Brenda Lundeen ChamberMaster

Transcription

1 Brenda Lundeen ChamberMaster

2 Keeping QB & CM up-to-date with membership data updates Generate recurring invoices Create event and one-time invoices Manage member fees & dues 1 1 ½ hour in length

3 Please ask questions throughout! Click Raise Hand button to ask over voice line Ask on the Questions area anytime Q&A at the end too

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5 Member data updates and Financial transactions

6 ChamberMaster marks changes made to membership records Click Task List->QB Updates to pass changes thru to QuickBooks Make changes in CM to take advantage of connection and eliminate dual entry

7 Task Change member name, address, phone number and all other contact information Create new members Change member status Change Billing Reps or address information Where to Results initiate the task ChamberMaster Changes are marked for synchronization and appear in the QB Updates Task List where they may be passed through to QB. ChamberMaster New members are marked for creation and appear in the QB Updates Task List where they may be passed through to QB. ChamberMaster Member status changes are marked for synchronization and appear in the QB Updates Task List where they may be passed through to QB. ChamberMaster Changes are marked for synchronization and appear in the QB Updates Task List where they may be passed through to QB.

8 ChamberMaster will display QB transactions Members->Account tab

9 Create recurring members invoices and event invoices by clicking button in CM Invoices are created in QB immediately All other transactions are created in QB (optional one-time invoice creation available)

10 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.

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12 Task List->QB Updates Take care of any desired manual updates Click Synchronize Selected Items Now

13 Example of deleting a CM member If a customer record in QuickBooks has any recorded transactions, this default action will not be successful in deleting the QuickBooks customer. However, you may wish to Clear Item from List.

14 Example of adding a new CM member Take note of the Member Status column before adding a new record to QuickBooks. If you have decided that Prospective or Non-Members will not be added to QuickBooks, then change the Synchronization Action to Clear Item from List. If a customer record already exists in QuickBooks for this new member, do not perform the default action of adding the record. Instead, click view comparison edit screen and click Find a Match.

15 Example of changing member name If a QuickBooks record already exists with this name, (either in the Customer or Vendor list), an error will display when copying the name change into QuickBooks (error 3100). Determine if another distinct customer truly exists in QuickBooks. If not, you may have a vendor listed in QuickBooks with this same name. You may want to change the name of the vendor in QuickBooks. One suggestion would be to change the vendor name to include a dash v(-v) at the end of the vendor name. For example: A Rental Place-v. Reprocess the ChamberMaster synchronization action and it will now be able to complete the name change (new member addition).

16 Example of change from active to dropped Any membership status change in ChamberMaster will be marked and displayed in the QB Updates list. The QuickBooks status choice Active coincides with the ChamberMaster status Active. QuickBooks status Inactive coincides with the ChamberMaster status selections of Non-member, Courtesy, Prospective, and Dropped/Inactive. Write-offs or voiding of invoices must be done on your own.

17 Making sure both QB and CM have the same data

18 Members->Account tab View Member Record comparison Keep other staff from changes/additions to members while comparing records Do this for each member Fix any discrepancies Find a match for any left unmatched Double-check other fields: Renewal Month, Invoice Action, Billing Contact, Dues and Fees Can do this any time to restore integrity between CM and QB

19 Task List->QB Updates Double-check and fix any by clicking view edit comparison screen Click Remove All

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21 QuickBooks->Recurring Invoices tab Make selections and click Create Invoices Set defaults at Setup->QB Connection Settings

22 Go to any QuickBooks computer to print/ invoices All other transactions are done in QuickBooks i.e. receive payments, send statements, reprint invoices, voids and write-offs All Invoices, payments, and sales receipts will display in ChamberMaster

23 Double-check your fee items QuickBooks->Fee Items tab Click the title of each fee item to see which QuickBooks item is connected If necessary, break the fee item link and reselect the appropriate QB item Find a Match for any fee item that has not been connected to a QuickBooks item

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25 For one account: Members->Account tab->refresh QB Data

26 For all/selected accounts: QuickBooks->Synchronization tab->read Current Invoice and Payment History: All Members

27 Example of updating selected accounts

28 Example of processing 100 at a time 1 2 Then click Refresh at the bottom of the member list! 3 Then click Refresh at the bottom of the member list! Then click Refresh at the bottom of the member list!

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30 Create event fees in QuickBooks->Fee Items tab Make sure it has a matching QB fee item just like membership fee items Any staff person may assign fee item(s) to the event

31 Registration preferences are set per event Events->Fees tab->registration and Billing Preferences

32 Create event invoicing thru Events->Account tab, Create Invoices Now. Or by Task List->QB Invoices and select the correct event

33 Make desired selections and click Create Invoices Now

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35 One-time fees are assigned on the Members- >Account tab Must be assigned by someone with Finance or Administrator permissions

36 Three ways to create one-time invoices Immediately on Members->Account tab

37 Three ways to create one-time invoices Included with other monthly recurring amounts

38 Three ways to create one-time invoices Create all one-time invoices at one time

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40 QuickBooks->Fee Items tab Click Edit Pricing

41 QuickBooks->Fee Items->Edit Pricing Click Change All Rates to increase all existing rates by % or flat rate

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43 Watch video with the reconnecting CQI steps Task List->QB Updates->Need Help Connecting to CQI? Basic steps include: Right-click CQI icon, Exit. Click Start, All Programs, ChamberMaster, CQI Right-click CQI icon, Settings. File, Settings double check. File, Test QuickBooks Connection File, Test ChamberMaster Connection In ChamberMaster Setup, QuickBooks Connection Settings, Test Connection

44 Click Request Support