User-Defined Fields for QuickBooks Desktop

Based on how your QuickBooks® database is set up, you may need to create one or more User Defined Fields. For information about how to create user-defined fields, refer to User-Defined Fields.

  • Class and Subclass User-Defined Fields: UDFs "Class", "Subclass 1" and "Subclass 2" enable you to further breakdown the fund field. If you track classes in QuickBooks desktop, add your main and subclass values under these user defined fields. These fields must be single-select text defined fields that apply to transactions only. The CLASS column in the export file will contain the concatenated values for Class, Subclass1 and Subclass2.

  • Deposit Date User-Defined Field: If you make bank deposits at the end of the week and use the Gift Date to track the date you received a donation, use the "DEPOSIT DATE" UDF to store the date that the donation was deposited in the bank. Use this to ensure that the date on the imported QuickBooks® desktop transaction matches the bank deposit date. You must set up DEPOSIT DATE as a DATE defined field to apply to transactions only.

  • Deposit ID User-Defined Field: If you make more than one bank deposit in a day, create the "DEPOSIT ID" user-defined field. Use this to separate donations into the same groups as were presented to the bank. You must set up DEPOSIT ID as a text defined field to apply to transactions only.

  • Account Type User-Defined Field: If you continue to track Customer information in your accounting software, you may want to use the "ACCOUNT TYPE" user-defined field to store the same information that you would put into the Quickbooks® Customer Type field. Some of the customer type values are individual, business, foundation, church. You must set up "ACCOUNT TYPE" as a TEXT defined field to apply to constituents only.