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Create and Edit Donation Allocations

Learning Objectives

After completing this unit, you’ll be able to:

  • State the purpose of general accounting units.
  • Create or modify opportunity allocations.
  • Understand how allocations are set with recurring donations and campaigns.

Allocations Overview

Many nonprofits use fund accounting and general accounting units (GAUs) to track donations. A GAU is a fund where you can account for money set aside for a specific use or to meet restrictions set by the donor, grant authority, governing agency, or required by law. Nonprofit Success Pack’s GAU allocations function gives you the ability to split funds that you record as opportunities between one or more GAUs.

You can define allocations as a percentage of the total opportunity or payment, or as a specific currency amount. In NPSP, GAUs contain rollup information for the allocations you’ve assigned to them. You can also assign allocations to campaigns and recurring donations. More on that later.

GAUs are as diverse in their uses and names as the nonprofits that use NPSP. Because of the possibilities, NPSP allows you to define as many GAUs as you need to match your chart of accounts. You can then enter and track donations as parts of a GAU.

Now let's walk through a couple of examples of how an organization like our fictional nonprofit, No More Homelessness (NMH), might create or modify an allocation.

Create or Modify Opportunity Allocations

NMH runs campaigns that specifically raise funds to support its services for women. As such, it has a GAU fund allocated specifically for what they call “women's programs.” Donors can designate part or all of their donation for this fund, knowing that their money will go specifically toward that purpose.

Image of a young woman and her child at the counter of the NMH foodbank.

You can create or modify allocations for any opportunity by using the Manage Opportunity Allocations page. You must first create the opportunity and enter the donation amount before you can allocate the contribution to the appropriate GAU.

NMH Development Associate Sofia has created an opportunity record for a donation of $100 received from Candace Evans and is now ready to allocate the donation per the donor's request. When Candace made her gift, she specifically requested that 50% of her donation be allocated to women's programs and 50% to the food pantry.

Let's follow along as Sofia creates the allocations for this donation:

1. Open the opportunity record to allocate.

2. Click the Related list.

3. On the GAU Allocations Related list, click Manage Allocations. (If you don't see the GAU Allocations Related list, your admin might have to set it up.) If you set up a default allocation, you'll see the full amount of the donation already in your default GAU.

Opportunity Record and Related GAU Allocations Object, highlighting Manage Allocations

4. The total amount of the opportunity appears at the top of the page. Enter the name of the GAU to which you want to assign part or all of the donation.

5. Enter the percent (or the amount) of the donation you want to place in that GAU. The amount of the donation still available for allocation appears at the bottom of the Allocations.

6. To allocate the donation into additional GAUs, click Add Row. To delete an allocation, click Delete.

The Manage Opportunity Allocations General Accounting Unit form, highlighting Add Row and Save

7. Click Save when done allocating.

Ooops! Ok, this rarely happens, but Sofia accidentally created an allocation for the Transitional Housing Capital Campaign GAU when she should have created the second allocation for the food pantry program. To ensure she's meeting the donor's wishes, she needs to modify the allocation.

To modify an allocation:

1. Open the opportunity that contains the allocation you want to change.

2. Click the Related list.

3. In the GAU Allocations Related list, click Manage Allocations.

The Opportunity Record and related GAU Allocations, highlighting Manage Allocations

4. Sofia changes the allocation to the food pantry program. Here, you can change the name of the GAU, change the amount being allocated, change from a dollar amount to a percentage of the donation, add additional allocations, or delete allocations.

 The Manage Opportunity Allocations General Accounting Unit form, highlighting the search option and Save

5. Click Save.

Voilà! Sofia has successfully entered and modified a GAU in NPSP. She can now more easily report on both restricted and unrestricted funds and be a good partner to her finance and accounting team on planning and reconciliation.

Note

Note

Modifying the amount of an opportunity with allocations recalculates percent-based allocations and the default allocation if defaults are enabled. If the new opportunity amount is below the total amount of your allocations, you'll receive an error and the opportunity won't be updated. In that case, reduce the amount of the allocations before reducing the opportunity amount.

Work with Allocation Rollups

GAU allocations come with a series of rollups that help you track the allocations you assign to each of your GAUs. You can find these GAU rollups by going to the App Launcher ( ) and finding and selecting General Accounting Units.

The Recently Viewed General Accounting Units, highlighting a specific GAU

The rollups come with predefined settings that you can update as needed. Check with your admin to understand if they have excluded any opportunity record types or made any other customizations.

