45
Presenters – Brenda Lundeen Michelle Schave
Presenters –
Brenda Lundeen
Michelle Schave
Keeping QB & CM up-to-date with
membership data updates
Generate recurring invoices
Create event and one-time invoices
Manage member fees & dues
1 – 1 ½ hour in length
Please ask questions throughout! Click Raise Hand button to ask over voice
line
Ask on the Questions area anytime
Q&A at the end too
Member data updates and
Financial transactions
ChamberMaster marks changes made to
membership records
Click Task List->QB Updates to pass changes
thru to QuickBooks
Make changes in CM to take advantage of
connection and eliminate dual entry
Task Where to
initiate
the task
Results
Change member name,
address, phone number
and all other contact
information
ChamberMaster Changes are marked for
synchronization and appear in the QB
Updates Task List where they may be
passed through to QB.
Create new members ChamberMaster New members are marked for creation
and appear in the QB Updates Task
List where they may be passed
through to QB.
Change member status ChamberMaster Member status changes are marked for
synchronization and appear in the QB
Updates Task List where they may be
passed through to QB.
Change Billing Reps or
address information
ChamberMaster Changes are marked for
synchronization and appear in the QB
Updates Task List where they may be
passed through to QB.
ChamberMaster will
display QB transactions
Members->Account tab
Create recurring members invoices and event
invoices by clicking button in CM
Invoices are created in QB immediately
All other transactions are created in QB (optional one-time invoice creation available)
Task Where to
initiate
the task
Results
Create recurring membership
invoices
ChamberMaster These invoices are initiated by clicking a button
in ChamberMaster but created in QuickBooks.
These invoices are in QuickBooks but also
viewed on each member’s account in the
Members module.
Create event invoices ChamberMaster These invoices are initiated by clicking a button
in ChamberMaster but created in QuickBooks.
These invoices are in QuickBooks but also
viewed on each member’s account in the
Members module.
Create other one-time invoices
Examples would be one-time
invoices for single purchases or
items that will not be a recurring
amount.
QuickBooks These invoices are read by ChamberMaster and
are also viewed on each member’s account in
the Members module.
Receive payments QuickBooks These payments are read by ChamberMaster
and are also viewed on each member’s account
in the Members module.
Task List->QB Updates
Take care of any desired manual updates
Click Synchronize Selected Items Now
Example of adding a new CM member
Take note of the Member Status column before adding a new record to QuickBooks. If you have decided that Prospective or Non-Members will not be added to QuickBooks, then change the Synchronization Action to Clear Item from List.
If a customer record already exists in QuickBooks for this new member, do not perform the default action of adding the record. Instead, click view comparison edit screen and click Find a Match.
Example of changing member name
If a QuickBooks record already exists with this name, (either in the Customer or Vendor list), an error will display when copying the name change into QuickBooks (error 3100). Determine if another distinct customer truly exists in QuickBooks. If not, you may have a vendor listed in QuickBooks with this same name. You may want to change the name of the vendor in QuickBooks. One suggestion would be to change the vendor name to include a dash v(-v) at the end of the vendor name. For example: A Rental Place-v. Reprocess the ChamberMaster synchronization action and it will now be able to complete the name change (new member addition).
Example of change from active to dropped
Any membership status change in ChamberMaster will be marked and displayed in the QB Updates list. The QuickBooks status choice “Active” coincides with the ChamberMaster status “Active.” QuickBooks status “Inactive” coincides with the ChamberMaster status selections of Non-member, Courtesy, Prospective, and Dropped/Inactive.
Write-offs or voiding of invoices must be done on your own.
Example of deleting a CM member
If a customer record in QuickBooks has any recorded transactions, this default action will not be successful in deleting the QuickBooks customer. However, you may wish to Clear Item from List.
Making sure both QB and CM have the same data
Members->Account tab
View Member Record comparison
Do this for each member
Fix any discrepancies
Find a match for any left
unmatched
Double-check other fields:
Renewal Month, Invoice Action,
Billing Contact, Dues and Fees
Can do this any time to restore integrity
between CM and QB
Keep other staff from changes/additions to
members while comparing records
Task List->QB Updates
Double-check and fix any by clicking
view edit comparison screen
Click Remove All
QuickBooks->Recurring Invoices tab
Make selections and click Create Invoices
Set defaults at Setup->QB Connection Settings
Go to any QuickBooks computer to
print/email invoices
All other transactions are done in QuickBooks
i.e. receive payments, send statements,
reprint invoices, voids and write-offs
All Invoices, payments, and sales receipts
will display in ChamberMaster
Double-check your fee items
QuickBooks->Fee Items tab
Click the title of each fee item to see which
QuickBooks item is connected
If necessary, break the fee item link and reselect
the appropriate QB item
Find a Match for any fee item that has not been
connected to a QuickBooks item
For one account:
Members->Account tab->Refresh QB Data
For all/selected accounts:
QuickBooks->Synchronization tab->Read
Current Invoice and Payment History: All
Members
Example of processing 100 at a time
1
2
3
Then click Refresh at the bottom of the member list!
Then click Refresh at the bottom of the member list!
Then click Refresh at the bottom of the member list!
Example of updating selected accounts
Create event fees in QuickBooks->Fee Items
tab
Make sure it has a matching QB fee item just
like membership fee items
Any staff person may assign fee item(s) to
the event
Registration preferences are set per event Events->Fees tab->Registration and Billing Preferences
Create event invoicing thru Events->Account
tab, Create Invoices Now.
Or by Task List->QB Invoices and select the
correct event
Make desired selections and click Create
Invoices Now
One-time fees are assigned on the Members-
>Account tab
Must be assigned by someone with Finance or
Administrator permissions
Three ways to create one-time invoices
Immediately on Members->Account tab
Three ways to create one-time invoices
Included with other monthly recurring amounts
Three ways to create one-time invoices
Create all one-time invoices at one time
QuickBooks->Fee Items tab
Click Edit Pricing
QuickBooks->Fee Items->Edit Pricing
Click Change All Rates to increase all
existing rates by % or flat rate
Watch “Setup the CQI Connection” webinar
recording
Help/Info->Videos, Webinar, and Other
Resources->Webinars – recorded->ChamberMaster
Training sessions
Follow steps in
Help/Info->
QuickBooks with
the CQI Connection
Contact
Watch video with the reconnecting CQI steps
Task List->QB Updates->Need Help Connecting
to CQI?
Basic steps include:
Right-click CQI icon, Exit.
Click Start, All Programs, ChamberMaster, CQI
Right-click CQI icon, Settings.
File, Settings – double check.
File, Test QuickBooks Connection
File, Test ChamberMaster Connection
In ChamberMaster – Setup, QuickBooks
Connection Settings, Test Connection
Click Request Support
1-800-825-9171
Watch a recorded version of this session Help/Info->Videos, Webinar, and Other Resources-> Webinars – recorded->ChamberMaster Training sessions
