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Product Documentation

Create and Manage Donation Allocations

Allocate donations into General Accounting Units (GAUs) if you want to set funds aside for specific purposes.

Donation Allocations Overview

Many non-profits use General Accounting Units (GAUs) to track donations. A General Accounting Unit is a fund that you can segregate for specific purposes or because of special restrictions. For example, a scholarship GAU is a fund allocated specifically for scholarships. Donors can designate part or all of their donation for the scholarship fund, knowing that their money will go specifically toward that purpose.

GAUs are as diverse in their uses and names as the non-profits/higher education groups that use Salesforce. Because of this diversity, the Nonprofit Success Pack allows you to define as many GAUs as you need to match your chart of accounts. You can then enter and track donations as parts of a GAU — either as a percentage of the donation amount, or as a specific dollar amount.

You can also use Salesforce campaigns to manage a group of donations so that when you enter opportunities as a part of that campaign, Salesforce allocates them to the defined GAUs at pre-determined percentages or dollar amounts.

Setup—Before You Begin

Before you begin using GAU Allocations in the Nonprofit Success Pack, you'll need to complete a few preliminary steps:

Set Tab Visibility and Field-Level Security

If you downloaded a trial organization of the Nonprofit Success Packafter November 25, 2014, then the GAU Allocations feature is ready to use and you can skip this step.

If you upgraded to the Nonprofit Success Pack from a previous version or signed up for your NPSP trial before November 25, 2014, then you need to set tab visibility and field-level security for each profile you want this feature exposed to.

For more information about editing profiles, see Profiles in Salesforce Help.

  1. Click Setup, then click Setup.
  2. From Setup, enter Profiles in the Quick Find box, then click Profiles.
  3. For each profile that you want to give access to, click the name of the profile.
  4. Make sure the tab for General Accounting Units is set to Default On.
  5. Set object and field permissions for the General Accounting Unit and GAU Allocation objects as follows:
    • General Accounting Unit object permission = Read
    • GAU Allocation object permissions = Read, Edit, Create and Delete
    • Select Read Access and Edit Access for all fields in the Field Permissions section (for both objects).

Repeat all of the above steps for each profile you want to give access to.

Set Up General Accounting Units

You'll need to define at least one General Accounting Unit (GAU), before you begin using GAU Allocations. You can easily do this on the General Accounting Units tab or by enabling a default GAU on the NPSP Settings tab. (See the next section for more information on the latter method.)

Note
You can create additional GAUs at any time. If you want to transfer donations from one GAU to another, however, you will either need to do it manually in each opportunity or use an application that allows you to manipulate data (like Salesforce's Data Loader, or an app from the AppExchange).
  1. Click the App Launcher (), then select General Accounting Units from the All Items menu.
  2. On the General Accounting Units page, click New.

    General Accounting Units page

  3. In the General Accounting Unit Name text box, enter the name of the new GAU.
  4. Click Save, or click Save and New if you want to create more GAUs.

Enable Default Allocations (Optional)

You can enable a Default GAU if you want Salesforce to allocate all non-excluded donations/opportunities to that GAU upon creation. (Excluded donations/opportunities are ones you've specified in GAU Allocation Rollups settings.) If you have a specific opportunity that you want to allocate to a different GAU, you can always use the Manage Allocations button to make changes. (See Create or Modify Allocations.)

You do not need to enable a default GAU to use GAU Allocations, but if you plan on allocating donations, make sure you set up your GAUs accordingly. A default GAU comes in handy when you want to run reports in Salesforce. For example, if you wanted to report on all of your donations (not just those allocated to particular GAUs), you could run a report that included information about allocated donations, as well as information about donations to the default GAU (often a “general fund”).

The Nonprofit Success Pack comes with a standard GAU named General Fund. You can select the General Fund GAU as your default when you enable default allocations.

  1. Create a General Accounting Unit that you want to use for default allocations. (If you're just going to use the “General Fund" GAU that comes with NPSP as your default, you can skip this step.)
  2. On the NPSP Settings tab, click Donations | GAU Allocations.
  3. Click Edit.
  4. In the Default Allocations Setting area, select the Default Allocations Enabled checkbox.
  5. From the Default General Accounting Unit drop-down menu, select the GAU you want to use as your default.
  6. Click Save.
  7. (Optional) If you want all current unallocated opportunities to be assigned to your default GAU, in NPSP Settings go to Bulk Data Processes | Batch Create Default Allocations and click Run Batch. Salesforce then runs through all of your opportunities, looks for unallocated amounts, and assigns them to your specified default GAU.
    Note
    Salesforce ignores the opportunity types and opportunity record types that you've excluded in GAU Allocations Rollup settings.

Create or Modify Allocations

You can create or modify allocations for any donation by using the Manage Opportunity Allocations page. But you must of course first create the opportunity and enter the donation amount before you can allocate the contribution into the appropriate General Accounting Unit (GAU).

