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Log a Donation in Method:Donor for QuickBooks Desktop Accounts
Log a Donation in Method:Donor for QuickBooks Desktop Accounts

How to enter in a donation if Method:Donor is connected to QuickBooks Desktop.

Updated over a week ago

The following steps will show you how to log a donation in Method:Donor's Donations App. We recommend you set up your App Preferences before proceeding.

If you have a payment gateway set up, you will also have the option to process the payment for the donation.

NOTE: There are minor differences in creating a donation for Method depending on whether or not you have QuickBooks Desktop, or QuickBooks Online. If you are using QuickBooks Online, please see our article Log a Donation in Method:Donor for QuickBooks Online Accounts.

For the purpose of this article we will separate the Donation screen into four sections:

NOTE: Donations are saved as soon as you create a donation and select a customer for that donation, even without hitting the save button.

Donation Details

  1. To create a new donation, click ⊕ New on your Donations App, or ⊕ New Donation from the Donations List screen.

  2. This opens the New Donation screen. Choose a Donor (a customer) to associate with this donation. You can also search for an existing customer as shown below. If you are logging a donation for someone new, click Add New Donor in the dropdown of Donor.

  3. When you select the customer, the customer's address will show. Also, a number of fields will show for you to fill in. At the top, you will see a link to the customer and on the right are the open and closed Activities associated to this donation (which there are none). Donations History includes all donations including the one you are filling in.

  4. The next few fields are optional to fill in:

    • Donation #: transaction number for donation

    • Date: date of donation

    • Representative: This will be the Sales Rep you have assigned this donation to.

    • Class: This is the program the donation is for. It is only visible if class tracking is enabled in QuickBooks.

    • Tags: see Tags.

    • Opportunity: If you have the Opportunities App, you can associate this donation with the opportunity.

    • The checkboxes deal with how the transaction is dealt with in QuickBooks:

      • Don't sync with QuickBooks: When checked, this donation will NOT sync to QuickBooks. When unchecked, this donation will be saved to QuickBooks as a Sales Receipt.

      • Pending for Approval: Flags the sales receipt in QuickBooks as "pending": do not send this to the customer yet.

      • Print later from QuickBooks: Flags the sales receipt in QuickBooks as "to be printed".

      • Email later from QuickBooks: Flags the sales receipt in QuickBooks as "to be emailed".

  5. The next fields deal with payment options.

    • Payment Method: Type of payment.

    • Deposit to Account: Choose the bank account the payment will initially be deposited in. This field is populated by QuickBooks.

    • Check #: Assign a check number if applicable.

  6. Process with Payment Gateway: If you have a payment gateway set up, you can immediately process the donation with a selected payment gateway. Once a payment has been processed.

    • The checkbox Process payment gateway will no longer appear.

    • The Check # will be filled with the appropriate reference number from the payment gateway.

Donation Line Items

Line items are added to the Donation using the Line Items grid. Items available are taken from the Items App which is synced with your QuickBooks account. By clicking on a row, each column (other than the Amount) can be edited to fill in details for each line item.

Click inside the line item to grid to add QuickBooks items to this donation. To add more lines, select the Add Lines button.

If you are viewing on mobile, adding new items is done via a separate screen.

NOTE: Line items are not saved until you save the whole Donation. If you updated the line items and log out of your session, they will not be saved.

Donation Total

The next few checkboxes help you keep track of your donations:

  • Sent Email: Automatically checked if an email has been sent via the Send Email button.

  • Sent Letter: Automatically checked if a letter has been printed via the Print Letter & Receipt button.

  • Sent Receipt: This is automatically checked if a receipt has been printed via the Print Letter & Receipt button.

  • Donation made Anonymously: Check this manually if the donation is anonymous.

  • Donation made In Honor: Check this manually if the donation is made in honor of.

  • Donation made in Memory: Check this manually if the donation is made in memory of.

Donation Buttons

  • More Actions [ ∨ ] :

    • Clear / New: Clear all the fields on the screen to enter in a new donation.

    • Delete: Delete your donation. Note: Deleting a donation cannot be undone.

    • Make a Copy: Duplicate the donation.

  • Print Letter & Receipt: This will bring up a pdf document for printing. Your pop-ups must be enabled for Method, else the document will be blocked and nothing will happen when you click this button. The PDF link created will expire within 5 to 10 minutes. You should not reference the link in any permanent document. Please see Print a Receipt and Thank You Letter in our help center for more information on printing a receipt and thank you letter.

  • Email: This will take you to the Donation Email Editor where you can edit the email before sending it out. See Email a receipt in our help center for more information.

  • Save [ ∨ ] : Save the donation and stay on the screen.

    • Save & New: Save this donation and clear all the fields to enter in a new donation.

    • Save & Back: Save the donation and navigate to the previous screen.

When you're finished, click Save. Your donation has been logged! When you save the donation, the Total updates at the bottom and top of the donation.

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