks company is open the one that connects with ChamberMaster. 3. Open Internet Explorer and browse to 4. Click Install. FIGURE 3-1 URL FIGURE 3-2 CQI 3. 0 Install screen 5. If a Security Warning appears, click Install. FIGURE 3-3 Security Warning ChamberMaster QuickBooks Guide 14 Rev

15 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 6. Type your ChamberMaster User Name and Password in the appropriate fields. See Figure 3-4. If the QuickBooks Company File is blank or incorrect during step 6, just leave it as is. Continue on; it will be addressed in the steps to follow. To modify these settings after installation, right-click the CQI icon in the system tray and click Settings. Then click Settings from the File menu. The CQI Server field should remain blank. If you receive an error that indicates that QuickBooks has opened in a mode other than one specified by the application, see Miscellaneous Notes below step #19. FIGURE 3-4 CQI Settings 7. Select Automatically start this program when I log into Windows. 8. Click Save. 9. On the CQI ChamberMaster QuickBooks Interface window that remains open, select Test QuickBooks Connection from the File menu. FIGURE 3-5 Testing CQI ChamberMaster QuickBooks Guide 15 Rev

16 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 If your Application Certificate window(s) display an option to select which QuickBooks user should have access, please select the Admin user. 10. If an Application Certificate window displays, click Yes, always: allow access even if QuickBooks is not running. Then click Continue and accept this certificate. Click Yes. Then click Done. Note: Certificates should only be accepted by you when issued by companies that you trust such as ChamberMaster. Accept this certificate by clicking Continue. Certificate requests from other companies should be considered with caution. FIGURE 3-6 Certificate verification screens 11. A CONNECTED message should appear. Click OK. Your file name and XML Version number may vary. FIGURE 3-7 Connected message 12. CQI is installed. Continue to the next section to switch ChamberMaster to the QuickBooks billing solution. Miscellaneous notes: Windows XP users: The CQI 3.0 icon will appear in your system tray each time that you reboot this computer. No action is required on your part. Windows XP users: If CQI 3.0 does not start automatically, click Start, All Programs, ChamberMaster, ChamberMaster QuickBooks Interface. Then double-check that Automatically start this program when I log into Windows check box is selected by right-clicking the CQI icon in the system tray. Click Settings. Click Settings from the File menu. ChamberMaster QuickBooks Guide 16 Rev

17 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 Windows Vista users: The CQI 3.0 icon may need to be started each time that the QuickBooks computer is restarted. To start CQI 3.0 on Windows Vista click Start, All Programs, ChamberMaster, ChamberMaster QuickBooks Interface. Then the connection to ChamberMaster will be available. A fix for this known issue is being worked on. If CQI 3.0 is connected, a green CQI icon will display in your system tray. If CQI 3.0 is not connected, a red CQI icon will display in your system tray. During the installation steps above, if you receive an error that indicates that QuickBooks has opened in a mode other than one specified by the application, open your QuickBooks application. Click Preferences from the Edit menu. Follow the steps indicated on the Figure 3-8 below to clear any existing instances of CQI. Then return to step 9 above to test the CQI connection. This should clear that error and allow you to proceed. FIGURE 3-8 QuickBooks Integrated Applications, Company Preferences (QB 2007 example) ChamberMaster QuickBooks Guide 17 Rev