To create an allocation for a donation:

  1. Open the opportunity you want to allocate.
  2. Click the Related tab.
  3. On the GAU Allocations related list, click Manage Allocations. (If you don't see the GAU Allocations related list, you might have to set it up. See Set Up General Accounting Units for more information.) If you set up a default allocation, you will see the full amount of the donation already in your default GAU.

    GAU Allocations related list

  4. The total amount of the opportunity appears at the top of the page. Enter the name of the GAU to which you want to assign part or all of the donation.

    Enter the GAU name

  5. Enter either the amount or the percent of the donation you want to place in that GAU. The amount of the donation still available for allocation appears at the bottom of the allocations.
  6. To allocate the donation into additional GAUs, click Add Row.
  7. To delete an allocation, click Delete Row.
  8. Click Save when done allocating.

To modify an allocation:

  1. Open the opportunity that contains the allocation you want to change.
  2. Click the Related tab.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Change the allocation as necessary. You can change the name of the GAU, change the amount being allocated, change from a dollar amount to a percentage of the donation, add additional allocations, or delete allocations.
  5. Click Save when done allocating.

For more information about working with Opportunities in Salesforce, see Opportunities in Salesforce Help.

Work with Allocation Rollups

GAU Allocations comes with a series of rollups that help you track the allocations you assign to your GAUs. You can find these GAU rollups by clicking the General Accounting Unit tab in Salesforce, and then selecting the GAU name.

Allocation Information and Allocation Totals lists

The rollups come with pre-defined settings that you can update as needed. Where you update these settings depends on if you're using legacy rollups or Customizable Rollups.

If you're using Customizable Rollups, set these values on the rollups themselves.

  1. In NPSP Settings, click Donations | Customizable Rollups.
  2. Click Configure Customizable Rollups.
  3. To set an N day value or use fiscal year, in the row for the Allocation rollup you want to edit, click Arrow button indicating that there are more menu options , then click Edit.
    1. To set a Rollup N Day Value, select Days Back in the Time Frame field, then enter the number of days back.
    2. To use fiscal year instead of calendar year, select the Use Fiscal Year checkbox. This checkbox appears if the Operation is set to Years Donated, Best Year, Best Year Total OR if the Time Frame field is set to Years Ago.
  4. Exclude Opportunity record types or Opportunity types using filter rules within a filter group. Within your filter group, create a filter rule with these values:
    1. Object = Opportunity
    2. Field = Record Type ID or Opportunity Type
    3. Operator = In List
    4. Selected Value = Only the record types (or Opportunity types) you want to include. All other values are excluded.
  5. Remember to Save your changes!

If you're using legacy out-of-box NPSP rollups or User Defined Rollups:

  1. On the NPSP Settings tab, click Donations | GAU Allocations.
  2. Click Edit.
  3. Edit the settings as necessary. To select multiple values for both the Opportunity Record Types and Opportunity Types, CTRL+click while selecting your options.
    • Excluded Opportunity Record Types Excludes Opportunity Record Types from GAU Rollups and automatic allocation generation. (For example, if you have Default Allocations enabled, Salesforce won't automatically assign allocations for Opportunities with these record types when you enter a new donation.)
    • Excluded Opportunity Types Excludes Opportunity Types from GAU Rollups and automatic allocation generation. (For example, if you have Default Allocations enabled, Salesforce won't automatically assign allocations for Opportunities with these types when you enter a new donation.)
    • Rollup N Day Value Provides a value for 'N day' rollups, where 'N' is the number of days from today into the past. This value defaults to rollup over the past 365 days unless you change it.
    • Use Fiscal Year for Rollups Enables fiscal year settings, rather than calendar year settings, when selected. To set fiscal year information, from Setup, enter Fiscal Year in the Quick Find box, then click Fiscal Year.
      Note
      The Nonprofit Success Pack does not support custom fiscal year settings.

Create Allocations for Recurring Donations

Use the Manage Allocations button on a Recurring Donation's GAU Allocations related list to create and manage allocations for your recurring donations. When you specify allocations for a recurring donation, Salesforce automatically allocates the donation accordingly for every open opportunity assigned to the recurring donation.

  1. Open the Recurring Donation for which you want to create allocations.
  2. Click the Related tab.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Enter the name of the GAU to which you want to assign the donation.

  5. Enter either the amount or the percent of the donation you want to place in that GAU.
  6. To allocate the donation into additional GAUs, click Add Row.
  7. To delete an allocation, click Delete Row.
  8. Click Save when done allocating.

If you ever want to modify an allocation for a Recurring Donation:

  1. Open the Recurring Donation that contains the allocation you want to change.
  2. Click the Related tab.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Change the allocation as necessary. You can change the name of the GAU, change the amount being allocated, change from a dollar amount to a percentage of the donation, add additional allocations or delete allocations.
  5. Click Save when done allocating.

