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  • Understand the Difference between Services and Opportunities

    Understanding the distinction between services and opportunities in your NonprofitCore site is vital to ensuring your data is imported accurately and you are utilizing the software correctly. Depending on the system that you are migrating from, these terms may have had a different meaning in the past. 



    Services are used as a way to define a nonprofit’s functional programs for reporting purposes. Services can be broken down into two groups: program services and supporting services. Additionally, budgets can be created based on program or supporting services.

    • Program Services - A way to group revenue and expenses according to the nonprofit’s mission. Program services are specific to your organization.
      • Examples of program services include: 
        • Childcare and After School Programs
        • Health Services
        • Foodbank
        • Senior Services
    • Supporting Services - A way to group revenue and expenses that aid management and general (administrative) and fund development needed to support the nonprofit. Supporting services are consistent and cannot be added or changed.
      • The two types of supporting services that exist in NonprofitCore are:
        • Management & General
        • Fund Development

    If you are migrating from Quickbooks to NonprofitCore, what is referred to as “classes” in Quickbooks are likely “program services” in NonprofitCore.



    Opportunities are a source of potential revenue and can be used to track specific strategies. The functionality that exists within NonprofitCore allows for a substantial amount of opportunity planning and management. Within an opportunity, you can add notes and tasks, assign users and profiles, and view the associated revenue and expenses. You can also track an opportunity's status, due date, and amount.

    See below for a list of examples of what would be considered an opportunity in your NonprofitCore site:

    • Grants
    • Events - such as a silent auction, a fundraising event, galas, etc.
    • Volunteer Recruitment
    • Annual Appeals


  • Parent Services and Sub-Services

    The Services feature of NonprofitCore allows you to define and group functional expense categories to meet reporting requirements for yearly audits. The Services page includes sections to organize Program Services separately from the Support Services that relate to your nonprofit's management and fundraising activities.  


    Functional categories can then be further classified into Parent Services and Sub-services when you are adding a new service to the site. 


    We recommend you align the creation of sub-services, and their respective parent services, with the reporting requirements for your Statement of Functional Expense. It is important to include sub-service categorization for program and support services when you begin implementation. The ability to collapse sub-service columns under parent service columns will be available soon for the statement of functional expense report in NonprofitCore.


    Additional uses for Services in the Accounting module include:

    1. Statement of Activities report - parent services and sub-services are used to filter your organization's income statement for a certain period of time by one or more Program Service(s)

    2. Budgets - You will also be able to make budgets for each program and supporting parent service or sub-service and report on them individually. Any number of individual budgets for services can then be consolidated for the creation of an organizational budget.Services6.png


  • Allocation Tables


    Allocation tables are an additional way to manage expenses within NonprofitCore. These can be accessed from the Expenses page by clicking on the Allocation Tables button. These allocation tables pair with the statement of functional expenses to help automatically allocate expenses to the appropriate services.



    Allocation Tables in NonprofitCore

    Allocation tables in NonprofitCore require three different pieces of information to be functional:

    1. A name
    2. The services associated with the allocation table
    3. The percentage of the expense to allocate to each service on the table

    In addition to the necessary aspects of an allocation table, a default expense account can be selected to further automate the process, and a description can be added to help provide additional context to the purpose of the allocation table. 


    Allocation Table Use Cases

    Due to their flexibility, allocation tables can help whenever expenses need to be split into multiple categories or cannot be allocated to one specific function. An example would be overhead costs such as rent and utilities. These expenses could all be processed individually by specifically splitting the expense amounts, or, as long as they remain at a fixed rate, an allocation table could be used to automatically process the expenses. By selecting the services necessary, and the allocation percentages, processing an overhead expense using this table would automatically record and allocate the expenses to the respective services.  Any joint costs could also be considered as expenses that should be processed utilizing an allocation table.

    Allocation tables will also help contribute to a cleaner Statement of Functional Expense report by making sure that the expenses are automatically processed through the correct services.

  • Revenue Best Practice: Record an In-Kind Donation

    An in-kind donation is a donation of goods or services to your organization, rather than a monetary donation. This type of donation is often especially helpful when working to meet matching requirements for certain grants. 

    One example of an in-kind donation could be a caterer donating half of the food for a fundraising event your organization is hosting. Another example could be an individual donating a used car. Your organization might later choose to sell the car for cash, but this would first be recorded as an in-kind donation. 

    When recording an in-kind donation in your site as revenue, there are a few considerations to keep in mind: 

    • Category: Select In-Kind Donation.Record_an_In-Kind_Donation_1.png

    • Amount: Enter the value of the good or service received. This should be the amount you would have paid for the good or service, which might require some research. In some cases, such as when a large asset (e.g. a building) is donated, this might require an appraisal to determine the value.Record_an_In-Kind_Donation_2.png 
    • Debit Account: Select the appropriate account for the good or service that was received. For example, if boxes of printer paper were donated, you might debit an Office Supplies account.Record_an_In-Kind_Donation_3.png 
    • Credit Account: Select the appropriate revenue account. For example, if you record all in-kind contributions in one revenue account, you would select that account.Record_an_In-Kind_Donation_4.png