General Ledger Distributions

On the GL Distributions tab, you can view ledger distribution information for revenue.

For revenue such as payment, pledge, auction donation, planned gift, and grant award transactions, the GL Distributions tab displays a timeline that lists the original transaction and subsequent activity associated with the original transaction, such as adjustments. For example, if you adjust a payment twice, the timeline displays the original payment as well as the two adjustments. All transactions in the timeline are listed by post date.

In the timeline, under Transaction history by post date, select All dates to view transaction activity for all dates associated with the original transaction. Or, you can select each transaction activity separately for a more specific view. Transaction activity that occurs on the same post date is listed separately in the timeline. Note that transactions with a status of "Do not post" are not included in the timeline.

Note: The distribution timeline does not display for all types of revenue. For example, deposits do not currently include the timeline.

Tip: On a revenue record, select Expand next to Transaction summary to quickly expand or collapse transaction summary information, including payment amount, status, and payment method details.

Note: Because recurring gifts and matching gift claims are considered unrealized revenue, they do not post to the general ledger. Only payments applied toward the commitments post. The GL Distributions tab does not appear on records of recurring gifts or matching gift claims.

If your organization uses multiple account systems and you have rights to view more than one account system, the account system associated with the transaction appears in the distribution timeline. Each site in your organization must be associated with an account system. If your organization uses only one account system, or if you have rights to view only one account system, the name of the account system does not appear.

Under GL distributions, information about how the revenue is or will be distributed in the general ledger appears. You can view information such as the account, description, debit and credit amounts, post date, and status for each distribution. To quickly expand or collapse all distribution nodes in the grid, select the Expand all or Collapse all icons on the action bar. To display a single distribution's details, expand the distribution's node. For example, select the node next to Donation to review payment details for the donation. Use the View filter to further specify the types of distributions you want to view on the tab.

Note: Reversal activity displays under the distribution header of the original transaction. For example, when you edit a posted donation, the Donation distribution header appears and lists current distributions as well as reversal distributions. "Reversal" displays under the Reference column.

Colored arrows display beside each distribution row, indicating current and reversal distribution activity associated with a transaction.

• Green signifies current GL distributions for a transaction.

• Orange signifies GL distributions that have been reversed.

• Red signifies reversal GL distributions.

With Multicurrency, use the Currency filter to display a distribution's debit and credit amounts in either transaction, base, or organization currency. Note that gains and losses display in base or organization currency, or both.

Depending on your security rights and system role, you can edit the distributions that appear. Examples of distributions that may appear are Sold stock, Sold property, Benefit, and Gift fee. To edit this information, select Edit next to the distribution header. For not posted transactions, the Edit GL distribution screen appears. For posted transactions, the Adjust revenue GL distribution screen appears. For information about how to edit general ledger distribution information, refer to Edit General Ledger Distribution Information. To update the information on the tab, select Refresh on the action bar.

If the revenue is a result of a payment toward an auction item or package, auction purchase distributions appear. Distributions display based on the way your system administrator configures auction purchase gain/loss transaction mappings. For information about transaction mappings, refer to Transaction Mappings.

With Multicurrency, if the revenue is the result of commitment revaluations, Unrealized Gain/Loss distributions appear and display information about any gain or loss that occurs when you run the Revalue Foreign-Denominated Commitments business process. This process updates the exchange rate applied to the balance of commitments that meet its criteria. To update the information on the tab, select Refresh on the action bar.

For information about the Revalue Foreign-Denominated Commitments business process, refer to Revalue Foreign-Denominated Commitments.