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Make an invoice for non-profit organizations

I'm going to show you how to handle setting up a grant the first thing that will happen is you're going to get a kind of note from the Kellogg corporation or Kellogg Foundation in our case that they are awarding you a grant so we go in and first thing we'll do is create a customer because they are giving us money so they are customers use customer functionality so I've created the Kellogg Foundation as a customer I filled in all the data I possibly can I highly recommend you fill in everything that you can as soon as you can because there's a very good chance you'll have to go back and do it later in order to take advantage of QuickBooks functionality I would probably have contact information in here etc after you finish this page the only real thing well as payment settings it I've marked it that we want to email them information could be mail or none mail being snail mail of course and the other thing I've done is I've created customer types of donors fee for service and grantor we want them to be in the grantor type that I've created because that helps our reporting later on then I created two jobs which would be the grants themselves in my scenario we've been told we've got some money in 2018 and we get some money for 2019 any time you create a customer it automatically creates a job so every customer has at least one job when you add a second job it shows up like this so the first thing I have to do is fund this so the first thing that happens is we get a note from the Chrysler Corporation telling us that in fact they are going to send us $60,000 and $30,000 of it is going to go against the 2019 funding and thirty thousand is going to go against the 2018 funding and you can see that I've called it restricted and thirty thousand dollars in each one so we have the invoices posted once we were have been notified here's again restricted temporary so the next thing that happens is I get payment they actually send the sixty thousand dollar check and of course I record that against Kellogg Foundation you can see I'm using the big customer here when I click that it automatically shows me that they have to open invoices I have sixty thousand dollars I have sixty thousand dollars worth of outstanding invoices for that particular customer so it clears once I post the fact that I've received a check the record deposits shows a one or however many number of checks or items to be deposit is there we're not going to talk about that and yet but that's there next thing you need to do is record oops sorry my bad we're going to enter a bill to record the expenses under customers we funded the account now we're going to show expenses for this so I have set up multiple expenses with this one vendor and again you'll notice I copied populated most of the information for the vendor when I created it the customer job is 2018 not 2019 because we're not in 2019 as of this recording so that will stay open also a good way to show your board that those funds have been received but you can't tap them yet I marked them as billable and the class is temporarily restricted so we put the money in as temporarily restricted now we're taking it out of temporarily restricted and we simply processed the invoice all right so what have we done now we'll go up and look at our reporting going to my memorized reports I've created a list called grant reporting or a category of grant reporting I like to create my own categories and I like to put in numeric in front of them takes them to the top of the list and makes it very plain that those are the ones that I've recorded I'm called a profit and loss bar by grant and you can see that the two grants show up plus the total information I've got this for the current fiscal year so you can now say how much money you've spent in the grant and how much you have left over in this case your total expense is forty-nine thousand dollars and you can see that there are no expenses and in the 2019 that that money is still sitting out there once again you can show this to the board this says the total if there were other grants for Chrysler Corporation Foundation or Ford Motor Company foundation or any of the others and we had activity there they would show up here as well one other trick that you can use is instead of a year to date you could select all once you've done that it shows you all of the money that you've received all of the money that you spent and guess what it'll tell you your balance for each grant of how much is available even though it might be a multiple year grant that's it and give me a shout if you have any questions thank you