Transactions: How to Split Transactions Across Multiple GL Codes

Introduction

CharityEngine now supports splitting transactions across multiple GL codes, providing organizations with greater flexibility in how revenue is allocated, tracked, and reported. This enhancement allows users to assign multiple GL codes directly within an individual transaction or during batch entry processing for more efficient high-volume workflows.

Reporting capabilities have also been expanded to support split transactions, including new query fields that help organizations identify and analyze transactions associated with multiple GL codes.

This enhancement is especially useful for organizations that allocate donations across departments, campaigns, funds, programs, or accounting categories.

Table of Contents

1. Overview of Split GL Code Functionality
2. Prerequisites
3. Split GL Codes Within a Transaction
4. Split GL Codes During Batch Entry
5. Reporting on Split Transactions
6. Important Reporting Considerations
7. Outcome
8. FAQ & Further Reading

Overview of Split GL Code Functionality

Transactions can now:

• Be allocated across multiple GL codes
• Be split directly within the transaction details screen
• Be split during batch entry processing
• Be identified and analyzed through enhanced reporting and query functionality

New Transaction Query fields include:

This enhancement helps organizations improve financial tracking and reporting accuracy while reducing manual reconciliation work.

Prerequisites

Before using split GL code functionality:

• Ensure GL codes have already been configured within CharityEngine
• Verify the user has appropriate permissions to manage transactions and batches
• Review any existing reports or queries that currently filter by a single GL code

No additional subscription or feature enablement is required unless otherwise directed by the organization’s CharityEngine representative.

Instructions – Split GL Codes Within a Transaction

Step 1: Access the Transaction Record

Navigate to the Transactions App > Transactions > Search & Manage.

Use the advanced filter or listing screen to locate the desired transaction.

Click Edit to open the transaction record.

Step 2: Locate the General Ledger Allocation Area

Within the transaction details screen, locate the section used to manage General Ledger (GL) allocation information.

This area now supports assigning multiple GL codes to a single transaction.

Step 3: Add Additional GL Code Allocations

Add the desired GL codes and specify the associated allocation amount for each code.

Repeat as needed until the transaction allocation is complete.

Important considerations:

• Allocation totals should equal the full transaction amount
• Organizations may divide allocations by fixed dollar amount or other accounting requirements
• Multiple GL codes may now exist on a single transaction record

Instructions – Split GL Codes During Batch Entry

Step 1: Access Batch Entry

Navigate to the Transactions App > Batch Entry.

Open an existing batch or create a new batch for processing.

Step 2: Enter Transaction Details

Add transaction information as normally completed during batch processing.

Step 3: Allocate Multiple GL Codes During Entry

Within the batch entry workflow, assign multiple GL codes to the transaction and specify allocation amounts for each code.

This enhancement allows organizations processing large transaction volumes to complete allocations during entry rather than updating records individually afterward.

Instructions – Reporting on Split Transactions

Step 1: Access Query Builder

Navigate to the Automation & Workflow App > General > Queries > Create New.

Select the Transactions database.

Step 2: Add New Split GL Query Fields

Use the following fields within the query builder:

GL Code Count

Displays the total number of GL codes associated with a transaction.

Example:

• A transaction split between three GL codes would return a value of “3”

GL Code Split

Displays:

• Each GL code
• The associated allocation amount tied to the transaction

This allows organizations to analyze and export transaction allocation details more effectively.

Step 3: Build Reports and Dashboards

The new fields may be used within:

• Queries
• Report Builder outputs
• Dashboards
• Financial exports
• Reconciliation workflows

Organizations may leverage these fields to better analyze allocation patterns and revenue distribution.

Important Reporting Considerations

Important: Existing reports or queries that filter by a single GL code may require updates following this enhancement.

Organizations should review any queries, reports, exports, or dashboards that rely on single GL code filtering to ensure split transactions are included correctly.

Examples may include:

• Revenue reporting
• Fund allocation reports
• Financial reconciliation exports
• Department or campaign-specific summaries

Failure to update existing filters may result in incomplete reporting results when transactions contain multiple GL code allocations.

Outcome

Following the above steps, users should now be able to:

• Split transactions across multiple GL codes
• Allocate GL codes during batch entry processing
• Report on split transactions using enhanced query fields
• Improve financial allocation tracking and reconciliation processes

This enhancement provides organizations with more flexibility and accuracy when managing revenue allocation and financial reporting.

FAQ & Further Reading

Q. Can a transaction contain more than two GL codes?

A. Yes. Transactions may be allocated across multiple GL codes as needed.

Q. Can split allocations be completed during batch processing?

A. Yes. Split GL allocations are supported directly during batch entry processing.

Q. What happens to existing reports filtering by a single GL code?

A. Existing reports and queries may require updates to ensure split transactions are included correctly within reporting results.

Q. Which query fields support split GL reporting?

A. The following new fields are available within Transaction Queries:

• GL Code Count
• GL Code Split