Event tickets, products* in an Ecommerce cart, and individual dues rules are all mapped in Novi to specific items in QuickBooks. Sometimes these are called "products and services" and still others call them "targets."  Most people call them line items on an invoice.  Inside of QuickBooks, each of these items is mapped to a general ledger account.  Selling an item will then directly affect your Profit & Loss Statement, specifically through the account to which the item is mapped.

There are some cases where the sale of a specific item should be attributed to multiple accounts.

Recently QuickBooks released something called an "item bundle" that accomplishes exactly this. They compare it to a retail shop selling a gift basket. Each basket could have lots of different types of items inside of it, but it wouldn't make sense to put the individual items on the invoice.  Unfortunately, at the time I'm writing this article, this functionality isn't something we have access to just yet, but it is something we'd like to get our hands on in the future.

While we're waiting for bundles to flow through the Novi AMS <> QuickBooks Online API connection, our best suggestion is that you use journal entries to accomplish the goal of splitting the revenue from a single item. You will want to wait until the event or period is over and the likelihood that the accounting entries will change from refunds or credits is slim.

To find the sales of the particular item, run a Sales by Product/Service Detail Report and filter it to the particular item. You may even want to filter to a specific date range. You should see a total for the item sales, and you'll be able to apply your percentage formula to determine what your journal entry(ies) should be.

If you're not familiar with creating journal entries in QuickBooks, I highly suggest that you reach out to your accountant or to a QuickBooks Certified ProAdvisor. If you have a hard time remembering whether a revenue account should be debited or credited (like me), then check out this quick guide to debits & credits.

*Products in Novi AMS are automatically mapped one-to-one to items in QuickBooks, so Novi allows admin users to map them directly the general ledger accounts. Learn more about mapping accounting to QuickBooks Items.

Some other things to consider... 

Why QuickBooks Hasn't Given Us Access to Bundles

One of our association partners prompted me to do a bit more digging to determine why QuickBooks hasn't given us access.  The answer is in the QuickBooks user interface itself.

I added a test bundle to a transaction. Notice that the only change I can make is the quantity. I'm not able to update the rate or amount.

When I click on the items within the bundle, I am able to update the amounts.

Ultimately, there are a number of limitations placed on bundles within QuickBooks itself, so it's not surprising that those spill over into the API connection we use to communicate with them.  Perhaps one day, QuickBooks will add more flexibility to bundles in general and eventually allow 3rd party developers to create or update bundles through their connection.

Mapping dues to two different accounts

If your ultimate goal is to split dues payments into two different accounts, you might want to consider creating two different dues rules, attaching separate items (and eventually accounts) to each one.  The downside would be members seeing the two line items on their invoices, but you might be able to use the description field to show a reason for both lines to show (ie: year 1, year 2 if you are mapping one to revenue and the other to deferred revenue).

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