Articles in this section


  • Create a Fund

    1. Navigate to the Funds page.funds_1.png

     

    2. Click Create in the left-side menu.
    funds_2.png


    3. Complete all applicable fund fields and settings including Name and Group.fund_3.png

    4. Click Create.funds_4.png

    Adding Grant Approvers

    1. Click Edit Grant Approvers in the left-side menu.
    funds_5.png

    2. Check name of Grant Approval.funds_6.png

    3. Click Save.funds_7.png

     

     

  • Print Fund Statements

    Once a Fund Statement has been created and reviewed, you can print them individually, or in batch.

    1. Navigate to Funds from the Home page.
    2. Select Fund Statements from the left-side menu.
    3. In the Fund Statements (Calendar Year) window, select a Statement Date.

      Fundstatments1.png

    To print an Individual fund statement:

    1. Select Print Individual from the left-side menu.
    2. In the Statements (Calendar Year) window, locate the desired Fund Statement and click Print.
      • A new tab will load within your web browser where you can print the Fund Statement.

    To print fund statements in Batch:

    1. Select Print All from the left-side menu.
      • Please note that selecting Print All creates a job to prepare your fund statements for printing- this does not print your actual fund statements.
    2. In the Fund Statement Batch Print Jobs window, click the blue Fund Statement link within the File column.

      Fundstatements2.png

      • This will download the Fund Statement document to your computer's Downloads folder.
        • Please note that if the File Column says Check Back Later, this means the Fund Statement job is still running.
          • Do not click Print All again until the job is complete.
          • The time it takes for a fund statement to process depends on the amount of data associated with your statements and how they're configured. 
      • Open the file on your computer and Print.

    Pro Tips:

    • You can view the status of a (Fund Statment) job by clicking View next to a desired statement on the main Fund Statements page.

      Fundstatements3.png

    • If using templates, make sure the data types selected (checked) in the default Fund Statement Format (such as Activity Detail, Admin Fees, etc.) correspond with the {{/foreach......}} merge fields in the chosen document template.

      Fundstatements4.png

      • If a data type (Activity Detail, Admin Fees, etc.) is checked in the default Fund Statement Format, but is not used in the chosen document template, job processing speeds may be reduced.
  • Email Fund Statements

    Before you can email Fund Statments:


    1. Select Funds from the Home page.
    2. Click Fund Statements.
    3. Select a Statement Date or create a new fund statement. 
    4. Click Email All.

     

    • Once the fund statement batch print job is finished, fund statements will be emailed to all fund advisor's who have their statement type set to Email.

     

    • You can verify that the fund statement(s) have been sent by viewing the fund advisor's log.
      • Fund statement email logs will read, "Statement email sent to __(email address)__ for __(year-month)__."
  • Available Cash Calculation

    Available Cash is calculated by subtracting Outstanding Liabilities and Pending Grants from Available Assets. 

    • Outstanding Liabilities - defined as the current sum of liabilities in the fund.

    • Pending Grants - defined as the total of any recommended or pending grants on the fund that are unposted and waiting approval.

    • Available Assets - calculated by multiplying the balance in each Asset account by the Available for Cash percentage defined in the asset account.

      • For example, let’s assume that a Fund has these assets:

        • Checking Account: $1000 with 100% Available Cash

        • Investment Pool: $1000 with 75% Available Cash

        • Pledges Receivable: $2000 with 0% Available Cash

    The fund has a total of $4000 in assets, so the Available Assets would be $1750.

     

  • Apply Fund Statement Formats to Funds, Fund Groups, Subgroups & Divisions

    If you intend to have more than one fund statement format, for instance you may have a different format for DAF funds than endowed funds or have a specific logo you want for a particular fund statement, then you may repeat this process as many times as necessary, but remember to leave the default checkbox blank when setting up the format. Once all custom templates and formats are created, you can quickly assign the desired statement format to each fund. 

    1. Go to the Funds page.
    2. Click Bulk Edit in the left-side menu.Bulk_Edit.png

    3. Select the statement format for each fund via the Statement Format drop down in the far right of the funds table.Bulk_Edit1.png

    4. Then click Update.Bulk_Edit2.png

    If you are using formats for particular fund groups, subgroups or divisions and want to quickly set the same format for all of those funds.

