Greater Pittsburgh Community Food Bank Invoices and Grants

We have historically been awarded food grants from the Greater Pittsburgh Community Food Bank (GPCFB), such as the Buncher Grant. These grant monies do not pass through Tree of Life, but remain as a credit in the GPCFB system. However, when we utilize this funding, we still need to track the grant income and food expense in our Aplos reports in order to truly reflect our costs.

I reconcile this once per month.

Go to the USDA/Food Grants tab

Scroll over to columns N through T

In a separate window, open Primarius - 1044-1 is the Food Pantry, 1044-2 is Sprouts, 1044-3 is the backpack program

Log in to the first account you wish to work on.

Once logged in to Primarius, click on the "Orders" tab.

Refer to the USDA/Food Grants sheet.

Column O is account 1044-1 Food Pantry

Column R is account 1044-2 Sprouts

You will see a list of order numbers. Under the order numbers there is a "last reviewed" note in italics. (Ex: last reviewed Order #542024 on 1/20)

Go back to the Primarius screen and locate the order number/ date listed in the USDA/Food Grants sheet.

You will need to open and access every order from that order to the the most current order.

To assess the order, you click the order number to open the order.

On the top left look for the "Applied Grants" amount. If there is an amount listed is 0, you can hit the back button and move on to the next order.

If the "Applied Grants" amount is greater than 0, that amount needs to be recorded in the USDA/Food Grants sheet.

On the USDA/Food Grants sheet, under the appropriate account, you will list the Order number, amount of the Applied Grant and the Order Date.

When you have reviewed all the invoices from the last reviewed, to the most current, you will need to update the "last reviewed" italicized note on the USDA/Food Grant sheet. PLEASE NOTE: You update it based on the most recent invoice you reviewed, NOT the most recent invoice that had an applied grant.

Once you have completed this, you will need to credit Aplos for those grant amounts.

Go to Aplos

Transactions

Registers

Account Register: 1000- FNB Checking Account

For Sprouts

• Add Deposit/Payment
• Date: [Order date ]
• Payee: Greater Pittsburgh Community Food Bank
• Comment: Grant from GPCFB
• Deposit: $0
• Account: 4200 - Grant | Fund: USDA Feeding Programs Fund | Comment: Grant from GPCFB | Amount: - [Applied Grant] | Department: 100.1 - CACFP & At Risk
  • *NOTE: The Applied Grant is enter as a NEGATIVE
• Click "Split"
• Click "+ Add Another Row"
• Account: 5104 Food | Fund: USDA Feeding Programs | Comment: Grant from GPCFB | Amount: [Applied Grant] | Department: 100.1 - CACFP & At Risk
• Submit

Complete these steps for each Applied Grant amount you added to the USDA/Food Grant sheet

For Food Pantry

• Add Deposit/Payment
• Date: [Order date ]
• Payee: Greater Pittsburgh Community Food Bank
• Comment: Grant from GPCFB
• Deposit: $0
• Account: 4200 - Grant | Fund: Food Pantry Fund | Comment: Grant from GPCFB | Amount: - [Applied Grant]
  • *NOTE: The Applied Grant is enter as a NEGATIVE
• Click "Split"
• Click "+ Add Another Row"
• Account: 5007.1 - Food Pantry Food | Fund: Food Pantry | Comment: Grant from GPCFB | Amount: [Applied Grant]
• Submit

Complete these steps for each Applied Grant amount you added to the USDA/Food Grant sheet