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DJBSTB
February 4, 2020
Question

Duplicate Donations Quickbooks Premier Non-Profit

  • February 4, 2020
  • 1 reply
  • 0 views

I recently took on the task of managing the financial information for my church.  The previous bookkeeper had duplicated numerous donations which now show in the make deposit window.  How do I get rid of these duplicate donations and clean up the deposit window in QuickBooks Premier 2016 Non Profit

1 reply

KlentB
KlentB
February 4, 2020

I'm here to help you in eliminating the duplicate donations, DJBSTB.

 

We can simply delete those donations (invoices and sales receipts) to get rid of the duplicates. Before doing it, I would recommend creating a back up first. This way, you can use it to restore your data if you ever run into problems. I also encourage you to run a quick report of your undeposited funds account for reference. Let me show you how:

 

  1. Select Lists from the top menu bar.
  2. Choose Chart of Accounts.
  3. Search the Undeposited Funds account.
  4. Click the Quick Report button.

Here's how to delete the duplicates:

  1. Select Customers from the top menu bar.
  2. Choose Customer Center.
  3. Choose the customer from the Customers & Job list.
  4. Once you clicked the customer name, the Customer Information window containing the invoices and sales receipts will appear.
  5. Double click on the invoice/sales receipt to open it.
  6. Once inside, click the Delete button.
  7. Hit OK to confirm the changes.

Check out this article that will help you track how your business is doing: Customize company and financial reports.

 

If have any other questions or require further assistance in managing your donations, don't hesitate to leave a comment below. I'll be right here to keep helping.

D
DJBSTBAuthor
February 16, 2020
@KlentB wrote:

I'm here to help you in eliminating the duplicate donations, DJBSTB.

 

We can simply delete those donations (invoices and sales receipts) to get rid of the duplicates. Before doing it, I would recommend creating a back up first. This way, you can use it to restore your data if you ever run into problems. I also encourage you to run a quick report of your undeposited funds account for reference. Let me show you how:

 

  1. Select Lists from the top menu bar.
  2. Choose Chart of Accounts.
  3. Search the Undeposited Funds account.
  4. Click the Quick Report button.

Here's how to delete the duplicates:

  1. Select Customers from the top menu bar.
  2. Choose Customer Center.
  3. Choose the customer from the Customers & Job list.
  4. Once you clicked the customer name, the Customer Information window containing the invoices and sales receipts will appear.
  5. Double click on the invoice/sales receipt to open it.
  6. Once inside, click the Delete button.
  7. Hit OK to confirm the changes.

Check out this article that will help you track how your business is doing: Customize company and financial reports.

 

If have any other questions or require further assistance in managing your donations, don't hesitate to leave a comment below. I'll be right here to keep helping.

Thank you for your answer.  It was very helpful.  My next issue is all the deposits in the Undeposited Funds register.  Why are they staying there?   The order of entering these deposits is as follows:

Enter each Donation

Record Deposits

 

Thank you for your time.  As I dig deeper into these accounts I am sure I will have more questions.  

 

 

 

 

    KlentB
    KlentB
    February 17, 2020

    You're always welcome, DJBSTB.

     

    I'm glad that you've reached out to me again.

     

    By default, QuickBooks puts the invoice/sales receipt payments (donations) into the Undeposited Funds account. This account holds the payments that you want to combine. It's like a box where you keep all the payments before taking them to the bank. To decrease these deposits, we'll have to create a bank deposit. I'll guide you how: 

    1. Select Banking from the top menu bar.
    2. Choose Make Deposits.
    3. In the Make Deposits window, select the payments you want to combine, then click OK.
    4. In the same window, select the account you want to put the money into from the Deposit to drop-down menu.
    5. Enter the date for the deposit.
    6. Add a memo as needed.
    7. Click Save & Close to complete the process.

    We can also make deposits one at a time for each of your deposit slips since each bank deposit creates a separate record.

     

    Moving forward, If you'd rather select which account you put payments into, we can uncheck Use Undeposited Funds as a default deposit to account option. Here's how:

    1. Select Edit from the top menu bar.
    2. Choose Preferences.
    3. Select Payments from the list, then go to the Company Preferences tab.
    4. Uncheck the Use Undeposited Funds as a default deposit to account option.
    5. Click OK to save the changes.

    Now you can select Undeposited Funds or another account each time you enter a donation.

     

    I encourage you to read this article to learn more about how Undeposited Funds account works in QuickBooks Desktop: Deposit payments into the Undeposited Funds account in QuickBooks Desktop.

     

    Feel free to tag my name again in the comment section if you have any other concerns or require further clarification regarding this matter. I'll be right to here help you further.

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