Tracking Funding Shares and Match Requirements

The grant's Funding shares page separates how a cost or contribution is paid for from which grant it belongs to. The page brings together the grant's allocations, local contributions, funder requirements, evidence and review status, and a summary of the match.

Accounting boundary: Funding share categories are GrantLink reporting labels. GrantLink doesn't write them back to QuickBooks. A local contribution isn't a QuickBooks transaction, deposit, expense, or journal entry, and it shouldn't repeat a cost that a QuickBooks Online expense allocation already includes.

For background on match methods, see Tracking Match and Cost Share for Grants. For how expenses reach a grant, see Allocating Transactions to Grants.

Set organization defaults

An organization Admin sets the defaults in Settings > Accounting setup > Funding shares, at /settings/funding-shares. The defaults apply to every grant. They control how GrantLink labels funding shares, and they don't assign transactions to grants.

Choose a Tracking mode:

• Manual: "GrantLink users classify funding shares on each allocation." Manual is the default.
• QBO signal: "QuickBooks fields fully determine the funding share."
• Hybrid review: "QBO suggests a share, reviewers approve or override before reporting."

For QBO signal or Hybrid review, choose one QuickBooks source: QBO Class, QBO Customer, QBO Project, Custom field, or QBO Account. For Custom field, also enter the exact name of the synced field. GrantLink reads these values from synced data, and it doesn't change the QuickBooks transaction or its coding.

The review rules are these:

• Require evidence for match is on by default. GrantLink saves this setting, but the setting doesn't currently change how GrantLink flags or counts shares. Check evidence yourself before you report match.
• Count unreviewed shares toward totals is off by default. Leave it off unless your review policy allows unreviewed shares to count.

Select Save settings. Only an Admin can save these settings or change QuickBooks value mappings. Members can work with requirements and contributions on a grant, and Viewers can only look.

Add grant requirements

1. Open a grant and select Transactions > Funding shares.
2. Expand Requirements and select Add, or Add requirement if the grant has none.
3. Enter the name, the type, and a required amount greater than zero. Optionally, add a ratio and notes.
4. Save the requirement.

The requirement types are Cash funding share, In-kind funding share, Total non-federal share, Unrecovered indirect, Program income, and Other local share. As the award changes, use Edit, Archive, or Restore from the requirement's actions menu. Archived requirements stay in the list but don't count toward the required total.

When a grant has active requirements, GrantLink adds up their required amounts. When it has none, GrantLink uses the grant's Match Required amount instead. When neither exists, the required total is zero and the summary says No requirements set yet. Requirements replace the Match Required amount rather than adding to it, so don't enter the same amount in both places.

Record contributions and evidence

Use Contributions for cash or in-kind support that isn't already part of a QuickBooks Online expense allocation.

1. Select Add, or Add contribution if the grant has none.
2. Enter the Source, the Amount, and the Contribution type.
3. Choose the Funding share. The contribution type limits which funding shares you can choose.
4. Enter the Contribution date and any Notes.
5. For in-kind support, enter the quantity, unit, rate, and Rate basis under the valuation fields. GrantLink can calculate the amount as quantity times rate, rounded to the cent.
6. Attach supporting files as evidence.
7. Optionally, link the contribution to a requirement and set its status.
8. Save, and then review the row's Status, Evidence, and Amount.

The contribution types are Cash, Third-party cash, Volunteer services, Donated goods, Donated space, Donated equipment, Unrecovered indirect, and Other in-kind. An in-kind contribution needs a rate basis before it can count.

GrantLink saves uploaded files as grant documents and links them to the contribution. With no files, the evidence status is Missing, and the row shows an evidence missing badge. Attaching files sets it to Attached. A Member or Admin can also choose Waive evidence. Evidence supports the funding share, but it doesn't prove that the contribution is allowable, and it doesn't change QuickBooks.

Review contributions

Use the Contribution actions menu on each row to mark a contribution eligible, ineligible, or unreviewed, or to change its evidence status. The review statuses are Unreviewed, Eligible, Ineligible, Submitted, Accepted, and Rejected. GrantLink records who changed the review and when.

