Journal entry scenarios

What the subledger records for each kind of change. See How it works for the calculation, and Accounting state mappings for how stages map to states.

Example accounting state mappings

Stage	Accounting state
Prospecting	Uncommitted
Closed Lost	Uncommitted
Pledged	Committed
Closed Won	Finalized

Allocation trigger scenarios

Trigger event	Scenario	Result
Insert	New allocation is entered (amount must be positive)	Credit journal entry for allocation amount
Update	Allocation amount is increased	Credit journal entry with delta
Update	Allocation amount is decreased	Debit journal entry with delta
Update	Allocation GAU is changed	Off-setting debit/credit journal entries for allocation amount
Update	Allocation GAU is changed while amount is changed	Debit journal entry with old GL for old amount (full), credit journal entry with new GL for new amount (full)
Delete	Allocation is deleted (amount must have been positive)	Debit journal entry for full amount

Receivable scenarios

While an opportunity is committed, its open amount (amount minus paid and written-off payments) is debited to receivable accounts: each allocation's proportional share goes to its GAU's Receivable GAU, or to the default receivables account when the GAU has none, and any unallocated amount goes to the default receivables account. Shares are rounded to the cent and always sum to the open amount. See Receivable GAUs.

Trigger event	Scenario	Result
Update	Opportunity reaches a committed state	Credit journal entry per allocation for the revenue account, debit journal entry per allocation for the receivable account
Update	Opportunity leaves the committed and finalized states	Off-setting journal entries for every recorded account, including each receivable account
Insert / Update	Payment is paid or written off	Debit journal entry for the payment or write-off account, credit journal entries releasing each fund's receivable in proportion to its allocation
Update	Allocation is moved to a GAU with a different Receivable GAU	Off-setting debit/credit journal entries for the old and new receivable accounts
Update	GAU's Receivable GAU is set or changed	Every committed opportunity allocated to the GAU is recalculated (real-time mode) or queued for the scheduled job (scheduled mode)
Update	Opportunity amount exceeds its allocations	The unallocated share of the open amount is debited to the default receivables account

Worked example: a $1,000 pledge allocated $600 to Fund A (Receivable GAU "Fund A Receivable") and $400 to Fund B (no Receivable GAU), with $300 paid.

Account	Debit	Credit
Fund A		600.00
Fund B		400.00
Payment account	300.00
Fund A Receivable	420.00
Default receivables account	280.00

Write-off scenarios

Trigger event	Scenario	Result
Update	Payment is written off	Debit journal entry per payment allocation for the GAU's Write-Off GAU, or the default write-off account; any amount the allocations do not cover goes to the default write-off account. The receivable is released by the written-off amount
Update	Written-off payment is paid instead	Credit journal entries for the write-off accounts, debit journal entry for the payment account

Payment trigger scenarios

Trigger event	Scenario	Result
Insert	New payment is entered as paid	Debit journal entry for payment account
Update	Payment amount is increased	Debit journal entry with delta
Update	Payment amount is decreased	Credit journal entry with delta
Update	Payment method is changed	Off-setting credit/debit journal entries for old/new payment accounts
Update	Existing payment is marked as paid	Debit journal entry for payment account
Update	Paid payment is written off	Credit journal entry for payment account
Delete	Payment is deleted	Credit journal entry for full amount
Undelete	Paid payment is restored	Debit journal entry for full amount