A grant's receipts appear in Transactions > Invoices & receipts on the grant. The receipts list combines two sources:

QuickBooks income: synced QuickBooks income lines whose QuickBooks tracking points to exactly one grant.
Manual receipts: records you enter in GrantLink for money received outside QuickBooks.

Both sources count toward the grant's Received total, but they don't prove the same thing. A QuickBooks income line can come from a deposit, a payment, a sales receipt, or a journal entry line posted to an income account. A manual receipt is only the record that a user entered in GrantLink.

What the page shows

The page starts with Funding received, which shows the Received total and receipts list. Invoices appears below when linked invoices are available and shows Invoiced and Open receivable. These figures mean:

Invoiced is the total of the grant's linked QuickBooks invoices dated in the grant period.
Open receivable is the sum of the current QuickBooks balances on those invoices. It isn't a balance at the end of a period.
Received is the total of the grant's QuickBooks income and manual receipts, including receipts dated before the grant period.

Received is separate from Invoiced, so you can't tell from it which invoices were paid. The page also lists the grant's linked invoices with their balances.

Fields by source

Source	What you can see	Can you edit it in GrantLink?
QuickBooks	Amount, date, transaction type, account, Customer, Class or Project, and a link to the transaction in QuickBooks	No
Manual	Amount, received date, source, reference, and notes	Yes

The receipts list has three views, All receipts, QuickBooks, and Manual. You can sort it by newest, oldest, highest amount, or customer name. Select a row to open its details.

How QuickBooks income appears

An Admin links the grant to the QuickBooks records used on its income. Open the grant's Details, select Manage or Set up in the QuickBooks section, and use the Money received tab.
Sync QuickBooks.
GrantLink checks each income line that isn't zero against your organization's grants.
A line appears only when its QuickBooks tracking points to exactly one grant and its date falls inside that grant's period.

Some lines don't appear in the receipts list. For example, GrantLink leaves out a line that matches only the funder's Customer, a line that matches more than one grant, and a line with no match. It also leaves out lines from deleted transactions and lines dated outside the grant period. You can't match these lines to a grant by hand on this page.

GrantLink works out QuickBooks income from the latest sync each time. It doesn't create a separate receipt record that you can edit. To fix a QuickBooks receipt, correct the transaction in QuickBooks or the grant's links, and then sync again.

See Reviewing and Reconciling Grant Income for the matching rules and troubleshooting steps.

Add, edit, or delete a manual receipt

Use a manual receipt only for money received outside QuickBooks:

Open the grant, and then select Transactions > Invoices & receipts.
Select Add receipt.
Enter an Amount greater than zero and the Received Date.
Choose a Source, which is Check, Wire, ACH, Credit Card, or Other.
Optionally add a Reference, for example a check number, and Notes.
Select Save Receipt.

Select a manual receipt to open its details, and then select Edit or Delete. Deleting a receipt changes the grant's total right away. GrantLink records each new, edited, and deleted manual receipt in the activity log. You can't edit or delete QuickBooks receipts this way.

Members and Admins can add, edit, and delete manual receipts. Viewers can only view them. GrantLink has no separate approval step for receipts.

A receipt dated before the grant's start shows Prior next to its date. Its details say Prior-period receipt. It counts in the grant's lifetime receipts, but not in totals for the current period.

Avoid counting a receipt twice

Don't add a manual receipt for income that is already in QuickBooks.
If you later enter a manual receipt's money in QuickBooks, wait until the QuickBooks line appears for the grant. Check it, and then delete the manual receipt.
Don't treat a journal entry line in an income account as cash until you check the related accounting and bank records.
Don't add a manual receipt to offset an error in QuickBooks. Correct QuickBooks instead.

Audit trail and accounting limits

GrantLink records manual receipt changes in the activity log. QuickBooks receipts keep their QuickBooks references and link back to QuickBooks. GrantLink matches them to grants automatically, so no one approves the match, and no approval event is recorded.

GrantLink doesn't write receipts to QuickBooks or reconcile bank accounts. It also doesn't decide when to recognize revenue, keep the legal record of a donor, or send donor acknowledgments. Reconcile the Received total to your accounting records and donor system before you use it in a report.