We are currently using the allocation module to allocate income and expenses to endowments at the donor level. We have a problem with large GL entries. With 300 plus donors per endowment a single income or expense entry is 600 lines long. At the current time the GL entries do not post in summary and take up a large part of our GL. In addition, if we want to view income or expense entries for the year we will have approximately 4000 pages of entries by year end. When we allocate we have the allocation report to provide information about the allocation of income to the projects. We can also run project detail reports to verify income and expense to each project, so the additional information in the GL seems redundant. We can print the Batch Detail report in summary, but that is not the way it posts to the GL. It is similar to having the student billing generate an entry in detail for each student. I am wondering if anyone else is having this issue with the allocation module. We wanted to use the allocation module for other applications, but with this short comming we are hesitant to use it for anything else.

Hello Linda,

Could you provide a little more information on the setup of your chart of accounts currently and particularly your fund configuration (balancing requirements, how you retain equity within each characteristic, which characteristics are required and when they are required - all accounts, income statement accounts, etc.)? Without that information it's difficult to tell what's going on with the system that may be causing the large entries.

Thank you,

Jeff Sobers

Jeff,

·         We use the allocation module to allocate income, expense, fmv adjustments at the donor level to our endowments.

·         Each endowment has between 3 and 300 donors who make up the corpus of the endowment.

·         Each asset (endowment) balance has been allocated to donors with project codes based on their donation which makes up the endowment corpus.

·         Each endowment can also be made up of different investments, cash & securities (equities & bonds).

·         When we make an adjustment, it is allocated to the various donors by project code.

·         We are doing this so we can report the donation market value to donors.

·         To make any entry we use the default accounts associated with the income or expense and those entries are allocated to donors based on the average monthly balance to their project code.

I hope this explains the process. If you need further explanation please feel free to contact me.

210-733-7331 x 290

Thanks,

Linda Moczygemba