Configure Account Mappings

Goal: Tell Ayuna which general ledger accounts each kind of revenue should land in, so every paid donation, registration, sponsorship, pledge payment, in-kind gift, and ReStore sale automatically generates a balanced journal entry against your real chart of accounts.

What an account mapping is

A mapping is a small rule that says "when revenue of this kind comes in, post the journal entry to these GL accounts." Each mapping carries the external account identifiers Ayuna writes onto the journal entry — typically the account IDs and names from your accounting software — so the entry is ready to hand off to your finance team or external GL.

Each mapping captures four GL accounts:

• Income account — where revenue is credited (e.g., "Donation Income," "Event Ticket Revenue," "ReStore Sales").
• Deposit account — where the cash is debited (your bank account, typically "Checking" or "Operating").
• Fee expense account — where processor fees are debited (e.g., "Payment Processing Fees").
• Sales tax account (POS only) — where sales tax collected is credited as a liability.

A mapping can also carry an external class so QuickBooks reports can break revenue down by department, location, or program.

Designation types

Ayuna routes each transaction to a mapping by designation type — the kind of revenue it represents:

Designation type	Used for
General	Any donation that doesn't match a more specific mapping. Acts as the org-level fallback.
Campaign	Donations attributed to a campaign.
Project	Donations attributed to a construction project.
Event	Donations to a fundraising event (sponsorships, gala gifts, etc.).
Event Registration	Ticket / registration fee revenue. Distinct from event donations — see below.
Fund	Donations directly designated to a specific fund.
Store	ReStore POS card sales (also used for refunds).

Why event donations and event registrations are separate

The IRS requires you to report contributions and event-ticket revenue on different lines of Form 990 (Part VIII line 1f vs. line 8a). Your auditor wants the same split: contribution income and exchange revenue (ticket fees) live in different income accounts. Setting up a separate Event Registration mapping that points at a "Special Event Ticket Revenue" GL account keeps that split clean — donations to the same event continue to use the Event mapping.

How a mapping is chosen for each transaction

When Ayuna generates a journal entry, it looks for the most specific mapping that fits, in this order:

1. Exact match on designation type, designation ID (e.g. a specific campaign), and restriction type
2. Designation type + designation ID, ignoring restriction
3. Designation type + restriction type, no specific designation
4. Designation type alone (the "All" mapping for that type)
5. The org-level default mapping (the row flagged Default)

This means you only need one mapping per designation type to get going. If you later want gifts to a specific campaign or event to hit a unique GL account, add a more specific mapping and it takes priority automatically.

What's created on onboarding

Every new affiliate gets a starter set of seven mappings created automatically:

• General (flagged as the org default)
• Campaign
• Project
• Event
• Event Registration
• Fund
• Store

These ship with placeholder external account IDs like income-donations, deposit-checking, expense-processing-fees. They keep the system functional from day one — journal entries generate and balance — but the placeholders won't match your real chart of accounts. Replace them with your real GL account IDs before you start handing journal entries to your finance team.

Configure the mappings

Mappings are managed under Administration → Accounting → Account Mappings. For each row:

1. Open the mapping and replace the placeholder Income account with the real GL account from your chart of accounts.
2. Set the Deposit account to the real bank account that receives this kind of revenue. Most affiliates point everything at one operating checking account; some segregate by program.
3. Set the Fee expense account to your processing-fee expense line.
4. (Store mappings only) Set the Sales tax account to your sales-tax-payable liability account.
5. Optionally set the Class if your accounting software uses classes for departmental reporting.

Save. Repeat for each of the seven defaults.

When to add custom mappings

You don't have to add anything beyond the defaults to start. Add a more specific mapping when:

• A particular campaign should post to a different income account than your generic Campaign mapping (e.g., a multi-year capital campaign with its own GL line).
• A particular event should post to its own GL line for board reporting.
• A specific store location uses a different bank account than the default.
• You want to track donor-restricted gifts in a different income account from unrestricted (use the restriction type filter on the mapping).

Maintenance

It is recommended to review mappings annually with your accountant and confirm:

• Every placeholder account ID has been replaced with a real one
• Income accounts on the mappings still match the names and IDs in your chart of accounts
• Newly created campaigns/events/projects don't need their own custom mapping (most don't)
• The org-level Default mapping still points at "General Donation Income" — this is the catch-all for anything that bypasses the more specific rules