Misdirected Restricted Pledges - Help!

What GLs a pledge is posted to is wholly controlled by the fund code set up so having anything disappearing seem a little odd.    You should check the fund code set up.   Are you using the Current AND Future Receivable GLs.   

Are you using the a Restricted GL – for time restricted pledges – you should for GAP accounting.   

Using a Restricted GL will let run the Restricted report and see all items pending for release to unrestricted.

As you have found Receivable GLs are not reliable.  If a pledge is paid off before its intended use it will not appear on the Pledge Receivable reports. 

I suspect that by looking at the Fund Code set up and comparing it to the pledges that seem to disappear a pattern will become apparent.   Some test entries in your TEST system can help illustrate this too. 

Other reports that are available are Transactions Posting and GL Summary. 

I’d be willing to talk thru the process if after the fund code review there still seem to be issues.

Leslie M. McKinley

Director, Development Finances

212/870-4550

This FY we've started recording multi-year pledges using the restricted pledge contribution process. Our Finance team is experiencing challenges when running Tess reports to balance their books (they use Financial Edge, but manually input all data, so the issue is solely with our Tessitura output reports).

The challenge: Although the pledges are entered in the same way, some of the restricted pledges are showing up in the correct restricted GL while others are going to different GLs or disappearing altogether. The reports our Finance team uses are Pledge Receivable and Accounts Receivable. If a pledge appears on the Pledge Receivable report but not on their Accounts Receivable report, then we know there is a problem . . . we just don't know how to fix it. Additionally, we use GAP accounting that requires we list all pledges in the FY they are received, regardless of the year for which they are intended. For this reason, we previously entered every pledge as unrestricted, but our Development records were always off and we were forced to manually keep track of future pledges (not good). 

The question: Is our Finance team using the correct report to gather info on restricted pledges? Can we use the restricted pledge option if Finance is required to report using GAP accounting? How do we troubleshoot for input errors, especially when on their surface all restricted pledges appear to be entered the exact same way? Do other organizations have these challenges and, if so, would you be willing to set up a conference call to discuss how you solved these challenges?

Thanks,

Emily Ironside

Annual Giving Manager

Walton Arts Center

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