Fund Data Mapping

This document details how WeGive funds are mapped to DonorPerfect GL codes, enabling proper fund designation and financial reporting across both systems.

DonorPerfect Table Reference

Primary Table: dpcode (Code Tables)
WeGive Model: Fund
Sync Direction: WeGive → DonorPerfect (Push Only)

Fund Integration Overview

GL Code Management

Fund to GL Code Mapping

Mapping Strategy:

Each WeGive fund can have an associated DonorPerfect GL code
GL codes are automatically created in DonorPerfect for new funds
Existing GL codes are updated when fund information changes
Fund descriptions sync to GL code descriptions

Code Table Structure

DonorPerfect Code Types:

Field Name: ‘GL_CODE’ (General Ledger codes)
Code Value: WeGive fund ID or custom code
Description: WeGive fund name/description
User ID: ‘WeGive’ for tracking integration records

Core Fund Fields

Primary Identifiers

Fund Identification

WeGive Field	DonorPerfect Field	Type	Notes
`id`	`@code`	String	WeGive fund ID used as GL code
`name`	`@description`	String	Fund name/description
N/A	`@field_name`	String	Always set to ‘GL_CODE’
N/A	`@user_id`	String	Always set to ‘WeGive’

Custom GL Codes

Alternative Mapping:

Some funds may have custom DonorPerfect GL codes
Custom codes stored in dp_gl_code field on WeGive fund
Integration uses custom code if available, otherwise uses fund ID
Enables alignment with existing DonorPerfect chart of accounts

Fund Information

Descriptive Fields

WeGive Field	DonorPerfect Field	Type	Max Length	Notes
`name`	`@description`	String	50	Fund display name
`description`	Not mapped	String	-	Extended description not synced
`category`	Not mapped	String	-	Fund categories not synced

Field Length Handling

Truncation Rules:

Fund names longer than 50 characters are automatically truncated
Truncation preserves word boundaries where possible
Ellipsis (…) added to indicate truncated names
Full names maintained in WeGive system

GL Code Creation Process

Automatic GL Code Generation

Fund Created in WeGive

New fund established in WeGive system

GL Code Check

Integration checks if GL code exists in DonorPerfect

Code Creation

Creates new GL code if it doesn’t exist

Description Sync

Updates GL code description with fund name

Validation

Confirms GL code is available for transaction use

GL Code Update Process

Fund Name Changes

Update Workflow:

WeGive fund name change triggers GL code update
DonorPerfect GL code description updated automatically
Historical transactions retain original descriptions
New transactions use updated fund names

Fund Status Changes

Active/Inactive Status:

WeGive fund deactivation doesn’t delete GL codes
GL codes remain available for historical reporting
New transactions prevented for inactive funds
Reactivation restores full functionality

Data Flow Patterns

Fund Synchronization

New Fund Processing

Creation Sequence:

WeGive fund created by administrator
Integration detects new fund
GL code created in DonorPerfect dpcode table
Success confirmation stored in WeGive
Fund available for transaction designation

Existing Fund Updates

Modification Handling:

Fund name changes sync to GL code descriptions
Fund category changes don’t sync (not supported)
Fund deactivation preserves GL code but prevents new use
Fund reactivation restores full GL code functionality

Transaction Integration

Fund Designation in Transactions

Usage Pattern:

Donations specify WeGive fund for designation
Integration maps fund to appropriate GL code
Transaction syncs to DonorPerfect with GL code
Fund reporting available in both systems

GL Code Validation

Pre-Transaction Checks:

Verify GL code exists before transaction sync
Create GL code if missing (automatic)
Validate fund is active and available
Ensure proper permissions for GL code use

API Operations

DonorPerfect GL Code Management

dp_savecode Action

Required Parameters:

@field_name = 'GL_CODE'
@code (fund ID or custom GL code)
@description (fund name)
@user_id = 'WeGive'

GL Code Query

SQL Query Example:

SELECT field_name, code, description
FROM dpcode 
WHERE field_name = 'GL_CODE'
  AND user_id = 'WeGive'
ORDER BY code

Error Handling

GL Code Errors: Invalid or duplicate GL codes can prevent transaction processing.

Error Type	Cause	Resolution
Duplicate Code	GL code already exists	Use existing code or create variant
Invalid Characters	GL code contains invalid characters	Clean code format and retry
Code Too Long	GL code exceeds DonorPerfect limits	Truncate or use alternative code
Permission Error	Insufficient rights to create codes	Verify API permissions
API Timeout	DonorPerfect API unavailable	Retry with backoff delay

Fund Configuration

WeGive Fund Setup

Basic Fund Configuration

Required Fields:

Fund name (required, becomes GL code description)
Fund status (active/inactive)
Organization assignment

Optional Fields:

Custom DonorPerfect GL code (dp_gl_code)
Fund description (extended, doesn’t sync)
Fund category (internal use only)

Custom GL Code Assignment

When to Use Custom Codes:

Aligning with existing DonorPerfect chart of accounts
Meeting specific accounting requirements
Maintaining consistent numbering schemes
Supporting multi-organization structures

Configuration Process:

Determine appropriate GL code in DonorPerfect
Set dp_gl_code field in WeGive fund
Integration uses custom code instead of fund ID
Verify code availability and permissions

DonorPerfect GL Code Requirements

Code Format Standards

DonorPerfect Limitations:

Maximum length: varies by DonorPerfect configuration
Allowed characters: typically alphanumeric and dashes
Case sensitivity: depends on DonorPerfect settings
Special characters: limited support

Code Organization

Best Practices:

Use consistent numbering schemes
Group related funds with similar prefixes
Maintain alignment with accounting standards
Document GL code purposes and usage

