View NPSP Opportunity Journal Entries

Overview

When the NPSP Opportunity Journal Entries job on the Automated Job screen has been created, all Donation Opportunities that meet the following criteria will have Journal Entries created based upon the next run date for this job:

• A Ledger selected in the Accounting Information section on the Donation Opportunity.
• A Settlement Date added to the Donation Opportunity.
• The Settlement Status displays as “Not Processed” on the Donation Opportunity.
• At least one General Accounting Unit (GAU) has been allocated on the Donation Opportunity.

Through the NPSP Opportunity Journal Entries job the Donation Opportunities that have the same GAU will be consolidated into a single set of Journal Entries when the Journal Entry gets created. Journal Entry Lines will be consolidated into one set of lines when the Settlement Date and/or Ledger dimension on the Donation Opportunity is the same. In addition, Journal Entry Lines will be consolidated into one set of lines when any or all of the dimensions below are the same on the GAUs that are associated with the Donation Opportunity:

• Currency
• Debit GL Account
• Credit GL Account
• GL Variable 1-4
• Project
• Project Task

The NPSP Opportunity Journal Entries job creates the Journal Entries with a posting status of “Approved.” The job does not automatically post the Journal Entries. The NPSP Journal Entries can be viewed and posted from the Journal Entries list view. 

NPSP Journal Entries display on the Journal Entries list view with the following naming convention: NPSP, Settlement Date, and Ledger Name.

Best Practice: It is recommended to have the daily Scheduled Post job created, which provides the ability for all Journal Entries that have a posting status of “Approved” to automatically post based upon the Next Run Date and Preferred Start Time. The Scheduled Post job should be the last automated job that is scheduled.

Do you want to:

• Create a Custom NPSP Journal Entry List View
• View General Accounting Units (GAU) and GAU Allocations on a Journal Entry Line

Create a Custom NPSP Journal Entry List View

A custom list view provides the ability to create a filter to only view the NPSP Journal Entries. 

1. Navigate to Accounting Home and under General Ledger Entry, click Journal Entries. The Journal Entries list view displays. 
2. Display the All list view.
   
   
3. Click the List View Controls icon and select Clone to make a copy of the All list view.
   
   
   
   
4. Enter a List Name and select the radio button to indicate who can see the new list view.
   
   
   
   
5. Click Save.
6. Click Add Filter to add a new filter to the new list view.
   
   
   
   
7. Create a new filter that will only display the Journal Entry Name containing the value “NPSP.” This will allow your new list view to only display NPSP Journal Entries.
8. Click Done.
   Note: Create additional filters, if necessary. For example, you might want to create a filter that contains the posting status of “Approved.”
9. Click Save.
   
   The new list view displays. From here, you can select Journal Entries to post, as necessary.
   
   
   
   Note: Each set of Journal Entries relate to a General Accounting Unit (GAU).
   

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View General Accounting Units (GAU) and GAU Allocations on a Journal Entry Line

1. Navigate to Accounting Home and under General Ledger Entry, click Journal Entries. The Journal Entries list view displays.
2. To select an NPSP Journal Entry, click the Journal Entry Name hyperlink on a row.
3. Scroll down the page to the Journal Entry Line related list and select a line to display it.
4. From the NPSP Information related list, click a General Accounting Unit hyperlink to display the data.
   
   
   
   
5. Click the GAU Allocations tab to display the information about the allocations.
   
   

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