18 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 If you are presently using the Billing module, you may choose to record opening balances or other important financial data in QuickBooks before switching to the QuickBooks interface. Switch to the QuickBooks billing solution Until this step has been performed you will not see the QuickBooks menu selection in ChamberMaster but will have the selection labeled Billing. In some cases, the QuickBooks menu selections may already be available (e.g. if ChamberMaster was aware of your billing solution preference when you made your purchase) The Billing module data remains in tact but balances on Member accounts in ChamberMaster come only from data that is in QuickBooks. If desired, payment received on any invoices from the ChamberMaster Billing solution may be applied on each member s Account against that particular legacy invoice while the QuickBooks billing solution is in place. Contact ChamberMaster Customer Support if you d like to have non-quickbooks billing reports available to view these legacy balances and reports that would be used only until payments were received on all legacy invoices. Login to ChamberMaster by opening Internet Explorer and browsing to You must login as someone with Administrator privileges. User names in ChamberMaster are managed by selecting Chamber Employee/Reps from the Setup menu. Note: QB Updates may begin to show in the Task List immediately after switching the menu to the QuickBooks selection. Ignore these QB Updates until the completion of Chapter 4 where the QB Updates will be zeroed out starting fresh for your dayto-day activities. FIGURE 3-9 Billing module in main menu Contacting ChamberMaster will allow them to provide all menu choices needed to work with QuickBooks and remove all selections associated with the Billing module. Call to reach ChamberMaster Customer Support and ask to switch to the QuickBooks billing solution. Input the QuickBooks billing solution settings 1. Login to ChamberMaster. 2. Click Setup in the left-hand menu in ChamberMaster. 3. Click QuickBooks Connection Settings. Figure 3-10 QuickBooks Connections Settings menu choice 4. Type the QB Company Name for your QuickBooks company file. The QuickBooks company file name in the ChamberMaster setup must match exactly the name specified on the title bar of the QuickBooks program when it is open. Everything, including spaces, commas, and abbreviations must match EXACTLY. (Do not include the QuickBooks version number. See Figure 3-11 and compare with Figure 3-12.) ChamberMaster QuickBooks Guide 18 Rev

19 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 Your information in this QuickBooks Configuration screen may vary. Client Port Number and the IP address are included here for backward compatibility; they are not used with CQI version 3.0. FIGURE Sample title bar that matches the QB Company Name specified in Figure 3-12 below. 5. Ensure CQI Version displays Click Test Connection. FIGURE 3-12 Test Connection 7. A Test Successful message should appear. Click OK. Your version and product name may vary. If this test does not display OK, please call ChamberMaster support at FIGURE 3-13 Test Successful 8. CQI Installation is complete and has successfully connected to ChamberMaster. You are ready to use your connection. ChamberMaster QuickBooks Guide 19 Rev

20 SETUP THE QUICKBOOKS CONNECTION CHAPTER 3 Test QuickBooks Connection Verify your connectivity with the ChamberMaster QuickBooks Interface (CQI) application using the steps below. Perform the following steps at any time; ensuring connectivity is always the first step in any troubleshooting situation. The CQI icon should only be installed on the computer where QuickBooks is installed and running. To verify connectivity between QuickBooks and ChamberMaster 1. In the Notification area (system tray), right-click the CQI icon and click Test. FIGURE 3-14 CQI Status windows 2. The resulting window will display CONNECTED. Click OK. 3. Click Setup in the left-hand navigation bar in ChamberMaster. 4. Click QuickBooks Connection Settings in the QuickBooks Options/Settings area. The QuickBooks company file name in ChamberMaster setup must match exactly the name specified on the title bar of the QuickBooks program when it is open. Everything, including spaces, commas, and abbreviations must match EXACTLY. If either of these tests above do not display OK, please call ChamberMaster support at FIGURE 3-15 QuickBooks test connections options 5. Click Test Connection. 6. The resulting window will display Test Successful. Click OK. Congratulations! The QuickBooks connection setup is now complete. Continue to Chapter 4 to match records and setup fees. ChamberMaster QuickBooks Guide 20 Rev

21 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 Chapter 4 Match Records & Setup Fees Note: QB Updates may begin to show in the Task List immediately after switching the menu to the QuickBooks selection. Ignore these QB Updates until the completion of Chapter 4 where the QB Updates will be zeroed out starting fresh for your dayto-day activities. IMPORTANT: To maintain the integrity of this matching process, no one should make changes in the Members module of the ChamberMaster database until the Part I & II are complete. However, viewing records is not harmful. After completing the one-time setup steps in Chapter 3, there are four parts to the last setup steps described here in Chapter 4: Part I: Matching Records Part II: Member Record Comparison Part III: Setup Membership Fees and Dues Part IV: Clearing any Remaining QB Updates Before starting Before performing any of the steps in this chapter, please make sure the tasks from Chapter 3 have been completed which include: Backup your QuickBooks data Update QuickBooks Install CQI Switch to the QuickBooks billing solution Verify connectivity between QuickBooks and ChamberMaster ChamberMaster QuickBooks Guide 21 Rev