    • Go to the Funds page.
    • Click List Groups in the left-side menu.List_Groups_1.png

    • Click the ID of the group, subgroup or division that you wish to apply a format.List_Groups_2.png

    • Click Bulk Edit Funds on the left-side menu.List_Groups_3.png

    • Select the desired Statement Format on the very top row and it will apply to all funds.List_Groups_4.png

    • Click Update to apply your changes.List_Groups_5.png
  • Create a Fund Statement Format

    The purpose of a Fund Statement Format is to:

    • Indicate which sections you’ve pulled into your Fund Statement Template.
    • How you’d like the data associated with the fields sorted.
    • Indicate if you would like sub-funds to roll up into the master when using this format.

    1. Select Funds from the home page.

      FundStatement1.png 

    2. Select Fund Statements.

      FundStatement2.png 

    3. Select Formats.

      FundStatement3.png 

    4. Click Create.

      FundStatement4.png 

    5. Complete the fields, then click Save.

      FundStatement5.png 

    Include YTD

    Includes a year-to-date column on the fund statement.

    Financial Views

    Displays financial information on the fund statement in the same order of the financial view that you select. Check out this article showing how to create financial views

    Default

    Makes this the default fund statement format for funds that do not have a fund defined.

    Include Sub Funds

    This will roll-up your sub funds (into the master fund) on your fund statement

    Use Statement Accounts

    Fund statement templates with this format will use statement accounts. See this tutorial for more information about statement accounts./

    Print Copy For Each Advisor

    Print fund statements for each advisor on the fund.

    Note:: In the fund advisor record, statement type must be set to paper. If statement type is set to online, a paper statement will not generate for the fund advisor.

    Sections

    Check the box(es) next to each section that you want to display in your fund statement. Use the Sort by drop-down and Ascending/Descending buttons to define how each the section is sorted

  • Available Cash Overview

    A non-endowed fund can have a spendable number that is different from it’s available balance. This might be the case if:

    • A foundation uses a cushion of investment assets to allow room for market fluctuations.

    • A fund has assets in holding accounts, like a pending stock sale or pledges/accounts receivable, where it is a non-spendable asset.

    To address these scenarios, Community Suite will automatically calculate the Available Cash within a fund and display the amount in the Fund and the Donor Portal. 

     

    Fund View:

    Donor Portal View:

  • Create Fund Statements
    1. Click Funds from the Home page.funds1.png

    2. Click Fund Statements.fundsstatement1.png

    3. Click Create.fundsstatement_2.png

    4. Select a time range (year, quarter, or month), or enter a custom date range and click Create Custom. fundsstatement_3.png

      • The statements that will be included in the list will depend upon the default statement intervals and the timing of when you create the statements.
    5. Choose which funds to include, then click Submit at the bottom of the page. fundsstatement_4.png

      • You can either click the radio button next to All Funds, or click the radio button for Fund Group, Fund Subgroup, or Fund Division and select the checkbox next to the individual funds you want to include.
        The Email Subject field is used for fund advisors whose statement types are set to online and email. Text entered into this field is what will appear in the email subject line when they receive fund statements.
    6. Click on a Statement Date to view all statements within that date range. fundsstatement_5.png

    7. Click Delete if you need to remove a statement from the run. fundstatement_7.png

      • The option to delete will only display for statements that have not yet been reviewed. 
    8. The next step is to review and approve the statements. Once you've indicated that all statements have been reviewed and approved, you can mark the list of statements completed. 
    9. There are several options for reviewing and approving statements: 
      • Click Display to view an individual fund statement.
        fundstatement__display_.png

        • Click Approve to indicate that this statement has been reviewed and approved, or click Skip to go back to the list without marking this statement as reviewed and approved. 
      • Click Review to review individual statements, starting from the top of the list. When review is clicked, the template used is locked. If the books are opened for a period that has issued fund statements, any new transactions will be included in that statement.  fundsstatement_8.png

        • Click Approve in the left-side menu to indicate that this statement has been reviewed and approved, or click Skip to go back to the list without marking this statement as reviewed and approved.
      • Click Review All to mark all statements as reviewed. Review All now locks in the fund statement format and creates a background job. If a template is added to a fund and a manual fund statement is created for the same period, the template that was locked in the fund advisor portal will be changed. 
        fundstatement_10.png

        • You might use this option after reviewing specific statements within the list.
    10. Once you've indicated that statements have been reviewed and approved, click Mark As Completed
    When creating fund statements, funds will display if:
    • The fund has activity before or on the end date of the period.
    • The fund is a master fund, and has at least one sub-fund with activity before or on the end date of the period. Note, the statement format on the master fund must have the Include Sub-Funds option checked.
    • The fund is not closed.

