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GL Mapping Errors

GL mappings are used to default GL distributions on transactions. Since GL distributions are created before a transaction is saved, you must map GL distributions for all your segment values, application types and payment methods in order to save a transaction. The program does not allow unmapped transactions. For example, if you do not map payments applied to donations, your organization will not be able to add payments applied to donations.

If you receive ‘Data could not be saved’ GL mapping error message when entering transactions into the system, you will need to define the mapping before you can save the transaction.

Keep in mind, to correct GL mapping errors, you will need security rights and knowledge of your organization’s business office practices. We recommend you contact your finance manager before entering GL distribution information into the system.

“GL Mapping Does Not Exist” on page 57
“Accounts or Account Segments have not been defined (with composite segments)” on page 58
“Accounts or account segments have not been defined (without composite segments)” on page 60

Note: The Unmapped General Ledger Items Report is a helpful tool you can use to identify unmapped transactions and corresponding generation criteria you need to address. You can access this report from the General Ledger Setup page in Administration.

GL Mapping Does Not Exist

The following error message is an example of the message you receive when you try to save a transaction and the GL mapping does not exist:

Step 1: Read the message carefully. It will specify which GL mapping does not exist. For example, this message offers the following information:

Office: Development - Payments
Revenue type: Payment
Application Type: Donation
Payment method type: Cash

Step 2: You must add the GL mapping. Select Define Transaction Mappings on the General ledger setup page. From this page, select the office you need to access, and click Go to Office in the action bar. For this example, let’s access the Development Office and select Add, to add the new mapping.

Step 3: Specify the values for the Credit and Debit distributions. Under Generation criteria, select “Donation” for the Applied to field, and “Cash” for the With payment method field. Save the new mapping.

The error is now resolved and you can save the transaction. Keep in mind, it is important that you contact your finance manager to verify these values.

Accounts or Account Segments have not been defined (with composite segments)

The following error message is an example of the message you receive when you try to save a transaction and accounts or account segments have not been defined, and a composite segment exists:

Step 1: Verify the GL account structure. Select Define Account Structure on the General ledger setup page. In this example, the account structure is Account Code + Job (#####-#####).

Step 2: Verify a GL mapping exists for the message received. The error message in this example offers the following information:

Designation: Annual Fund
Events: Not Used
Program: Not Used

Note: When a field does not appear on the transaction you are mapping, “<Not Used>” becomes the default segment value. For example, if you add a miscellaneous payment and base your GL mapping on account code, and one of your segments is designation, the “<Not Used>” value would be the default because designation does not appear on a miscellaneous payment record.

Step 3: Verify a Segment Mapping exists for this combination by going to Administration, GL Account Setup, Define Segment Mappings, and select Map. A segment value is the value used in the account structure for a particular segment. By mapping segment values, you specify how the segment value is used when generating GL distributions on transactions. Keep in mind, composite segments are calculated using multiple fields from a transaction when generating GL distributions.

Step 4: If a mapping does not exist, select Add. Name the mapping and assign it a segment value. We strongly recommend you verify the correct segment value with your finance manager.

Step 5: Verify a GL Account exists for the message. In this example, the Account Structure is Account Code + Job (#####-#####).

To get the Account Code, go to Administration, GL Account Setup, Define Mappings, and open the appropriate office. For this example, let’s access the Development Office. Then open the mapping that applies to the transaction (in this example it is a donation with a payment method of cash).

The Account Code value is 40030.

The Job value is Segment Value from the Mapping, which was assigned in Step 4. The full GL Account is 40030+20012.

Step 6: To verify or add this GL Account go to Administration, GL Account Setup, Define GL Accounts. If the value does not exist, select Add.

Step 7: Enter the Account number and Description fields, and save the account.

Accounts or account segments have not been defined (without composite segments)

The following error message is an example of the message you receive when you try to save a transaction and accounts or account segments have not been defined:

Step 1: Verify the GL account structure. Go to Administration, GL Account Setup, Define Account Structure.

In this example the Account Structure is Designation + Account Code + BBEC Event + Revenue Category + Program (###-####-####-####-####).

Step 2: Verify a GL Mapping exists for the message received. The error message in this example offers the following information:

Designation: Total Contributions\Operating\Annual Fund
Events: Not Used
Program: Not Used
Revenue Category: Not Used

Note: When a field does not appear on the transaction you are mapping, “<Not Used>” becomes the default segment value. For example, if you add a miscellaneous payment and base your GL mapping on account code, and one of your segments is designation, the “<Not Used>” value would be the default because designation does not appear on a miscellaneous payment record.

Step 3: Verify a Segment Mapping exists for this combination by going to Administration, GL Account Setup, Define Segment Mappings, and select Map.

In the list of Designations highlight ‘Total Contributions\Operating\Annual Fund,’ and select Edit.

Assign a segment value and save. We strongly recommend you verify the correct segment value with your finance manager.

Step 4: Verify a GL Account exists for the message. In this example, the Account Structure is Designation + Account Code + BBEC Event + Revenue Category + Program (###-####-####-####-####).

To get the Account Code go to Administration, GL Account Setup, Define Mappings, open the appropriate office (in this example Development), and open the mapping that applies to the transaction (in this example it is a donation with a payment method of cash).

The account code for the debit is 1000 and the account code for the credit is 4000.

The Account Code for the debit is: 102-1000-####-####-####

The Account Code for the credit is: 102-4000-####-####-####

The #### above represent the <Not Used> values.

To verify or add these GL accounts, go to Administration, GL Account Setup, Define GL Accounts. If the value does not exist, select Add. The Add an account screen appears.

Enter the Account number and Description fields, and save the account.