22 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 IMPORTANT: To maintain the integrity of this matching process, no one should make changes in the Members module of the ChamberMaster database until Part I & II are complete. However, viewing records is not harmful. SUGGESTION: If you have no existing member records in QuickBooks, you may wish to double-check your ChamberMaster data for correctness and completeness before performing the steps in Part I, which will copy the records from ChamberMaster into QuickBooks. Part I: Matching records If you have no existing member records in QuickBooks, this process will allow you to copy all ChamberMaster records to QuickBooks. If you have existing member records in QuickBooks, this process will match ChamberMaster records with them name by name as many as it can match by comparing exact member names. If you have some existing records in QuickBooks, this process will match those that can be matched and allow you to identify those that must be copied or added to QuickBooks. 1. Click Setup in the left-hand navigation bar in ChamberMaster. 2. Click Compare Member Records with QuickBooks in the QuickBooks Options/Settings section. 3. Click View members that have not been matched with a QuickBooks customer record. Billing contact names and addresses would be especially important. These are created/modified on the Reps tab of the member s record. Running a report listing the member, the billing rep and all desired information might be helpful. See the Custom Reports Quick Guide in the User Manuals module for assistance in creating this simple report. FIGURE 4-3 Member Record Initialization screen Notes on including records other than Active members Including courtesy, prospective, dropped, or non-member records in this initialization is optional. In the future, when their membership status is changed, these records will appear again in your synchronization list. At that time, you will have another opportunity to synchronize or create their record in QuickBooks. Why would I want to match records other than my active members? It is not a necessity to have any records other than active members matched. The advantage of having records matched is the ability to display QuickBooks financial information on their ChamberMaster account and also the ability to ChamberMaster QuickBooks Guide 22 Rev

23 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 generate recurring invoices for their account using ChamberMaster menu selections. Determine what is most helpful for your chamber. If selections are made to include courtesy, prospective, dropped or nonmember records, ChamberMaster will automatically refresh the screen to display these additions. See Figure 4-4. You may want to test a few member records first. To copy/add only 10 records, select 10 from the Results arrow. Optionally, you may change the Synchronization Action to Take No Action before clicking Synchronize Selected Items Now to hand-pick which records will synchronize. Customer name fields when copied from ChamberMaster into QuickBooks will be truncated after 41 characters. Survey your newly created QuickBooks records after the initial Copy/Add selection has been performed to ensure acceptable customer names. To eliminate future concerns, change these names in ChamberMaster to 41 characters or less to ensure that future updates will not require modification in QuickBooks each time. Option 2 Example: Insty- Prints and InstyPrints would not match automatically but would have to be matched manually. If the default of Copy/Add from CM to QB is performed in this case, two records would be visible in QuickBooks for this one member. Use Find a Match to manually match these two records instead. FIGURE 4-4 Member Records Synchronization with no existing QB records 4. Option 1: If you have no existing member records in QuickBooks, the Synchronization Action of Copy/Add from CM to QB is correct as shown in Figure 4-4. Click Synchronize Selected Items Now displayed at the bottom of the screen. This will copy/add the CM records to QB. A progress indicator bar will display. This may take quite a few minutes to complete. Option 2: If you have existing member records in QuickBooks, the Synchronization Action will display either Copy/Add from CM to QB or Save Matched Record as shown in Figure 4-5 below. Click Save Matched Records Only at the bottom of the screen. This will match QB records* to CM records creating an association between the two. The suggested match is made on an exact match of company name alone. A progress indicator bar will display. This may take quite a few minutes to complete. Do not click Synchronize Selected Items Now. This would perform every Synchronization Action which would copy/add records to QuickBooks that may already exist creating duplicate records in QuickBooks. *ChamberMaster will also find and match with QB Inactive Customers. ChamberMaster QuickBooks Guide 23 Rev

