Allocating Transactions to Grants

Allocation is the process of assigning expenses from QuickBooks to specific grants. This is crucial for accurate grant reporting and budget tracking.

Why Allocate?

When you pay a bill or expense in QuickBooks, it's recorded as a general transaction. Allocation tells GrantLink which grant(s) should be charged for that expense.

Finding Unallocated Transactions

1. Navigate to Todos in the sidebar
2. View all unallocated transactions
3. Click any transaction to see details

Manual Allocation

Single Grant Allocation

1. Click on a transaction in Todos
2. Click Allocate
3. Select the grant
4. Confirm the amount
5. Click Save

Split Allocation

For expenses that should be split across multiple grants:

1. Click on a transaction
2. Click Allocate
3. Click Split
4. Add grants and amounts/percentages
5. Verify the total equals the transaction amount
6. Click Save

Automatic Allocation

GrantLink can automatically allocate transactions based on rules.

Class-Based Auto-Allocation

If you use QuickBooks Classes to track grants:

1. Transactions with a Class assigned in QuickBooks
2. Are automatically matched to the grant with that QBO Class
3. No manual action needed

Allocation Rules

Create rules to auto-allocate based on criteria:

1. Go to Todos
2. Click Add Rule
3. Define matching criteria (vendor, account, memo)
4. Set the target grant
5. Save

Transaction Line Items

Some transactions have multiple line items. GrantLink handles these intelligently:

• Each line can be allocated separately
• Lines with Classes are auto-allocated
• Unallocated lines appear in Todos

Dismissing Transactions

Some transactions shouldn't be allocated to grants:

• Administrative expenses
• Unrelated purchases
• Already fully allocated elsewhere

To dismiss:

1. Click the transaction
2. Click Dismiss
3. Select a reason
4. Confirm

Dismissed transactions won't appear in Todos but are preserved for audit purposes.