In a multi-beneficiary nonprofit, report totals can look correct while still explaining who a shared amount belongs to incorrectly. Before export, verify the period, beneficiary/case, project, fund, shared-transaction allocations and supporting documents. TidyOne can show relationships and technical gaps, but it does not automatically deduplicate every record or certify documents for accounting or legal purposes.
Why a multi-beneficiary check is different
A donation or expense can exist once at organization level while being split between two or more people. TidyOne keeps the original transaction and uses explicit allocations for beneficiary/case reporting. This means the nonprofit total should not be rebuilt by simply adding individual beneficiary reports together.
A project can also support several beneficiaries, a fund can have a specific purpose, and a file can exist in the archive without being technically linked to the expense it supports. This checklist follows those relationships before export.
1. Lock the date range and scope before making corrections
Open Reports and select the appropriate type: Annual nonprofit report, Project / funder report, Accounting report or Beneficiary / case report. Then verify the exact period and the Beneficiary, Case, Project and Fund filters.
For the whole organization, leave the organization-level filters on their general options. For one person or case, select that scope. If you change filters while investigating, record the original selection so you can regenerate the same report after corrections.
2. Verify shared transactions and allocations
When a report is filtered by beneficiary or case and no project is selected, TidyOne applies explicit allocations from shared transactions. The reported amount can therefore be smaller than the original transaction. The transaction CSV marks when an allocation was applied and keeps the original amount as well.
If a transaction has allocations but none matches the selected beneficiary/case, it does not enter that report. Without allocations, it can enter only through a direct relationship or a project that unambiguously belongs to the selected scope. TidyOne does not automatically split a shared transaction just because a project includes several beneficiaries.
3. Look for transactions without enough context
The AI report backend calculates, in multi mode, a count of transactions with no beneficiary, case, project or allocation. That signal can be used in the AI draft, but the current Reports interface does not show a complete transaction-by-transaction list for this category.
Finish the check in Finance: find entries that genuinely should belong to a person, case or project and add only real relationships. Some general costs can legitimately have no beneficiary. Do not assign an administrative expense to a person simply to remove a gap.
4. Check supporting documents — linkage, not mere existence
In Reports, Supporting documents compares expenses with documents that have a linked transaction_id. You can see how many expenses have linked documents, how many documents were AI processed and how many remain unprocessed. Expenses without linked documents shows at most the first 100 entries and indicates when more exist.
A PDF in Documents does not automatically clear the warning if it is not linked to the right transaction. Likewise, “AI analyzed” means processed/extracted by AI, not accounting-approved. Verify issuer, number, date, currency, amount and the relationship to the source transaction.
5. Manually review possible duplicates
This version of TidyOne does not include a general engine that automatically identifies and removes every financial duplicate. Compare entries with the same amount, date, supplier and document. A repeated payment may be real; a duplicate can also come from manual entry plus confirming a document with financial impact.
Do not automatically delete one of two entries because the amounts match. Compare bank evidence, the document and beneficiary/project/fund relationships first.
6. Verify project, beneficiary and case relationships
In multi mode, projects can be linked to one or more beneficiaries and optionally to cases. Review shared projects before interpreting an individual report. When a project is selected in Reports, project transactions keep their original transaction amount; selecting a project does not automatically mean “this beneficiary's share”.
Archived projects are omitted from the normal report project selector, but their in-period transactions can remain in the organization total when the report is not project-filtered. Investigate those records at source.
7. Check funds without treating them as bank accounts
The funds table calculates inflows, outflows and the difference for the report period in the fund's currency. That difference is not automatically a bank balance and does not prove spending eligibility. For a restricted fund, verify the real purpose in the underlying documents or agreements.
If Reports and Projects & Funds appear different, check the period first: Reports shows movements inside the selected interval, while another screen can represent a different cumulative view.
8. Keep currencies separate
TidyOne groups amounts by currency and does not apply an automatic FX rate. RON 10,000 and EUR 2,000 do not become one total. Review each currency separately and compare it with the matching external records.
If a fund is configured in RON and a transaction was accidentally entered in EUR, Reports will not “repair” the currency through conversion. Correct the source only when the original record is wrong.
9. Verify donors and sponsors before interpreting the table
The Donors and sponsors table includes income with a linked contact whose type is donor or sponsor. It shows the first 20 contact/currency combinations. A donation can be present in total income while being absent from this table if no qualifying contact is linked.
Use the table as a data-linkage indicator, not as a complete register of every receipt. Reconcile against the transactions and relevant external sources.
10. Refresh the exact same report after corrections
After correcting source data, return to Reports, keep the same period and filters and click Update report. Review income, expenses, currency-specific balances, supporting documents, funds and—where relevant—the beneficiary/case report again.
If a discrepancy remains, record the exact transaction, document and scope. Do not make figures “fit” by moving money to another beneficiary without a real basis.
Worked example: a check before the annual report
Fictional example: a nonprofit supports three beneficiaries, runs one shared transport project and two individual projects. The pre-report check finds:
| Finding | What to verify | Correct action |
|---|---|---|
| RON 900 transport expense for two beneficiaries | Is there one transaction with 500/400 allocations? | Correct allocations; do not duplicate the payment. |
| Invoice exists, report flags expense as unsupported | Is the document linked to that transaction? | Correct the link; do not re-record the expense. |
| EUR donation appears in income, not donor table | Is there a linked donor/sponsor contact? | Add the contact only when the information is real. |
| Administrative cost has no beneficiary | Is it genuinely general? | Leave it general when it does not belong to one person. |
| Archived project is missing from dropdown | Do its transactions fall in the annual period? | Review source records; do not assume they disappeared from totals. |
Final checklist before export or delivery
What AI can and cannot do here
Generate AI draft rebuilds report context from organization data and, in multi mode, receives explicit rules not to transfer facts or amounts between beneficiaries/cases. It can surface organization gaps and draft a narrative, but it does not decide whether an expense is eligible or validate accounting evidence.
Sensitive medical summaries are not automatically included in this report context. Still, review the narrative for the intended audience and check every claim against the underlying data before sharing it.
Frequently asked questions
Does TidyOne automatically find every unlinked transaction?
The report backend calculates a multi-mode indicator for transactions without beneficiary, case, project or allocation, but the UI currently does not provide a complete dedicated list for each such transaction. Finish the review in Finance and filtered reports.
Is an AI-analyzed document considered valid supporting evidence?
No. “AI analyzed” is a processing status. Validity, correctness and relevance still need separate review.
Can I add two beneficiary reports to get the project report?
Not as a general rule. Shared transactions, general costs and allocations can make the sum different. Use the project report for the project total.
Why is a beneficiary amount smaller than the original transaction?
The beneficiary/case report can apply an explicit allocation. The CSV export preserves the original amount and indicates when an allocation was applied.
Can I send the report straight to an accountant or funder?
You can export the available data according to your plan, but review the files and recipient requirements first. TidyOne does not certify the export as an official filing.
Continue with related guides
Allocations, documents and projects should explain the same transaction, not create new copies of the money.
Open ReportsThis tutorial documents functions present in the TidyOne V13.5.29 package, inspected on 24 September 2026. It does not assume automatic deduplication, audit, accounting validation or official filing functions.