Gift GL and Revenue Accounts – Web Client Help Center

The GL Accounts section is used to define receivable, pre-paid liability, write-off, and discount transactions as well as the pay priority of a given gift within a donation.

Once an order line exists for this product with the same effective date as the one setup here, with Line Status not equal to 'C', then the GL accounts for that effective date cannot be changed for this product.

The Revenue Accounts section is used to define the income and deferred revenue accounts used in sales and receipt transactions. Revenue can be distributed across multiple accounts or companies by percentage of the sales amount. Where multi-company transactions exist, the system will create inter-company transactions for the revenue distribution.

To view and edit gift accounts:

Select Accounts Setup from the Financials tab within the gift summary.
The Accounts Setup page displays, as shown below.
To edit the current general ledger accounts, click the pencil icon in the upper right corner of the screen.
The fields become available to edit, as shown below.
Make the desired changes and click Save.

Defining New GL Accounts

To define new GL accounts:

From the Accounts Setup page, from the General Ledger Accounts section, select Define GL Account.
The General Ledger Accounts screen displays, as shown below.
By default, the Begin Date is set to today's date. Change this if needed.
Enter the Pay Priority for the payment hierarchy within the Fundraising subsystem. The lower the number, the higher the priority.
The Gift Type chosen on the Gift Setup step will determine which accounts are available in the General Ledger Accounts section. These accounts may default in based on the accounts defined in the system setup.
Select the following accounts by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account on the GL and Revenue Accounts step.
1. Receivable Account
  This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
2. Prepayment Liability
3. Writeoff Account
  This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
4. Agency Discount
  This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
5. Deferred Agency
  This GL account only needs to be defined if “Matching Gift” or “Pledge” is selected as the Gift Type on the Gift Setup page.
6. In-Kind Expense
  This is the only GL account you need to define if “Gift In-Kind” is selected as the Gift Type on the Gift Setup page.
7. Fundraising Asset
  This is the only GL account you need to define if “Asset” or "Stock" is selected as the Gift Type on the Gift Setup page.
To change the account, click the X next to the existing account to remove it. To find a new account, enter at least three characters and click the magnifying glass search icon to display available options. Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account into the field on the General Ledger Accounts screen.
From the Revenue Recognition section, select the appropriate Recognition Method from the drop-down. For fundraising gifts, this is always set to Invoice.
Select Save.

Defining New Revenue Accounts

To define new revenue accounts:

From the Accounts Setup page, from the Revenue Accounts section, select Define Revenue Account.
The Add Revenue Accounts screen displays, as shown below.
By default, the Begin Date is set to today's date. Change this if needed.
Select the appropriate Distribution Method from the drop-down.
Select the Add button.
Select +Add Revenue Account.
Additional fields become available to edit.
Select a Revenue Account by entering at least three characters and clicking the magnifying glass search icon to display available options.
Alternatively, click Advanced to display a search screen will open for you to search for and select the account. Search for the account using the search fields. Once you have located the correct account in the results grid, select the row and click Select to populate that account into the field on the Add Revenue Accounts screen. The Deferred Revenue Account pair will automatically populate based on the selected revenue account.
If you selected "By Percentage" for the Distribution Method, enter the Percent.
If you selected "By Priority" for the Distribution Method, enter the Priority and Amt within Priority.
Select Add.
The revenue account is added to the Revenue Accounts grid at the bottom of the page.
If necessary, repeat the steps above to add additional revenue accounts.
Select the Save button once you are done adding revenue accounts.

