Manage Funds in the Fund Management Tab of the Portal

Prior to Portal use, settings and customized content should be configured for the Portal. The settings and content for the Fund Advisor tabs in Portal Options should be finalized before allowing fund advisors to access the Fund Management Tab of the Portal.

Configure Settings and Content

Multiple settings impact the Fund Management tab of the Portal, as does customizable content. 

• Resources:
  • Portal Options Settings
  • Portal Options Content
  • Portal Overview

Select Portal Styles

The style, or look and feel, of the Fund Management tab can also be customized based on Portal styles.

• Resource:
  • Styles
     

Creating a grant request can be initiated from any location in the Fund Management tab providing that ability has been enabled for the fund advisor. Fund advisors can choose from a previous grantee, search for a grantee, or manually create a new grantee when they begin a grant request.

1. Click Create Grant Request.
    
2. Click one of the three grantee options and complete the associated follow up tasks.
   • Previous Grantee or Fund - Fund Advisors can select grantees or funds they have given to in the past or other funds the organization has set up to receive donations.
     • Grantees you have given to in the past - Lists grantees that have previously received donations from the fund advisor. 
     • Foundation funds you have given to in the past - Lists organization funds that have previously received donations from the fund advisor.
     • Other foundation funds - Lists funds or programs that are setup to receive donations.
   • Search Grantee - Fund advisors can search for grantees by name, city, state, and EIN.
     • Name or EIN is required.
   • Manual Grantee - Fund advisors can make grant requests to grantees whose name and contact information they manually enter.
3. Complete the applicable Grant Request information, and then click Add to Cart.
   • Grantee - The name selected auto-populates.
   • Primary Contact - The primary contact for the grantee selected auto-populates.
   • Address - The address for the grantee selected auto-populates.
   • Additional Grantee Contact - If checked, information can be included for an additional grantee contact.
     • Contact Name and Contact Email are required fields. 
   • Description - Provide a brief description of this grant's purpose.
     • This field is limited to 255 characters.
   • Amount - Enter the donation amount.
   • Anonymous - If checked, the fund name will not be included on the check.
     • If the fund is anonymous, a message stating that all grants from the fund are anonymous will auto-populate.
   • Recurring - If checked, the recurrence start date, recurrence interval, and number of recurring fields become available. 
   • Attachment - Attach supporting documentation by browsing to the file or by dragging and dropping the file on the page.
   • Attachment Description - Enter details about the attached documentation.
   • Additional Notes - Enter additional information.
     • Sample information may include the following:
       • Nonprofit (grantee) Tax ID number.
       • Notation of "in honor of" or "in memory of."
       • Note if the grant is for a particular program or cause within a bigger nonprofit organization.
       • Note if the grant should be directed to a specific person or department.
         
          

New, unsubmitted requests are listed in Grant Request in the left navigation, where they can be edited, deleted, reviewed, and submitted.

Copying a prior grant creates a grant request with the grant’s details, allowing advisors to make the same grant request for a prior grant they advised. Advisors can make changes to the request before submitting, such as adjusting the grant amount, description, adding a note, etc., but they cannot change the grantee on the request.

The Fund Summary section of the Fund Management tab displays information about the fund advisor's funds and serves as the landing page when fund advisors log in to the Fund Management tab. The landing page varies depending on whether the fund advisor has one or more funds. If the fund advisor has one fund, then the Fund Summary displays information relating to that fund. This can include charts and graphs, the fund's current and spendable/available cash balance,  fund steward information, and total grants, contributions, and scholarships. The fund advisor's cart is also accessible.

Charts and graphs for top grantees by amount, grant trends, top donors by amount, and donation trends display in Fund Summary as well. 

If the fund advisor has multiple funds, then the fund names appear on the initial landing page and the fund advisor selects which fund to display.

The Donations section of the Fund Management tab displays a list of donations made to the selected fund. After clicking Donations in the left navigation, the donation list displays the donation ID, date, contributor, type, description, and amount.
 

• Click the donation ID to view donation information.
   
• Click the contributor name to view contact information and a list of contributions for the contributor.
  
   
• Click Filter to apply a date range to the table.
   
• Click Export to export the donations list.
   

A list of pledges displays in the Pledges section of the Fund Management tab that includes pledge ID, date, type, status, contributor, amount, canceled amount, and balance. 

• Click the pledge ID to view the pledge payment schedule along with due dates and amounts.
   
• Click the contributor name to view the contributor's contact information, contributions, and pledges.
   
• Click Filter to apply a date range to the table.
   
• Click Export to export the pledge's list.
   

The Grants section of the Fund Management tab contains additional secondary navigation: Grant Summary, Grant History, and Recurring Grants. Historical and recurring grant information is available, as well as grant statuses and the ability to edit and cancel grants.

Grant Statuses

The different grant statuses are listed below:

New - The grant has been created, but is not posted. This grant does not impact the general ledger, but may impact the spendable balance that the fund advisor sees.

Pending - The grant has been created and posted, but it has not yet been fully paid.

Paid - The grant has been created, posted, and paid.

Complete - The grant is fully paid and has been marked as complete by a system administrator. This requires certain permissions.

