FE NXT / RE NXT & DB view - gift subtypes

Brian Pugh

I thought that we had received the answer we needed, but our RE expert restated the question for me as follows (I'm sorry to have ask again):


Question put to us: For posting to General Ledger, do we need to use the field Gift Subtype to duplicate the field Payment Method as different payment methods e.g. credit cards, cheques, etc. go into different GL accounts.


RE person's response: I think the answer is yes and I have already added Credit Card, Business Cheque, Personal Cheque to table for active Gift Subtypes. Then Gift Subtype must be made a required field.


Any final thoughts or advice?


Thank you.

Paul Wu

Will be curious to know how you finally choose to do this, we have not integrated RE into FE yet but are looking to do so sometime next year.


My question to you would be how are you reconciling the RE batches with your deposits? We used the Gift Payment Type but found it was limiting as I only had Cheques, credit cards, business cheque. So we started to use a Gift Code and broke down the various payment methods that are important to us. I have Amex, MC, Visa, BBMS, EFT-3rd party, Gaming.


Also, what types of GL accounts are the different payment methods going into?

Pamela Hall

We don't use gift subtype for this because all of these type of gifts go to the same GL account. If you want to use different GL accounts then yes, you can use gift subtype and code the subtypes to the GL accounts that you want to use. The gift subtype would be a required field for you.

Brian Pugh

Good point. Thank you very much, Pamela!


Brian

Angela Tuttle

We use RE and FE and I can share how we use Gift Subtypes:


We have several options listed under gift subtype, we do not use it to only differentiate between GL accounts. We also use it to further define certain gifts.


AN EXAMPLE OF HOW WE USE SUBTYPE:

• Sometimes we receive a check that is split between Temp Restricted and Unrestricted (two different bank accounts) - our rule is to deposit to Temp Restricted. In gift entry the GIFT TYPE will be either cash/other/etc and for GIFT SUBTYPE we choose SPLIT GIFT. In the fund under the GL tab you can add in the GIFT SUBTYPE under the appropriate GIFT TYPE and add in the GL lines. Since this is moving between bank accounts we add in an interfund entry (without looking I think I am using the correct RE term) so when we pull the batch from RE to FE the accounting is done. Before I had to add in the GL lines by hand.
• The same above also happens with credit cards. Our main online form is set up to process to the Restricted bank account, sometimes its is an Unrestricted gift so we choose CC SPLIT as the subtype. We could have only created one SUBTYPE and been fine, it was just another way for us to track credit cards.
• We do not always use a SUBTYPE and sometimes we use a SUBTYPE and it does not change the GL numbers - because for that SUBTYPE no changes are needed.

GIFT TYPES:

Cash Gifts (donations) - revenue code 4010/4008/4009 (depending on tr/ur, scholarship or pr)

Non Donations (other gifts/benefits/tickets/tshirt sales) - revenue code 4890

Gifts in Kind has a different revenue code

Jennifer Johnson

Yes, you need to use the Gift Subtype be able to choose a different GL on a fund for donations. We don't record payment methods into different GL accounts, but we do have separate accounts for contributions, foundations and supplemental fundraising. We use Gift Subtypes for these. Our fund for general donations without donor restrictions has multiple Gift Subtypes depending on the account. Attached is an example of how we have it setup.

Gift Subtypes.pdf

Heather MacKenzie

Follow up question for you all - sounds to me like you're saying it has to be the gift subtype field for this? Is that correct? If so, what did any of you do with data you already had in the gift subtype field? Where'd you move it to or did you just not keep it anymore?

Jennifer Johnson

We do not use this field for anything prior to using it for GL allocation.