Quickbooks and Donation Tracking

joshfeingold 20 years ago

I am trying to help a non-profit school utilize Quickbooks for tracking tuition, donations, and fair share. Tuition consists of the amount assessed to each family and donations are obviously any donation made to the organization by various individuals. Fair share is a give-or-get situation where parents provide services to the school in lieu of payment. For example one family might mow the lawn and get credit towards fair share whereas another might wash the windows. Other parents might make a cash payment to credit that account.

The question that I have is if we can utilize Quickbooks 2004 to manage all of these different functions. Will that work? Can you give me some idea of how to structure things?

Thanks for your help! Josh

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mmaapp 20 years ago

If I understand you correctly then each student should be set up as a customer

Tuition (which I assume is what you "charge") can be issued on an invoice - you can use one or more tuition items and these would post to an income account. This would then leave an amount in accounts payable.

For payments received against these invoices use receive payments in the usual way.

Fair Share could be done via a credit note. Use the student's account and a fairshare item - these items could point to the relevant expense accounts (groundskeeping, for example). The credit note could then be set against the amount owed by the student.

Donations could be merely deposited as appropriate. If you want to track them to students them put the students account in the received from column and ignore any messages about amount owed.

You would need to be clear about the difference in donations and payments.

A word of caution - I am in the UK - so hopefully someone else will chip in if I've broken any US Accounting Rules!!!!

Regards

Mike

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joshfeingold 20 years ago

Well here are some issues:

1) I wouldn't want to issue a credit memo for fair share since it will decrease our expense accounts, which wouldn't be the case. Plus, it's not a cash item so how do I account for that?

2) As far as donations go, I need to run donor reports with queries, how would I do that?

Thanks, Josh

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