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How To: Create Funds

    How To: Create Funds

    Funds represent the causes or financial accounts that incoming gifts are allocated to, or directed toward, and are often dictated by the accounting department of your organization or by the specific causes your organization supports. They may be referred to as “accounts” by financial personnel, but should not be confused with accounts in Causeview.

    It might help to think of funds as boxes where you put all of your money or revenue until it is used. If an incoming gift is restricted to use for building a new hospital wing it could be allocated to the “Hospital Wing” fund, while a gift restricted to a scholarship may be allocated to the “Student Scholarship” fund. Your organization may also have a generalized fund for unrestricted gifts, which can be used for any purpose. For some organizations one general fund is all that is needed.

    1. Create a new Fund
      1. Setting a Fund as "Restricted" or "Unrestricted"
      2. Specifying GL Codes
    2. Linking a Fund to an Appeal/Event
    3. Viewing GL Codes in the Allocation record

    Create a new Fund

    Click on “Funds” from the tab ribbon. If you do not see Funds in the tab ribbon, click on the “+” at the end of the tab ribbon to access all tabs.

    Within the Funds tab, click on the “New” button found on top of the page.

    Enter a fund name. You may choose to enter additional fund information such as a Fund Code, Start and End Dates, Overall Goal, and Fund Category although these are not mandatory. You may set up a fund hierarchy by specifying a Parent Fund. However, transactions allocated to child funds do not roll up to the parent fund.

    Setting a Fund as “Restricted” or “Unrestricted”

    If the fund is restricted for a specific use, you may set the type to “Restricted”. Otherwise, you may set it to “Unrestricted”.

    Specifying GL Codes

    GL (General Ledger) Codes are numerals typically assigned by Accounting to different debit or credit entries to make accounting easier and more functional. By specifying GL Codes for funds you create in Causeview, it makes it easier to sort and report on allocation information for reconciliation purposes.

    When a gift is allocated to a fund, Causeview looks at the Transaction Record Type, Gift Type, Payment Type, and Payment Status, and automatically populates the GL Debit and Credit codes within the allocation record based on the GL Codes that are specified within the fund. This is referred to as Enhanced Fund Accounting in Causeview.

    To enable Enhanced Fund Accounting in your Causeview instance, please refer to the Enhanced Fund Accounting - Configuration Guide.

    To learn more about how Causeview automatically assigns GL Codes, read the article on Enhanced Fund Accounting - GL Code Mapping for Allocations.

    Navigate to the GL Codes section of the Fund and enter the GL Codes specified by Accounting.

    Click on the “Save” button located either at the top or at the bottom of the page.

    Linking a Fund to an Appeal/Event

    Although not necessary, it is best practice to link a Fund to an Appeal/Event for the following reasons:

    1. Helps reduce allocation errors. Whenever select an Appeal/Event during allocation, the fund linked to it is also automatically selected.
    2. Helps prevent incomplete allocations. When creating Actionpages for an Appea/Event, the form is designed to automatically allocate the transaction to the Appeal/Event for which the Actionpage was created for, and the fund that is linked to it.

    Navigate to an Appeal/Event and click on the “Edit” button on top.

    Click on the look-up icon beside the Fund field.

    A look-up window will display. Search for the fund by entering the Fund ID or Fund Name and click on the “Go” button.

    Click on the Fund ID to select a fund.

    Finally, click on the “Save” button on top of the Appeal/Event.

    Viewing GL Codes in the Allocation Record

    When a gift is allocated to a fund, Causeview looks at the Transaction Record Type, Gift Type, Payment Type, and Payment Status, and automatically populates the GL Debit and Credit codes within the allocation record based on the GL Codes that are specified within the fund. This is referred to as Enhanced Fund Accounting in Causeview.

    To enable Enhanced Fund Accounting in your Causeview instance, please refer to the Enhanced Fund Accounting - Configuration Guide.

    To learn more about how Causeview automatically assigns GL Codes, read the article on Enhanced Fund Accounting - GL Code Mapping for Allocations.

    If there are no GL codes specified in the Fund, the GL Codes in the allocation record is simply left blank.

    Navigate to the Allocations Related List within the Transaction and click on the allocation number to view the allocation record.

    Within the Allocation Record, look for the Accounting Detail section. Here you will find the GL Debit and Credit Accounts that were automatically populated by Causeview from the Fund based on the transaction record type, gift type, payment type and payment status.

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