Sync Configuration

Fund Sync Settings

Automatic Sync Triggers

Sync Events:

New fund created in WeGive
Fund name changed
Fund status modified (active/inactive)
Custom GL code assigned or changed

Sync Timing

Processing Schedule:

Real-time: New funds and critical changes sync immediately
Batch: Name updates and status changes sync every 15 minutes
Manual: Force sync available through dashboard
Validation: Pre-transaction GL code verification

Performance Considerations

Efficient Processing

Batch GL code creation for multiple funds
Cached GL code validation for transactions
Minimal API calls for existing codes
Optimized query performance

Error Recovery

Automatic retry for failed GL code creation
Alternative code generation for conflicts
Manual override options for complex cases
Comprehensive error logging and alerts

Data Quality and Validation

Pre-Sync Validation

Fund Validation Rules

Quality Checks:

Fund name is not empty
Fund name length within limits
GL code format is valid
No duplicate GL codes
Proper organization assignment

GL Code Standards

Format Validation:

Alphanumeric characters only
Appropriate length for DonorPerfect
No conflicting existing codes
Consistent with organizational standards

Monitoring and Reporting

Fund Sync Status

Dashboard Metrics:

Total funds synced to DonorPerfect
GL code creation success rate
Recent sync errors and resolutions
Fund-to-transaction mapping accuracy

Financial Reporting

Reporting Consistency:

Fund designation accuracy across systems
GL code usage in transaction reports
Fund performance comparisons
Donation attribution verification

Best Practices

Fund Management

Plan GL Code Structure

Design consistent numbering scheme before creating funds

Use Descriptive Names

Create clear, concise fund names within character limits

Maintain Active Status

Regularly review and update fund statuses as needed

Monitor Sync Status

Check integration dashboard for GL code sync issues

Integration Optimization

Proactive Management

Create funds before launching campaigns
Test GL code creation in development
Plan for fund lifecycle management
Document fund purposes and usage

Error Prevention

Validate fund names before creation
Check for duplicate GL codes
Maintain consistent naming conventions
Review DonorPerfect GL code standards

Troubleshooting

Common Fund Sync Issues

GL Codes Not Creating

Possible Causes:

Fund sync disabled in configuration
API permission issues
Invalid fund name or format
DonorPerfect connection problems

Solutions:

Verify fund sync settings enabled
Check API credentials and permissions
Validate fund name format
Test DonorPerfect API connectivity

Duplicate GL Code Errors

Possible Causes:

GL code already exists in DonorPerfect
Multiple funds using same custom code
Case sensitivity conflicts

Solutions:

Check existing GL codes in DonorPerfect
Use unique codes for each fund
Verify case sensitivity settings

Transaction GL Code Errors

Possible Causes:

GL code missing from DonorPerfect
Fund inactive or deleted
GL code format issues

Solutions:

Verify GL code exists and is active
Check fund status in WeGive
Validate GL code format requirements

Limitations and Considerations

Known Limitations

Important Fund Limitations:

Field Mapping Limitations

Unsupported Fields:

Extended fund descriptions don’t sync
Fund categories not mapped to DonorPerfect
Fund hierarchies not supported
Custom fund attributes don’t sync

GL Code Constraints

DonorPerfect Limitations:

Character limits vary by configuration
Special character restrictions
Case sensitivity depends on settings
Deletion restrictions for codes in use

Future Considerations

Enhanced Fund Mapping

Potential Improvements:

Support for fund hierarchies
Extended description mapping
Fund category synchronization
Custom attribute mapping

Advanced GL Code Features

Possible Enhancements:

Automatic code numbering schemes
Fund consolidation capabilities
Advanced reporting integration
Multi-dimensional fund tracking

Transaction Mapping

How GL codes are used in transaction processing

Configuration Guide

Configure fund sync settings

Integration Nuances

Platform-specific fund handling behaviors

Data Overview

Complete data mapping documentation

For additional help with fund data mapping, contact our support team at [email protected].

Overview

Data Mapping

​Fund Data Mapping

​DonorPerfect Table Reference

​Fund Integration Overview

​GL Code Management

​Core Fund Fields

​Primary Identifiers

​Fund Information

​GL Code Creation Process

​Automatic GL Code Generation

​GL Code Update Process

​Data Flow Patterns

​Fund Synchronization

​Transaction Integration

​API Operations

​DonorPerfect GL Code Management

​Error Handling

​Fund Configuration

​WeGive Fund Setup

​DonorPerfect GL Code Requirements

​Sync Configuration

​Fund Sync Settings

​Performance Considerations

Efficient Processing

Error Recovery

​Data Quality and Validation

​Pre-Sync Validation

​Monitoring and Reporting

​Best Practices

​Fund Management

​Integration Optimization

Proactive Management

Error Prevention

​Troubleshooting

​Common Fund Sync Issues

​Limitations and Considerations

​Known Limitations

​Future Considerations

​Related Documentation

Transaction Mapping

Configuration Guide

Integration Nuances

Data Overview

Fund Data Mapping

DonorPerfect Table Reference

Fund Integration Overview

GL Code Management

Core Fund Fields

Primary Identifiers

Fund Information

GL Code Creation Process

Automatic GL Code Generation

GL Code Update Process

Data Flow Patterns

Fund Synchronization

Transaction Integration

API Operations

DonorPerfect GL Code Management

Error Handling

Fund Configuration

WeGive Fund Setup

DonorPerfect GL Code Requirements

Sync Configuration

Fund Sync Settings

Performance Considerations

Data Quality and Validation

Pre-Sync Validation

Monitoring and Reporting

Best Practices

Fund Management

Integration Optimization

Troubleshooting

Common Fund Sync Issues

Limitations and Considerations

Known Limitations

Future Considerations

Related Documentation