Double bucket billing - two bank accounts for deposits

SwimOffice Admin - Super User

There are instances when a club needs to have two separate bank accounts for the various fees charged and payments made. TeamUnify offers “double bucket billing” for this. This involves setting up two merchant accounts with your payment gateway merchant, so this means you must also have electronic payment processing which allows people to save their credit cards or bank account info in the system and it will automatically charge them on the 1st of any given month. Please contact to inquire about setting this up.

What double bucket billing allows is for you to associate all chart of accounts with one of two bank accounts. Credit card payments will automatically deposit the payments into the proper banks (so it will potentially charge the same card twice--once for charges associated with one bank, and again for different charges associated with a second bank). For those who pay by check you can specify to which bank account a payment goes. This greatly reduces hassle because once you define to which bank account certain funds go, it simply happens automatically for auto payments.

Once activated, you must first designate which chart of accounts connect to which bank account.
  1. In the side menu click Billing Admin > Billing Setup.
  2. Click CoA Setup tab.
  3. Click Add New to add a new account (note existing CoAs cannot be changed to a different bank account).
  4. Fill in the data
    • Chart of Account: the name you want (for QuickBooks it must match EXACTLY the QB CoA name)
    • Bank: choose Default Bank Account or Secondary Bank Account
    • Charge Type: always choose Normal Charge/Discount
  5. Click Save Changes.

When you enter a payment on demand, you can designate to which bank account it goes.
  1. In the side menu click Billing Admin > Invoices & Payments.
  2. Search for the desired account(s).
  3. Check the box(es) next to desired account(s).
  4. Click New Charge.
  5. Fill in the data.
  6. For Deposit to click drop down and select Default Bank or Secondary Bank.
  7. Click Save New Payment.

Here are other places it’s used.
  • Inc & Pay Sum, Inc Trans Rpt, Inv Rpt, and Payment Sum reports all allow you to choose for which bank to show amounts and totals.
  • CoA Sum report shows figures for both banks.
  • For registrations, in the first Fees Setup screen under Accepted Payment Method(s), if you choose to Charge CC Processing Fee, you must choose a chart of accounts for each bank to use for that fee.
    Accepted Payment Method(s)
  • For TUMoney, when you set up an event, the Accounting section allows you to choose which CoA to use for donations and processing fees.
  • In Lessons Setup (Team Admin > Lesson Admin, click Edit), you can define to which bank credit card deposits are made. This is global; you cannot have some classes/fees go to one bank and other classes go to the other.
    Lessons Accepted Payment Method(s)

See Also
CoA Sum -- Chart of Accounts report
Registration: Connect outstanding balances/credits, double bucket billing

