Understanding Fund Receipts

Fund receipts in GrantLink track when and how money arrives for each grant. This gives you visibility into what's been received versus the total award amount.

What Are Fund Receipts?

A fund receipt records a single contribution to a grant:

Field	Purpose
Amount	How much was received
Received Date	When funds arrived
Source Type	Check, wire, ACH, etc.
Source Reference	Check number, wire ID
Notes	Additional context
QBO Link	Connection to QuickBooks deposit

Recording Fund Receipts

Option 1: Link from QBO Deposit (Recommended)

When donations are deposited in QuickBooks:

1. Open the grant and stay on the Overview tab
2. Click Link from Deposit
3. GrantLink shows matching deposit lines:
   • Class Match — Lines tagged with the grant's QBO Class
   • Funder Match — Lines from the grant's funder
4. Select the matching lines
5. Fund receipts are created automatically

This is the fastest method and maintains a direct link to your accounting records.

Option 2: Manual Entry

For contributions not yet in QuickBooks:

1. Open the grant and stay on the Overview tab
2. Click Record Receipt
3. Enter:
   • Amount
   • Received date
   • Source type (check, wire, ACH, other)
   • Source reference
   • Notes (optional)
4. Click Save

Tracking Receipt Status

GrantLink automatically calculates your receipt status:

Status	Meaning
Not Received	No funds received yet
Partial	Some funds received, more expected
Full	Total received equals or exceeds award

The grant dashboard shows:

• Award Amount — Total expected
• Total Received — Sum of all fund receipts
• Remaining to Receive — Award minus received

Multiple Donors, One Grant

GrantLink handles multiple donors contributing to the same restricted purpose. Each fund receipt can have different source information:

Grant: Youth Programs 2025
├── Receipt 1: Smith Foundation - $20,000 (Wire)
├── Receipt 2: Johnson Family - $15,000 (Check #1234)
├── Receipt 3: Community Fund - $10,000 (ACH)
└── Receipt 4: Anonymous - $5,000 (Check #5678)
────────────────────────────────────────────────
Total Received: $50,000

See Managing Multi-Donor Grants for the complete workflow.

Fund Receipts vs. Revenue Recognition

Important: Fund receipts track when cash is received. GAAP revenue recognition may differ:

Contribution Type	When Revenue is Recognized
Unconditional contribution	When promised (receivable recorded)
Conditional contribution	When conditions are substantially met
Cost-reimbursement grant	As qualifying costs are incurred

Work with your accountant to ensure revenue recognition timing is correct in your general ledger.

Best Practices

1. Link promptly — Process QBO deposits weekly to keep records current
2. Use consistent references — "Check #1234" or "Wire - Bank Ref 987654"
3. Document restrictions — Note the restriction in the grant, not each receipt
4. Reconcile monthly — Verify fund receipts match QBO deposits

Troubleshooting

Deposit Not Appearing to Link

• Ensure the deposit is synced from QuickBooks
• Check that the deposit date is within your sync range
• Trigger a manual sync from Settings

Wrong Amount Linked

• Delete the fund receipt
• Re-link with the correct deposit line

How GrantLink supports this today

GrantLink helps by organizing QBO-backed allocations, budget lines, fund receipts, funding shares, documents, report outputs, and activity history. It supports audit preparation, but it does not replace funder guidance, accounting policy, or professional review.