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Multiple Allocations

When the funds from a constituent's donation are to be deposited into more than one account, or when the single donation is in response to more than one Campaign or Campaign Year, or divided into other Classifications that are specific to your institution, then you may split the funds from the donation into different Allocations for that Transaction. For a more complete explanation see Allocations within the topic, Gift Transactions. The techniques for creating Multiple Allocations at the time that the original Transaction is created or added to an existing Transaction are described in the following instructions, along with the techniques for editing the information in an Allocation, deleting Allocations, and maintaining Joint Transactions that have multiple Allocations.

Allocations may be created for Transactions with a Type of Gift, Dues, Pledge, Credit, Expectancy, Bequest, and Pledge Potential. Any Pledge Payments will be allocated in accordance with the Allocations from the original Pledge. When payments are made for multiple allocations, the payments are linked to each Allocation via the Pledge Key (giftplgkey) and not the Allocation Key (giftallkey).

Multiple Allocations Created when the Original is Created

1. Access the appropriate table display for the constituent donor. Point to the Section Header Edit button, or the Edit button located to the left of any existing data row, to access a context menu.
2. Click Insert (or Insert via Default) to access an Insert form.
3. Follow the instructions for entering data that are described as a Simple Gift (or other options as listed in the Transaction Index), with special attention to the following items.
4. You must enter the amount of the entire transaction in the Total Amount field. If you want to override the system-calculated values for the Deductible Amount, Asset Amount, and Net Present Value, you may also enter data for any of the those columns. When you do so, you are establishing a value for that field for the entire transaction. (For more information, see Amounts in the topic Gift Detail.) If you prefer, you may leave those three data boxes blank and allow the system to calculate a value for each based on such factors as the value of the Total Amount, the Transaction Type and the existence of any linked Quid Pro Quo items. It is important that the data for these four Amount fields be established at this point as they become the basis for the data in the Allocations and are not available for further editing from within Allocation maintenance. Later in the process, you can adjust the proportion of each of these Amounts that each Allocation will "own", but the total values for each of the four is established at this point (when you click Insert from this form).
5. The following fields are not modifiable from allocation to allocation, and therefore when you enter data for any of them, the same information will be copied to all subsequent allocations that make up this transaction. These are: Type, Effective Date, Process Date, Solicitation, Tender, Check #, ABA #, Currency, Batch #, Deposit #, Source, Anonymous, Secure, Conditional, Bank Acct, and Bank Acct Type. (The same is true for the following system-generated data columns: giftpotflg, gifthnrmkr, giftfrnamt, giftacctgp, giftexrate, giftsumkey, giftsec1, and giftsec2, but they are not available for data entry in either the main Transaction insert form or the Allocation insert form.)
6. You may enter data as desired in any of the remaining text boxes. The data you enter here will be used for the first of the Allocations, the anchor transaction to which all subsequent allocations are linked, and it will also be used as the default data in the Add Allocation maintenance form that you will use in a later step in the process of creating a multiple allocation transaction. The Purpose field identifies the Account for this Allocation and when you use its Search box to select an entry, several data fields from the Chart of Accounts are copied to the allocation data row. See Value-based Lookup Tables in Data Entry and Maintenance.
7. Click to activate the check box labeled Multiple Allocation.
8. When all data for the transaction appears in the form as desired, click Insert to create the first of the allocations which will be automatically written to the gifts table.
9. You will automatically be presented with an Add Allocation maintenance form for the second (and subsequent) allocations. That form shows text boxes for the data fields that are available for modification from allocation to allocation, such as Purpose, Campaign, Campaign Year, Classification 1, Classification 2, or Comment. (Your institution may choose to include additional data fields in this set and edit the maintenance form definitions accordingly.) They will each default to the same data contained in those fields in the first allocation. You should edit any of those as desired for the second allocation.
10. The Amount text box will default to the Amount of the first allocation, and you must edit it to the desired amount of the new allocation that you are creating. (The amount of the first allocation will automatically be reduced by the amount of the new allocation.) You may also enter values for the Asset Amount, Deductible Amount, and Net Present Value for this allocation, only. (The corresponding amount fields in the first allocation will automatically be reduced by the amounts from the new allocation.) Or you may leave them blank and allow the system to calculate them automatically, based on the value that you entered in the Amount text box for this Allocation.)
11. If you want to create an additional Allocation beyond the one you are defining in the current form, you should activate the Multiple Allocation check box. If you do NOT want to create an additional Allocation beyond the one you are currently creating, you should leave the Multiple Allocation check box blank.
12. When all data appears as desired for the Allocation you are creating, click the Insert button to create the second Allocation. If you click Cancel, the second allocation is NOT created and the first allocation will remain unaltered.
13. If the Multiple Allocation check box was active when you clicked Insert, the system will again present an Add Allocation form, just as in Step 9 above. Note that the data shown by default in the form is always taken from the first allocation, and the Amount shown is the Amount of the first allocation after any subsequent Allocations have been created.   For example, if the transaction is initially created for $1000, the first Allocation will initially contain that entire amount. If a second Allocation is then created for $250, the first Allocation will be reduced to $750. Then if the form is accessed to create a third allocation, the Amount will default to $750 - the current Amount from the first allocation. If you edit the Amount of the third in that form to $300 and activate the check box to create additional Allocations and Insert, the next Add Allocation form will be presented with the Amount defaulted to $450, the now-current Amount of the first Allocation.
14. You may continue to create additional Allocations by repeating the previous step for each new Allocation. You may end the process by simply leaving the Multiple Allocation check box inactive as you create the final Allocation. (Note that it is possible to create additional Allocations after the initial creation process by using the context menu from the primary transaction display. See the instructions Additional Allocations Added to an Existing Transaction.)