24 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 FIGURE 4-5 Member Records Synchronization with existing QB records 5. After completing step #4, if there are no records remaining, you are finished with Part I. Continue to Part II. Example: Insty-Prints and Insty Prints would not match automatically but would have to be matched manually. If the default of Copy/Add from CM to QB is performed in this case, two records would be visible in QuickBooks for this one member. Use Find a Match to manually match these two records instead. 6. After completing step #4 and there are still records remaining, you could choose to leave this screen by clicking another module in the left-hand navigation bar. Then as you work your way through Part II below you will accomplish all unfinished tasks together with the next steps 7. Alternatively, after step #4 and there are still records remaining, you could choose to click Find a Match and attempt to manually match the questionable records with an existing QuickBooks record. After manually finding as many matches as possible, then the remaining records that don t actually exist in QuickBooks could be added to QuickBooks by leaving the Synchronization Action at Copy/Add from CM to QB and selecting Synchronize Selected Items Now. If you are unsure what to do with any particular record, you can change the Synchronization Action for that record to Take No Action. ChamberMaster QuickBooks Guide 24 Rev

25 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 Part II: Member Record Comparison This step allows detailed control of record matching, record adding/copying, and comparison of demographic fields. All tasks of Part I could actually be done during this procedure if desired, but some time might be saved if records can be matched or copied in bulk as in Part I. In the Members module, make sure that your filter is set to display all the records that you desire to match. Click set filters above the Members drop down arrow to select the desired filter Active, Courtesy, Prospective, Non- Members, or All. As you view the member record comparison you will have options to Find a Match, Add Member to QuickBooks Now, or simply to compare demographic data fields between the CM and QB records. Start with the first record in your database and complete the following for each record: If a match already exists 1. On the Account tab, click view member record comparison in the General Information area. This would also be a good time to double-check your Renewal Month and Billing Contact fields for correct information. Billing contact names are added/modified on the Reps tab of the member s record. You could also check on your Membership Fees and Dues at this time if they have already been setup. If they have not been setup already, do not worry - - Part III will guide you through that process. Invoice Action for each member, which sets the default check mark for To be Printed and To be ed on each QuickBooks invoice, may be selected at this time. FIGURE 4-6 Account tab if match already exists 2. Compare and make any necessary corrections to the demographic data fields. See Figure 4-7. Click Close Window when finished. ChamberMaster QuickBooks Guide 25 Rev

26 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 The data displayed in red color indicate a discrepancy between the two records. Make special note of this information. Red doesn t necessarily indicate that it is wrong but that it doesn t match. A person familiar with both databases should make qualified decisions on which fields to update. FIGURE 4-7 Member Record comparison ChamberMaster QuickBooks Guide 26 Rev

27 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 If a match does not exist or the record is not in QuickBooks yet 1. On the Account tab, click view synchronization options in the General Information area. FIGURE 4-8 Account tab if match does not exist or record has not been created 2. Click Find a Match. You may not want all ChamberMaster records to be added to QuickBooks. For example, prospective members may not be needed in QuickBooks yet. At a later date, when changing membership status, a QB Update will be generated and the record may be added at that time. 3. ChamberMaster displays a list of records already existing in QuickBooks. If the desired match exists, click to select it and click Continue. If a desired match does not exist, click Cancel. Then click Add Member to QuickBooks Now. 4. Compare and make any necessary corrections to the demographic data fields. Click Close Window when finished. ChamberMaster QuickBooks Guide 27 Rev

28 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 Part III: Setup Membership Fees and Dues ChamberMaster membership fees and dues must be matched with QuickBooks items and services. If you have existing fees and dues in ChamberMaster, you can either match these with an existing QuickBooks item and service or simply copy that fee to QuickBooks. If you have existing items and services in QuickBooks you can match these with existing ChamberMaster fees and dues or simply copy that item and service to ChamberMaster. In other words, your initial entry of fees and dues can be initiated in either program and successfully matched or copied. Matching fees and dues Determine what Fees and Dues and Items and Services you have already created and which ones you still need to create. Then use one of the four methods listed below to setup your fees and dues. You can use a different method for each item if necessary, mixing and matching according to your current situation. Option Fee/Due exists in ChamberMaster and needs matched with existing QuickBooks item/service 1. Click QuickBooks in the left-hand navigation bar in ChamberMaster. 2. Click the Membership Fees tab. Once matched, you may view a side-by-side comparison of these fees in order to verify or modify description and pricing by clicking the Fee Item Name. 3. Click Find a Match in the row of the desired fee to be matched. FIGURE 4-9 Fees and Dues not matched to QuickBooks 4. From the list of QuickBooks items and services click to select the desired item and service that matches your fee and due. 5. Click Continue. ChamberMaster QuickBooks Guide 28 Rev

