I work for a non-profit. Our normal procedure is to enter a donor pledge into Sales>Transactions>Transaction Entry. The account distribution is a credit to revenue and a debit to accounts receivable. Then when the donation arrives I enter it as a cash receipt and apply it to the invoice. If the donation is not for the full amount of the pledge, I send a statement showing the payments made and the remaining amount due. Now I have an unusual situation. One of our donors is still waiting on budget approval for a very large donation. I can't enter the pledge into GP because the amount is not finalized, and I have no signed agreement. The donor, however, is concerned that the program might close, and has sent an initial donation that they would like to have applied to their pledge once it is sent to us. Here is my concern: I need to book the revenue now, because that is what drives the governance of the program. Here is what I have tried so far in TEST:
1. So my initial thought was to create a cash receipt and credit revenue/debit cash. But you cannot select Sales as a distribution type from the cash receipts entry screen.
2. I then tried entering a credit memo from the transaction entry screen, but that also wouldn't let me select a Sales type.
3. I tried entering an invoice, but leaving the sales amount as $0 and only recording the check. I thought that was going to work for a moment, but this time the distribution amount didn't equal the functional amount of the transaction, and the system wouldn't allow me to post.
4. I tried entering the invoice with both the sales amount and the check amount. My distribution was credit revenue and debit cash. This worked, but did not create a credit balance on the customer account as I had hoped. But that was minor so I entered a second invoice for the full pledge amount. I unapplied the initial donation from the first invoice and applied it to the new one. Then I voided the first invoice, but the void wouldn't post in financial because it had only one line for reversing the revenue. I recovered the batch and manually entered the second half of the distribution as the AR account. That seemed to work, as the trial balance for the revenue and AR accounts were accurate, and the customer balance looked correct.
My question is:
Is this really the only way to do it? It's really messy and it doesn't show that the customer is carrying a credit balance. Am I just overlooking something super obvious here?