    Printing functionality for fund statements is determined by the setting selected for fund statement templates in System Data:

    1. If fund statement templates are turned Off:
      • At least one copy will print. 
      • When the Statement Format setting in System Data is set to anything other than centerlogo or left blank, a copy will print for each fund advisor that has either a blank statement type or a statement type set to paper.
      • Selecting the singlewindow or doublewindow statement format options within System Data will include the addresses of fund advisors on printed statements. This applies to Single Printing and Print All options.
    2. If fund statement templates are turned On:  
      • At least one copy will print. 
      • When Print Copy For Each Fund Advisor is checked within the fund statement format, a copy will print for each fund advisor that has a blank statement type or a statement type set to paper.
      • This allows you to use to use the {{fund_advisor.address}} merge field, and applies to both Single Printing and Print All options.
  • Add a Fund Image

    Add an image to a fund that you can then display in the online Donation Page or Fund Advisor (Donor) Portal.

    1. Select Funds from the Home page.

    2. Select List.

    3. Select the ID of the fund.

    4. Hover your cursor over the left menu, scroll to the bottom, and click Add Image.

    5. Click Choose File and select your image.

    6. Click Save.

    7. The image will now appear on the fund. If you want this image to display below the fund name in the online Donation Portal and Fund Advisor (Donor) Portal, you'll need to enable Show Fund Images in the Public Donation Page Options of System Data.
     
  • Create & Edit Fund Beneficiaries

    Add Fund Beneficiaries

    1. Select Funds from the Home page.

    2. Search for the fund or click List and select the fund from a list of all funds.

    3. Hover your cursor over the left-side menu, scroll down and click Add Beneficiary.

    4. Enter the name of the Grantee or Fund that you want to make a beneficiary, then select it from the list.

      Edit Fund Beneficiaries

    5. Select Edit Beneficiary.

    6. Enter a Description, and select the general ledger Account that will be used to make grants to this beneficiary (using the grants spendable option in CommunitySuite).

      • If a fund only has one (1) beneficiary, that beneficiary will automatically receive 100% of the distribution.
      • If the fund has multiple beneficiaries, you will need to set each beneficiaries’ distribution allocation by percent.

    7. Click Update.
     
  • Interfund Transfer

    Transfer money from one fund to another by using the Interfund Transfer feature.

    1. Select Funds from the Home page.

      InterfundT1.jpeg 

    2. Select List.

      InterfundT2.jpeg 

    3. Click the ID of the fund you want to transfer money from.

      InterfundT3.png

    4. Scroll down to the Assets window towards the bottom of the page. Identify the account balance that you want to transfer, and click Transfer.

      InterfundTrans4.png

    5. Select Switch to Interfund Transfer.

      InterfundT5.png

    6. Enter the To Fund (fund that the money is being transferred to), Transfer Date, a Description of the interfund transfer, and the Amount that you want to transfer.

      Interfund_Transfer6.png

    7. Click Transfer.

      InterfundT7.png
     
  • Add Voucher Approvers

    Once you've enabled voucher approval in System Data, you can assign a voucher approver to a fund(s). This will require the designated approvers to approve vouchers before they can be posted.

    The voucher approval feature is specifically for non-scholarship and non-grant vouchers.

    1. Select Funds from the Home page.

    2. Click Voucher Approvers.

      If Voucher Approvers does not appear, you will need to configure the feature in System Data. 

    3. Click Add Approver.
       

    4. Select a User Name.
       

    5. Select which funds the Approver should be added to, then scroll to the bottom and click Save.
       
  • Exclude a Fund or Give the Revenue Share amount to another Fund*

    If you have Fund that you do not wish to be part of Revenue Share you can edit the fund to be Excluded from Cash Management or you can give the share to another fund.

