Allocations¶

The Allocations feature enables nonprofits to divide donation amounts across multiple funds or initiatives. When a donor gives to a general fund, allocations automatically distribute the amount to designated funds for accounting and reporting purposes.

Overview¶

Allocations represent the assignment of donation amounts to General Accounting Units (GAUs). Rather than requiring donors to specify how their gift is divided, allocations provide administrators with flexible control over fund distributions through:

Default Allocations: Automatically apply preset splits to all donations
Payment-Level Allocations: Split payment installments across funds
Manual Allocations: Staff can manually adjust allocations after donation entry
Multi-Currency Support: Allocations respect multi-currency organizations

Core Objects¶

Allocation__c¶

Individual allocation records representing a fund assignment:

Field	Purpose
`Opportunity__c`	Link to donation opportunity
`OppPayment__c`	Optional link to specific payment
`General_Accounting_Unit__c`	Fund/GAU receiving the allocation
`Percent__c`	Percentage of donation (e.g., 50 for 50%)
`Amount__c`	Calculated allocation amount
`Status__c`	Allocated, Paid, Written Off

General_Accounting_Unit__c (GAU)¶

Funds or initiatives receiving allocations:

Field	Purpose
`Name`	Fund name (e.g., "General Fund", "Scholarship Fund")
`Description__c`	Fund purpose and details
`Active__c`	Available for new allocations
`Accounting_Code__c`	Integration with external accounting systems
`GAU_Allocated_Balance__c`	Rollup of allocated amount

Default Allocations¶

Allocation_Default__c¶

Configuration defining default allocation splits:

Field	Purpose
`Opportunity__c`	When set, applies only to specific opp
`General_Accounting_Unit__c`	Default receiving GAU
`Percent__c`	Percentage for this GAU
`Is_Default__c`	Primary default vs. alternative

Default Allocation Logic¶

When a donation is created:

Check Opportunity-Level Defaults: If specific defaults exist for that opportunity, use them
Check Account-Level Defaults: If account has assigned defaults, apply them
Check Organization Defaults: If global defaults exist, apply them
No Defaults: Donation remains unallocated until manually assigned

Multi-Fund Defaults¶

Organizations can define splits across multiple GAUs:

Example: Default split new donations 40% Missions, 30% Local, 30% Administration

Default 1: General Accounting Unit = Missions, Percent = 40
Default 2: General Accounting Unit = Local, Percent = 30
Default 3: General Accounting Unit = Administration, Percent = 30

The allocation system validates percentages sum to 100%.

Payment-Level Allocations¶

OppPayment__c Integration¶

When payments are enabled, allocations can be applied at payment level:

Payment-Specific Splits: Different allocations for installments in multi-payment scenarios
Partial Payment Allocation: Track which funds each payment went toward
Refund Reversal: Allocations adjust when payments are refunded

Multi-Installment Scenarios¶

For donors making installment payments:

Recurring donation creates base opportunity
Each payment (installment) can have different allocation splits
Allocation amounts calculated based on payment amount
Rollupsaggregate allocations by GAU for reporting

Allocation Creation and Updates¶

ALLO_AllocationsRetrievalService¶

Service for retrieving opportunities and their allocation data:

ALLO_AllocationsRetrievalService retrieval = new ALLO_AllocationsRetrievalService()
    .withOpportunities(opportunityIds)
    .retrieveData();

The service:

Queries opportunities with related allocations
Builds maps for efficient allocation updates
Retrieves payment data if payments enabled
Retrieves recurring donation context
Handles multi-currency calculations

ALLO_AllocationsDMLService¶

Handles insertion and update of allocation records:

Validates allocation percentages and amounts
Handles multi-currency conversion if needed
Updates related records (opportunity, payment, GAU)
Respects field-level security

ALLO_AllocationsUtil¶

Utility functions for allocation calculations:

Percentage to Amount Conversion: Calculates amount from opportunity amount and percent
Amount Validation: Ensures allocations don't exceed donation amount
Rollup Aggregation: Sums allocations for GAU balance calculation
Multi-Currency Handling: Currency-aware calculations

