Add Mapping for Payments

In order to generate GL distributions for payments made to the development office, you can map the transactions to GL accounts or account codes.

In general, payments debit your asset accounts and credit revenue. Here are a few examples of possible account and account code mappings for payments:

Application Type	Debit #	Credit #
Payment by cash, check, or debit card for anything	01-1000-00	01-4000-00
Payment by stock for anything	1010	4010
Payment by property for anything	1020	4020
Gift in kind payments for equipment	1030	4030

When you specify account code, other segments are derived from selected characteristics of the transaction. For more information about how to define segment mappings, see Define Segment Mappings.

Add mapping for a payment

1. From the Development Office page, select the Payments tab. The Payments tab appears.

2. Select Add. The Define mapping screen appears.

3. In the Debit and Credit columns, select the accounts or account codes to use when generating GL distributions. To locate an account, you can use the Account Search. For information about the Account Search screen, see Account Search Screen.

   To create account codes, add an account with the desired code.

   Tip: For payments not yet linked to a deposit, with payment methods of cash, check, credit card, and other, the value you select in the Debit field is overwritten as soon as the payment is added to a deposit. To prevent confusion and allow for easy identification of unlinked payments in the system, we suggest you use a temporary placeholder such as “1000” or “01-1000-00” in the Debitfield.

4. Under Generation criteria, select the arrow next to the criteria you want to set up. For example, to select payment method criteria, select the arrow next to With payment method. The Payment methods screen appears.

   Warning: We recommend you map GL distributions for all application types and payment methods. The program does not allow unmapped transactions. For example, if you do not map payments applied to donations, your organization will not be able to add payments applied to donations.

   Note: If you receive payment for an event registration, you can map the registration to a deferred revenue account. However, when the event occurs, you must create a manual journal entry to move the money from deferred revenue to revenue.

   For a description of available generation criteria, see Define Mapping Screen For Payments.

5. Select Save to save the new mappings and return to the Payments tab.