Accounting

• If we already use QuickBooks or Quicken, can we keep using it, or integrate the two? If we decide to use BoosterHub's accounting system, does it replace the need for other accounting software?

  BoosterHub has an Accounting system that is fully integrated with the other modules of BoosterHub. It replaces the need for an accounting software such as QuickBooks. You do not need QuickBooks or any other accounting software with BoosterHub. BoosterHub's Accounting module includes a full suite of accounting tools, including budgets, financial statements, and automated tools specifically designed for booster clubs.

  Should you continue to use your previous accounting software, you can use as much of the BoosterHub Accounting module as you wish. However, the two systems are not integrated with each other.

• What is the difference between Simple Accounting and Advanced Accounting?

   

  Simple Accounting in the Standard plan is perfect for small and medium-sized booster clubs. It has a full suite of accounting tools for tracking Income, Expenses, Assets, and Liabilities, and has budgeting and reporting designed to be an all-in-one for your Treasurer. 

  Advanced Accounting in Pro plan includes all of the above, plus it allows your club to track Income, Expenses, Assets, and Liabilities across different Programs. For example, if you are a Band and need to track funds that are separately marked for the Color Guard, Marching Band, and Concert Band, you can do so with our Program Tags.

  Although it doesn't actually file your taxes for you, the Accounting system is designed to align with the IRS 990 and help you manage your non-profit efficiently and effectively.

• In Accounting, how can I get my starting balance to pull in for Reconcile?

  In Accounting > Reconcile > New Reconcile, you may need to adjust the dates for your reconcile period. You can do so at the top right of the screen. If this does not work, there may be an issue with your fiscal year period.

• How can I understand the USIO charges in my Accounting records?

  USIO charges are not automatically added to Accounting. You can find them in Settings > BoosterHub Settings > View Receipts. To find the blue button labeled View Receipts, scroll about halfway down the page. Here you can find Receipts, SMS reports, and USIO invoices.

• How do I see how much money is in my student account?

  • Using the BoosterHub app on your phone, navigate to Tools > Accounting.
  • On the web version of BoosterHub, click on your name in People, then scroll to the bottom of the page and select the Accounting tab.

• For transactions without a specific Donor, how do I enter it? For example, we have cash that was given at a fundraiser.

  For transactions that don't have specific Donors or Vendors, you can create a placeholder account and use that account as the donor. For example, you could name it “Our Booster Club.”

• How do I enter interest earned as a transaction?

  Navigate to Accounting > + New Transaction and on the dropdown menu under Transaction Type select the Deposit option. You can use either your bank or a placeholder account as the Donor.

• Can I do a partial refund?

  No. The system is unable to do partial refunds. You must refund the whole amount. To refund credit card transactions, use the Refund Transaction button:

  • Go to Store > Transactions.
  • Click on the transaction you wish to refund.
  • In the upper left of the receipt, click the red button labeled Refund Transaction.
  • Once refunded, this action cannot be undone.

  Or, issue a refund via check or cash and log it in Accounting > New Transaction, and from the Transaction Type dropdown menu, select Donor Refund.

   

• How do I approve Pending Check Requests?

  First, establish who in your club you want to be Approvers to be able to approve Check Requests from your Members. Navigate to Settings > Accounting Settings and then select a name from the Check Request Approval #1 section. You can have up to two Approvers or none at all. If you enter an Approver, the Pending Check Request will be sent to them for approval.

  Next, once a Check Request is approved by all of the Approvers, go to Accounting > + New Transaction and under the Transaction Type dropdown menu select Check-Pending Request. You can select the specific Pending Check Request to populate the transaction information. If you would like to see the status of all Check Requests, navigate to Accounting> Reports > and then choose Submitted Check Request from the dropdown report menu.

• The Pay Later says I am not authorized. Do I need permission to access?

  Access to set up the Pay Later feature in Accounting requires Full Accounting permissions. You will need to contact your Master Admin to update your permissions.

• Where do I update the audit status, tax return, and 501(c)(3) letter?

  You'll find this information displayed on the Accounting Dashboard; however, to update it you will go through Settings first. Navigate to Settings > Accounting Settings and select from the three blue paperclip icons labeled Upload 501(c)(3) Letter, Upload Tax Return, and Upload Audit Letter.

• Does BoosterHub have any options for an expense approval or check request process?

  Our Check Request Form can help you approve expenses. You can set up an approval process in Settings > Accounting Settings.

  Your Members will be able to submit a Check Request from their phone on the BoosterHub app by going to Tools > Check Request.

• When a student or parent purchases from our website's Store, does that payment connect to their BoosterHub account?

  When a Member makes a purchase in the Store it requires them to input their contact information. As long as they use the same email they use to log in to BoosterHub, the purchase will be linked to their account. They can see this by going to People, clicking on their name, and scrolling to the bottom of the page to the Accounting tab.

  If students and parents are linked via a Relationship in People, their orders will show under both profiles.

• Where is the Accounts Receivable report found?

  Go to Accounting > Reports, and then from the dropdown menu select the Accounts Receivable Report.

• How can Program Tags and Category Tags be deleted ?

  Program Tags and Category Tags can be deleted from the Accounting module. Navigate to Accounting then scroll down the middle menu to the Program Tags or Category Tags section. Click the little edit icon to the right of the Program Tag or Category Tag you wish to delete. Click Delete in the pop-up window.

• What if Cash Tally Sheets are Pending during reconciliation?

  If Cash Tally Sheets are Pending, it means they haven't been deposited yet.

  • Go to Accounting > New Transaction.
  • From the dropdown menu select Deposit - Match From Pending.
  • Select the date, the account, and deposit each one.
  • They will now show in the Reconcile.

• Can I adjust Accounts Receivable if a parent made 3 of 4 payments using the Payment Plan option, but wants to pay the last payment in cash?

  Yes. You have to adjust the Accounts Receivable manually.

  • First, stop the Payment Plan. Go to Store > Transactions, click on the transaction, then select Stop at the top.
  • Then, under Accounting > Transaction Type, you can use the Journal Entry (Transfer) to make the adjustment.

