QuickBooks Access
QuickBooks Online Simple Start offers access to a single User and an unlimited number of Accountants. Generally each instance of QuickBooks is set up as follows (Region example):
- User - Regional Commission or Treasurer
- Accountants - Regional Commissioner or Treasurer and Auditors
Note: Area and Section staff may request visibility to QuickBooks by emailing Finance@AYSO.org.
Access Eligibility
In order to be approved for QuickBooks access, the volunteer must be on the Board in the Association Platform (see Creating Your AYSO Board), with the appropriate Role, and a current Background Check. Once your Board is up to date, notify the Office at Finance@AYSO.org and we will provide access.
Getting My Credentials
To receive your login credentials to QuickBooks, please email Finance@AYSO.org include the following information:
- Name of individual(s) needing access
- Email listed on the Association Platform with current background
- Role with the Section/Area/Region
- Current accounting system being used (QuickBooks, QuickBooks Desktop, Zipbooks, etc)
Each Authorized Member will need their own login credentials to access QuickBooks online for their respective Section/Area/Region - using the same email as listed in the Association Platform.
- Login credentials should never be shared with others - this includes transitions in roles.
- If your role changes for the S/A/R, the incoming member should reach out to Finance@AYSO.org to secure their own access. This is important for continuity and audit logs
- If anyone ask you for your login credentials, please refer them to Finance@AYSO.org so that we can provide their access in accordance with current policies and procedures.
Troubleshooting
Can't Login to QuickBooks
If you have accepted the invitation, you may need to reset your password. If you never received an invitation, check the following:
- Your invitation may be in your Spam or Junk folder
- The email in your AYSO profile may not be your current email address. Email addresses can be updated in your Association Platform and/or Sports Connect. Read Updating Your Email Address before changing, there are implications with Single-Sign-On (SSO).
- You are not listed as the Regional Commissioner or Treasurer in the Association Platform. Please have your Area or Section Director add you (then check your email address).
I Don't See My Areas/Regions
Visibility of Region or Area QuickBooks Accounts will be manually assigned upon request.
If you are a treasurer for more than one entity, you should have the option to toggle between entities (Section/Area/Region) with QuickBooks. If you are missing QuickBooks access, send an email to Finance@AYSO.org for help with:
- I am Treasurer for more than one Region and I am not seeing them all
- I am Treasurer for my Region and my Area, and I am not seeing them all
Chart of Account Changes
A few accounts have been retired since the adoption of QuickBooks.
Please see Chart of Accounts to download the chart of accounts and review retired accounts.
