Splitting a QuickBooks Transaction Across Multiple Grants

Use a reporting split when one existing 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.

This workflow keeps three records separate:

1. QuickBooks source transaction: the accounting transaction and its original amount, date, vendor, and coding.
2. GrantLink reporting split: the portions assigned to grants for grant reporting.
3. Budget-line category: an optional category for each grant's portion.

Important: A reporting split does not 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 that:

• QuickBooks is connected and the source transaction has synced to GrantLink.
• The source is an eligible operating expense in the Ledger.
• At least two eligible grants exist in GrantLink. A grant must be active or in closeout, and the transaction date must fall within its allowed expense period.
• Your organization allows grant classification from the Ledger. In read-only mode, the split remains in GrantLink and QuickBooks stays unchanged.
• Any budget lines you want to use already exist in each grant's Budget area.
• You have support for the allocation method, such as a payroll allocation worksheet.

Find the QuickBooks Source Transaction

1. Open Ledger.
2. Select Unallocated to focus on expenses that still need a grant reporting decision. To change an existing split, select Split 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
   • Amount
4. If helpful, sort by newest, oldest, vendor, or highest amount.
5. Select the row to inspect its QuickBooks details. Confirm the date, vendor, amount, account, and other source coding before continuing.

If the expense is missing, sync QuickBooks and check the filters again. GrantLink cannot use this workflow to create a replacement or synthetic accounting transaction.

Split One Transaction

1. On the transaction row, open the actions menu and select Split. You can also select the row's checkbox and choose Split from the action bar.
2. In Split for GrantLink reporting, review the notice that QuickBooks coding and amounts will not be changed.
3. Review Expense source. If the QuickBooks transaction has more than one eligible operating-expense line, choose the specific line you are allocating. GrantLink does not guess between multiple lines.
4. Under Grant targets, choose the first grant.
5. Optionally choose one of that grant's Budget lines.
6. Enter either the Amount or Percent for the grant.
7. Select Add target, then repeat for each additional grant.
8. Review Assigned / source. If part of the expense does not belong to a grant, select Leave the remaining amount outside GrantLink reporting and review the displayed remainder.
9. Add an optional Memo and Business rationale. For a payroll split, identify the worksheet or approved allocation basis rather than pasting sensitive payroll details.
10. Select Save reporting split.

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

Enter Amounts or Percentages

The single-transaction split supports both methods:

Enter percentages

Enter a percentage for every target. Percentages can use up to six decimal places. If the percentages total less than 100%, select Leave the remaining amount outside GrantLink reporting before saving. GrantLink calculates the amounts in the source currency; the grant amounts plus the acknowledged remainder always add back to the source exactly.

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

Grant target	Percent	Calculated amount
Grant A	10%	$100.00
Outside GrantLink reporting	90%	$900.00
Total	100%	$1,000.00

Enter amounts

Enter each grant's exact amount. GrantLink displays the corresponding percentage as a convenience. The amounts are authoritative. If they total less than the source, explicitly leave the displayed remainder outside GrantLink reporting.

GrantLink prevents saving when:

• A target has no grant.
• A target amount is zero.
• The amounts or percentages exceed the source.
• An amount remains and you have not marked it outside GrantLink reporting.
• A calculated share rounds to zero in the source currency.
• The same grant and budget-line combination appears twice.
• A selected grant is not eligible for the transaction date.

For ordinary U.S. dollar transactions, amounts are validated to the cent. Percentage calculations use exact decimal values. A fully allocated split gives any rounding difference to the final grant target; a partial split includes any rounding difference in the amount outside GrantLink reporting.

Budget Lines and Uncategorized Shares

A grant allocation and a budget-line category are separate decisions.

• Choose a Budget line when you know which approved grant-budget category should receive that share.
• Choose No budget line, or leave the field unchanged, when the grant is known but the budget category still needs review.

A share without a budget line is still allocated to the grant and included in the grant's total spending. GrantLink shows it as No budget line in allocation details and Uncategorized in grant allocation, budget-versus-actual, and export views. It does not count toward a specific budget line until you categorize it.

To categorize it later, open the transaction's Edit reporting split action or open the allocation from the grant's Allocations tab, choose a budget line belonging to that grant, and save. You can also clear an assigned budget line to return the share to Uncategorized.

Review and Verify the Saved Split

1. Return to Ledger and select Split. This view includes transactions assigned to multiple grant targets and transactions assigned partly to one grant with a remainder outside reporting.
2. Find the source transaction and confirm its allocation status.
3. Select the row and confirm the current GrantLink reporting targets and source details.
4. Open each affected grant and select Allocations.
5. Find the allocated share and verify its amount and budget-line category. A share without a category appears as Uncategorized.
6. Open an allocation to review its source transaction, method, rationale, creator, timestamp, current effective allocation, and lifecycle history.
7. If your role includes access to it, use Settings > Activity & audit log to review recorded allocation changes.

Reconcile the combined GrantLink shares to the QuickBooks source amount and retain your payroll worksheet or other allocation support with your normal finance records.

Edit or Remove a Split

To revise a saved split:

1. In Ledger, select Split and find the transaction.
2. Open the row actions and select Edit reporting split.
3. Update the grants, budget lines, amounts, or percentages.
4. Enter the required Business rationale for replacing the existing reporting decision.
5. Confirm Assigned / source is exact, then save.

GrantLink keeps the prior decision in lifecycle and activity history; editing does not rewrite the QuickBooks source.

To undo the allocation, choose Remove or Remove all from the row actions and enter a reason. GrantLink records the removal and returns the source to its applicable reporting state. QuickBooks is not changed.

Split Several Transactions with the Same Percentages

Use bulk split only when the same percentage method applies to every selected transaction:

1. In Ledger > Unallocated, select two or more eligible expense rows.
2. Select Split from the action bar.
3. Add at least two grants and enter the percentages to apply to every selected transaction.
4. Confirm the percentages total 100%, then select Split transactions.

Only grants eligible for every selected transaction date are available. The bulk dialog applies percentages, not per-transaction amounts or budget lines. If some transactions fail, successful transactions remain saved and the dialog retains the failed transactions for review.

Current QuickBooks boundary: In read-only mode, a bulk split remains in GrantLink. Selected and full writeback modes route bulk splitting toward legacy QuickBooks tagging or journal-entry writers, but those company-data writers are currently blocked globally. A write-enabled setting therefore does not make the bulk QuickBooks workflow operational. Use read-only local splitting, or make the accounting change directly in QuickBooks and sync again. The single-transaction Split for GrantLink reporting workflow described above always leaves QuickBooks unchanged.

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

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