Gift Posting

Note: Don't see this yet? No need to worry. Expect its wider release in a future update.

To track accountability of gifts, posting to the general ledger involves searching for and identifying transactions that fit specific criteria, such as transaction type or transaction date range.

If you use third-party accounting software, you can mark gifts as posted and export an Excel/CSV file of gift batches to submit to your financial ledger.
If you use Blackbaud Financial Edge NXT, the gift posting process is streamlined to send the batch directly to Blackbaud Financial Edge NXT, where the journal batch entry is then approved and posted. You can also export an Excel/CSV file, if needed.

Note: To post gifts to general ledger, you must have the following permissions in Blackbaud Financial Edge NXT: View accounts; View projects; View fiscal years; and Create, edit, view journal entry batch.

From Gifts, select Generate post and choose gifts for posting based on your settings. You'll review all gifts and exceptions before posting.

Overview

From Gifts, Post gifts, you can view the following gift-posting information:

Batch name — The name you assign a batch when you generate a post.
Post status — Indicates whether a gift batch has posted.
- Not posted — The default status when you add a new gift batch.
- Processing — The status as gifts are added to the batch asynchronously, until the posting is complete.
- Posted — The post status on included gifts automatically changes to Posted when you run the posting process.
- Posted with exceptions — Indicates there are gifts in the batch that didn't post.
- Rejected — A rejected batch prevents incomplete transactions from being recorded, ensuring accuracy. You can identify and fix issues in the batch before posting again.
Post date — The date/accounting period the gift posts to the specified account or project. Regardless of the day the actual posting process is completed, the gift will show in the account or project's activity on the date specified. The default is the date the gift is entered, but you can manually change it. Changing the post date allows you to post gifts to a different accounting period.
Total debit amount
Total credit amount
Financial Edge batch ID — If you use Financial Edge NXT and the database is connected, the Batch ID is a unique identifier used to track and identify data batches. Otherwise, Batch ID won't be visible.

Create a new post

Note: You can only post one batch at a time.

From Gifts, Post gifts, select Generate post. (If you do not currently use Financial Edge NXT, select the Post and export option.)
Under General, enter a name and configure batch settings.
1. Specify which records to include (All records, Query of records, Adjustments and reversals only).
2. Select a date range to limit the results as needed.
3. Select the options for your post (Summary, Detail, Summary Cash).
4. Define the Journal reference and Journal code to create an open journal entry batch in general ledger once the batch is posted.
5. Select whether to use Anonymous gift format.
Under Filters, select Funds to filter which funds to include in your post.
Select Generate.

Note: You can't edit gifts while they're in the posting process.
When the posting file is ready, review the gift batch details to ensure their accuracy.
- If your gift batch details are inaccurate, select Reject to return all the included gifts back to their unposted state.
- If the details are correct, select Post to process your gift posting.
- If you use third-party accounting software, you’ll download an Excel/CSV file of posted gifts to submit to your accounting software.

Note: Gift batch details expire 29 days after posting. Once the data is removed, you can run a new query to find posted gifts.