• What if I find discrepancies in the reconciliation?

  If you find any discrepancies when you Reconcile, you should report them for review via our Contact Us form.

• What if a transaction is not included in the reconciliation, but it shows cleared in the bank ledger?

  If a transaction should have been included in the reconciliation but it is not, such as showing cleared in the bank ledger, you should report the issue via our Contact Us form.

• How do I manually adjust the accounts if a parent on a Payment Plan made 1 of 4 payments and is not going to make any more?

  Under Accounting > Transaction Type, you can use the Journal Entry (Transfer) to adjust the appropriate accounts. In this case, you likely will be reducing the Income and Accounts Receivable accounts.

• What if I encounter a problem while trying to download the detail transactions for specific accounts in our Chart of Accounts?

  Report the issue to us via the Contact Us form, specifying the accounts and the date range you are trying to access. The issue will be forwarded to the technical team for resolution.

• Is there a way to track online and cash/check payments for multiple events?

  Yes, you can track cash, check, and online payments by Product and by Event. The Inventory Report and Sales Report in the Store will give you detailed purchaser information.

• How do I remove money from the Cashbox for a cash purchase?

  You can move cash from a Cashbox two ways:

  • You can submit a Cash Tally Sheet. This will move the money from the Cashbox to Cash Undeposited Funds and will hold it there until deposited under a Deposit - Match From Pending transaction.
  • You can make a Journal Entry, removing it from Cashbox and selecting the appropriate receipt account.

• Can I schedule invoice installments on specific dates and for specific amounts?

  For any Product in your Store, you can create a Payment Plan that will allow users to make an initial payment, then the remaining payments over time automatically. Go to Store > Add Items > Add a Product. As you work through the several set up screens, you will have two options for setting a Payment Plan:

  • Fixed Monthly Payment, with an amount for the first payment and then the number of months over which the balance should be paid.
  • Date Specific Payment, with an amount you set for the first payment, and then amounts on the remainder of the dates are auto-calculated.
  • Click Next, then Save the Product in the Store.  

  When the user goes to the website and chooses the item in the Store, they will have the option to either Pay in Full or to select the Payment Plan. If they select the Payment Plan, it will show them the amounts and dates, and they will click Add to Cart. When they check out, they will enter in their payment information, see the payment plan, agree to automated billing, and place their order. This will collect the initial payment and transaction fees, as well as any sales taxes due. The future payments will be automatically billed to the user on the specific dates.

  Keep track of the payments due in Payment Plans by going to Accounting > Reports and selecting Accounts Receivable Report from the dropdown menu. You can see payments made and payments due for each product, and if you need to stop a payment plan, you can click the Refund Transaction button. It will cancel the Payment Plan and refund the payments that have been made.  

• What does "Credit Card Undeposited Funds" mean?

  This is the account that keeps credit card transactions until they are batched and deposited into your bank account. The recording of the transfer of the funds to Credit Card Undeposited Funds and then on to your bank account will occur automatically.

• Is it possible to edit the requested amount after a Check Request has been submitted?

  No, submitted Check Requests are not editable. The only resolution is to decline the Check Request and ask the requestor to submit it again.

• What does a failed installment payment message mean?

  This means that a payment on a Payment Plan item has failed. The purchaser has been sent a message to update their payment information, but you will likely want to follow up as well.

• Can I use LLC as the organization type while setting up a merchant account?

  Most organizations will select Corporation and set the ownership percentage to 0%.

• Does the member get a notification when their next payment is due in their Payment Plan?

  Yes, they will get a notification when the next payment bills. If the payment method on file fails, they will also get a notification.

• Can parents see the amount they have pledged/paid, and how much is still due?

  Yes, parents can see all payments that have been made on any Payment Plan or Pay Later invoice.

  • To view on the app, go to Tools > Accounting.
  • To view on the web, go to People, select the name, and scroll down to the bottom to find the Accounting tab.

• Will the report for the sales of a specific product tie to my income statement categories/account?

  Yes, the Inventory Report is a great tool for this. Navigate to Store > Inventory Report.

• What happens when I make a Journal Entry to remove money from the Cashbox?

  The amount in the Cashbox will be reduced and the other Asset Account should be increased to show the transfer.

• Where can I find the ACH batch report?

  Navigate to Accounting > Reports > Credit Card/ACH Batch Report.

• How can I find a receipt for a specific debit entry in my bank statement?

  Navigate to Settings > BoosterHub Settings > View Receipts (one of the blue buttons about halfway down the page). If the receipt is not on that screen, please let us know and one of our team members can assist. Note it can take 1-2 business days after the transaction posts in your bank account for the receipt to show here.

• Can we import financial data from QuickBooks?

  No, BoosterHub currently does not have any import capability in the Accounting module.

• Does BoosterHub send out statements to parents on what they have donated (monthly and year end)?

  It does not send out statements. Members can view all their transactions in the app under Tools > Accounting. You can send out invoices via the Pay Later feature. We also have an automated Payment Plan that is the best option for collecting due and fees.

• Do I need to edit the entries in the general ledger journal related to Credit Card Undeposit Funds?

  The recording of the transfer of funds from Credit Card Undeposited Funds to your bank account is automated. If you notice funds that do not move after more than 3 business days, please let us know via the Contact Us form, and one of our team members can assist.

• How can a member submit a check request through the app?

  Every Member by default is able to make Check Requests. If the feature does not appear on their app screen, it can be enabled by an Admin via the web version of BoosterHub. Go to Settings > Admin Settings, then scroll down to the Accounting section and toggle OFF the Check Request - Admin View Only. Click the Save button at the top right of the Account section. Then also scroll up to click the Save button at the top right of the entire page. 

  The member will then be able to navigate on their app to Tools > Check Request to submit a request.

• How can I see previous Announcements that have been sent?

  Navigate to Dashboard > Announcements > All Announcements.

• How can I give someone permissions to send Announcements?

