Question

How do I enter membership dues paid each month?

Forum|Forum|4 years ago
November 20, 2021
3 replies
0 views

We're a nonprofit using QB Desktop 2021. At the beginning of each year members, commit to pay a certain amount of dues. Most pay monthly. How do I enter dues paid each month and credit it to reducing the balance owed on the original pledge?

QuickBooks Desktop

C

CharleneMaeF

I recognize how important it is to flawlessly enter the membership dues, CSSsomd. I'd be glad to share it with you.

Let's enter the membership dues as partial payments in QuickBooks Desktop. This way, the balance owed on the pledge will be reduced.

Here's how:

Go to the Customers menu and then click Receive Payments.
Select the member in the field at the top to view their open pledges.
Place a checkmark on the pledge paid partially.
In the Payment column, enter the amount due.
Once done, click on Save & Close or Save & New.

If you accept retainers from your members, please see this article to learn how to track them: Manage Upfront Deposits.

Additionally, I've included this article that'll help learn the different ways to track transactions in QuickBooks. This helps you organize your cash flow and receivables more accurately: Desktop Workflows.

I'm only a few clicks away if you need assistance with your other QuickBooks tasks, CSSsomd. It's always my pleasure to help you out again.

C

CSSsomdAuthor

Thanks, that looks useful. But I've also got a couple payments that I previously entered as General Journal entries. Is there a way I can move them to apply to the pledge? I originally created a Dues income account. So the journal entry has a debit to the checking account and a credit to the dues account. How should I change that so the payment is credited against the pledge? - Thanks

RenjolynC

Thanks for your prompt reply,

Let me share some details about your situation.

To apply the journal entry to the pledge, you need to use Accounts Receivable as the associated account instead of the dues account. Then, select the customer's name from the Name column.

Before making any changes on the journal entry, please consult your accountant for advice. This is to make sure your financial reports are accurate.

Let's find and edit the transaction by following these steps:

Go to List > Chart of Accounts.
Double-click on the checking account where you assign the journal entry.
Locate the journal entry and double-click the transaction to open it.
From the Account column, change the dues account to Accounts Receivable and make sure to select the customer's name on the Name field.
Click Save & Close and select Yes to confirm.

Here's a sample screenshot for a visual reference:

After the steps, when you go to the customer's page, you will see the General Journal in the Transactions tab. You can apply the journal entry when you create Receive Payments.

Here's a sample screenshot to see what it looks like:

To learn more about the general journal entry in QuickBooks Desktop, please check out this article: Create a journal entry in QuickBooks Desktop for Windows or Mac.

You can also click on the links provided by my colleague CharleneMae_F for additional details.

Please reach out to us again if you have more questions or need help with other concerns. We're always around to help you out. Take care and stay safe.

Fiat Lux - ASIA

@CSSsomd

Another option, utilize this membership management app to integrate with your QB Desktop.

https://wildapricot.grsm.io/quickbooks

Rainflurry

You can enter an invoice for the amount of the annual pledge for each donor. Use an item that is mapped to the appropriate income account. When you enter that invoice you will have recorded income and a corresponding amount of accounts receivable. When the donor pays each month, receive the payment against the invoice and that will reduce the balance owed on the original pledge.

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