Navigate to the Control Panel > Money Tab > Setup > Money Options and scroll down.
Before you start exporting transactions, credits and payments from your ClubExpress website and importing this data into QuickBooks®, we strongly suggest that you experiment with a copy of your main “company” file or with an empty file. A single import of just one month of data could make dozens of changes to multiple accounts; you should be absolutely sure that everything is properly configured and that data is imported as you are expecting. You must also configure the QuickBooks® account names for your bank accounts and financial accounts.
The first option is to tell the system whether you are using QuickBooks® Desktop for Windows (QDW), or QuickBooks® Online (QBO). ClubExpress handles each product significantly differently. Note that if you are already using QDW, you can easily switch to QBO.
The following options can be configured:
- Check the box if you use QuickBooks® classes to categorize your revenue and expenses. The default is No (unchecked).
- In QuickBooks®, each member or non-member is treated as a “customer”. QuickBooks® will attempt to match transactions to existing customers if possible, based on the customer name. Specify the format used for these names. Note that the user’s middle initial is included in the name field.
- If your QuickBooks® company file is configured to use sales tax, check this box. The system will handle exports slightly differently if sales tax is being tracked, even if most transactions (membership, event registration, etc.) don’t have sales tax.
- Next specify whether collected funds are recorded as being deposited directly into bank accounts or whether they are recorded as being deposited into the standard “Undeposited Funds” account.
Note: This setting only affects funds which are collected through ClubExpress using the built-in merchant account or checks mailed to ClubExpress that we process for you. This setting does not affect funds that you collect directly if users pay with cash, checks directly to the club, or you process payments through a "separate system".
For customers outside the US that don’t have a bank account already defined in the system, ClubExpress will create a “dummy” bank account called “Primary Bank Account”.
- Specify the names used for various standard accounts in QuickBooks®. Be sure that the name is spelled exactly as shown in your QuickBooks® Chart of Accounts.
- Note that the “Default Income from Items” and “Default Income from Services” only appear for users of QBO.
- Specify the item names used for Sales Tax and Shipping and Handling.
Financial Accounts can only be used to direct payments to multiple bank accounts if you are a ClubExpress Premium Payments user.