The General Ledger (GL) Export utility can help your organization keep its bookkeeping in order. The utility enables you to mark donations and pledges as posted, which prevents edits to the critical accounting fields in those records. It also labels posted items with general ledger codes that your administrator can configure.
Customizing General Ledger Codes

Before you start posting pledges and donations, it is recommended that you designate and enter general ledger (GL) codes to use with transactions.

System administrators can specify an organization's general ledger (GL) codes to use when exporting posted donation and pledge information. After you specify GL codes for each type of transaction, the system automatically populates records with the appropriate codes. GL codes are associated with designations – each designation has its own set of GL codes.

Complete the following steps to create custom GL codes for a designation.

    Click the Configuration tab to display the Administration page.
    Under the Donation Lookup Values section, click Designation Choices to view the Designations page.
    Click the designation for which you want to create GL codes, or create a new designation.
    In the G/L Codes section of the Designation Detail page, you can enter codes for the types of credits and debits associated with donations and pledges. You can use codes your organization has already developed for these types of transactions, or create new codes. You can use numbers and/or letters. If your organization does not have distinct codes for each transaction type, you can use the same code in multiple fields.
    When you have finished entering the codes, click the Save button at the bottom of the page. The new codes will appear on the Designation Detail page.

Every time you post a donation or pledge, the correct GL code for that designation and type of donation will appear in the posting record.
Exporting and Posting Donations and Pledges

Donations and pledge records are unposted by default. You can export a batch of unposted donations and pledge records to a spreadsheet file (.csv), then mark them as posted in the database. You then can import the spreadsheet file into an external fund accounting system.

Make sure that any donations and pledges you want to post are associated with a designation for which your administrator has entered General Ledger codes, as detailed in the previous procedure. Using General Ledger codes makes it easier to work information within an accounting system.
Exporting and Posting Donation Information

Complete the following steps to export donation reports and post donations.

    Click the Utilities tab to display the page.
    Under the Gift Processing section, click GL Export to display the GL Export Offline Accounting Export Utility page.
    Make sure the Report Folder is set to Financial Reports.
    Use the Report pull-down menu to select All Unposted Donations, or another report that you have configured. You can preview the report with a list of the records it will include by clicking the View Report link next to the pull-down menu. Do not change the other pull-down menus.
    Click the Preview button. No matter how many records are in the report, you will receive a warning dialog to let you know that large reports may take several minutes to process. Unless this presents a problem, click the OK button.
    The preview displays a summary of results: the number of unposted records, the number of donations, and the number of donation records that will be marked as posted.
    After the preview displays, the Download Export button appears. Click the Download Export button to create a comma-separated values spreadsheet file (*.csv) that contains all the records about to be posted. You can use the file with your own external fund accounting system. You can save the file or open it in a spreadsheet application.
    After the export is complete, an Update Records button appears on the GL Export page. Click the button to post all the unposted donations from the list that you just exported.

Exporting and Posting Pledge Information

Pledges are posted for the amount pledged, at the time the amount is pledged. Pledge payments are posted in the same way as donations.

Complete the following steps to export pledge reports and post pledges.

    Click the Utilities tab to display the Utilities page.
    Make sure the Report Folder is set to Financial Reports.
    Under the Gift Processing section, click GL Export to display the GL Export Offline Accounting Export Utility page.
    Use the Report pull-down menu to select All Unposted Pledges, or another report that you have configured. You can preview the report with a list of the records it will include by clicking the View Report link next to the pull-down menu. Do not change the other pull-down menus.
    Click the Preview button. No matter how many records are in the report, you will receive a warning dialog to let you know that large reports may take several minutes to process. Unless this presents a problem, click the OK button.
    The preview displays a summary of results: the number of unposted records, the number of pledges, and the number of pledge records that will be marked as posted.
    Click the Download Export button to create a comma-separated values spreadsheet file (*.csv) that contains all the records about to be posted. You can use the file with your own external fund accounting system. You can open or save the file.
    After the export is complete, an Update Records button appears on the GL Export page. Click the button to post all the unposted pledges that you just exported.

Reversing Posted Donations and Pledges

After you set donations and pledge records as posted, you cannot edit their critical accounting fields or delete the records. If you find an error in a posted record, you can perform a reversal, which makes the record editable again. After you have corrected the errors, you can post the reversal and repost the edited item.

You must have access to the "ReversalUtils" class to be able to reverse gifts. If you do not see the Reverse button on donation and pledge records, you do not have permission to reverse gifts.
Reversing Donations

Complete the following steps to reverse a posted donation.

    Open the posted donation record you want to reverse.
    Under the Payment Information section, click Reverse Donation. The donation page will reload with a checkmark in the Reversed checkbox.
    Click the Edit button at the top of the record and make any necessary changes.

    You cannot edit the Transaction Type field.

    Save the donation record.
    Follow the above instructions for exporting and posting a donation to post the reversal and to repost the record. Make sure that on the GL Export page, Operation Type is set to Both Posts and Reversals.

    If you need to delete the record entirely, you can do so after you have posted the reversal. From the donation page, click the Delete button.

Reversing Pledges

Complete the following steps to reverse a posted pledge.

    Open the posted pledge record you want to reverse.
    Under the Payment Information section, click Reverse Pledge. The pledge page will reload with a checkmark in the Reversed checkbox.
    Click Edit at the top of the record and make any necessary changes.

    You cannot edit the Transaction Type field.

    Save the pledge record.
    Follow the above instructions for exporting and posting a pledge to post the reversal and to repost the record. Make sure that on the GL Export page, Operation Type is set to Both Posts and Reversals. Reversal pairings have the credit and debit codes reversed.

    If you need to delete the record entirely, you can do so after you have posted the reversal. From the donation page, click Delete.