Splitting a QuickBooks Transaction Across Multiple Grants

Use a reporting split when one QuickBooks expense benefits more than one grant, or when only part of it belongs in grant reporting. For example, if your payroll worksheet assigns 10% of a manager's cost to one grant, you can assign that share to the grant and leave the other 90% outside GrantLink reporting.

A split involves three separate things:

1. The QuickBooks source transaction, with its original amount, date, vendor, and coding
2. The GrantLink reporting split, which assigns parts of the expense to grants for grant reporting
3. The budget line, an optional category for each grant's share

Important: A reporting split doesn't create a transaction or change the source transaction in QuickBooks. Start with an expense that already exists in QuickBooks and has synced to GrantLink.

Before you start

Confirm the following:

• QuickBooks is connected, and the source transaction has synced to GrantLink.
• The source is an eligible operating expense in Ledger.
• At least two eligible grants exist in GrantLink. A grant is eligible when its status is Active or Closeout, its period is complete, and the transaction date falls within its allowed expense period.
• Your organization allows grant assignment from the Ledger. GrantLink allows it in Read-only reporting mode, and in other modes only when Update transaction grant tracking is allowed in Settings > QuickBooks > Permissions.
• The budget lines you want to use already exist in each grant's Budget section.
• You have support for the allocation method, such as a payroll allocation worksheet.

Find the QuickBooks source transaction

1. Open Ledger.
2. Select the Unallocated view to see expenses that still need a grant decision. To change an existing split, select the Split view instead.
3. Use one or more filters to narrow the list:
   • Transaction date
   • Transaction type
   • Vendor
   • Dimension, for a QuickBooks Class, Project, or Customer
   • Location (this filter uses your QuickBooks name for locations, if you changed it)
   • Amount
4. If it helps, sort by Newest first, Oldest first, vendor name, or Highest amount.
5. Select the row to see its QuickBooks details. Check the date, vendor, amount, account, and other coding before you continue.

If the expense is missing, sync QuickBooks and check the filters again. You can't use this workflow to create a replacement transaction.

Split one transaction

1. On the transaction row, open the row actions menu and select Split. You can also select the row's checkbox and choose Split from the action bar.
2. The Split 1 transaction dialog opens with the notice GrantLink reporting only. QuickBooks will not be changed.
3. If the QuickBooks transaction has more than one eligible operating expense line, use Expense source to choose the line you are splitting. GrantLink doesn't guess between lines.
4. Under Split across grants, choose the first grant in the Eligible grant column.
5. Optionally choose one of that grant's budget lines in the Budget line column.
6. Enter either the Amount or the Percentage for the grant.
7. Select Add grant, and repeat for each additional grant.
8. Check the Allocated and Remaining totals. If part of the expense doesn't belong to a grant, check Leave the remaining amount outside GrantLink reporting and review the amount shown.
9. Open Memo and rationale to add an optional Memo and Business rationale. For a payroll split, name the worksheet or approved allocation basis instead of pasting sensitive payroll details.
10. Select Split transaction.

GrantLink confirms Split saved for GrantLink reporting and notes that QuickBooks was not changed.

Enter amounts or percentages

You can split one transaction by amount or by percentage.

Enter percentages

Enter a percentage for every grant. Percentages can have up to six decimal places. If the percentages add up to less than 100%, check Leave the remaining amount outside GrantLink reporting before you save. GrantLink calculates each amount in the source currency, and the grant amounts plus the remainder always add up to the source amount exactly.

For example, for a $1,000 payroll expense:

Enter amounts

Enter each grant's exact amount. GrantLink shows the matching percentage for reference, but the amounts are what GrantLink saves. If the amounts add up to less than the source, check the box to leave the remainder outside GrantLink reporting.

GrantLink doesn't let you save when any of the following is true:

• A row has no grant.
• A grant's amount is zero.
• The amounts or percentages add up to more than the source.
• An amount remains and you haven't chosen to leave it outside GrantLink reporting.
• A calculated share rounds to zero in the source currency.
• The same grant and budget line combination appears twice.
• An amount has more decimal places than the currency allows, which is two for US dollars.

Only grants that are eligible for the transaction date appear in the list. When percentages add up to 100%, any rounding difference goes to the last grant. When you leave a remainder outside reporting, any rounding difference stays in the remainder.

Budget lines and uncategorized shares

Choosing a grant and choosing a budget line are separate decisions:

• Choose a budget line when you know which approved budget category should receive the share.
• Choose No budget line, or leave the field empty, when you know the grant but the budget category still needs review.

A share without a budget line still counts toward the grant's total spending. GrantLink shows it as No budget line in allocation details and as Uncategorized on the grant's Allocations page. It doesn't count toward any budget line until you choose one.

To set a budget line later, use Edit reporting split in Ledger, or open the allocation from the grant's Transactions > Allocations page. You can also clear a budget line to return the share to Uncategorized.

Check the saved split

1. Return to Ledger and select the Split view. It shows transactions split across several grants and transactions assigned partly to one grant with the rest left outside reporting.
2. Find the source transaction and check its allocation status.
3. Select the row and check the grants and source details.
4. Open each grant and go to Transactions > Allocations.
5. Find the grant's share and check its amount and budget line. A share without a budget line appears as Uncategorized.
6. Open the allocation to see its source transaction, method, rationale, creator, date, current effective allocation, and history.
7. To see recorded allocation changes, open Settings > Activity log.

Reconcile the grant shares to the QuickBooks source amount, and keep your payroll worksheet or other allocation support with your normal finance records.

Edit or remove a split

To change a saved split, follow these steps:

1. In Ledger, select the Split view and find the transaction.
2. Open the row actions menu and select Edit reporting split.
3. Change the grants, budget lines, amounts, or percentages.
4. Enter a Business rationale, which GrantLink requires when you replace an existing decision.
5. Check that the Allocated and Remaining totals are correct, then select Save changes.

GrantLink keeps the earlier decision in the allocation history and the activity log. Editing doesn't change the QuickBooks transaction.

To undo the split, choose Remove or Remove all from the row actions menu, enter a reason, and confirm. GrantLink records the removal and returns the transaction to its earlier state. QuickBooks isn't changed.

The Edit reporting split dialog also has a Review QuickBooks journal button. If your organization allows allocation journal entries, it prepares a QuickBooks journal entry for the saved split. Nothing is posted until a Member or Admin reviews the entry and selects Apply to QuickBooks. See QuickBooks Permissions and Current Writeback Availability for the conditions.

Split several transactions with the same percentages

Use a bulk split only when the same percentages apply to every selected transaction:

1. In the Unallocated view of Ledger, select two or more eligible expense rows.
2. Select Split from the action bar.
3. In the Split dialog for the selected transactions, add at least two grants and enter the percentage for each one.
4. Confirm that the percentages add up to 100%, then select Split transactions.

Only grants that are eligible for every selected transaction date can be used. The bulk dialog uses percentages only, so you can't enter amounts or budget lines for each transaction. If some transactions fail, the ones that worked stay saved, and the dialog keeps the failed ones for you to review.

QuickBooks boundary: In Read-only reporting mode, a bulk split stays in GrantLink. In the other modes, the bulk split also saves the allocations in GrantLink, but it doesn't update QuickBooks. To change grant tracking in QuickBooks, use the Grant action instead, which shows the change for review before anything is applied. You can also make the change in QuickBooks yourself and sync again.

Use the single transaction workflow when amounts, grant shares, source lines, or budget lines differ between transactions.

For the wider allocation workflow, see Allocating Transactions to Grants. For review and correction guidance, see Reviewing and Correcting Grant Allocations.