  Navigate to Settings > Admin Settings and add the Member as an Admin. Then, beside their name, select Edit, and under Manage People section select Communicate Only. This is a great option for Team Parents or Coaches.

• How can I see if my Payment Plan scheduled payment has been posted?

  You can view your payments in the app under Tools > Accounting.

   

• How do I create an opening balance for my bank account?

  Navigate to Accounting > New Transaction > Starting Balance. Note that you can only create one starting balance per account.

• Can Products be purchased with check/cash? How are check/cash payments entered in Accounting? How do I make a receipt?

  Yes, Products in your Store can be purchased with cash/check.

  You can record cash/check payments that are applied to Pay Later transactions in two ways:

  • Navigate to Accounting > Pay Later button. Add the item and send an invoice. You can then go to + New Transaction > Accounts Receivable Payment and receive the payment. This is best if you need to track the inventory of a Product sold.
  • Or, navigate to Accounting > + New Transaction. You can then record the deposit in the appropriate Income account.

  You can also record cash/check payments for a Product in your Store and generate a receipt for the customer/donor:

  • Go to Accounting > New Transaction.
  • Under the dropdown menu for Transaction Type, select Deposit.
  • Under the dropdown menu for Account, select the Income account you want it in, and complete the details of the cash/check transaction and Save.
  • Once it is in your system, you can go to Store > Transactions.
  • Click on the specific transaction you want.
  • In the upper right of the transaction you can either Download PDF or Send Transaction Receipt.

• How can I add names to the Payable To field.

  Contacts are only added to the Payable field once they have the Vendor Tag. You can manually add these Tags in People beside each person's name, or add them in Accounting > Vendors > Add Vendor.

• Is there a way implement a Budget within the Accounting program?

  Yes. BoosterHub has a full budgeting tool. This allows you draft and approve an annual budget and then use a Budget vs Actual report to track progress.

• What should I do about duplicate transactions?

  If you have duplicate transactions:

  • Navigate to one of the duplicates via Store > Transactions.
  • Click on the specific transaction.
  • Select the red Refund Transaction icon at upper left.

• Can I change the date of a transaction?

  No. You can not change the date on a Store transaction.

  Yes. You can change the date on an Accounting transaction that is unrelated to the Store.

• How do I add an attachment to my transaction?

  Refresh your browser and try again. If this does not resolved the issue, try a different browser. If you still have trouble, please let us know using the Contact Us form, and one of our team members can assist.

• How do I set up student accounts for collecting fees? How do I create invoices, and can I do so in bulk?

  BoosterHub has tools to collect and track payments. The Payment Plan and Pay Later tools are used to create invoices and collect fees from students.

  • Payment Plan: You can send out a communication to the parents with a link to pay. This puts them on auto pay, on the terms you set. Your members can see the status of the Payment Plan in their app by going to Tools > Accounting. Admins can see all orders and payments due by navigating to People, selecting the name, and scrolling to the bottom to their Accounting tab. Also, the Accounts Receivable Report and Payment Report can help you track who has paid and who has remaining balances due. (More information is available in Training video 4.3.)
  • Pay Later: If your club prefers to "invoice", we have a system called Pay Later that allows you to do so. This will then show up in the app for them in Tools > Accounting and send reminders to pay. We don't carry “Account Balances.”  Instead, it is per invoice. We encourage clubs not to run extensive Accounts Receivable, as this is more work for the treasurer. Automated payments make it so much easier! To add fees to a student's account or create an invoice, use the Pay Later tool in Accounting. To assign fees to students in Bulk, select a group by Tag. (More information is available in Training videos 3.8 and 4.8.)

   

   

• How do I set up Cashboxes and the Cash Tally Sheet System?

  To create the appropriate Cashboxes, navigate to: Accounting > Chart of Accounts > +Account. Under Account Type select Asset - Cashbox.

  Prior to the event at which you will be accepting cash, accomplish a Journal Entry (Transfer) to move change into the box. At the end of the event, complete the Cash Tally Sheet and note any cash retained in the box. This moves the deposit amount to the Cash Undeposited account and holds it there until deposited in the bank. When you deposit in the bank, use the Deposit - Match From Pending transaction and select the Cash Tally Sheet you want to deposit. It will auto-calculate the totals of the transactions for that period, and when you enter the actual deposit number, it will either balance or give you an over/under amount. The Cash Tally Sheet starting balance is automated by how much has been either transferred into the cashbox or retained from the previous event.

• I can't access invoicing in Pay Later on our free trial.

  The Pay Later feature in Accounting requires a merchant account to use. This is to prevent you from sending invoices that don't have a way to pay. You will open a merchant account as part of the onboarding when you start a BoosterHub Standard or BoosterHub Pro subscription.

• How do I find transactions outside the Reconcile date period?

  You can adjust the dates for transactions in the Reconcile period by using the date boxes in the upper right hand corner and then selecting the Sync icon.

  • Go to Account > Reconcile > New Reconcile.
  • Try selecting different dates in the upper right date boxes.
  • Us the Search box to search the Reconcile with the details of the check.
  • Select the Sync icon.

• When and how do we pay the USIO credit card and ACH transaction fees?

  Credit card fees and ACH fees are billed separately by USIO and are automatically deducted from your bank account once per month. They are typically billed on the first business day of the following month. You can navigate to Accounting > Chart of Accounts and scroll to the Income Account labeled Credit Card Fees to see details on what was collected from each transaction.

• What bank account do the credit cards funds get deposited in? When are funds deposited?

  The money collected via credit card or ACH is deposited into the Bank Account submitted on your club's USIO merchant account application. You can find detailed reporting by navigating to Accounting > Reports and then selecting Credit Card/ACH Batch Report from the dropdown menu. You can edit this account by navigating to appropriate bank account in Chart of Accounts and checking the box "Use this account for USIO card transactions".

  Credit card payments are typically deposited on the next business day. ACH payments may take 1-3 days to be deposited into your account.

