Understanding Fund Receipts

The grant Income tab is a reporting view with two sources:

1. Recognized QuickBooks income: current synced income lines whose configured tracking identifies exactly one grant.
2. Manual income: GrantLink records for funds received outside QuickBooks.

These records contribute to the grant's received total, but they do not all prove the same accounting assertion. A QuickBooks income line may represent cash, a payment, a sales receipt, or a revenue-account journal-entry line. A manual receipt is only the GrantLink record entered by a user.

Fields by Source

Source	Available evidence	Editable in GrantLink?
QuickBooks	Amount, transaction and line IDs, type, date, document number, account, and available customer/class/project context	No
Manual	Amount, received date, source type, source reference, notes, creator, and activity	Yes

The Income list has All income, QuickBooks, and Manual views, plus sorting and a responsive details inspector.

How QuickBooks Income Appears

1. Configure Customer, Location, or Project links under the grant's revenue or Money received tracking.
2. Sync QuickBooks.
3. GrantLink evaluates nonzero income lines against all eligible grants.
4. A line appears only when its tracking identifies exactly one grant and its date is within that grant's period.

Funder-only suggestions, ambiguous signals, unmatched lines, ignored lines, deleted source transactions, and out-of-period exact matches do not appear in the grant's canonical Income list. The current Income UI does not let you manually match those lines.

Recognition is live from the synced QuickBooks mirror; GrantLink does not create a separate editable receipt row for each newly recognized line. Correct the source transaction or revenue links, then sync.

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

Add, Edit, or Delete Manual Income

Use manual entry only for funds received outside QuickBooks:

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

Select a manual row to Edit or Delete it. Deletion immediately changes the grant total and writes an activity event. QuickBooks-backed legacy receipt rows are protected from this manual edit/delete path.

Manual operations require an authenticated organization member; the shared mutation wrapper blocks the Viewer role. There is no receipt-specific preparer/approver workflow.

Understand the Totals and Status

GrantLink sums recognized QuickBooks income and manual income:

Status	Calculation
Not received	Total is zero or less
Partial	Total is positive but below the award, or the award is zero/missing
Full	Total equals or exceeds the award

Remaining to receive is award amount minus total received and can therefore be negative. Full does not mean the excess was validated, and Partial does not mean a receivable balance is correct under GAAP.

Avoid Double Counting

• Do not add a manual receipt for income already present in QuickBooks.
• If an outside-QuickBooks receipt is later entered in QuickBooks, wait for exact recognition, verify it, and then delete the manual row.
• Do not treat a revenue journal-entry line as cash without checking the corresponding accounting and bank records.
• Do not add an offsetting manual amount to correct a QuickBooks source error.

Audit and Source-of-Truth Boundary

Manual create, update, and delete actions write organization activity. QuickBooks rows retain source identifiers and link back to QuickBooks, but recognition itself is computed and does not create a separate user approval event.

GrantLink does not write receipt accounting to QuickBooks, reconcile a bank account, decide revenue-recognition timing, maintain legal donor identity, or create acknowledgment history. Reconcile the Income total to the correct accounting and donor-system controls before using it in a report.