How Do I Find and Enter Missing Gifts in QuickBooks Online?

Virtuous CRM+ syncs Gift data to QuickBooks Online as sales receipts, using the mapping configured in the Virtuous Connect App. If your QuickBooks totals don't match your Virtuous CRM+ Gift totals, some Gifts may not have synced. This article walks you through comparing totals for a date range, identifying missing Gifts, and entering them in QuickBooks Online, either manually or in bulk.

Table of Contents

• Before You Start
• Step 1: Compare Totals for the Date Range
• Step 2: Identify the Specific Missing Gifts
• Step 3: Enter the Missing Gifts
• Step 4: Verify
• If Your Integration Rolls Up Gifts by Project or Fund

Before You Start

Before entering anything manually, check the Failed Transactions log for your QuickBooks integration in the Virtuous Connect App.

If your missing records appear in the Failed Transactions log, don't enter them manually in QuickBooks. Resolve the listed errors and use Retry Sync instead. For steps, see this Support Article on syncing data with QuickBooks Online.

Use the following process when records are missing from QuickBooks and don't appear in the Failed Transactions log, or when Virtuous Support has confirmed the records can't be re-synced.

• Decide on the date range you're reviewing. If Virtuous Support provided a range, use that range.
• Review your integration's mapping in the Virtuous Connect App. With the standard best-practice mapping, Gifts sync as sales receipts with the Contact Name as the Customer, the Gift ID as the Payment Reference, the Project Code as the Class, and the Revenue Account mapped to a Product/Service item. If your mapping is customized, open a sales receipt that synced successfully and mirror its fields when entering missing Gifts.
• Note whether your integration syncs individual Gifts or rolls up Gifts by Project or fund — this changes how you compare and enter records. See If Your Integration Rolls Up Gifts by Project or Fund below.
• If you're unsure how a gift should be recorded, loop in your accountant or bookkeeper before entering records.

Step 1: Compare Totals for the Date Range

Totals are the fastest way to confirm whether anything is missing.

1. In Virtuous CRM+, run a Gift Query or export for Gifts entered or updated during your date range, including Gift ID, Create Date, Contact Name, Amount, and Project(s). Review by Create Date rather than Gift Date. A Gift dated earlier but entered during your range would have synced during your range.
2. In QuickBooks Online, run the Transaction List by Date report. Select Reports > Transaction List by Date. 

3. Filter to the same range and to sales receipts. If your mapping uses classes for Projects, the Sales by Class Summary report may also help.
4. Compare the totals. If they match, your records are complete for the period.

Step 2: Identify the Specific Missing Gifts

If the totals don't match:

1. Export the QuickBooks report to a spreadsheet.
2. Match rows against your Virtuous CRM+ export. If your mapping includes the Gift ID as the Payment Reference, matching on Gift ID is the most reliable method. Otherwise, match on Date, Amount, and Contact Name.
3. Mark any Gift in the Virtuous CRM+ export with no matching sales receipt in QuickBooks. This list becomes what you enter into QBO.
4. If you already entered any of these Gifts manually, mark them complete and skip them in the steps below.

Step 3: Enter the Missing Gifts

You can enter missing Gifts manually or in bulk, depending on the size of your entry list.

Option A: Enter Gifts Manually

We recommend this for smaller entry lists.

1. In QuickBooks Online, select + New > Sales receipt.

   

2. Fill in the fields to match how your synced Gifts normally look:

• Customer: the donor's name, added if they don't already exist, matching how the integration names donors
• Sales Receipt date: the original Gift Date from Virtuous CRM+
• Payment method: the method your mapping uses for this Gift type
• Reference no.: the Virtuous Gift ID, so the record stays matchable later
• Deposit to: the bank account your mapping assigns for this Gift type
• Product/Service: the item linked to the appropriate revenue account for the Gift's Project
• Class: the Project Code, if your mapping uses classes
• Amount: the Gift amount

3. Select Record, and repeat for each Gift on your entry list, checking them off as you go.

Option B: Enter Gifts in Bulk

We recommend this for longer entry lists. QuickBooks Online doesn't include a built-in import for sales receipts on most plans, so there are two routes:

1. Use an import app. Transaction import tools in the Intuit App Store support importing sales receipts from a spreadsheet. If your team or accountant already uses one, format your entry list with the fields from Option A and import it, then review the imported records against your list before finalizing.
2. Enter summary receipts by Project. With your accountant's approval, enter one sales receipt per Project per Gift Date covering the combined missing amount, with a memo noting that it summarizes multiple Virtuous Gifts and listing their Gift IDs. This option is faster, but those Gifts won't appear individually in QuickBooks. Before completing this, confirm the tradeoff is acceptable for your reporting first.

Step 4: Verify

Once any missing entries have been added, re-run the totals comparison from Step 1. Virtuous CRM+ and QuickBooks should now match for the range. Spot check one or two Projects or funds you report on against Virtuous Project totals.

If Your Integration Rolls Up Gifts by Project or Fund

Your synced records are combined receipts per Project rather than individual Gifts, so run your comparison at the Project-per-day level: compare Virtuous Project totals by date against your QuickBooks receipts for the range, and enter any missing amounts the same way — one receipt per Project per date. This keeps your corrections consistent with the rest of your synced data.