• How do I enter the data from a W9 for a 1099? Does the system know who needs a 1099?

  You will enter the information such as EIN # in the fields provided in People and then selecting the person's name.

  The system will pull any person that received more than $600 in a year and post that information in Accounting > Reports and then 1099 Report from the dropdown menu. You can then determine who needs one and who does not.

• What account in Chart of Accounts does Booster Credits use?

  Following best practices for non-profits, Booster Credits function as a discount, so they are not accounted for in the General Ledger or any of the Chart of Accounts.

• How do I cancel, remove, or clear Pending cash payments?

  If you would like to cancel or remove cash transactions from your Accounting > Pending Items > Pending Transactions list, you will need to refund the transactions from the receipt screen.

  • Go to Accounting > + New Transaction and from the Transaction Type dropdown menu select Donor Refund. You can enter the information required and refund the transaction and click the Save icon.

  If you would like to clear Pending cash transactions, you will need to submit a Cash Tally Sheet for the cash collected in the Cashbox.

  • Go to Accounting > Cash Tally Sheet, fill out the information and click Send.

• How can I remove pending cash transactions?

  If you would like to remove pending cash transactions you will use the Refund Transaction button on the transaction receipt.

  • Go to Store > Transactions.
  • Click on the transaction you wish to refund.
  • In the upper left of the receipt, click the red button labeled Refund Transaction.
  • Once refunded, this action cannot be undone.

   

• Where is the sales tax set?

  The sales tax rate is set up in Settings > Accounting Settings.

• How do I delete cash transactions that have already been accounted for as deposited?

  You will need to refund these transactions.

  • Go to Store > Transactions.
  • Click on the transaction you wish to refund.
  • In the upper left of the receipt, click the red icon labeled Refund Transaction.

• Does entering the EIN during merchant account setup cause any reports to be filed?

  The EIN in BoosterHub is just for informational purposes and for the IRS 990 report. If you set up a USIO merchant account, the EIN will be used for IRS 1099 purposes.

• How do we audit our booster club?

  We suggest hiring an independent auditor to serve in this important oversight role.

• Can we delete or hide any of the default accounts in Chart of Accounts?

  Default accounts align with IRS form 990 reporting and cannot be hidden or deleted.

• How can I change the fiscal year dates in Accounting?

  Once it is set, fiscal year dates cannot be changed by the club. If you want to change the dates, our tech team will need to change it for you. Please send us your club name and the dates you want for the fiscal year via the Contact Us form .

• Is it possible to have our Accounting reset or cleared to restart on a specific date?

  Yes. Use our Contact Us form for help with this.

• Why does it tell me I'm blocked from adding Pay Later transactions to accounts, saying to come back in an hour?

  Occasionally, the system will activate fraud protection if you are completing multiple transactions in a short period of time. Submit a ticket via our Contact Us form to have us temporarily release the limits.

• Where is the Report on monthly credit card processing fees?

  If your club has elected to to collect the credit card fees from the purchaser/donor, you can see how much you have collected in the Income Statement under Credit Card Fees.

  If you have set up Category Tags prior to selling the items, you can use the Income Statement and select the date period and Tags to track the expense by Tag.

   

• How do I link a Check Request to a check that I issue?

  Navigate to Accounting > Pending Items > Check Requests to find the check.

   

• Is there a way for people to pay from their Pay Later student fee invoice whatever amount they want and whenever they would like?

  BoosterHub does not create a general ledger for the student. All monies must be tracked by invoice. So, the first step would be to use the Pay Later feature in Accounting to create invoices for the fees. This will allow you to track payments against that invoice.

  We don’t offer accounting advice, but this is the process that could likely be used:

  • In Accounting > Chart of Accounts > Account, create a new account named “Fundraising” under the Account Type dropdown as Asset - Bank Account.  It must be a bank account to work with the invoice (this is a BH limitation).
  • Use the New Transaction > Accounts Receivable Payment dropdown option to record each student’s amount.  In Deposit To select Bank Account - Fundraising.  
  • Deposit the remaining funds using New Transaction > Deposit, but also select Fundraising account.  In this transaction, you would also need to record the income account in the Account section, which should be Fundraising or whichever name you chose.
  • Use a Journal Entry (Transfer) to show the actual deposit by debiting your bank account and crediting the Fundraising bank account.  
  • If you want the budget to show the Fundraising money under Fundraising Income rather than Band Fees, you would need other make an adjusting journal entry there too.

• How can Booster Credits be applied to a payment for dues/student fees/fair share?

  To set up the Booster Credit feature, navigate to Settings > Admin Settings, then scroll down to the Store section. Toggle ON (turn blue) the feature to Enable Booster Credits. Click Save toward the upper right of that section.

  Add your Booster Credits in Accounting > + New Transactions, and on the dropdown menu under Transaction Type select Booster Credit. There you can select the member under Add User and add the amount. Click Save and now this member has the Booster Credits applied to their account. The user's credits can be seen on the web version of BoosterHub by selecting People, then choose the person's name, then scroll to the bottom of their page to select the Booster Credits tab.  

  To set up a Product, such as student fees, that can be “paid for” with Booster Credits, navigate to Store, select the Product that you want to make available through Booster Credits, then scroll down in that Product and toggle ON Enable Booster Credits. This means that at checkout, the user will have the option to pay for the item with Booster Credits.  

  When the user goes to your booster club's website and Store, they will select the item and add it to their cart. When they go to checkout, they can check the box to Apply Booster Credit.    

• For Check Requests, is there a way to pay someone other than with a physical check?

  BoosterHub does not process outgoing payments. The Check Request is for the approval process and recording of payments. You can work out other payment methods with your bank and the recipient as desired.

• Is there a Report with the students' names who still have an outstanding balance on their Payment Plan?

  Go to Accounting > Reports. From the dropdown menu select Paid/Unpaid Orders. There you can choose to view Paid or Unpaid.

• What are EOM fees on our bank statement?