Additional Allocations Added to an Existing Transaction

At times, it may be necessary to create additional Allocations for an existing Transaction, at some time after the Transaction has been created.

1. Access the constituent's Giving display and locate the specific Transaction to be edited.
2. Pass the mouse pointer over the Edit button to the left of the display of the main portion of the Transaction. This is the data that is common to all Allocations and it is shown at the top of the Transaction's display, therefore it is the first Edit button for the Transaction. You will be shown a context menu which includes the item Transactions and when you pass the mouse pointer over that item the resulting cascading menu will include Add Allocation. When you click that item, an Add Allocation form is presented.
3. The Amount text box will default to the Amount of the first allocation, and you must edit it to the desired amount of the new allocation that you are creating. (The amount of the first allocation will automatically be reduced by the amount of the new allocation.) You may also enter values for the Asset Amount, Deductible Amount, and Net Present Value for this allocation, only. (The corresponding amount fields in the first allocation will automatically be reduced by the amounts from the new allocation.) Or you may leave them blank and allow the system to calculate them automatically, based on the value that you entered in the Amount text box for this Allocation.)
4. If you want to create an additional Allocation beyond the one you are defining in the current form, you should activate the Multiple Allocation check box. If you do NOT want to create an additional Allocation beyond the one you are currently creating, you should leave the Multiple Allocation check box blank.
5. When all data appears as desired for the Allocation you are creating, click the Insert button to create the new Allocation. If you click Cancel, the new allocation is NOT created, the first allocation will remain unaltered, and you will be returned to the display.
6. If the Multiple Allocation check box was active when you clicked Insert, the system will again present an Add Allocation form, just as in Step 2 and you may repeat the process as many times as desired. Note that the data shown by default in the form is always taken from the first allocation, only.

Editing Allocations

Once a set of Allocations has been created and saved for a Transaction, the amounts may not be edited manually. You may, however, edit certain other details of an Allocation, at any time after the Transaction has been created, assuming that the Batch Number or Ledger Flag are set to allow you to do so. (Note that the system will re-calculate the Amounts of the first Allocation if you create new ones. If you have a need to alter the amount of an existing Allocation, you must delete it and re-enter it with the new amounts.) Each Allocation consists of some data that is common to all of the Allocations in the transaction, some data that may vary from Allocation to Allocation, and some that is system-controlled (and therefore not available for editing.) The common data is shown at the top of the standard display of a complete transaction and the Allocation-specific data is shown in sets that follow. There are Edit buttons to the left of the common data and to the left of each of the Allocations. The context menus are specific to the functions for each.

Editing the data that is common to all Allocations in the transaction.

1. Access the constituent's Giving display and locate the transaction to be edited. Pass the mouse pointer over the Edit button to the left of the display of that common information and then click Update/Delete in the resulting context menu. You will be given a Giving Detail maintenance form, showing the data that is common to all of the Allocations.
2. Tab or mouse click to any of the data boxes other than the amounts and edit the contents using standard data entry techniques. When all data appears as you want, click the Update button to return that edited transaction data to the display.