Allocation Validation¶

Validation Rules¶

Before saving allocations:

Percentage Sum: All allocations for an opportunity sum to 100% (or 0% if unallocated)
Amount Range: Allocated amounts don't exceed opportunity amount
GAU Active: Can only allocate to active GAUs
Status Logic: Allocated status requires amount, paid status requires payment
Currency Match: Payment currency matches opportunity currency

Error Scenarios¶

Common allocation validation failures:

Allocations exceed 100%
Negative allocation amounts
Attempt to allocate to inactive GAU
Opportunity amount changed, affecting allocation validity

Rollups to General Accounting Units¶

GAU_Allocated_Balance__c Rollup¶

Automatically calculates total allocated to each GAU:

Sum of Allocation__c.Amount__c where
  Allocation__c.General_Accounting_Unit__c = GAU.Id AND
  Allocation__c.Status__c = 'Allocated'

The rollup:

Updates when allocations are created or modified
Respects allocation status (allocated vs. paid)
Supports multi-currency totals
Enables fund balance reporting

Fund Balance Reporting¶

GAU rollups enable reporting such as:

Fund Balance: How much has been allocated to each fund
Fund Spending: Compare allocated to actually paid amounts
Fund Trends: Year-over-year fund allocation changes
Fund Distribution: Percentage of total giving to each fund

Allocations Settings¶

Allocations_Settings__c¶

Configuration for allocation behavior:

Setting	Purpose
Allocations Enabled	Activates allocation feature
Allocations Default	Default GAU for unallocated donations
Exclude Opportunity Types	Record types excluded from allocations
Excluded_Opp_RecTypes__c	Record type IDs excluded
Excluded_Opp_Types__c	Opportunity types excluded
Default Allocation Amount	Default allocate 100%, split, or none

Excluded Record Types¶

Organizations can exclude certain opportunity types from allocations:

Pledges: Track commitment before payment
Grants: Already allocated through grant agreement
In-Kind Donations: Non-cash items not allocated
Matching Gifts: Processed separately

Allocation Wrapper and Views¶

ALLO_AllocationsWrapper¶

Data structure for efficient allocation processing:

Maps of allocations by opportunity ID
Maps of allocations by payment ID
Related opportunity data
Related GAU data
Change tracking

Allocation Display Components¶

The allocation UI components display:

Current allocations with GAU names
Allocation percentages and amounts
Ability to add/remove/modify allocations
Validation feedback

Multi-Currency Support¶

Currency Handling¶

For multi-currency organizations:

Opportunity Currency: Allocation uses opportunity currency
Payment Currency: If payment different currency, conversion applied
GAU Rollup Currency: Rollup sums converted to organization default currency
Reporting Currency: Allocations available in multiple currency views

Currency Conversion¶

Allocations in non-default currency:

Converted using Salesforce exchange rates
Stored in original currency
Rolled up in default currency
Support for multi-currency report views

Integration Points¶

Opportunities: Allocations split opportunity amounts across funds
Payments: Payment-level allocations for installment tracking
General Accounting Units: Target funds for allocation
Recurring Donations: Support allocations on recurring gift opportunities
Gift Entry: Template-based allocation during import
Rollups: GAU rollups aggregate allocated amounts
Reports: Allocation data enables fund accounting reports

Use Cases¶

Unrestricted Gift Distribution: When donor gives unrestricted, automatically distribute 50% to program expenses and 50% to administrative costs.

Multi-Fund Campaigns: During capital campaign, allocate gifts based on campaign fund assignment with override capability.

Fund Balance Tracking: Use GAU rollups to monitor fund balance and alert when fund reaches spending goal.

Payment-Specific Allocation: Multi-year pledges allocated 100% to specific fund for year 1, then reallocated in year 2.

Grant Fund Segregation: Allocate restricted grants separately from unrestricted gifts for compliance reporting.

Accounting Integration: Export allocations to external accounting system by GAU for fund accounting reconciliation.

If you see something that could be improved, please create an issue or email admin@nppatch.com.