If someone later changes the amount, funding share, contribution type, quantity, or rate, GrantLink resets the review to Unreviewed, because the earlier review covered different facts.

Eligible, Submitted, and Accepted contributions count toward the match. Ineligible and Rejected contributions don't count. Unreviewed contributions count only when an Admin turns on Count unreviewed shares toward totals.

Viewers can't change contributions. Some buttons and menus still appear for Viewers, but GrantLink rejects any change they try to save.

Read the Funding shares page

The Non-federal match card at the top shows:

• the eligible amount secured of the required amount
• the percentage satisfied and the amount to go, or Match satisfied.
• the parts for Cash, In-kind, Unrecovered indirect, Other local, and Program income
• All reviewed, or the amount that needs review

Expand Requirements to see progress on each requirement. Expand Audit detail to see the Share breakdown, which separates amounts that count toward match, amounts that aren't counted, and grant-funded spending that's shown for reference only.

GrantLink calculates the match from the grant's reportable allocations and its local contributions. For an allocation with its own funding share amount, GrantLink uses that amount. Otherwise, it uses the allocation amount. Pending, rejected, and reversed allocations don't count. A contribution linked to a requirement counts toward that requirement, and other records count by their funding share type. The summary uses one reporting currency and doesn't combine different currencies.

For a report as of a date, GrantLink uses the QuickBooks Online transaction date for allocations and the contribution date for contributions. When a date is missing, GrantLink uses the date the record was created. Allocations with no transaction date stay in the total.

What changes QuickBooks and what doesn't

• Changing the Tracking mode, the QuickBooks source, the review rules, or a funding share changes GrantLink only.
• Funding shares from QuickBooks Online come from synced Class, Customer, Project, custom field, or Account values. The grant's QuickBooks links still decide which grant an expense belongs to.
• Manual contributions and their evidence are GrantLink records, separate from QuickBooks Online expense allocations.
• A funding share that someone set by hand stays in place when GrantLink applies QuickBooks value mappings.
• GrantLink doesn't change Submitted, Accepted, or Rejected funding share lines when it applies mappings.
• Correct names or coding in QuickBooks and sync again. Don't create a local contribution to hide a QuickBooks error.

QuickBooks value mappings

The QBO value mappings section, and the Mapping coverage and review exception cards in Audit detail, are turned off by default. They might not be available in your account. When they're off, an Admin can still choose QBO signal or Hybrid review and a QuickBooks source, but the mapping table and Apply mappings to existing allocations don't appear.

When the section is available, it has the views All QBO values, Unmapped, and Mapped. It shows mapped and unmapped amounts, conflicts, coverage, and a preview of the changes. The table lists the observed values with the largest amounts, and it reports how many smaller values it hides. A 100% coverage message means that every observed value has a mapping, and new values can still appear after a sync. Audit detail then also lists review exceptions, e.g., Needs funding-share classification, Missing funding-share evidence, and Awaiting finance review.

Review the preview before you select Apply mappings. GrantLink changes only allocations whose funding share came from QuickBooks Online or isn't set. It skips funding shares set by hand and Submitted, Accepted, or Rejected lines. Mappings change GrantLink labels only and never write a funding share to QuickBooks.

Reconcile before reporting

1. Confirm that the active requirement total matches the award and its amendments.
2. Reconcile QuickBooks Online expense allocations to the Ledger and the grant's Allocations page.
3. Reconcile each local contribution to its evidence, and confirm that no QuickBooks Online allocation already includes it.
4. Resolve Unreviewed contributions and contributions with Missing evidence.
5. Confirm that you meant to leave out archived requirements and rejected or ineligible shares.
6. Compare the counted match, the amount to go, and each requirement's progress with your own workpaper.
7. Keep the reviewer's support, and apply your organization's policies for allowability, valuation, and separation of duties.

GrantLink calculates the match and keeps the reporting context. It doesn't decide whether a contribution is legally allowable, and it doesn't replace the award terms or review by your accountant and the funder. See Working with Your Accountant for a broader review workflow.