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March 10, 2020
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Accounting for non-cash donations given

  • March 10, 2020
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How would the following be recorded in quickbooks:

 

1. A non-profit organization buys children's clothing at a store using a debit card, say for $100.00

2. This organization gives the clothing to a children's hospital, and provides them with an in-kind donation report listing the value of the donated clothing at $100.00

 

I've been struggling for a week trying to figure out the correct way to record this.  From a strictly bookkeeping sense, it seems like I'm crediting the bank account where the debit card draws from, and debiting an asset account, say Distributable Goods, for step 1, when money flows out and goods come in.  In step 2, I'm crediting the Distributable Goods asset account and debiting an expense account, say Non-cash awards, to account for the flow of goods out.

 

Do I create a "bill" for the store (and add the store as a vendor), even though there is no bill, as the transaction was paid for at the time of purchase?  Do I create a bill for the hospital and treat them as a vendor also?  That seems like it would cause the transaction to be recorded twice. I've seen posts that say to treat the grantee as a vendor and make the donation as a "payment" to them, and I've seen other posts that say to treat the grantee as a customer, create an invoice for them in the amount of the donation, and then somehow issue a credit memo that makes everything balance out.  All very confusing :-(

 

Any help for a new user (and new to accounting in general) appreciated.

Best answer by LeftBrainLogic

You don't need to create a bill for the clothing store, what you described in step 1 would work great. At this point the clothes are sitting in the asset account.

 

For step 2, creating an invoice and then a credit seems like a lot of transactions to me when the only thing I really need is to know is the value of the donations to each grantee. To record the grant I would make the grantee a customer and then create a journal entry that credits the 'Distributable Goods' account and debits 'Non Cash Awards' just as you described, but I would also add the grantee to the name field of the expense line, just make sure 'billable' is not checked.  This way I could do a quick report on the expense account giving me an easy list of all donations made.

 

 

 

1 reply

March 10, 2020

You don't need to create a bill for the clothing store, what you described in step 1 would work great. At this point the clothes are sitting in the asset account.

 

For step 2, creating an invoice and then a credit seems like a lot of transactions to me when the only thing I really need is to know is the value of the donations to each grantee. To record the grant I would make the grantee a customer and then create a journal entry that credits the 'Distributable Goods' account and debits 'Non Cash Awards' just as you described, but I would also add the grantee to the name field of the expense line, just make sure 'billable' is not checked.  This way I could do a quick report on the expense account giving me an easy list of all donations made.

 

 

 

wpleeAuthor
March 11, 2020

That makes sense, I had a feeling I was overthinking it.  Thank you very much!

March 11, 2020

Also, I noticed your similar thread a bit ago about tracking all donations to grantees (both cash and non-cash) and I believe the detailed "QuickReport" on your Programs account would also work for you to track the individual transactions.  Checks or bills for cash donations will be included in this report and will also include the name of your Grantee.  I posted a couple transactions to a sample company and pulled this QuickReport: