Import Pledges to QuickBooks as Invoices
In order to import pledges to QuickBooks, you will need to import them as invoices.
First, you will need to create an eTapestry query that limits the transactions being exported to Journal Entry Type Pledge. The example query below selects Pledge transactions dated during the last week that have not been Finalized.
Create a query for Pledge transactions dated during the last week
- From Queries, click Manage Queries. The Query Categories page appears.
- Click on a category to select it, or to create a new category click New Category under Tasks. After you access a category, the Edit Query Category page appears.
- Click New Query under Tasks. The Create a New Query page appears.
- Under Query Basics, enter "Last Weeks Pledges".
- In the Query Type field, select "Dynamic".
- Set the starting query to Base - All Consituents.
- Under Results, select "Journal Entries".
- In the Criteria Matching field under Criteria Options, select Match each criteria.
- In the Which person should be checked for matches drop down menu, select Any Persona.
Under Criteria, select the Journal Entry Date, Journal Entry Status, and Journal Entry Types fields.
- Journal Entry Date: Select "Last Week" in the Range Type drop down menu.
- Journal Entry Status: Select Pending.
- Journal Entry Types: Select the checkbox next to Pledge.
- Click Save And to save the query.
Next, use the eTapestry QuickBooks Desktop Standard Export to generate the export file. You must use the export query that you created above as the starting query for the export. You must also select the following options:
- Create Customer Records: Yes option
- QuickBooks Transaction Type: "Cash Sale"
- Distribution Memo: "Fund Name" (to export the fund as the Inventory Item) or Blank
For more information about how to set up the eTapestry Standard QuickBooks Accounting Export, see QuickBooks Export Set Up .
When you run the QuickBooks Export, a file will be created in the Intuit Interchange Format (IIF). You will search for this file as part of the QuickBooks import process, so you should save it in a location that you will remember.
Finally, you will need to modify the export file before you import it into QuickBooks.
Modify your export file
- To modify the export file, use spreadsheet software (such as Microsoft Excel) to open the IIF file.
- Change every instance of the phrase “CASH SALE” to “INVOICE.” This appears in the TRNSTYPE column. Consider using a "Find and replace" feature to identify every instance and make mass changes.
- Save the file. For Save as type, select Text type and ensure that the file name ends with suffix "IIF" (for example: eTapestryExport2-18-14.iif).
- Confirm that you want to keep the file in the same format.
- Close the file. You are ready to import the file into QuickBooks desktop.