29 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 Option Fee/Due exists in ChamberMaster but does not exist in QuickBooks 1. Click QuickBooks in the left-hand navigation bar in ChamberMaster. 2. Click the Membership Fees tab. 3. Click the desired Fee Item Name. Option 2 is often used when the native ChamberMaster billing solution was used previously. If you wish to add all unmatched ChamberMaster fees to QuickBooks without an option to match to existing QuickBooks items, see p Click Add Fee Item to QuickBooks Now on the QuickBooks/ChamberMaster Fee Item Record Comparison screen. FIGURE 4-10 Adding a Fee to QuickBooks Accounts that display as a QuickBooks account in ChamberMaster are created in QuickBooks as a Type of Income 5. Click the desired QuickBooks account. 6. Click Save & Exit. 7. Click Close Window. If Option 3 is used, a Billing Cycle must be assigned to the fee after it has been created in ChamberMaster. Click the title of the Fee Item Name. Select the desired Billing Cycle. Click Update ChamberMaster. Option Item/Service exists in QuickBooks but does not exist in ChamberMaster 1. Click QuickBooks in the left-hand navigation bar in ChamberMaster. 2. Click the Membership Fees tab. 3. Click Add Fee Item. ChamberMaster QuickBooks Guide 29 Rev

30 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 4. From the list of QuickBooks items and services click the check box in front of the QuickBooks Fee Item that you desire to add to ChamberMaster. FIGURE 4-11 Add Fee Item from QuickBooks 5. Click Save & Exit. 6. Click the title of the Fee Item Name. 7. Select the desired Billing Cycle. 8. Click Update ChamberMaster. Option Fee/Due and Item/Service does not exist in either ChamberMaster or QuickBooks 1. Click QuickBooks in the left-hand navigation bar in ChamberMaster. 2. Click the Membership Fees tab. 3. Click Add Fee Item. 4. Click Define a New Fee Item. 5. Complete the New ChamberMaster Fee Item Definition screen. ChamberMaster QuickBooks Guide 30 Rev

31 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 FIGURE 4-12 Fee Item Definition screen 6. Click Update ChamberMaster. 7. If the fee does not exist in QuickBooks yet, click Add Fee Item to QuickBooks Now. 8. Click Close Window. To add all ChamberMaster Fees & Dues to QuickBooks 1. Click QuickBooks in the left-hand navigation bar in ChamberMaster. 2. Click the Membership Fees tab. Note: This will not attempt to match these fees with existing QuickBooks Items & Services. To match the fees, see Option 1 in this section. 3. Click Add Unmatched to QB. 4. The list of unmatched ChamberMaster fees will display. Modify the Income Account if desired. 5. Click Continue. 6. Click OK. 7. Click Finish. ChamberMaster QuickBooks Guide 31 Rev

32 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 Adding fees to member records Membership fees and dues can be added one member at a time by clicking Assign Fees and Dues on the Account tab of the member s record. However, you may also assign multiple members to one fee item using the steps as shown below. To assign multiple members to a fee 1. Click QuickBooks in the left-hand navigation bar in ChamberMaster. 2. Click the Membership Fees tab. 3. Click Members in the row of the desired Fee Item Name. FIGURE 4-13 Clicking to assign/view members 4. Click Assign Members. Multiple members may be selected by pressing the Ctrl key while clicking to select the desired member(s). 5. Click to select the desired member. 6. Click the top-most double-arrow to move the member to the Selected Members list. 7. Repeat steps 5 7 till all desired members are selected. 8. Click Continue. 9. If any changes were made to individual member dues fields, click Save Changes. 10. Click Close Window. ChamberMaster QuickBooks Guide 32 Rev

