Overview
A common issue reported by bookkeepers or accountants is that dues revenue appears in an unexpected account—or cannot be found where it’s expected in financial reports.
This article walks through how dues mapping works in Novi AMS and provides a straightforward troubleshooting process to identify where things may be going wrong.
How Dues Mapping Works (High-Level)
Understanding the flow is key:
Dues Rules (in Novi AMS)
↓QuickBooks Items (Products/Services)
↓Chart of Accounts (in QuickBooks)
👉 Important:
Novi only maps Dues Rules → QuickBooks Items
The connection from Items → Chart of Accounts happens entirely in QuickBooks
Step-by-Step Troubleshooting
1. Identify the Member’s Member Type
Start by determining which member type the affected member belongs to.
This is critical because:
Dues rules are tied to member types
The member type determines which dues rules apply
2. Review Dues Rules for That Member Type
Navigate to the member type settings and review all associated dues rules.
Key things to check:
Which rules apply to the member
Which rules are currently active
Which rules are generating invoice or sales receipt line items
👉 These dues rules determine what gets added to the transaction
3. Identify the QuickBooks Item (Product/Service)
Each dues rule is mapped to a QuickBooks Item (Product/Service).
This is the most important connection in Novi.
The dues rule → QuickBooks Item mapping is the only financial mapping handled within Novi AMS
This item is what ultimately drives where revenue is recorded
Very Important: Did anyone make any changes to this mapping in the recent past? A customer and I spent 30 minutes struggling to understand why her transactions weren't mapped correctly, only to discover that her boss had changed a dues rule just a few weeks prior.
4. Verify Mapping in QuickBooks
Once you know the QuickBooks Item:
Go into QuickBooks and check:
To which account the item is mapped to
Whether it’s pointing to the expected income account
👉 This is where most issues originate.
Important:
This step should be done with your bookkeeper or accountant, as it involves accounting configuration inside QuickBooks.
Special Case: Product Add-Ons
In some cases, your organization may use Product Add-Ons with dues.
If applicable:
Each add-on is mapped 1:1 to a QuickBooks Item
The same troubleshooting process applies
👉 Check:
The add-on’s QuickBooks Item
The Item’s mapping in QuickBooks
Summary
If dues revenue appears in the wrong place:
Identify the member type
Review associated dues rules
Find the linked QuickBooks Item
Verify the account mapping in QuickBooks
Key Takeaway
Novi controls what item is used
QuickBooks controls where the money goes