Editing the Allocation-specific data

1. Access the constituent's Giving display and locate the transaction to be edited and the specific allocation within it that you want to edit. Pass the mouse pointer over the Edit button to the left of the display of that allocation and click Edit Allocation in the resulting context menu.
   You will be given a Giving Detail maintenance form, showing the data that is specific to that Allocation.
2. Tab or mouse click to any of the data boxes other than the amounts and edit the contents using standard data entry techniques. When all data appears as you want, click the Update button to return that edited Allocation data to the display.

Editing Allocations with Pledge Payments

1. Access the display of the specific Transaction whose Allocations you want to edit. click the Edit button to the left of the Allocation you want to edit. You will be given an Allocation Maintenance form showing the existing data for that Allocation.
2. When an allocation has a payment associated with it and the system administrator has checked the box "Automatically Update Payments" on the System Options page under the question "Do you want to automatically Update Payments when a Pledge is changed?" and all data appears as you want for that Allocation, click the Update button. You will receive a message asking you "Would you like to update the Purpose, Campaign, Class1 and Class2 data on the payments?"
3. Clicking OK will update all changed data for that allocation row as well as updating the Purpose, Campaign, Class1 and Class2 data on the pledge payment row if they have been changed.
   OR
   Clicking Cancel will not update the Purpose, Campaign, Class1 and Class2 data on the payment row but will update the allocation data changed.

Note: If you want to Cancel all updates to the main allocation row and not just updates to the payment as well, Cancel will need to be clicked the main Edit Allocation screen before receiving the payment message. This will return you to the display of the transactions without making any edits.

Deleting Individual Allocations

Once a set of Allocations has been created and saved for a Transaction, you may delete the second or any subsequent Allocations. You may not delete the primary Allocation and still preserve the remaining Allocations. If you want or need to delete the first Allocation, you may do so via the Edit button for the main information for the Transaction (that which is common to all Allocations), but you must understand that when you do so, ALL of the Allocations will also be deleted.

Deleting a second or subsequent Allocation

1. Access any display showing the specific Transaction whose Allocation is to be deleted.
   Pass the mouse pointer over the Edit button to the left of the display of the specific allocation that you want to delete and then click the Update/Delete Allocation item in the resulting context menu.
2. Visually verify that you have accessed the information you want to remove, and then click the Delete button. You will be returned to the display of the Transaction, and the amounts of the deleted Allocation will have been added back into to the primary (the first) Allocation, in order to preserve the totals for the entire Transaction. Note that you may not delete the first Allocation and therefore, the Update/Delete form for that Allocation will not include a Delete button.

Maintaining Joint Transactions with Multiple Allocations

The techniques for creating Transactions that are jointly owned by two constituents and that also have multiple Allocations conform to the techniques for either feature. There are some principles that you should understand when the two are used in combination.

• When a Transaction is jointly owned, creating new Allocations (either at the time that the Transaction is created or added to an existing Transaction) is automatically reflected on both constituents' data. The Allocation insert form will display the full amount (the sum of the amounts for each of the constituents) for each Allocation, but when you click Insert, that total will be split with the second constituent and so the data rows are created and then displayed, for half of the amounts shown in the insert form.
• When a Multiple Allocation Transaction is jointly owned and you delete or journal the primary Allocation (the main portion of the Transaction) from one constituent's display, the entire Transaction for each constituent is automatically deleted or journaled.
• When a Transaction is jointly owned, deleting or journaling the second or subsequent Allocation from one side of the joint Transaction automatically deletes or journals the other constituent's corresponding Allocation as well.
• When a Multiple Allocation Transaction is jointly owned and you apply a Write-off to any of the Allocations for one of the constituents, a Write-off is also applied to the corresponding Allocation for the second constituent. Note that the insert form for the Write-off will default to the negative, full balance - the sum of the amounts for each of the constituents, for all Allocations. If you want to write off only a portion of that amount, you should edit the amount shown. You will then be shown a Write-off form, which allows you to apply the Write-off to the various Allocations, as desired. This form will also display the full amounts of each of the Allocations and you show distribute the Write-off amounts as the full amounts. When you have done so in the form and click the Finished button, the system will automatically generate the joint Write-off data rows for the appropriate amounts.

Column Restrictions

Because some data is common to all allocations, and some columns are reserved, there are restrictions on the columns that can be added to the Dues and Gift Allocation Insert forms.