Add mapping for a pledge

1. From the Development Office page, select the Pledges tab. The Pledges 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.

   You create accounts on the GL Accounts page of the General ledger setup section in Administration.

   Warning: We recommend you define mappings for all criteria. The program does not allow unmapped transactions. For example, if you do not map pledge write-offs, your organization will not be able to create a pledge write-off.

4. Under Generation criteria, select the When creating arrow to access the Transaction types screen.

5. Under Transaction type, select the type of transaction you want to include when the program generates GL distributions. As examples, for “Pledge installment - Inside current year” you may want to book the receivable; for “Pledge installment - Outside current year” you may treat this as a liability; and you may use “Pledge write-off” for unfulfilled pledges.

   Note: If you have a pledge that lasts longer than one year, you can map the pledge installment for this year to the current year GL mapping. For pledge installments that will not take place this year, you can map them to “Outside current year,” a deferred revenue account. However, you must create a manual journal entry to move the money from deferred revenue to revenue.

   Note: The program uses the Benefits liability transaction type to generate an additional GL distribution when necessary. For example, on the Add benefit screen in Fundraising, you select “Fully Paid” in the Send benefit when pledge is on field. The program uses the Benefits liability transaction type to generate an additional GL distribution. Once the pledge is fully paid, the generated distribution is reversed and another GL distribution is generated.

6. Select OK. You return to the Define mapping screen.

7. Under Generation criteria, select the With a subtype of arrow to access the Pledge subtypes screen. This arrow is enabled only when you select "Pledge installment - Inside current year," "Pledge installment - Outside current year," or "Benefits Liability," as the transaction type for the "When creating" filter. This field is disabled if you are mapping pledge write-offs.

8. Under Subtype values, select the pledge subtypes you want to include when the program generates GL distributions.

9. Select OK. You return to the Define mapping screen.

10. Under Generation criteria, select the With a reason code of arrow to access the Reason codes screen.

    To define mappings for pledge write-offs, you must enter a reason code. The With a reason code of field appears only when you select "Pledge write-off" as the transaction type in the When creating field. You can add and edit reason codes in Configuration.

11. Select OK. You return to the Define mapping screen.

12. Select Save to save the new mapping and return to the Pledges tab.