If a refund has been issued for a grant, the new grant refund will have its own line within the Grant Table in the complete status and its own grant ID. Additionally, Grant Refund will be placed before the description provided.

Grant Summary

Grant History

Recurring Grants

After clicking Grant Catalog in the left navigation of the Fund Management tab, open grant catalogs are displayed. 

1. Click a grant catalog name to search for grants or view a list of giving opportunities.
   
    

A Grant Request Cart displays at the top of the Fund Management tab if there are pending requests that need to be reviewed and submitted. Grant requests made and submitted by the fund advisor are displayed in a list that includes the request date, status, recipient, description, and amount. If the grant status allows, the grant can be canceled. If the Fund Advisor Cart setting is enabled, then the Review Grant Requests and Submit Grant Requests buttons appear as below.

 

Grant Request Cart

The grant request cart can be accessed from any location in the Fund Management tab providing that ability has been enabled and there are grants in the cart. Grants listed in the cart display their request date, status, recipient, description, and amount. Grant requests in the cart can be edited and deleted. Pending grant requests list recipient, description, and amount for each request.

 

1. Click Cart.
    
2. Click Review Grant Requests to process requests in the cart.
    
3. Review the grant information, and then click Submit Grant Requests.
   
    

Once submitted, a confirmation message will display along with the option to continue.

• If Advisor Request Confirmation Email is enabled in Portal Options Settings, fund advisors will receive an email confirming they have submitted grant requests. If grant requests are submitted in batch, fund advisors will receive one email for the entire batch of requests. 

The new requests will move to the grants list where they can be canceled if needed. 

Grants List

Grant requests that have been made by the fund advisor display in a grants list in the Fund Management tab of the Portal. If a grant request can be canceled, the option to do so is displayed.

The Voucher Request section of the Fund Management tab displays voucher requests made by fund advisors in a list that includes the request date, recipient, description, and amount. If the voucher status allows, the voucher can be canceled. The workflow for creating a voucher request is similar to that of creating a grant request.

To make voucher requests on the Fund Management tab of the Portal, a Default Voucher Request Expense account must be set on the System Default Accounts page in CommunitySuite. The Default Expense Account must also be set on the vendor designation for each vendor that a fund advisor selects within the Portal.

1. Click Create Voucher Request.
    
2. Click one of the three vendor options and complete the associated follow up tasks.
   • Previous Vendors - Fund advisors can search for vendors that have been paid in the past.
   • Search Vendor - Fund advisors can search for a vendor using name, city, state, or EIN.
   • Manual Vendor - Fund advisors can make voucher requests to vendors whose name and contact information they manually enter.
3. Complete the applicable Voucher Request information, and then click Review.
    
4. Click Submit Request.
   • If the new voucher request requires edits, click Edit Request.
      
5. Click Continue.
   • If voucher notifications are enabled, an email notification for the voucher request will be sent.
     

The new request will be listed in Voucher Requests where it can be canceled if needed.

 

The selected fund's vouchers are displayed in the Vouchers section of the Fund Management tab. Voucher ID, date, status, profile, and amount are listed. Columns can be sorted.


 

• Click Filter to apply a date range to the table.
  
   
• Click Export to export the vouchers list.
  
   

Invoices for the selected fund are displayed in the Invoices section of the Fund Management tab. The invoice ID, date, status, profile, and amount are listed.


 

• Click Filter to apply a date range to the table.
  
   
• Click Export to export the invoice list.
  
   

The Resources and Documents section of the Fund Management tab contains additional secondary navigation: Statements, Files, Nonprofit Directory, Financials, Investment Report, Term Investment, and Split Interest. Fund statements can be viewed, and manual fund statements can be generated. Statement of Financial Position and Statement of Activities reports are available.

Statements

Files

Nonprofit Directory

Financials

Investment Report

Term Investment

Split Interest

The Fund Balance section of the Fund Management tab displays a table that allows an affiliate organization to review a fund's spendable and fund balances. Columns can be sorted. This section is only available for affiliates.

• Click Export to export the balances.
  
   

Donate in the left navigation of the Fund Management tab redirects the fund advisor to the Giving Hub funds list, where donations can be made to a fund other than their own. 

Fund Advisors can donate to their own funds from any page of the Fund Management tab of the Portal using the Donate button in the upper right corner. For the Donate button to be available, the Enable Advisor Donate Button setting on the fund must be enabled. The setting can be enabled by editing an individual fund or with the bulk edit fund functionality. The setting is located in the Fund Advisor Portal section of the individual fund and the Other section of the bulk edit fund page. Once enabled, advisors can follow the steps below to donate to their fund.

1. Click Fund Summary in the left navigation.
   • The Donate button is also available on any other left navigation page.
   • If the advisor has multiple funds, they can select a fund from the funds drop-down menu. The Donate button must also be enabled for that fund.
     
      
2. Click Donate in the upper right corner.
   
    
3. Enter the Amount to be donated, and then click Next.
   
    
4. Complete the applicable Stripe payment information.
   • Once the donation is processed, the fund advisor will be redirected to the Donations page in the Fund Management tab of the Portal to view the donation.