Configure Panorama to Work with Quickbooks

Let's Learn

• Overview

• Configuration Process

• Troubleshooting

• Best Practices

Overview

Panorama Donor Management can be integrated with QuickBooks Online to streamline accounting by allowing transactions from the Transaction Register to be posted directly to your QuickBooks account.

The first screen after celecting to configure Panorama to work with QuickBooks, it gives the following warning to users:  

Important: Panorama only supports QuickBooks Online. Direct integration with QuickBooks Desktop is not supported.

Once the user chooses Next they will get started with the first step of Configuration.  

Configuration Process

Step 1: Authenticate QuickBooks

Choose the Green button Connect to Quickbooks and it opens the following screen for the user to add their username and password.  

After the username and password are entered the user will see the following screen asking to confirm the connection between Quickbooks and the connection between Giftworks Cloud/Panorama Donor Management.  

Choose Connect.

The user will see that they are connected to QuickBooks. 

Choose Next  

Step 2: Link Accounts

Step 2 allows the user to match the account in Panorama Donor management to the corresponding account in Quickbooks. 

Once all the accounts are assigned to their matching account in Quickbooks the user can choose Next. 

Step 3: Add Accounts  

This allows the user to choose additional accounts that were not included in the original account list. If all the accounts have appeared in the account list.  

After the user has chosen the accounts, they would like to add to Giftworks Cloud/Panorama Donor Management choose next to move on to step 4. 

Step 4: Link Products & Services

This is matching the products and services with the products and services in Quickbooks.  Choose Next to move to the next step 

Step 5: Add Products/Services 

This allows the user to add any products or services appearing in Quickbooks that are not Appearing in the Product/service list already, put a check mark in the box beside the name of the Product/Service you would like to add and Choose Next.   

Tip: If you are adding a new product or service you’ll need to complete the Configuration process a 2nd time in order to match the product or service with the product or service in Quicbooks.   

Step 6: Manage Funds 

Manage funds allows the user to assign the fund with a debit and credit account so when the payment posts in the journal the user can see the income accounts that were assigned to receive the donation.  

Each fund listed requires the user to assign a debit and and a product to be able to see transactions in their transaction register.   

When the user chooses Assign Accounts this screen opens up to allow you to match the payment with the class, debit account and products for the funds assigned to each account.  

Choose the class, accounts and products and then choose Save.  Choose Next to move on to step 7.  

Step 7: Manage Classes 

This allows the user to add any classes that are not already added to the QuickBooks account.  

This allows the organization to import any classes that are not already added to Panorama Donor Management. 

Choose Next to go to the final step.  

Step 8: Options 

The options step allows the user to choose how the donors names will appear in Quickbooks. 

Tip: The default option for Same as your Giftworks Display Names is recommended if your organization has Households and Companies.  If you choose the First Name Last or Last First only individual donations will be posted to Quickbooks

The configuration will also allow the organization to choose the billing address format. 

When the user chooses Save another modal will popup:

Select Ok and then you’ll be re-directed to the financial and accounting settings Screen.   

Tip: The user may want to run a test to confirm that the transactions are appearing in Quickbooks by just selecting just 1 or 2 transactions to post. 

Once the Transaction(s) Post in Quickbooks  they will show in Quickbooks as a Sales Receipt. 

In Quickbooks Choose Apps, Sales and Get Paid, and Sales Transactions.  This will also automatically update the Journal Report in Quickbooks with the Sales Receipt.

The user can also see the transactions in their Chart of Accounts and the General Ledger as well. 

This product is currently under development, please report any issues to Frontstream Customer Support.  

The configuration process must be completed before the payments can be posted to Quickbooks through the transaction register.  

Troubleshooting

• I receive a Sandbox error when attempting to connect QuickBooks.

This usually indicates that Financial & Accounting has not yet been activated.

Complete the activation process before configuring QuickBooks.

• I don't see all of my QuickBooks accounts.

Run the configuration again and use the Import Additional Accounts step to add any missing accounts.

• My new Products or Services aren't available.

If Products or Services were added after completing the configuration, rerun the configuration and link the newly added items.

My transactions are not posting to QuickBooks.

Verify the following:

• You are signed in to both Panorama and QuickBooks Online.

• All Funds have Debit and Credit accounts assigned.

• Products & Services are linked correctly.

• The QuickBooks configuration has been completed.

• The transactions have been posted from the Transaction Register.

Note: In some cases, you may need to disconnect and reconnect QuickBooks before posting new transactions.

Best Practices

• Complete all Financial & Accounting setup before connecting to QuickBooks.

• Verify your Chart of Accounts before linking accounts.

• Test the integration using a small number of transactions before posting in bulk.

• Keep Products & Services synchronized between Panorama and QuickBooks.

• Review Fund assignments regularly to ensure transactions post to the correct accounts.