  EOM means End-of-Month. These are the sum of the transaction fees charged by USIO for credit card processing: 2.79% plus 15 cents per transaction for credit cards, and 1% plus 50 cents per transaction for ACH. These will need to be entered manually in Accounting, as they are not auto-posted. To view details of your EOM fees, go to Settings > BoosterHub Settings > View Receipts.

• Do transaction fees post automatically at the end of the month?

  No, they need to be manually added.

• How can I view my previous transactions?

  Navigate either via Accounting > Reports > Store Transactions, or via Store > Transactions, then select a date range or use the search box.

• How do I cancel an automatic payment Payment Plan for a student no longer in the program?

  To void a Pay Later or a Payment Plan invoice:

  • Navigate to Store > Transactions.
  • Click on the transaction you wish to void.
  • Click on the red Refund Transaction button at the top left of the receipt. If the payment was not yet made, it will be Void. If it was paid, a Refund will be made.

   

  
   

• Do Booster Credits attach to student or parent? If a parent volunteers to make extra money (via booster credits), is there a way one parent can apply funds to one child and another parent to another child, or various combinations?

  In these scenarios we would suggest manually adjusting Booster Credit as needed.

  • Set the student's Relationships so that either (or both) parent is connected with the student. In People, click on the student's name and Edit this Contact. That will allow you to scroll down to Relationships and add the parent(s).
  • Go to Settings > Admin Settings, scroll down to toggle ON Enable Booster Credits, and click Save in upper right.
  • Then go to Accounting > New Transaction, and from the Transaction Type dropdown menu select Booster Credit.

  When the student's email address is used at checkout, connected parents' credits will show. If the parent's email address is used at checkout, and they are not connected to the other parent, then only that parent's whose email address is used and the student's credits will show.

• What is the Accounting Store?

  Not to be confused with the Online Store or the Cashier Store (concession stand), the Accounting Store's sole purpose is to send invoices to those who have a Pay Later balance on a Product in the Store. If you have not created the Product in the Store first, do so and then proceed below.

  To send an invoice to recipients for a due Pay Later payment:

  • Go to Accounting.
  • Select the blue Pay Later button.
  • Select the item for which you want to send the invoice.
  • Under the Payment Option dropdown menu, select Pay Later.
  • Add to Cart.
  • View Cart.
  • Toggle ON Select by Tags.
  • Choose which Tag you want to send the invoice to.
  • Add a note if you wish, and click Send Invoices at the bottom of the page.

• Where can parents see all the credits/payments applied to their account and their outstanding balance?

  Members can find their outstanding invoices in two locations.

  • On the app, navigate to Tools > Accounting.
  • On the web version of BoosterHub, navigate to People to find their name and select it, and then click the Accounting tab at the very bottom of the page.
     

• What if I receive a payment, but cannot identify the payer?

  We recommend setting up a catch-all Donor account such as “Your Booster Club Name," for example. Unidentified payments and donations can be assigned to that account.  

• How can I delete a saved reconciliation and start over? Will I lose all the data?

  Once you Save a Reconcile, you can Delete it by selecting the trash icon in the upper right. Yes, you will lose your reconciliation work (Ending Balance and Cleared check marks), but you will not lose any transaction information.  

• How do I void a check in the bank ledger?

  To refund or void a Store transaction:

  • Navigate to Store > Transactions.
  • Click on the transaction you wish to void.
  • Click on the red Refund Transaction button at the top left of the receipt. If the payment was not made, it will be Void. If it was paid, a Refund will be made.

  To refund or void an Accounting transaction:

  • Navigate to the transaction in Accounting.
  • Select the transaction and edit the amount to $0.  Note “VOID” in the Memo.
  • If a payment has already been deposited, navigate to New Transaction, and in the Transaction Type dropdown menu, select Vendor Credit and process the refund.

   

  
   

• How do I print checks? Can I write a check through the bank? Is it sent automatically?

  BoosterHub does not process or automate any outbound payments. However, you can use the Check Request feature to log checks that are manually written.

  You can also print physical checks to be logged manually, by going to Accounting > Print Checks. Any check style can be used that is compatible with Quickbooks (the check at the top and two stubs below it). We highly recommend the unlined version, as it makes it easier for spacing.  

• Which Transaction Type should be used for specific kinds of transactions?

  In Accounting > New Transaction, there is a Transaction Type dropdown menu. Here are the choices and the purpose of each.

  Cash Withdraw/ACH: This is used for any type of withdrawal other than a check or debit card transaction. For example, it is often used for automated bank payments.

  Debit Card: This is used specifically for debit card transactions.

  Check: This is used for checks and requires a check number.

  Check - Pending Request: This is used when a Check Request has been submitted.

  Deposit: This is used for any type of deposit for which the income has not already been recorded. If the income has already been recorded, such as for an item sold in the Store, use either Deposit - Match from Pending or Accounts Receivable Payment.

  Deposit - Match from Pending: This is used to match deposits to transactions that have already been recorded. If you use Cash Tally Sheets, you will use this transaction type for cash deposits. Note, the automated USIO deposits also show up as DMP.

  Donor Refund: This is used any time you are paying money back to a donor. It will reduce the Asset and the Income account.

  Vendor Credit: This is used anytime you are getting money back from a vendor. It will reduce the Expense account and increase the Asset account.

  Journal Entry (Transfer): This is used to transfer money between accounts in the Chart of Accounts or to make adjusting entries.  

  Pay Liability: This is most often used to pay Sales Tax. It reduces the Liability and the Asset account.

  Booster Credit: Booster Credits are non general ledger transactions that add or deduct from Booster Credit balances. Booster Credits are treated as a discount in the Accounting system and not recorded on the Balance Sheet.

  Starting Balance: This is used to set the starting balances for accounts. It can only be used one time per account.

  Accounts Receivable Payment: This is used to record payments against Pay Later invoices.

• Do text message fees automatically get added to the ledger?

  All expenses from BoosterHub, including subscription fees, transaction fees, and SMS fees, must be manually entered into the ledger. The only exceptions are transaction and platform fees on your BoosterBucks fundraisers and BoosterSTUB Tickets, which are automatically added and deducted.  

