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Set GAU as Tax Deductible

Quick Start

🏛️ Need to track tax-deductible donations? Configure GAUs to automatically mark related transactions for tax reporting.

  1. Open GAU record → 2. Check "Tax Deductible" checkbox → 3. Save → 4. Verify automatic marking

What you'll accomplish: Configure a General Accounting Unit to automatically mark all associated invoices and payments as tax deductible for proper donation tracking and member tax reporting in about 3 minutes.

🚀 Quickstart​

  1. Navigate to General Accounting Units and select the GAU
  2. Click Edit to modify the GAU settings
  3. Check the "Tax Deductible" checkbox
  4. Save to apply tax deductible status to all future transactions

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have permission to edit General Accounting Unit records
  • GAU record exists or you can create new GAUs
  • You understand your organization's tax-deductible donation categories
  • Finance team has approved tax-deductible designations
  • You know which GAUs should be marked for tax purposes

💡 Understanding Tax Deductible GAUs​

What Tax Deductible Status Does:

  • Automatically marks all invoices generated from this GAU as tax deductible
  • Flags payments allocated to these invoices for tax reporting
  • Enables proper tracking for member tax acknowledgments
  • Supports year-end donation reporting and IRS compliance

Common Tax Deductible GAUs:

  • General Donations - Unrestricted giving
  • Building Fund - Capital campaign contributions
  • Scholarship Fund - Educational support donations
  • Memorial Gifts - Tribute donations
  • Annual Fund - Operating support donations

Non-Tax Deductible Examples:

  • Membership Dues - Member benefits received
  • Event Tickets - Services/products provided
  • Childcare Fees - Direct services
  • Facility Rentals - Commercial transactions

📘 Detailed Instructions​

Step 1: Access General Accounting Units​

  1. Click the App Launcher (⚙️) in Salesforce
  2. Type "General Accounting Units" in the search
  3. Select the General Accounting Units tab
  4. Choose appropriate list view (e.g., "All GAUs" or "Active GAUs")

Step 2: Select or Create GAU​

For Existing GAU:

  1. Click on the GAU name you want to configure
  2. Click the "Edit" button on the GAU record

For New GAU:

  1. Click "New" to create a GAU
  2. Fill in required fields:
    • Name (e.g., "General Donations")
    • Description (clear purpose statement)
    • Active checkbox (ensure it's checked)
  3. Proceed to tax deductible configuration

Step 3: Configure Tax Deductible Status​

🏛️ Tax Deductible Field Reference
FieldPurposeImpact
Tax DeductibleMarks GAU for tax reportingAll invoices from this GAU automatically flagged
NameClear GAU identificationHelps identify tax-deductible vs non-deductible
DescriptionPurpose and tax status notesDocuments why GAU is tax deductible

Recommended Naming Conventions:

  • "TD - Annual Fund" - Clearly identifies tax-deductible status
  • "General Donations (Tax Deductible)" - Explicit designation
  • "Building Fund - Capital Campaign" - Descriptive purpose
  1. Locate the "Tax Deductible" checkbox on the GAU edit page
  2. Check the box to mark this GAU as tax deductible
  3. Verify the checkbox is selected (shows checkmark)
  4. Review other GAU settings for consistency

Step 4: Save and Verify Configuration​

  1. Click "Save" at the top or bottom of the page
  2. Confirm the GAU record shows tax deductible status
  3. Test with a small transaction to verify automatic marking

✅ How to Know It Worked​

Success Indicators:

  • ✅ GAU record shows "Tax Deductible" checkbox checked
  • ✅ New invoices from this GAU automatically marked tax deductible
  • ✅ Payments to these invoices inherit tax deductible status
  • ✅ Tax reporting includes transactions from this GAU

Verification Steps:

  • Create test invoice using the GAU
  • Check invoice for tax deductible marking
  • Process test payment and verify tax status
  • Review in tax reporting tools

🆘 Troubleshooting​

❌ Tax Deductible Checkbox Missing

Problem: Cannot find tax deductible checkbox on GAU record

Solutions:

  • ✅ Check page layout - ensure field is added to GAU layout
  • ✅ Verify field permissions - confirm your profile can see/edit the field
  • ✅ Check object permissions - ensure GAU object access
  • ✅ Contact administrator - field may need to be added or configured
❌ Invoices Not Marked Tax Deductible

Problem: New invoices don't show tax deductible status

Solutions:

  • ✅ Verify GAU configuration - ensure checkbox is actually checked
  • ✅ Check invoice generation - may need to regenerate invoices
  • ✅ Review automation - tax deductible marking may be automated separately
  • ✅ Test new transactions - existing invoices may not update retroactively
❌ Cannot Edit GAU Record

Problem: Edit button not available or edit fails

Solutions:

  • ✅ Check edit permissions - verify you can modify GAU records
  • ✅ Review record sharing - ensure you have access to this specific GAU
  • ✅ Check for locks - GAU may be locked by other processes
  • ✅ Verify active status - inactive GAUs may have edit restrictions
❌ Tax Reporting Issues

Problem: Tax deductible transactions not appearing in reports

Solutions:

  • ✅ Check report filters - ensure tax deductible transactions are included
  • ✅ Verify date ranges - transactions must be in reporting period
  • ✅ Review field mappings - reports may use different tax deductible fields
  • ✅ Test recent transactions - ensure new marking is working

💡 Best Practices​

Tax Deductible GAU Best Practices
  • 🏷️ Clear Naming - Use prefixes like "TD-" to identify tax-deductible GAUs
  • 📋 Regular Audits - Review tax deductible GAUs quarterly for accuracy
  • 💼 Finance Coordination - Work with finance team to verify all designations
  • 📊 Consistent Application - Ensure similar donation types have consistent treatment
  • 📝 Documentation - Maintain clear records of why each GAU is tax deductible
  • 🔍 Regular Testing - Periodically test that automation is working correctly

Compliance Considerations:

  • IRS Guidelines - Ensure GAU purposes align with tax-deductible requirements
  • Audit Trail - Maintain clear documentation for tax examinations
  • Year-End Procedures - Verify all tax-deductible amounts before final reporting
  • Member Communications - Clearly communicate tax-deductible status to donors

Organization Management:

  • Consistent Categories - Group similar donation types together
  • Naming Standards - Use organization-wide naming conventions
  • Regular Reviews - Update tax status when GAU purposes change
  • Staff Training - Ensure all finance staff understand tax deductible implications

🔗 Related Actions​