Record a non-cash gift

Record donated goods or securities

1. Under Nonprofit, select Cash gifts.
2. Select Record non-cash gift. On the gift form you can also switch Gift type to Non-cash.
3. Select Donor and enter Received.
4. Under Donated property or services, select Kind: Goods, Securities or Services.
5. Enter Description. It's printed on the thank-you letter, so describe the gift and leave out its value.
6. Enter Fair value and How the value was determined.
7. Select Record to.
8. Review Fund, Restriction and Net asset class under Where it goes.
9. Select Post gift.

Record to lists active asset accounts a donated item is kept in, such as equipment or investments, and expense accounts for goods or services used right away. Bank, cash, receivable and prepaid accounts aren't listed. An expense uses the default function approved for it in your account mappings; posting is refused until it has one. An expense can't carry a donor restriction, so a gift recorded to an expense must be coded without donor restrictions.

Posting debits the account you chose and credits Contributed nonfinancial assets in each fund line, with that line's coding. Securities are financial assets, so a gift of securities credits your approved contribution revenue account instead, and posting is refused until that mapping is approved. No deposit account is involved. For a $1,200.00 gift of equipment:

QixCount adds the Contributed nonfinancial assets account to your chart the first time you post a gift of goods or services, without asking you to approve your mappings again. It appears as its own revenue line on the Statement of activities.

This guide explains how QixCount works. It isn't tax, legal or accounting advice.

Record donated services

Select Services under Kind, then decide on These services meet the test for recording in the books:

• Switch it on when the services need specialized skills the organization would otherwise pay for, such as legal, accounting or construction work, or when they create or improve a nonfinancial asset. Enter the value and account as for goods.
• Leave it off for other volunteer time. The gift is saved so you can thank the donor, with no value, account or fund coding. Post gift becomes Save gift, and the gift page says Not recorded in the books.

Thank the donor

Prepare the letter from the gift page as for a cash gift; see Generate and send a cash acknowledgment. A non-cash letter shows the description under Description of donated property or Description of donated services and states no dollar value in the PDF or the email. Where your letter text uses the gift amount, it names the gift instead. The letter keeps the statement that no goods or services were provided in exchange.

Year-end statements list non-cash gifts by description, without a value, and their totals count cash only. Donor pages show cash totals and the fair value of non-cash gifts separately.

Review and export non-cash gifts

On Cash gifts, select Non-cash gifts. The list shows each gift's date, donor, kind and description, what it was recorded to, its fund and restriction, and its fair value. Filter it by Year and Kind, and select Download CSV for the same gifts as a spreadsheet file. The Cash gifts list also has a Type filter.

Reverse or delete a non-cash gift

Warning

A reversal posts the exact opposite of the gift's journal and can't be undone. It doesn't return or sell the donated property.

1. Open the gift and select Reverse gift.
2. Enter Why is this gift being reversed?
3. Select Reverse gift in the panel.

Services that aren't recorded in the books have no journal. Select Delete gift to remove one until a thank-you letter is prepared for it or a year-end giving statement lists it; after that the gift is kept with your records. Both actions need Refund cash gifts.

Limits

The description can't state a value: currency symbols such as $, €, £, ¥ and ₵, and words such as USD, dollars, valued, worth and fair value, are refused. The description and How the value was determined each allow 5,000 characters. A gift splits across up to 100 fund lines that must add up to the fair value. The connected mobile app lists and records cash gifts only.