• How do we begin the transition of our Accounting from Charms to BoosterHub?

  We recommend downloading your financial reports out of Charms and uploading them into File Manager in BoosterHub. You can store them there and have them to refer to if needed. Beginning in the Chart of Accounts, create accounts based on the ones you have in Charms, then also create a Budget. You can also take the ending balance in Charms and make it your starting balance in BoosterHub by going to Accounting > New Transaction, and under the Transaction Type, select Starting Balance.
  
  Note that Charms is not a double-entry Accounting system, so the data must be manipulated prior to loading any information into BoosterHub.  

• How do you create a new account in the Accounting system?

  If you would like to make a new Income, Expense, Asset, or Liability Account, navigate to Accounting > Chart of Accounts and click the New Account button.  
  
  If you would like to add a Donor or a Vendor, either add the record in People along with the respective Tag, or navigate to either Accounting > Donors > Add Donor, or Accounting > Vendors > Add Vendor.

   

• Should uniform purchases be categorized under Store Expenses or Membership Expenses?

  Questions about categorizing expenses and income are best answered by an accountant.  

• Is it possible to receive multiple transactions simultaneously?

  You can use the blue Split button on the right of the screen in Accounting > New Transaction. This will allow you to receive multiple payments at once.  

• What if I get an error while trying to refund an invoice?

  Refresh and attempt the Refund again. If you continue to have issues, Contact Us through the Help Center. Note that transactions older than 180 days can not be refunded through the Refund button. You must issue those refunds manually.  

• What is the purpose of the check box on the bank ledger?

  The checkbox on the Bank Ledger will populate if an item has been cleared on a Reconcile. It is an automated function.

• Why can't I see a recent deposit in my transaction history?

  You can find the automated deposits from USIO by navigating to Accounting > Reports > Credit Card/ACH Batch Report. To find a manual deposit, you can look in the Bank Ledger.

• Why might a created Chart of Accounts line item not appear in the Budget Report?

  An Account may not appear in the Budget if it was selected to Hide during the drafting of the budget. It is also possible that Hide Account was selected for this Account in the Chart of Accounts. You can verify this by navigating to Chart of Accounts, clicking on the Account and then clicking on the Edit icon. Verify the box Hide Account is unchecked.

• What if there is a discrepancy between my beginning balance and my Cash Tally Sheet?

  If your beginning balance does not match your Cash Tally Sheet, you may want to review what happened to the funds. If it is a loss or a gain, the Cash Tally Sheet with self-adjust and enter the difference in the Expense account Cash Tally Over/Under.

• What if there is a discrepancy between the invoice amount and the actual fees charged?

  If there is a discrepancy on the invoice, please Contact Us through the Help Center.  

• What if certain details such as parent address are missing from a report I generated?

  If you would like a more customized report from People than you find in the set of BoosterHub reports, filter with Tags to form your desired group, then click Select All > Bulk Actions > Download to Excel. You can then customize the data inside Excel as you wish.

• Can I assign a purchased Product to a student account?

  If you would like an order to show up under a particular Student Account, you will need to connect the email of the Purchaser to the email of the student in People by adding a Relationship between the two. Click on the student's name in People, select the icon Edit this Contact, and scroll to the bottom to add the Relationship.

  If the person has two email addresses, you could make a Custom Field for your Product such as “Secondary Email Address” and select Field Type Email. This way no matter which email address the purchaser uses to purchase a Product, both are attached to the same person.

• What happens to orders attached to a deleted account, and how can they be refunded or appear on the income statement?

  If someone is deleted from People, the orders and accounting information remains in the system. You can access all orders through Store > Transactions and all Accounting data in the General Ledger. If you re-add the person to People, it will automatically reconnect all their transaction information, so that you can refund them if needed.

• Can we deduct Booster Credits from someone?

  Yes, you can deduct by entering a negative amount. For example, if you want to deduct three Booster Credits, you will enter “-3” in the Amount. Go to Accounting > New Transaction, and from the Transaction Type dropdown menu select Booster Credit. Fill in the information and Save the transaction.

• We created a Product in the Cashier Store but set the account to Merchandise instead of the correct Concessions - Income. I corrected the Product settings, but how to correct the accounting for items already sold, still in the wrong account?

  Previous transactions can not be updated. However, navigate to Accounting > New Transaction, and from the Transaction Type dropdown menu select Journal Entry (Transfer). You can Debit and Credit the income from Merchandise to Concessions - Income as necessary to correct your accounts.

• When I pull a report, why are the Download Report and Print Report buttons not working?

  The size of the report being downloaded in Accounting can have a significant effect on the length of time required for the system to process it. Once you pull the report, let the system gather and process the data for a minute before selecting the Download Report or Print Report actions.

• How do I void checks if they were from a month that was already reconciled?

  Once a transaction is reconciled, it can not be changed. We suggest using a  Journal Entry (Transfer) to adjust the amounts in each account as necessary. To do this, go to Accounting > New Transaction, and from the Transaction Type dropdown menu select Journal Entry (Transfer).

• We are a new customer of BoosterHub. Can accounting transactions be posted prior to the date of our subscription?

  Yes.

  And welcome aboard!

• How is a $0 "zero dollar Product" used in the Store?

  There are several ways the Store can be used for purposes other than to actually sell items. By going to Store > Add Items > Add a Product and setting the price of the Product to $0, you can create a way to:

  • RSVP for an event that requires a meal preference.
  • Have a specific group fill out a form.
  • Register for a camp, where the purchaser does not need to be a member of BoosterHub.
  • Collect specific data from a purchaser when a Registration is not required by using the Add-on feature. (You do not want to have multiple Registration Pages to collect user information because each new page a user fills out will delete their old information.)

  Using a zero dollar Product means that when a customer “purchases” the Product, you can track inventory, run reports, or use any of the other Store reporting. It also means that you can share the Store link for that Product anywhere outside of BoosterHub.