    • From the Home page, select Funds 
    • Begin typing the name of the Fund or select it from the list of your Funds
    • Choose Edit from the left side of your screen
    • Scroll down to the Cash Management section
    • Next to Revshare Options, select the Exclude checkbox
      • Or, if you wish to give the share to another Fund, select the Fund from the drop-down next to "Give to"

    • Scroll to the bottom and select the Save button

    Note: When you complete the Revenue Share process you should review the transactions because often times a Fund may have been transferred or was set-up to hit an investment account at some point. Revenue Share is calculated using an average daily balance, so even if the money was only in the investment account for one day, the Revenue Share process may allocate part of the investment account income or (loss) to any Fund that was in an Investment account for any length of time and was not excluded.

     
  • Add a Fund to the Online Donations Page

    Any Fund you set up can be viewed by the public and by your Fund Advisors on your Online Donations Page.  

    The Online Donations Page interface will look something like the image below.


    add_a_fund_online_donations_page_1.png

    Your online page default will have your logo at the top and the list of Funds available for Public Donations. You can Promote Funds or make them Private as needed during the Fund Set-Up process.

    1. Go to Funds.
    2. Click List in the left-side menu to show all Funds. 
    3. Click the Fund ID # of the Fund you want to promote or make private.
    4. Click Edit in the left-side menu.
    5. Check the Promote option of the Fund.
      1. Be sure to add a Description in the Fund Summary.
    6. Click Save.
     
  • Link a Donor to a Fund*

    Funds with linked donors restricts the fund from having donations imported. If you wish to restrict a fund to only accept donations from a particular donor, like a DAF, you will need to link the donor to the fund.

    • Go to the Funds page and select the fund which the donor(s) can contribute to.
    • On the left-side menu click Link Donor.

    • Search for and select the donor.

    • The donor is now linked to the fund and can contribute. The Linked Donors section on the Fund page shows all donors linked to the fund.

      Linked Donors does not limit donations to the fund from other donors. Other donors can still donate through the online portal or by entering the donation in CommunitySuite manually. However, it does limit being able to import donations, even for the donor that is linked.

    • You may link more than one donor to the fund (ie. another foundation) by following the same process. 
    • On the Funds page, the Linked Donors table will show funds that are listed as Private which will not show up on your online funds list to accept donations.
    • Unlink a donor by selecting [unlink] next to their name in the Linked Donors table.

    • To link a fund to a profile click Link Fund in the left-side menu on a profile.

    • Enter the fund then click Create. 
  • Fund Restrictions

    Funds are defined by a standard set of restrictions or types called Fund Restrictions. Generally, fund restrictions are set up during your initial implementation and can include the following:

    • Illiquid Assets
    • Permanently Restricted (PR)
    • Temporarily Restricted (TR)
    • Unrestricted (U)

    Verify the restrictions in your database by running a Fund Balance report containing the specified Fund Restrictions. fund_restrictions_1.png

    • Click Financials to view report options. 
    • Click Fund Balance from the left-side menu.
    • Choose any date, month, quarter, or year.
      • The report displays the funds at your foundation broken out by the total assets held plus any Fund Restrictions, Principal, Spendable, and Default Net Assets.

     

     
  • Edit Sort Order for Groups, SubGroups or Divisions*

    Quickly edit the sort order of your Fund Groups, Fund SubGroups or Fund Divisions.

    • Go to Funds
    • Pick List Groups
    • Select [Change] from the Sort Order column under the group you wish to change the order of
    • Put your cursor on the name of the group and drag and drop it in the order you want the groups to be sorted
    • Choose the Save Changes button when complete

    The sort order will be changed and new sort order numbers will be assigned, ascending from zero (0).

  • Fund History

    The Fund History page shows the lifetime history of a Fund as it relates to Donations, Grants, and Scholarships. To view the Fund History for a specific Fund:

    1. Navigate to the desired Fund from the Funds page.
    2. Click on History from the left side menu.

    At the top of the Fund History page you will see a Fund History Report, which lists the:

    • Date Created - Date that the Fund was created.
    • Summary - Summary of the relevant Fund.
    • Principal Balance
    • Spendable Balance
    • Total Donations
    • Total Grants
    • Total Scholarships

    Below the Fund History Report, CommunitySuite will display up to six interactive graphs, including:

    • Donations
    • Top 10 Donors
    • Grants
    • Top 10 Grantees
    • Scholarships
    • Top 10 Scholarships

    These graphs can also be used to run Filter Reports. To run a Filter Report from a graph:

    1. Hover your cursor over a Data Point, Pie Chart, or Profile.
    2. Left-click on the desired Data Point, Pie Chart or Profile. 

