TIcket order contributions for a future year

This would be a good time to use fund codes with date ranges.  

So for instance you have one set of fund codes dated Aug – Feb and another set Mar-July.      Each subscription campaign allows this and the GLs are set up as Finance wants

Now on March 1 when items are posted to fund code A instead of being part of the 2011-12 Campaign – it is now being directed to 2012-13 Campaign

We tend to have ODD and EVEN  year fund codes which have their own GLs.     So we are not doing 2 sets for same subscription campaign. 

It is in the Galas what we use the date range—we start posting money for our Next Year Opening Night tickets & dinner in the current season so we set up the ticket GLs for Mar-July and dinner fund code the same as of Aug 1 we reset the ticket GLs and begin posting to the current year dinner fund code –

Hope that makes sense. 

This year, we're exploring the option of having the box office process any contributions that come in with subscription renewals for next season.  However...we use perpetual funds, and it's our understanding that any ticket order contributions will be automatically applied to these funds in the current campaign rather than next season's campaign, which is where we really need them to go.

The only solution I've been able to find is to create rotating GL's, but unfortunately that won't jive with our Finance dept. and their reports. 

So - last ditch effort before we go back to our usual On Account method for subscription renewals - does anyone have other ways around this particular problem?

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Kristin

Let me see if I can navigate thru some differences of  business practice

What you do in this case is set the fund codes for next year up with the restricted GLs – and keep them as such until June 1.  On June 1 can swap the GL for the current year GL – this handles things for the General ledger side.   We do this for all of our elevated ticket events for the upcoming year.     This does mean that at the beginning of the next FY, we make journal entries to move the money from the balance sheet to the actual revenue account.  

We don’t restrict the general contributions that come in with subscriptions.   The different subscription years have their unique GLs (odd or even series) so we can distinguish them.   Our sub contribution are often moved to membership and the revenue is taken in the year the sub contribution is given.    So we are not time restricting these gifts.

There is a feature that campaign can be set up to allow for any contribution posted to it prior to its begin date will be auto-restricted.  You might want to play around with that – but from a Ticket order where you can’t pick campaign – assuming you have set up your Odd/Even fund codes – instead of using overlapping dates you would set all of next year’s fund codes with the start date of June 1.   Then whenever anyone select the fund code appropriate for next season the system will auto restrict it (based on GLs you have set up in the fund code).

It really is about balancing the needs and taking the options that work best for your site.  I’d happy to talk things thru with you if you like.

Thanks for your response, Leslie.  This makes sense...I guess I really just have one other question -- how do you all handle restrictions this way?  For instance, our fiscal year ends May 31, so we're really still in the thick of it.  For that reason, I need these early donations for next year coming in with subs renewals to go restricted GL's.  If I change the campaign date, it won't auto-restrict these contributions.

I hope this makes sense...