Billing Management

  1. Billing System VIDEO Tutorials
  2. What is Accrual Based Accounting vs Cash Based Accounting?
  3. Warning in the invoice and payments area
  4. Bringing balance forwards or previous balances over to start the billing system
  5. Make, record, enter or add a payment
  6. Billing: Create or add a New Credit invoice
  7. Billing: Additional Per Account Charges
  8. Billing: Additional Per Member Charges
  9. Add or create a new invoice item
  10. Deleting an uninvoiced item
  11. Refund a Credit Balance when refunding by check
  12. Enter a bounced NSF check
  13. Credit Memo versus Credit Refund
  14. Applying the different filters in Billing Admin > Invoices & Payments
  15. How can I see the Account Level recurring charges for all my accounts?
  16. Billing Simulation Report
  17. Billing: Aging Report
  18. How do I print a check register or bank deposit form?
  19. Generating an Un-Invoiced Report
  20. View past invoices / billing history report for accounts
  21. Deposit Report
  22. Billing: Invoices & Payments Overview tab column headers
  23. Billing: Inc & Pay Sum report
  24. Billing: Inc Trans Rpt
  25. Billing: Inv Rpt
  26. Billing: Payment Sum report
  27. Billing: CoA Sum report
  28. Billing: ACH Status - failures and processed amounts
  29. Billing: Rec Inv Sum, credit cards processed
  30. Can I post a payment against a chart of accounts?
  31. Billing: Delete/hide/unhide chart of accounts (CoA)
  32. Billing: Merge chart of accounts (CoA)
  33. Email Billing Summary and best practices
  34. Billing: Email invoices and best practices
  35. Does TeamUnify handle Escrow accounts?
  36. What credit cards are accepted by electronic processing?
  37. ACH and Credit Card Failure
  38. ACH is still pending
  39. Billing: ACH/Credit card FAQs
  40. What do these codes mean when I see the results of an ACH run?
  41. Credit Card and ACH Security
  42. Refunding Past/Historical Credit Card / CC charges
  43. Billing: Credit card expiration failure and report
  44. Refunding on demand or Credit Card /CC payments
  45. Billing: Delete an Account's credit card or ACH information
  46. Billing: On demand charges and payments for Admins
  47. Do NOT active accounts with a CC or ACH for autopay still get charged?
  48. Billing: Void a CC transaction immediately (instead of using Refund option)
  49. Is there a "Processed ACH report" PDF like there is a credit card PDF report for auto payments completed via ACH?
  50. Billing: Set up auto pay for a family
  51. Are accounts notified when an on demand payment fails?
  52. Billing: Refund an ACH payment or credit card donation
  53. Can I use a debit card for credit card processing?
  54. Service Not Allowed error when using debit card in Canada
  55. Invalid Term ID error when using a credit card
  56. How do I change the bank account into which TeamUnify site deposits payments?
  57. How do I generate a meet fee breakdown PDF for a Meet?
  58. Billing: Export and bill from Team Manager events file
  59. Billing: View invoices/payments from account's perspective
  60. What bills on the first in the automated billing system
  61. How do I add notes on invoices?
  62. How do I delete my payments in the IIF import?
  63. QuickBooks CoA shows $0 or negative amount after IIF import and Account Type set to Bank
  64. Add or edit a billing group
  65. Billing: Email auto pay instructions - Notify families team accepts credit cards/ACH
  66. How do I print an invoice?
  67. How do I see what admin posted a payment or invoice in the billing system?
  68. Billing: Update team credit card/ACH account used to pay TeamUnify invoices
  69. How do you change who receives the TU invoices?
  70. How to Add Free Billing Account and Member
  71. View what goes into a QuickBooks IIF file from SwimOffice
  72. View contents of a QuickBooks IIF file
  73. Alternatives to view IIF files
  74. Manually enter SwimOffice transactions into QuickBooks
  75. How QuickBooks views refunds made in SwimOffice
  76. Quickbooks - Can I use Account numbers?
  77. Billing: Do SwimOffice QuickBooks Import IIF files work with QuickBooks Online?
  78. QuickBooks IIF File was imported but I don't see the receivables/invoice in my reports (Canadian date issue)
  79. Undeposited Funds - QuickBooks
  80. QuickBooks error line 6
  81. QuickBooks is not importing IIF file - multiple line errors (error line 6,9,15 etc) on first import
  82. Why are my transferred QB amounts negative?
  83. QuickBooks: Dealing with undeposited funds
  84. QuickBooks - Recording payments in QuickBooks undeposited funds to bank
  85. QuickBooks Error - you cannot have multiple AP or AR accounts (error varies)
  86. QuickBooks error line numbers. How do know what the line number is referring to?
  87. When does the QuickBooks IIF file generate?
  88. QuickBooks IIF import error - Can’t record a negative payment
  89. QuickBooks Error 21 or Tax Field Error given on IIF import
  90. When do my invoices generate and my billing run?
  91. Why are late fees being charged on suspended and canceled accounts?
  92. Why did my canceled accounts or suspended accounts receive an invoice email?
  93. Why do my canceled accounts appear under invoices & payments?
  94. Will the recurring charges post to suspended / canceled accounts?
  95. What email gets an emailed invoice or email billing summary?
  96. Viewing Past or Current Invoices Generated
  97. Reconcile the differences between TeamUnify and C & H Financial Services (formerly Process Pink)
  98. Double bucket billing - two bank accounts for deposits
  99. What will the Account see in their invoice for dollars donated?
  100. Billing: Avoid double billing accounts with Online Registration and recurring billing
  101. Billing: ACH - Invalid account number
  102. Relationship of Billing Groups, Roster Groups, Registration Groups, Locations
  103. Billing: Change/edit payment methods in Account
  104. Billing: Add a payment type as a family
  105. Billing: Non Admin update/change credit card
  106. Billing: Generate meet fees for unattached swimmers from results
  107. Billing: Invoice and charge meet fees
  108. Billing: View generated meet fees totals
  109. Billing: Cancel/undo/reverse meet fees
  110. Billing: Delete a meet fees batch
  111. Billing: Revert to generate meet fees (old ver)
  112. Billing: Invoice meet fees from an event (old ver)
  113. Billing: Invoice meet fees from meet results (old ver)
  114. Billing: Create a surcharge for meet fees (old ver)
  115. Billing: Cancel/undo/reverse meet fees (old ver)
  116. UK Billing: View credit card transactions
  117. UK Billing: Reconcile credit card activity - Financial Reports
  118. UK Billing: Manually refund credit card transaction
  119. Billing: View credit card failures

Feedback and Knowledge Base