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Fee Items FAQ & Use Cases

Updated
The Goal: Resolve common fee item errors and answer frequently asked questions about fee item management, QuickBooks Online mapping, and chart of accounts corrections.

Before You Begin:

  • Run the Transactions by Contact report to check for any open invoices associated with the affected fee item before making any changes.
  • If using QuickBooks Online integration, new fee items must be mapped in QBO after creation.

We Found Errors in Our Fee Items — What Do We Do?

  1. No open invoices: Deactivate the fee item. Create a new fee item.
  2. Open invoices exist: Mark the old fee item as "OLD" or "DO NOT USE" (add a date if helpful). Create a new one.
  3. QBO Integration / BP Mode: Follow the steps above, then map the new fee item to QuickBooks.

Wrong Chart of Accounts on a Fee Item

  1. Run the Transactions by Contact report filtered by Sales Date Range, Transaction Type = Invoice, Additional Criteria: Paid/Satisfied Is Empty. Summarize by Contact Name or Fee Item.
  2. No open invoices, no QBO: Deactivate the incorrect fee item. Create a new fee item with the correct account.
  3. No open invoices, with QBO: Create a new fee item. Map it to QBO. Place it in the correct database locations (e.g., Event).
  4. Open invoices, no QBO: Rename the fee item with "Do Not Use." Create a new fee item.
  5. Open invoices, with QBO: Rename with "Do Not Use." Create a new fee item. Map to QBO. Place in the correct locations. Use the fee item report to document affected amounts for journal adjustments in your accounting software.

QuickBooks Online Fee Item Questions

  1. We want to defer revenue rather than recognize it fully on the invoice date. What happens?
    GrowthZone recommends Full on Invoice Date for QBO integration. If you choose to defer, that is handled on the QuickBooks side.
  2. I've created a new fee item. Now what?
    Map the fee item under Settings, Integrations section, click QuickBooks Online, and select Mappings. Then confirm the old fee item has no open invoices before deactivating it.

Common Pitfalls

  • Deactivating a fee item with open invoices: You cannot deactivate a fee item while open invoices are attached. Close or reassign those invoices first.
  • Forgetting to map in QBO: A newly created fee item in GrowthZone is not automatically mapped in QuickBooks Online. Go to Settings, Integrations section, QuickBooks Online, Mappings to complete the mapping.

 

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