  To create a zero dollar Product,

  • Add the Product to your Online Store.
  • Navigate to Webmaster, then to the Store Page, then click on your Product.
  • Copy Shareable Link from the icon in upper right.
  • Uncheck the item from your Online Store.
  • Create a new page in Webmaster.
  • Select the Type “Link to External Page.”
  • Enter the Product link you copied.
  • Save and Publish.

   

• How do I enter in-kind donations?

  There is not currently a way to enter In-Kind Donations in Accounting. However, you can set up a new account in Chart of Accounts and use the Journal Entry (Transfer) to track. You may also want to use the Non-Cash Asset Report.

• When I refunded a Payment Plan, why was only the first payment refunded?

  Each installment of a Payment Plan has its own receipt. In order to completely amount you will need to refund each receipt. Go to the Store transactions, search for the person's name, and select “All.” There you can find and refund each of the installments.

• Why do I not see our item on the Pay Later screen?

  If you have created a Product and enabled Pay Later, you still also need to edit the Product to make it available in the Online Store and/or Cashier Store in order to see it in the Pay Later screen.

• Our accountant is asking for the Profit & Loss Statement and the Statement of Financial Position. Where are these?

  Under Accounting > Reports and the dropdown menu, you can use the Income Statement, the Treasurer's Report, and the Balance Sheet for these purposes.

• Can I stop a Payment Plan and convert to Pay Later?

  When a Payment Plan invoice is stopped, it removes the balance from the Accounts Receivable and removes the invoice from the Accounts Receivable Report. If you want to convert to a Pay Later, you will need to create a new invoice. We suggest creating a new Product entitled “Band Fees—Balance Due” with the “Add Price at Checkout” option, so that the Member can enter the balance due.

• How do I add detailed, specific line items to our budget so we can track everything?

  The budget tool in BoosterHub is aligned with the IRS 990 Tax Return. We recommend keeping the Chart of Accounts relatively small. If you want to get detailed income and expenses for certain events or items, we recommend using the Category Tags in Store and Accounting, so that you can pull detailed reports on those items. Also, the Inventory Report and Sales Report in the Store can help you see what was sold and the total income.

• Can I connect our bank account to BoosterHub?

  The Accounting module of BoosterHub does not import or sync income and expense transactions with your bank. However:

  • All of your income transactions are automatically entered in the Accounting system if your merchant account is set up and you are using the Store.
  • All of your expense transaction information is entered by your club's members when they ask for reimbursement while using the Check Request feature. All you will have to do is specify the account to which it belongs.

  These tools greatly reduce the need for manual entry.

• Why are we being charged a monthly USIO fee when we selected that all fees be passed along to purchasers?

  USIO credit card and ACH transaction fees are collected from the Purchasers at time of sale, and then those fees are paid at the end of month (EOM) to USIO.

• Why does the batch report not match the amounts of transactions?

  USIO often combines batches into one deposit. You will see this especially over the weekend or on holidays. If you have trouble matching the batches to the deposits, let us know and we can provide that information.

• How do I invoice someone for a one-off payment? For example, I have students who still owe from a previous year and need to invoice them.

  We suggest you create an item in the Store with an open-ended price by selecting Add Price at Checkout when you create the Product. Do not check the box to allow this Product to appear in your Online Store and Cashier Store, but do Enable Pay Later. Then, when you send an invoice from Accounting > Pay Later, you will add the $ amount before you Add to Cart and assign to the student. This method will allow them to pay in full online or send in a check for full or partial payment. It will not allow an automatic payment plan since it is built for you to add the $ amount later. Here is an example:

  https://bh.boosterhub.com/store/1870/4329

  If you need to allow the Payment Plan option, you would create items with each specific $ amount.

• How do I accept partial payment of band dues via check?

  We would suggest creating a “Custom Band Fees” Product in Store > Add Items > Add a Product with the option Add Price at Checkout selected, as well as Enable Pay Later. You can then enter the amount they paid you.

  Then, navigate to Accounting > Pay Later. There you will be able to select the Product to which you want to create an invoice and can send that invoice to the Member if needed.

  Once you have the invoice created, go to Accounting > New Transaction, and from the Transaction Type dropdown menu select Accounts Receivable Payment to record the payment you received.

  If there is a balance due, the invoice will remain on the Accounts Receivable report and the balance due in the Accounts Receivable ledger.

   

   

• How do I reissue an invoice?

  • Navigate to Accounting > Pay Later.
  • Select the Item and Add to Cart.
  • Select View Cart.
  • Select Recipients by Tags, People, or Relationships.
  • Send Invoices.

• How do I pull a report?

  Reporting is one of the most important features of the BoosterHub accounting system. Accounting > Reports defaults to the Current Budget vs Actual report, and you can choose to look at the budget for any of the Programs in the dropdown list.  In the main report list, you can see the wide variety of reports that can be viewed, starting with Accounting Reports.

  • The Balance Sheet will show assets, liabilities, and net balances for the year.  All bank accounts and cash balances will be included on the balance sheet.  If you have BoosterHub Pro, you can also choose the Detailed View to see assets and liabilities by program.
  • The Income Statement shows all income and expenses over a period of time, and net income or revenue for the year.  It looks very similar to the budget report, and similarly it can be viewed in Detailed View if you have BoosterHub Pro, and that will show detail across different programs.
  • The Treasurer's Report shows starting cash balance, the various revenues and expenses, and the ending cash balance.  It is essentially a cross between the Balance Sheet and Income Statement.
  • The General Ledger will record the details for each transaction for each of your accounts with BoosterHub.  So if there are any questions with respect to specific income or expenses, this is a good place to look.
  • The General Journal is similar to the ledger, but transactions are organized by Transaction Type rather than account.  The General Journal is also a good place to see every transaction in case there are any questions about particular transactions.
  • The Accounts Receivable Report tracks anything on a payment plan. Items on installment are autobilled and will only need your attention if their payment method fails.  For items in Pay Later, you are waiting for people to initiate payments. Each of the reports is clickable, so you can see the details of the transaction. The Accounts Receivable Report can be sorted by date, by person, or other attributes.
  • Journal Entries will show all the journal entries that have happened in the system in case you can't find them in any other place in the ledger.

