Reviewing and Reconciling Grant Income

GrantLink does not currently provide an interactive deposit-matching workspace. There is no supported Match, Unmatch, Confirm match, or bulk-match action in the grant Income tab.

Instead, GrantLink recognizes eligible QuickBooks income lines when configured revenue tracking identifies exactly one grant. The grant Income tab combines those read-only source lines with manual receipts entered for funds received outside QuickBooks.

What GrantLink Matches

Recognition happens at the QuickBooks transaction-line level. GrantLink compares a line's Customer, Project, or Location with the grant's active revenue links. Legacy Class links can still participate in recognition, but the current revenue-link picker accepts Customer, Location, or Project.

Classification	Meaning	Included in grant Income?
Exact	Configured tracking identifies one grant	Yes, automatically
Funder	A linked funder's Customer suggests a grant but does not identify it exactly	No
Ambiguous	Exact or funder signals point to multiple grants	No
Unmatched	No configured signal identifies a grant	No
Ignored	A backend review decision excludes the line	No

Only exact, in-period lines become recognized income. Amount and date similarity, memo text, and a funder's customer alone are not exact matching criteria.

Payments receive an additional safeguard: GrantLink uses the payment total once and chooses a reference line rather than summing invoice and adjustment applications as separate cash. For transactions with line-level project or customer signals, it does not copy one header value across all lines. Consequently, an Income row is a recognized source line, not necessarily a standalone bank deposit.

Configure Recognition

1. Open the grant and manage its QuickBooks links.
2. Select the revenue or Money received purpose.
3. Add the Customer, Location, or Project used on the relevant QuickBooks income lines. The first is primary; later links are additional, but all active revenue links can identify income.
4. Sync QuickBooks.
5. Open the grant's Income tab and select QuickBooks.

Use multiple revenue links only when each source value genuinely belongs to the same grant. If the same tracking value points to multiple grants, GrantLink treats the result as ambiguous rather than choosing one.

Reconcile a Recognized QuickBooks Row

1. Select the row in Income.
2. Verify the amount, date, transaction type, account, customer, project, and QuickBooks transaction ID.
3. Use View in QuickBooks to inspect the source transaction and exact line.
4. Confirm the transaction date falls within the grant period. GrantLink excludes exact matches outside the period rather than labeling them as recognized prior-period income.
5. Reconcile the line to the bank deposit or other cash evidence in QuickBooks when cash receipt is the assertion being tested.

QuickBooks remains the source of truth. GrantLink cannot edit or delete a recognized QuickBooks row, and recognition does not write a grant assignment back to QuickBooks.

Fix a Missing or Wrong Recognition

If a QuickBooks line is missing:

1. Confirm the latest sync completed.
2. Inspect the specific income line in QuickBooks.
3. Confirm that its Customer, Location, or Project exactly matches one active grant revenue link.
4. Check that the line is nonzero and the date is within the grant period.
5. Remove conflicting grant links or correct source tracking as appropriate.
6. Sync and review Income again.

If a line appears under the wrong grant, correct the source tracking or GrantLink revenue-link configuration, then sync. Do not create an offsetting manual receipt.

The backend can build an organization income-review queue and store ignore/unignore decisions, but the current grant Income interface does not expose that queue or those controls. Users cannot force a funder-only, ambiguous, or unmatched line onto a grant from this screen.

Record a Truly Manual Receipt

Use Add receipt only when the receipt is outside QuickBooks:

1. Open Income and select Add receipt.
2. Enter a positive amount and received date.
3. Choose Check, Wire, ACH, Credit Card, or Other.
4. Add an optional source reference and notes.
5. Save.

Manual receipt creation, edit, and deletion are GrantLink-only and write activity events. They do not create, edit, or delete a QuickBooks transaction. If the transaction is later entered in QuickBooks and recognized, delete the manual duplicate after verifying the synced source.

Errors and Retries

Receipt recognition is recomputed from synced data; it is not a job with a per-match retry button. For a sync error, use the QuickBooks sync status and retry the sync after correcting the source or connection issue. Do not repeatedly add manual rows to compensate for a delayed sync.

Manual receipt errors are returned immediately. Correct the amount or other invalid field and save again. Viewers cannot create, edit, delete, ignore, or restore receipt records.

Close Checklist

1. Confirm QuickBooks sync is current.
2. Trace every recognized row to its exact source line.
3. Reconcile cash assertions to deposits or bank activity in QuickBooks.
4. Resolve missing lines through source tracking and revenue links.
5. Confirm manual receipts are outside QuickBooks and not duplicated.
6. Compare total recognized plus manual income with the award and your accounting control total.
7. Retain manual receipt activity and external reconciliation evidence.

GrantLink recognition does not perform bank reconciliation, determine GAAP revenue-recognition timing, identify the legal donor, or generate donor acknowledgments. See Understanding Fund Receipts for the data model and totals.