How to Record to Accounting

Recording to Accounting With QBs Desktop:

Admire on the cloud cannot directly connect to QuickBooks Desktop.  
You will need to first export your Admire batches and then use the Deposit to QuickBooks App to connect to QuickBooks and enter in the exported data.

First Time Initial Setup of App:

• Download QBFC7 (file below) which allows the integration of Admire with QuickBooks Desktop.

• Open and Install the file.

• Download the Deposit to QuickBooks App (file below).

  DepositToQuickBooks

  2.01 MB

• Run the Deposit To QuickBooks App by opening it and extracting all the files.

• Open the file and select the file.

• The Deposit to QuickBooks App opens & its icon should appear in your taskbar.

• Right click on the  icon on the taskbar and select Pin to taskbar to make the app easily available for use.

• Now you need to export your information from Admire before you go back to this App.

• Please Note: When you actually try to use this app for the first time a message will pop-up.

  • You need to go back to your QuickBooks screen.

  • There will be a QuickBooks pop-up there requesting you to give Admire access.  Follow the directions to allow Admire to always access your QuickBooks.

Exporting Admire Batch Data:

• Make sure in Settings → Accounting → Record To Accounting: is selected.  For more information on this click here.

• Go to the Batch Manager - select from the Admire left-sidebar.

• Select the batches you wish to export. You can select multiple (red box).

• Select if all your batches are closed, or if any are open.

• You will be prompted to add a deposit date for any batch which is missing one.

  • Select the correct date and then .

• Batches selected will now be marked closed and recorded to accounting.

• The data will download, as a .csv file, to your personal desktop Downloads folder.

• Move the file to desired location.

Using the Deposit To QuickBooks App:

• Open your QuickBooks in SINGLE user mode - not as Administrator.

• Click on the  icon on the taskbar to open the app.

• Click on , this opens your personal File Explorer.

• Find the file you exported (in the previous step), select it and click Open.

• Now the App will attempt to connect to QuickBooks.

  • If there are any errors, please check if there are any open screens in QuickBooks which would not allow the app to connect.

• The Export will now appear in the screen below.

  • If a Batch has multiple lines (due to the grouping), the batch will still be recorded on one QBs Deposit.  Each line of the batch will appear as a line item on that one Deposit.

  • If a cell is red this indicates that the value does not exist in QuickBooks.  You can either:

    • Choose the correct QuickBooks value from the dropdown list.

    • Leave the Admire value and it will automatically be created in QuickBooks.

  • To update the entire batch or the full list:

    • Update one row.

    • Right click and choose which option works for you.

• Choose or use the other buttons to select the line items you wish to import to QuickBooks.

• Select .

• All selected lines will be imported to QuickBooks (remember - each line does NOT mean a separate Deposit).

• Imported rows will turn grey/italicized.

• The file you uploaded to your screen will be renamed with DONE_ at the beginning of the filename, to prevent you from mistakenly loading this export again.

Recording to Accounting With QBs Online:

• Make sure in Settings → Accounting → Record To Accounting: is selected and showing .  For more information on this click here.

• Go to the Batch Manager - select from the Admire left-sidebar.

• Use the dropdown arrow by to to select Unrecorded batches.

• Select the batches you wish to export. You can select multiple (red box).

• Select if all your batches are closed, or if any are open.

• You will be prompted to add a deposit date for any batch which is missing one.

  • Select the correct date and then .

• Batches selected will now be marked closed.

• Based on your mapping set by Record to Accounting Set Up Guide, Admire will attempt to auto fill the QuickBooks information.  If any information does not match you will asked to manually choose from your QuickBooks.

• 

• To manually select the data: use the dropdown arrows to select from your QuickBooks (Admire is now connected!) the proper information.

  • New Accounts cannot be entered from this screen.  You must enter it first into QuickBooks.

  • New Customers/Classes can be added to QuickBooks directly from this screen.

    • You can select the +Add “the new info” to Quickbooks option which appears at the bottom of the list.

• Once all the required information is set, click on which appears in the top right corner.

• All selected batches will now get recorded to QuickBooks and a notice will appear in the bottom left corner about this.

Note:

If all the payments in a batch are unapplied payment, it will not be able to record to accounting and will error.  

You need to go back to the payment(s) and apply them to a pledge in order to be able to send this batch to QuickBooks.

If there are other applied payments on the batch, it will display the unapplied payments with a warning:

• If you proceed and click on Record to Quickbooks, it will ONLY RECORD the APPLIED PAYMENTS!

• To have ALL the payments recorded - click on Cancel, open the list of payments in this screen and click on each unapplied payment, one at a time, and apply them.