  Next are Operational Reports, which are less accounting in nature and more related to the Store and other features of BoosterHub.

  • Booster Credits gives you a list of all Members and any credits they have on file.
  • BoosterBucks Donation Report records all of the donations that came in through any of your fundraisers.
  • Inventory Report is a Store report tracking sales by item. Click on the specific Product to show transaction details and information on the purchasers, where applicable.
  • Payment Report allows you to see who has paid for an item and who hasn't. This is helpful for items like band fees to see who still needs to make payments.  Groups who have or have not made payment can also be selected for emails with reminders or information about the item.  
  • Store Transactions provides all transactions occurring in your Store, and there is considerable filtering capability to allow you to narrow down on the particular transactions of interest to you.  
  • Submitted Check Request shows all check requests submitted and their status.  
  • Submitted Cash Tally Sheets shows all cash tally sheets submitted and their status.  

  Next are Reconcile Reports.

  • Probably the most important and most often used report in BoosterHub is the Credit Card/ACH Batch Report. This report allows you to see all the transactions that have come in through your Store or Fundraising and what was deposited in your bank. If you click on an item, it will show which transactions were batched, and the Amount and Net Amount, which will be the same in the regular Store. For transactions in Fundraising, it will take out the platform fees. If any of the transactions don't batch as normal, the system will send an automated notification after 3 business days.
  • Cash Tally Over/Under Report records any amounts over or under after you have submitted the Cash Tally Sheet.

  Next, the Tax Reports summarize the data in BoosterHub and tell you the information you need for tax reporting. The data should be double-checked by an accountant, and you will need to file all of the forms.  

  • Sales Tax Report shows sales taxes collected and taxes that may have been paid.
  • 990 Report pulls the data from BoosterHub that will help you complete the 990 report, but you should submit it to an accountant to make sure it is accurate.
  • 1099 Report pulls the data from BoosterHub for anyone paid more than $600 in the last fiscal year. You will still determine if that individual or organization needs a 1099, but you can see them here on the 1099 Report.

  Finally, under Miscellaneous we have the Non-Cash Assets report. The Balance Sheet does not track anything that may have depreciation, such as a trailer, for example. The Non-Cash Assets report gives you an opportunity to track the original price and current market value.

• How do I enter a payment in excess of an invoice?

  All payments must be against an invoice amount. There is no way to enter excess money on an account. You will need to create an additional invoice to receive the excess money. For example, if the invoice is for $100 and the payment received is $300, you would need to receive $100 on the original invoice, then create another invoice for $200 and receive $200 there.

• Why does my reconcile not save?

  Make sure that your fiscal year is correct.

• How do I access the Failed Payments report?

  Go to Store > Transactions, then under Filter By select the Transaction Type Failed.

• For people with a failed payment, how do I create a new invoice for them?

  Go to Accounting > Pay Later. This will take you to the Accounting Store where you can choose which Product  you are invoicing. Select the Product and add it to the cart. Follow the steps for who you are invoicing, whether you are also sending it to their Relationships, and if you need to add a note. Then send the invoice.

• How do we send Payment Plan invoices to the parent's email instead of just the student's email?

  • Go to Accounting > Pay Later.
  • Select the Product you would like to invoice.
  • Add to Cart.
  • View Cart.
  • Under Select Recipients, choose Send invoice to all relationships.
  • Send invoices.

• How do we receive money from our online Store? Monthly or weekly? Do we initiate a transfer?

  All of the payments in your Store are transferred to your account within 2 days automatically.

• What is the best way to identify who needs to pay band fees?

  Navigate to Accounting > Reports and from the dropdown menu, select the Paid/Unpaid Orders report.

  The Paid/Unpaid Orders report allows you to see who has paid for an item and who has not. This is useful for tracking payment for items like band fees, as it identifies who still needs to make a payment. Also, you can select groups that have or have not made payments to send them emails with reminders or information about the item.

• Does BoosterHub have student ledgers or student accounts to track student fees? I've heard the accounting system is different than older software programs for bands.

  We’ve updated the concept of “Student Accounts” or “Student Ledgers” at BoosterHub with our integrated Student Payment System. Quite frankly, we think a stand alone ledger that’s not integrated with an actual accounting system is an antiquated concept. At BoosterHub we use smart technology to connect students, parents and other family members just by their email addresses. There is no magic link or login required for your families to pay.  

  Our automated Payment Plan collects payment information and will automatically bill your members over a period of time. Our Pay Later feature allows you to “invoice” your members and includes options for sending to large groups all at once. The best part is, all of our payment tools autopost in Accounting and run through our integrated credit card system. So, there is no need to export and import transactions, have a Square, Stripe, PayPal or Venmo account, or for your treasurer to spend endless hours reconciling data between systems. We’ve got great reporting, so you can easily see who has paid and who has not and can send messages accordingly.

  Your families can see what they have paid and can see balances due under the Accounting tab in their app. Items with a balance due show in yellow, so they easily know what they owe. Gone are the days of collecting partial payments via checks or cash, making multiple runs to the bank, and keeping tedious ledgers.

  The tools in our Student Payment System will save your volunteers time, make it easier for your families to pay, and simplify the business of your program.  

• Can I adjust a Sponsor's logo size relative to the others?

  No, the Webmaster automatically arranges and resizes the logos to fit the section. If you would like to give a Sponsor additional visibility, an option would be to create another Page to highlight their information.

• Can I get help with the IRS 990 Report and 1099 Report? How do I print the 1099 for a contractor?

  The 990 Report and 1099 Report pull data from your BoosterHub system that will help you complete them, but you need to submit them to an accountant to make sure they are accurate.

  BoosterHub does not print 1099s. The report will provide a list of people or organizations who may need a 1099, but they will need to be printed by an outside service.