When used in combination, Member Splash and Quickbooks make it exceedingly easy to track your revenue without needing to manually enter transactions. Member Splash already tracks all payments by fee type and provides summary reports that show revenue by category as well detail reports that show revenue by user, specific item, payment method, etc.
KEY CONCEPT: Use Member Splash when you want to find out revenue details -- who paid what, which membership types generated the most sales, etc. Use Quickbooks to record total revenue, optionally split into categories. There is no need to track individual payments in Quickbooks using the approach outlined below.
Step 1: Recording Deposits in Quickbooks as Uncategorized
With Member Splash your online payments are automatically deposited into your business bank account, typically the day after the payments are made. Rather than splitting each deposit into the various fee types that it represents, you'll record the deposit as Uncategorized.
1. Open QuickBooks and go to the Transactions -> Bank Transactions menu and select your bank account.
2. If your bank account is linked to Quickbooks then the deposit will show up automatically in Quickbooks, marked as For Review. Click on the row for the deposit which will look something like this.
Once opened select Uncategorized Income as the Account type and click Add to complete the deposit. (You can also set up Quickbooks to map the deposits to Uncategorized Income automatically).
If your bank account is not linked to Quickbooks you'll need to manually add the deposit. To do that click on the New button at the top left and select Bank Deposit.
Fill out the deposit as shown below. The Received From field allows you to select from your saved Vendors. We suggest adding Member Splash as a vendor but you're welcome to assign this however you like. The key is to use Uncategorized Income as the account.
3. Repeat for each deposit you need to record.
Step 2: Get Sales Summary From Member Splash
When you are ready to categorize the deposits in Quickbooks into the various fee types you'll log into your site and go to the Finances -> Sales Summary tab.
How frequently you choose to categorize deposits is up to you. You can do it for each deposit, once a week, monthly, or even just once at the end of the season. The settings are explained below.
Date Range Filter: You can select pre-defined date ranges, like Last Week, or select a custom date range. To select a single day just click on it twice.
Payment Method Filter: Select credit.
Use Batch Dates: Toggle this on. Credit card payments are only authorized when the charge is made -- the card is validated and a pending charge is added to the card to prevent exceeding the spending limit. Actual settlement of the charge and transfer of funds happens at the end of the day when all charges are submitted in a batch. Charges submitted after the transaction cut off time will be submitted with the next day's batch. This setting applies the cutoff time for your processor automatically. For example, if you are using Authorize.net the cut off time is always 4pm PDT. If you are in the Eastern time zone and select May 15, the Use Batch Dates setting will automatically include payments from 7:00:01pm May 14 through 7:00pm May 15. Charges made after 7:00pm May 15 will not be reflected.
If your club is using the Point of Sale system or is collecting online payments via forms, such as a swim team registration form, you'll want to toggle the switches to include those as well.
Use the Export button to export the visible rows to a CSV or Excel file.
NOTE: If your club is accepting ACH payments please be aware that there are several differences with how those work. An ACH payment is considered settled when it has been submitted for final funding. However, depending on the banks involved it may take several days for the funds to actually be transferred into your account. The timing is also affected by bank holidays. There is also the possibility that the payee may have insufficient funds in their account at the time the charge is submitted for funding.
ACH payments show up in your bank account as individual deposits. To split them into fee types you would look at the first and last ACH deposit for the date range you are reconciling, then look your eCrypt dashboard to see what date each of those payment was originally submitted.
The first deposit in the range you are reconciling provides the start date you'll want to choose in Member Splash.
The last deposit in the range is what you will use as the end date.
Once you have those dates, follow the same steps as above but choose ACH as the payment method.
Step 3: Create Journal Entries to Categorize the Deposits
Now that you have the summary report that splits the total deposits for the given date range into their consituent fee types you're ready to update Quickbooks.
1. Click the New button at the top left and select Journal Entry
Set the Journal Date to the last day of the date range you are reconciling.
For the Account select the Income Account. How fine grained you wish to get is up to you. You could use Dues to record all dues payments, or you can make sub accounts for your various membership types, such as Family, Couple, etc. Again, you'll have that detail in Member Splash so there isn't really a need to repeat it in Quickbooks, but the choice is yours.
In the Debits field enter the total amount paid for the particular fee type. Repeat for each fee type you are recording.
Add a final line to the entry with the Account set to Uncategorized Income and the Credits field set to the total amount you are recording (Quickbooks will automatially populate this for you based on the other lines).
Save the Journal entry and now your previously uncategorized deposits all correctly reflect the appropriate fee types! Using a report like the Profit and Loss statement will show your revenue broken out into the various categories.
How frequently you choose to do this is up to you. The point of Member Splash is to reduce your workload and since there isn't any particular need to have revenue categorized in Quickbooks in real time we typically recommend doing this monthly. Once you've done it once or twice it shouldn't take more than about 10 minutes.