I’m the book keeper for a sports organization with approximately 900 hundred customers (players). Each customer is assigned to a ‘class’ for reporting. The ‘class’ is a designated as a Team Name.
Each ‘customer’ has an Accounts Receivable balance that gets reduced each month according to a payment plan.
Payments are received via a sports registration company (Sports Engine)—consolidated and direct deposited (minus their service fee) into the organizations bank account.
In order for Quickbooks Desktop to properly receive the funds and simultaneously reduce each customers outstanding A/R balance, I follow these procedures:
- “Receive Payment” for each transaction. (900 customer transactions monthly).
- As these transactions are ‘Saved” they move to ‘Undeposited Funds’
- Once all payments are received for the month.
- Go to “Banking” “Make Deposit” where I add the “Undeposited Funds” previously entered
- I also add lines for the ‘Service Charge” from Sports Engine. These are deductions.
- “Save and Close”
I’m seeking a process to minimize the extensive hours of data entry. I’ve tried memorized transactions, deposits etc without success. Attached to this text are:
- An snip example of a deposit.
- An error message received when trying to memorize a deposit that includes “Undeposited Funds”.
