After you elect to use QBO on the Money Options page, you must spend time updating several areas of your website to include QBO account names, classes and items names. Take care to record these names exactly as they appear in your QuickBooks® Online account. If names are misspelled on the ClubExpress side, QBO will assume the account, item or class does not exist and will create the account, item or class for you.
It's also important to continue to refresh the data maintained by ClubExpress if you make any changes on the QBO side. This reduces the number of errors you may receive and decreases the likelihood of accounts, customers and items being created if they don't match at the time of a data transfer.
QuickBooks® account names are updated in three places within ClubExpress. Be sure that all three are correctly filled out:
- Control Panel – Money – Setup – Bank Accounts
- Control Panel – Money – Setup – Financial Accounts (2 grids, one for Master Accounts, and one for your organization-specific accounts)
- Control Panel – Money – Setup – Money Options
When you are entering QuickBooks® account names into ClubExpress, be sure that the spelling is exactly the same as it is in QuickBooks®. If it’s not, the system will create a new QuickBooks® account with the spelling you've used on your website and you will have to manually move each transaction to the correct account.
When specifying account names in ClubExpress, do not include an account number. If your account is a sub-account, specify the path to the sub-account with a colon delimiter.
Reports
In QBO, select the Reports button to view the QuickBooks® Item and Account Names report, showing the QBO item names that have been set up on the ClubExpress side. Make any edits necessary on either your website or in your QBO account to make sure the items are exactly the same in each place. Select Accounts that are Missing Required QBO Information to view a list of both Master Accounts and organization-specific accounts missing the QuickBooks® Default Item Name.
Financial Accounts
For financial accounts, you will need to add Account Names for both the financial accounts you've created as well as the master financial accounts. Each financial account will also ask for a QuickBooks® Default Item Name. The Default Item Name is used when a QuickBooks® Item Name is not defined at either the item or transaction level. For example, when setting up a Donation fund, you select the financial account (which already has a Default Item Name associated with it), and you can optionally add a specific QuickBooks® Item Name to the donation fund. If you skip this field when creating the fund, we will use the Default Item Name.
Financial Accounts can only be used to direct payments to multiple bank accounts if you are a ClubExpress Premium Payments user.