33 INITIALIZE RECORDS & SETUP FEES CHAPTER 4 The only procedures that automatically remove (clear) an item from the QB Updates list is by an update initiated from the QB Updates Task List or by updating records through the view member record comparison on the member s Account tab. Corrections made to member data on the General tab will leave the QB Update on the Task List, where it must be cleared by selecting Clear Item from List. Part IV: Clearing any remaining QB Updates After completing Parts I, II, & III, there will most likely be QB Updates that still show in your Task List. However, most of these QB Updates have been taken care of by comparing the individual member records on the Account tab or by selecting which members to include/exclude in the synchronization with QuickBooks. If no other additional updating has been done while you completed this process and you are confident that you compared and synchronized each member record one-byone, you will want to clear all of the remaining QB Updates listed. After clearing the remaining QB Updates, which resets this list back to 0 (zero), you will be able to proceed from here on out, confident that any new QB Updates listed actually indicate a change to the membership data that must be synchronized. To clear remaining QB Updates 1. In the Task List, click QB Updates. 2. Click Clear Item from List in the Synchronization Action column next to the desired item to be cleared. 3. Continue selecting Clear Item from List for each desired item to be cleared. If there is an item that you are not sure about, you may select Take No Action. This will keep the item on your list so that you can deal with it later. Items that say Member Never Synchronized may exist in the ChamberMaster database but you have chosen not to copy them over to QuickBooks. For example, a prospective member may exist in ChamberMaster but is not needed in QuickBooks. These items may simply be cleared from your QB Updates list. 4. NOTE: Any item listed that has not already been synchronized through the Part I or II, may be synchronized at this time by selecting the desired Synchronization Action. After selecting the desired action, you may click Run This Action ( )to synchronize this item individually, or wait so that this item will be synchronized with all other items when performing Step #5 below. You may also synchronize this item right now by modifying the desired data on the view edit comparison screen and then click Update ChamberMaster or Update QuickBooks. 5. Assuming that all items have the desired selection in the Synchronization Action column, click Synchronize Selected Items Now. The selected Synchronization Action will be performed for each item in the list. The one-time tasks associated with ChamberMaster- QuickBooks connectivity are now complete. Daily tasks of routine synchronization are described in Chapter 5, Overview of Day-to-Day Activities. ChamberMaster QuickBooks Guide 33 Rev

34 OVERVIEW OF DAY-TO-DAY ACTIVITIES CHAPTER 5 Chapter 5 Overview of Day-to-Day Activities Once ChamberMaster and QuickBooks have been setup to communicate and records have initially been synchronized, day-to-day activities that effect membership and finances must be understood in terms of their relationship with QuickBooks. This chapter will give an overview of how this works. Overview of Day-to-Day Activity Best Practices for Day-to-Day Membership Data Updates Best Practices for Day-to-Day Financial Transactions Specific steps for these day-to-day activities are available in Chapters 6 Maintaining Membership Records, Chapter 7 Create Recurring Invoice & View Financial Activity, Chapter 8, Create Event Invoices, and Chapter 9, Create One-Time Invoices. ChamberMaster QuickBooks Guide 34 Rev

35 OVERVIEW OF DAY-TO-DAY ACTIVITIES CHAPTER 5 Overview of Day-to-Day Activity Membership Records Daily maintenance of member accounts performed in ChamberMaster, whether adding a new member, deleting a member, changing membership status, or simply changing a member address, will automatically increment the QB Updates item displayed on the Task List. Click QB Updates in the Task List to access a screen where these changes may be passed through to QuickBooks. QB Updates are displayed only for those employees with a permission level of Administrator or Finance. The Standard User is not able to view or process these updates. Each QB Update can be handled individually or processed as a group of updates. Detailed instruction on handling these QB Updates are included in Chapter 6 Maintaining Membership Records. Updates made to membership data in ChamberMaster may be passed into the QuickBooks database. Membership data updates made in QuickBooks do not pass back into ChamberMaster. FIGURE 5-1 Perform updates to membership data in ChamberMaster To take advantage of the connection between the two databases, make membership changes in ChamberMaster and process the QB Updates to pass the changes into QuickBooks. This will eliminate dual-entry and keep the integrity very strong between both databases. To maintain integrity within the membership data, chamber employees should follow the suggested best practices in Table 5-1, Best Practices for Day-to-Day Membership Updates. ChamberMaster QuickBooks Guide 35 Rev