Screen Element	Description
General Ledger Accounts
Begin Date	Drop-down. The start date for the General Ledger account. The Begin Date of the first set of GL accounts defined defaults to the Available From date from the Gift Setup page. The Begin Date of each additional set added after the first defaults to today’s date.
Pay Priority	Text box. Establishes the order by which line items on a multi-product donation are paid between donation products when the receipt amount is not enough to fully pay all the order lines. Associations that offer donation payments in membership, meetings or other subsystem orders will set the subsystem payment priority for Fundraising to the lowest priority number. Assigning a priority number here will determine which donation line between other donations will be paid first.
Receivable Account	Lookup field. When clicked, you can search for the appropriate receivable account. The receivable account is used for sales and receipt transactions. The account must exist for a company referenced in the current Org Unit ID and must be an asset account.
Prepayment Liability	Read-only. Enter the appropriate prepayment liability account. Defaults based on the receivable account identified above. This is the account that is used to store payments prior to invoicing. It must be valid for a company referenced in the current Org Unit ID and it must be a liability account.
Writeoff Account	Lookup field. When clicked, you can search for the appropriate write-off account. When a write-off of an open balance (including tolerance write-offs) is created, the transaction is DR Write-off Account, CR Accounts Receivable. The account must be either an income or expense account.
Agency Discount	Lookup field. When clicked, you can search for the appropriate agency discount account. When a discount is granted to the agency for this gift, this account number is used. It reduces the AR number while maintaining the full revenue account amount. It may be either a revenue or expense account. Entry defaults the deferred discount account to the same account.
Deferred Agency	Lookup field. When clicked, you can search for the appropriate deferred agency account. When a deferred revenue transaction is created for an agency, this account is used. If no deferred transactions are expected, this account should be the same as the agency discount account.
In-Kind Expense	Lookup field. When clicked you can search for the appropriate in-kind account. This field is only enabled if “Gift In-Kind” is selected as the Gift Type on the Gift Setup page. This account identifies the debit GL account for in-kind giving. Unlike cash donations or pledges, in-kind gifts offset an organization’s expenses rather than collect cash. The typical in-kind transaction is a debit to an expense account and a credit to the donation revenue.
Fundraising Asset	Lookup field. When clicked you can search for the appropriate fundraising asset account. This field is only enabled if “Asset” or “Stock” is selected as the Gift Type on the Gift Setup page. Unlike other transactions, asset and stock gifts (non-cash) debit to an asset but non-cash account and credit to a fundraising revenue account.
Revenue Recognition
Recognition Method	Drop-down. Controls how revenue recognition for the donation is handled. For fundraising gifts, this is always set to “Invoice.” Run FAR670 to recognize the revenue. Values in the drop-down are populated based on the codes defined for the non-fixed FND "REVENUE_RECOG_METHOD" system type.
Add Revenue Accounts
Begin Date	Drop-down. This field indicates the date on which this distribution will begin to be used as compared to the donation date. The Begin Date of the first set of revenue accounts defined defaults to the Available From date from the Gift Setup page. The Begin Date of each additional set added after the first defaults to today’s date. Once an order has been placed for this product using the selected revenue account, the Begin Date cannot be edited. Each time a change is made to the distribution accounts, a new start date must be defined for this distribution so that a history and an audit trail can be maintained.
Distribution Method	Drop-down. The value selected in this field automatically updates all detail records for this effective date. Valid values include: Percentage – Will distribute by percentage of the price only. The total amount of the percentage must equal 100. Priority – Enables the Priority and Amt within Priority fields. When discounts or other pricing situations result in a line item not receiving its full amount, the first priority item will receive its full amount and then the next priority item in sequence. If no amount is specified, the system will distribute the remaining amount by percentage. Values in the drop-down are populated based on the fixed codes defined for the ORD "DISTRIBUTION_METHOD" system type.
Revenue Account	Lookup field. This is the account that will be used by a revenue recognition process. It is validated against the FGL_Account_Master table. However, a warning message will display if an account is selected that is not for the organization unit of the gift. It must be a revenue account.
Deferred Revenue Account	Read-only. This field is the account that is used for sales transactions. The Deferred Revenue Account pair will automatically populate based on the selected revenue account.
Percent	Text box. This field is the percentage of the revenue that should go to this account. The total percentages of all line items must equal 100 for the record to be saved (format 000.0000).
Priority	Text box. This field is only enabled when the Distribution Method is “Priority.” When discounts or other pricing situations result in a line item not receiving its full amount, the first priority item will receive its full amount and then the next priority item in sequence.
Amt within Priority	Text box. This field is only enabled when the Distribution Method is “Priority.” When populated and when the amount to be distributed (because of discounts or other pricing) falls lower than the amount specified with this line item, the amounts will be filled based on this priority.