The General Accounting Unit Details, showing the Allocation Information and Allocation Totals

Note that the GAU page contains rollup information from allocations assigned to opportunities (or payments depending on your configuration) in a closed and won stage. Rollup information automatically updates nightly, but you can also update it on the GAU page by clicking on the Recalculate Rollups button.

Create Opportunity Allocations for Recurring Donations

When you assign allocations to a recurring donation, any opportunities or payments created as part of that recurring donation schedule will automatically receive those allocations. Creating allocations for recurring donations is similar to creating allocations for one-time donations, except NPSP automatically allocates the donation accordingly for every open opportunity assigned to the recurring donation.

Like one-time donations, you use the Manage Allocations button on a recurring donation's GAU Allocations related list to create and manage allocations for your recurring donations. Here's how:

1. Open the recurring donation for which you want to create allocations.

2. Click the Related list.

3. In the GAU Allocations related list, click Manage Allocations.

 Recurring Donations tab and Related GAU Allocations, highlighting Manage Allocations

4. Enter the name of the GAU to which you want to assign the donation.

5. Enter either the amount or the percent of the donation you want to place in that GAU.

6. To allocate the donation into additional GAUs, click Add Row.

7. To delete an allocation, click Delete.

The Manage Recurring Donation Allocations, General Account Unit form highlighting Add Row and Save

8. Click Save when done allocating. On the Opportunity Record Related list you can see the donation has been allocated correctly for future donations.

The Opportunity Record, showing related GAU Allocations

If you ever want to modify an allocation for a recurring donation:

  1. Open the recurring donation that contains the allocation you want to change.
  2. Click the Related list.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Change the allocation as necessary. You can change the name of the GAU, the amount being allocated, a dollar amount to a percentage, add additional allocations, or delete allocations.
  5. Click Save when done allocating.

Here are a few important things to know about GAU allocations and recurring donations:

  • New opportunities added to a recurring donation will automatically receive the recurring donation's allocations.
  • Adding a new allocation, or modifying or deleting an existing allocation of a recurring donation will cause NPSP to apply the new allocation to all open opportunities in the schedule of that recurring donation. NPSP will not modify allocations for closed opportunities in the schedule.
  • When the amount on an opportunity with an associated recurring donation is updated from null to a value, allocations are created based on the recurring donation's GAU instead of the default allocation GAU.

Create Opportunity Allocations for Campaigns

When you assign allocations to a campaign, any opportunities or related payments created as part of that campaign will automatically receive those allocations. You use the Manage Allocations button on a campaign's GAU Allocations related list to create and manage allocations for your campaigns.

Remember the NMH capital campaign to purchase a new building for transitional housing? Sofia is going to create an allocation for the building campaign in NPSP to save herself an extra step when entering future donations. 

Let’s follow along as she creates an opportunity allocation for a campaign.

1. Open the Campaign for which you want to create allocations.

2. Click the Related list.

3. In the GAU Allocations related list, click Manage Allocations.

A Campaign Record, highlighting the Related tab and the Manage Allocations option for the GAU Allocations Object

4. Enter the name of the GAU to which you want to assign the donation.

5. Enter the percent (OR amount) of the donation you want to place in that GAU.

Manage Campaign Allocations, highlighting Save

6. Click Save when done allocating. Now when you associate a donation with this campaign, the allocation will be automatically created for you.

If you ever want to modify an allocation for a campaign:

  1. Open the campaign that contains the allocation you want to change.
  2. Click the Related list.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Change the allocation as necessary. You can change the name of the GAU, the amount being allocated, a dollar amount to a percentage, add additional allocations, or delete allocations.
  5. Click Save when done allocating.

Here are a few important things to remember about GAU allocations and campaigns:

  • New opportunities assigned to a campaign with allocations will automatically receive those allocations.
  • Adding a new, modifying, or deleting an existing allocation of a campaign only affects new opportunities entered into the campaign. It will NOT change any opportunities previously entered.
  • An opportunity with both a campaign and a recurring donation will prioritize allocations from the recurring donation.
  • Assigning a campaign to or removing a campaign from an existing opportunity will NOT modify the opportunity's allocations.

A Note about Allocations and Multiple Currencies

The GAU allocations feature supports multiple currencies. You can set GAUs to any currency and rollup fields will respect the currency conversion of the aggregated allocations. Just remember that allocations inherit the currency of the opportunity, campaign, or recurring donation with which they are associated.

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