36 OVERVIEW OF DAY-TO-DAY ACTIVITIES CHAPTER 5 Best Practices for Day-to-Day Membership Data Updates Task Change member name, address, phone number and all other contact information Where to initiate the task ChamberMaster Results Changes are marked for synchronization and appear in the QB Updates Task List where they may be passed through to QB. Create new members ChamberMaster New members are marked for creation and appear in the QB Updates Task List where they may be passed through to QB. Change member status ChamberMaster Member status changes are marked for synchronization and appear in the QB Updates Task List where they may be passed through to QB. Change Billing Reps or address information ChamberMaster TABLE 5-1 Best Practice for day-to-day membership data updates Changes are marked for synchronization and appear in the QB Updates Task List where they may be passed through to QB. ChamberMaster QuickBooks Guide 36 Rev

37 OVERVIEW OF DAY-TO-DAY ACTIVITIES CHAPTER 5 Financial Data Most financial transactions take place in QuickBooks; QuickBooks is your financial recordkeeping software. The QuickBooks financial information is then read by ChamberMaster and viewed on each member s account in the Members module. FIGURE 5-2 Viewing account activity in ChamberMaster ChamberMaster QuickBooks Guide 37 Rev

38 OVERVIEW OF DAY-TO-DAY ACTIVITIES CHAPTER 5 However, recurring invoices and event invoices may be initiated in ChamberMaster, taking advantage of membership and event information found in ChamberMaster. FIGURE 5-3 Recurring invoices and event invoices are easily generated through ChamberMaster One-time invoices may be created in QuickBooks by following standard QuickBooks procedures or queued in ChamberMaster and created as a batch in QuickBooks. One-time invoices can be generated in ChamberMaster in one of two ways: created right along with recurring invoices or by creating all one-time invoices as a single batch. FIGURE 5-4 One-time invoices may be created using ChamberMaster or by standard QuickBooks procedures Steps for creating recurring invoices are included in Chapter 7, Create Recurring Invoices & View Financial Activity. Chapter 8 addresses event invoices and Chapter 9 shows how to create one-time invoices. To take advantage of the connection, chamber employees should follow the suggested best practices in Table 5-2, Best Practices for Day-to-Day for Financial Transactions. ChamberMaster QuickBooks Guide 38 Rev

39 OVERVIEW OF DAY-TO-DAY ACTIVITIES CHAPTER 5 One-time invoices may also be assigned in ChamberMaster and then created with a single click either along with the recurring membership invoices or whenever desired by selecting to generate all one-time invoices as a separate batch. Selecting a procedure for creating one-time invoices does not have to be an allor-nothing choice. You can generate a batch of one-time invoices in ChamberMaster but then also create any number of single invoices in QuickBooks. Both methods will display ALL invoices on the member s Account tab regardless of where they were prepared. Best Practices for Day-to-Day Financial Transactions Task Create recurring membership invoices Where to initiate the task ChamberMaster Results These invoices are initiated by clicking a button in ChamberMaster but created in QuickBooks. These invoices are in QuickBooks but also viewed on each member s account in the Members module. Create event invoices ChamberMaster These invoices are initiated by clicking a button in ChamberMaster but created in QuickBooks. These invoices are in QuickBooks but also viewed on each member s account in the Members module. Create other one-time invoices Examples would be one-time invoices for single purchases or items that will not be a recurring amount. QuickBooks These invoices are read by ChamberMaster and are also viewed on each member s account in the Members module. Receive payments* QuickBooks These payments are read by ChamberMaster and are also viewed on each member s account in the Members module. TABLE 5-2 Best Practice for day-to-day financial transactions *Receiving payments may ONLY be done in QuickBooks. There is no place in ChamberMaster to receive payments. ChamberMaster QuickBooks Guide 39 Rev

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