Departments can add an additional layer for associations looking to categorize transactions beyond the traditional accounts, items (products & services), and classes. This is particularly useful when the business calls for separate financials for membership dues, events, and other verticals.

The Concept

The base level of a QuickBooks transaction is a line that is composed of an item and class. This allows for a single transaction to affect many different accounts and classes.

Departments, conversely, are tied to the transaction as a whole. This means that an invoice or sales receipt can only be attached to a single department. The best way to conceptualize this is to ask "Which Department is responsible for this particular transaction?"

Enabling Departments in QuickBooks

  1. Click on the settings wheel in the upper right of the page.
  2. Under Settings, click on Company Settings.
  3. On the Company tab, look for the Categories section & click the edit icon.

4. Within the edit dialogue, enable Track Locations and set the location label to Department.

Enabling Departments in Novi AMS

Departments must be enabled and defined within QuickBooks prior to setting up Departments in Novi.  Novi's automatic sync will detect changes, but you might want to consider running a manual sync if you made changes to Departments in QuickBooks within the last few hours.

Departments are enabled and mapped inside of the various revenue centers in Novi. This ensures that invoices generated by those functions are properly categorized without any additional work by members or association staff.

Revenue centers include:

  1. Member Types (Settings Tab)
  2. Event Categories (Accounting Section)
  3. Ecommerce (Association Settings, Ecommerce tab, Accounting Section)

Adding Departments to Dues Transactions

  1. Navigate to your Member Types.
  2. Choose the Member Type to which you wish to add a Department.  Notice that you can assign a different Department to each Member Type or assign one Department to all of your Member Types.
  3. Click on the Settings Tab for the Member Type.
  4. Scroll down to the Accounting section to assign the proper Department.

Adding Departments to Event Registration Transactions

  1. Navigate to Event Categories.
  2. Choose the Event Category to which you wish to add a Department.  Notice that you can assign a different Department to each Category or assign one Department to all of your Categories.
  3. Scroll down to the Accounting section to assign the proper Department.

Adding Departments to Ecommerce Transactions

  1. Navigate to Association Settings (the large gear icon on the upper right).
  2. Choose Ecommerce.  Notice that you can assign a different Department to each Category or assign one Department to all of your Categories.
  3. Scroll down to the Accounting section to assign the proper Department.

Common Questions

Why can't I specify specific departments for different Ecommerce products?

Departments are specific to transactions like invoices and sales receipts. Given that a member (customer) can purchase different products in the same transaction, only one department can be assigned to all Ecommerce transactions.

Associations do have the option of assigning invoices manually to individual departments within QuickBooks once those invoices have been created. This allows a person to put eyes on each Ecommerce transaction and route it appropriately.

What happens if an Ecommerce Product is included in an Event Registration transaction or Dues transaction as an add on?

Because Departments are set the the transaction level in QuickBooks, any Add On would inherit the Department of the Novi transaction type itself.  So an Add On to an Event Registration transaction would have the same department as the event tickets.

Is there an option to make Departments more granular so that different line items on the same transactions can have different departments?

If that is your business case, you might want to consider classes.  They are designed to be designated within QuickBooks and Novi at the transaction line item level.  Some accounting professionals might also recommend separate GL accounts.

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