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Non Profit Receipt of Cash Donation Letter Template by wnl11701

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Non Profit Receipt of Cash Donation Letter Template document sample

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									    What Can 
QuickBooks® Do for 
 Your Non‐Profit?
       Presented by 
       Julie Jackson
 Software Support Analyst
  QuickBooks ProAdvisor
       Business Essentials Training
Business Essentials Training is designed to elevate the end users skill level in
the most useful features of the most popular productivity software (i.e. Excel,
Outlook, QuickBooks, etc.)

The intent of Business Essentials Training emphasizes teaching only…the
Essentials. This will eliminate hours of wasted time learning “features” that will
never be used.

We invite you to explore our product specific training classes in Microsoft and
QuickBooks. You are sure to find the courses you’ve been looking for. Our training
is designed to help you build businesses, enhance educational value, and reach
your full potential.

                         Business Essentials Training
   Microsoft Excel Training – Microsoft Outlook Training – Microsoft Power
      Point Training – Microsoft Access Training – QuickBooks Training

                           training.jmcoit.com
             Session Objectives

•   Classes/Programs
•   Donors
•   Grants
•   Vendor Transactions
•   Budgets
•   Templates
•   Letters
•   Reporting
           Classes/Programs

Classes give you a way to segregate programs in 
your organization.

You can use QuickBooks classes to classify your 
income and expenses by program and non‐
program, along with Permanently Restricted, 
Unrestricted, and Temporarily Restricted.
Classes/Programs
                Donors

The donor (customer) type enables you to keep 
track of the different kinds of donors and 
analyze the transactions associated with the 
different donor types.

Custom fields in donor set‐up let you add to 
information already tracked by QuickBooks, 
such as membership anniversary, year joined, 
and marketing preferences.
                    Donors

Mailing Labels
• File | Print Forms | Labels
• Select to print labels by donor (customer) type
             Donor Pledges

Pledge: A promise to pay, money not yet 
received.
Three benefits of entering a pledge rather than 
a deposit:
– Track the pledge as an account receivable
– Track details of revenue by donor
– Track outstanding pledges to follow up with the 
  donor
              Donor Pledges

Entering Pledges
• Nonprofit | Enter Pledge Invoices
• When the donor remits payment, use Receive 
  Payments to apply the payment to the 
  corresponding pledge
            Donor Donations

Entering a Monetary Donation
• Customer | Enter Sales Receipts
• Click the Customer:Job drop‐down arrow and 
  choose the donor/grant
• In the Item column, choose an item that 
  corresponds to the type of donation
• Enter the class (program)
             Donor Donations

Entering In Kind Donations
• Record a journal entry
• Debit In Kind Expense or actual expense account 
  in chart of accounts
• Credit In Kind Income in chart of accounts
                      Grants

Track grants in QuickBooks using “customer” as 
the grantor and “job” as the grant.  This will 
allow you to track and manage grants.
Recording the grant income
– Create an invoice
Recording expenses against the grant
– Write a check or enter bill
         Vendor Transactions

Customize Home Screen to add Enter Bills and 
Pay Bills

Why use bills?
– 990 preparation
– Reporting
– Management
Vendor Transactions
                   Budgets

You can create budgets for either Profit and 
Loss accounts or Balance Sheet accounts by 
fiscal year.
– If you choose Profit and Loss, you can specify 
  additional criteria of either donor or grant 
  (customer:job) or program (class)
Choose whether you want to create the budget 
from scratch or from the previous year's actual 
data.
                   Budgets

Reports
• Budget vs. Actual by Program/Projects

• Budget vs. Actual by Donors/Grants

• Profit and Loss Budget Performance
                     Templates

Custom Templates
• Pledge Invoice
• Member Dues Form 
• Donation
• Statements
• Grant Awards 
• Template Gallery
http://www.quickbooksgroup.com/webx/qblibrary/Forms/
                   Letters

You can use QuickBooks to send a collection 
letter to a donor.  This letter can remind the 
donor to send payment for a pledge or other 
outstanding promised payment.
Collection Letter
– Non Profit | Send Letters to Your Donors | 
  Collection Letters
– Company | Prepare Letters with Envelopes | 
  Collection Letters
                      Letters

Thank you and fundraising letter
  – Non Profit | Send Letters to Your Donors | Prepare 
    or Customize Letters
  – Select Prepare customer letters with envelopes to 
    write to donors or members
  – Select Prepare vendor letters with envelopes to 
    write to vendors or volunteers
Adapting other letters for use by a nonprofit 
  organization
                 Reporting

Report preferences can be viewed under the 
Edit | Preferences menu.

Cash basis reporting in QuickBooks does not 
include the results of invoicing or entering bills.  
It only includes the receipt of payment for an 
invoice or the disbursement of cash for a bill.  It 
is important to note this difference when 
viewing reports in QuickBooks.
                 Reporting
Donor Contribution Summary Report
• Reports | Nonprofit Reports | Donor 
  Contribution Summary
• Summarizes how much money was contributed 
  by each donor or grant
• If run on the cash basis, includes amounts 
  already paid
• If run on the accrual basis, includes amounts 
  pledged and paid
                 Reporting

QuickBooks Non‐Profit Reports
• Biggest Donors/Grants
• Donors/Grants Report
• Statement of Financial Income and Expense
                 Reporting

QuickBooks Non‐Profit Reports
• Budget vs. Actual by Program/Project
• Statement of Functional Expenses
• Statement of Financial Position
                   Reporting
Customize reports
• Exporting to Excel
  – You may need to change a report's appearance or 
    contents in ways that are not available within 
    QuickBooks
• Download pre‐existing templates
  – http://www.quickbooksgroup.com/webx/qblibrary/
    Reports
• Consider your audience
  – Use graphs
Questions & Answers

								
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