There are a few important things to know about GAU Allocations and Recurring Donations:

  • New opportunities added to a recurring donation will automatically receive the recurring donation's allocations.
  • Adding a new, modifying or deleting an existing allocation of a recurring donation will cause Salesforce to apply the new allocation to all open opportunities in the schedule of that recurring donation. Salesforce will not modify allocations for closed opportunities in the schedule.
  • Recurring donations are NOT automatically allocated to the default General Accounting Unit. If you enable default allocations and run the Batch Create Default Allocations process, then all unallocated amounts in all Recurring Donations opportunities will be assigned to the default GAU. See Enable Default Allocations for more information.
  • When the amount on an Opportunity with an associated Recurring Donation is updated from null to a value, Allocations are now created based on the Recurring Donation's GAU, instead of the Default Allocation GAU.
  • If recurring donation allocations exceed the amount of the opportunity, Salesforce will only create percent-based allocations. For example, if a recurring donation has two allocations, one for $10 and one for 50% of the donation amount, and a new opportunity is added for $5, Salesforce would only create the 50% allocation, and leave the $10 allocation un-created, as creating both would exceed the amount of the opportunity.

Create Allocations for Campaigns

Use the Manage Allocations button on a Campaign's GAU Allocations Related tab to create and manage allocations for your campaigns. When you specify allocations for a campaign, Salesforce automatically allocates the donation accordingly for every open opportunity assigned to the campaign.

  1. Open the Campaign for which you want to create allocations.
  2. Click the Related tab.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Enter the name of the GAU to which you want to assign the donation.

  5. Enter either the amount or the percent of the donation you want to place in that GAU.
  6. To allocate the donation into additional GAUs, click Add Row.
  7. To delete an allocation, click Delete Row.
  8. Click Save when done allocating.

If you ever want to modify an allocation for a Campaign:

  1. Open the Campaign that contains the allocation you want to change.
  2. Click the Related tab.
  3. In the GAU Allocations related list, click Manage Allocations.
  4. Change the allocation as necessary. You can change the name of the GAU, change the amount being allocated, change from a dollar amount to a percentage of the donation, add additional allocations or delete allocations.
  5. Click Save when done allocating.

There are a few important things to remember about GAU Allocations and Campaigns.

  • New opportunities assigned to a campaign with allocations will automatically receive those allocations.
  • Campaigns are NOT automatically allocated to the default General Accounting Unit, but if you enter opportunities into a campaign and those opportunities are for more than the campaign's defined allocation, then Salesforce will allocate the unallocated amount to the default GAU. If you've enabled default allocations and run the Batch Create Default Allocations process, then Salesforce will assign all unallocated amounts in campaign opportunities to the default GAU. See Enable Default Allocations for more information.
  • When the amount on an Opportunity with an associated Campaign is updated from null to a value, Allocations are now created based on the Campaign's General Accounting Unit (GAU), instead of the Default Allocation GAU.
  • Adding a new, modifying, or deleting an existing allocation of a campaign will only affect new opportunities entered into the campaign. It will NOT change any opportunities you previously entered.
  • You can define both amount and percent-based allocations for campaigns. Percent-based campaign allocations will not calculate an amount, as the amount is based on the amount of the opportunity entered into the campaign.
  • If campaign allocations exceed the amount of the opportunity, Salesforce will only create percent-based allocations. For example, if a campaign has two allocations, one for $10 and one for 50% of the donation amount, and a new opportunity is added for $5, Salesforce would only create the 50% allocation, and leave the $10 allocation un-created, as creating both would exceed the amount of the opportunity.
  • An opportunity with both a campaign and a recurring donation will prioritize allocations from the recurring donation.
  • Assigning a campaign to or removing a campaign from an existing opportunity will NOT modify the opportunity's allocations.

Allocations FAQ

What happens if I modify the amount of an opportunity?

Modifying the amount of an opportunity with allocations will recalculate percent-based allocations and the default allocation if defaults are enabled.

If the new opportunity amount is below the total amount of your allocations, you will receive an error and the opportunity will not be updated. In that case, you should reduce the amount of the allocations before reducing the opportunity amount.

Note
When the amount on an Opportunity with an associated Campaign or Recurring Donation is updated from null to a value, Allocations are created based on the Campaign's General Accounting Unit (GAU) or the Recurring Donation's GAU, instead of the Default Allocation GAU.

How do allocation rollups on the General Accounting Unit page work?

The General Accounting Units page contains rollup information from allocations assigned to opportunities in a closed and won stage.

Rollup information automatically updates nightly, but you can also update it on the General Accounting Unit page by clicking on the Recalculate Rollups button, or for all General Accounting Units by going to NPSP Settings | Bulk Data Processes | Rollup Allocations Batch.

You can exclude Opportunity Types and Record Types from rollups in the allocations settings. Go to NPSP Settings | Donations | GAU Allocations. See Work with Allocation Rollups for more information.

Does the Allocations feature support multiple currencies?

Yes, the GAU Allocations feature supports multiple currencies. Allocations inherit the currency of the opportunity, campaign, or recurring donation with which they are associated. Changing the currency of an opportunity, campaign, or recurring donation will automatically change each allocation's currency. You cannot change an allocation's currency individually.

You can set General Accounting Units to any currency, and rollup fields will respect the currency conversion of the aggregated allocations.