    3. The Filter Report will populate on a new page.

     
  • Fund Summary

    The Fund Summary field is used to describe the purpose of a Fund. 

    To add a Fund Summary to a Fund:

    • Navigate to the Funds page.
    • Select List from the left side menu.
    • Click on the ID of the desired Fund.
    • Select Edit from the left side menu.
    • Scroll to the bottom of the page and type a Fund Summary
    • Click Save.

    Note:

    • Text entered in the Fund Summary field will automatically display in two locations:
      • Online Donation Page

      • Donation Letters

    Note: The {{fund_summary}} merge field must be included within your Donation Letter Template for text to pull from the Fund Summary field on the Fund page.

     
  • Add Grant Approvers to a Fund
    1. Go to Funds.add_grant_approvers_1.png

    2. Click Grant Approvers in the left-side menu.add_grant_approvers_2.png

    3. Click Add Approver in the left-side menu.add_grant_approvers_3.png
    4. Click the User Name of the person you are adding.add_grant_approvers_5.png

    5. Check the boxes next to each Fund that you want to Add the Grant Approver to.add_grant_approvers_4.png

    6. Click Save.
  • Create Fund Groups, SubGroups & Divisions

    Use fund groups to group similar funds together in the Donation Portal, and for reporting purposes.

    You must create a Fund Group before you can create a fund.
    1. Select Funds from the Home page.

      Fundgroup1.png

    2. Click List Groups.

      Fundgroup2.png

    3. Click Create Group.

      Fundgroup3.png

    4. Enter a NamePublic Name, and Sort Order, then click Create.

      Fundgroup4.png


      The Public Name of the Fund Group will display in the Donation Portal, and the Sort Order defines the order in which each fund will display (within a fund group) in the Donation Portal. See below:
      Fundgroup5.png

    Once you've created Fund Groups, use Fund Subgroups, and/or Fund Divisions, to further aggregate your funds.

    Fundgroup6.png

    You will not need to enter a Public Name for subgroups or divisions, since these categories are for internal use only.

    SubGroup Examples:

    • Critical Needs
    • Endowed
    • Special Projects
    • Unendowed
    • Youth

    Division Examples: 

    • Conservative
    • Corporate
    • Scholarship 
    • Special Funds
     
  • Close a Fund

    Overview

    There are two scenarios for closing a fund: closing a fund mid-year, or closing a fund at the end of year. Please review the prerequisites below for the relevant scenario before proceeding to close the fund.

    Close End of Year

    1. Verify the fund that you're closing has a zero dollar balance.
      • If the fund still has a balance, you'll need to create an internal grant or an interfund transfer to move the remaining assets out of the fund that you want to close.
    2. Close the fund.
    3. Exclude the fund from revenue share or give the fund's revenue share to another fund. These settings can be found in the Cash Management section of a fund (when editing the fund).Close1.png   

    Close Mid-Year

    1. Verify the fund that you're closing has a zero dollar balance.
      • If the fund still has a balance, you'll need to create an internal grant or an interfund transfer to move the remaining assets out of the fund that you want to close.
    2. Create a journal entry to move any remaining equity balances from the principal and spendable equity accounts to your default equity account.
    3. Close the fund.
    4. Exclude the fund from revenue share or give the fund's revenue share to another fund. These settings can be found in the Cash Management section of a fund (when editing the fund).
      Close2.png

    Please note that CommunitySuite does not have the ability to merge funds. As a workaround, you would need to transfer the assets from one fund to another, and close out the zero balance of the fund. Grant and donation history will remain on the fund record that those items originated from.

    Close a Fund

    Do not proceed unless you've read through the steps above.

    1. Select Funds from the Home page.Close3.png

    2. Search for a Fund and select from the drop-down, or click List to select from a list of all funds.Close4.png

    3. If you clicked List, select the ID of the fund that you want to close.Close5.png

    4. Hover your cursor over the left-side menu, then scroll to the bottom and click Close.Close6.png

    5. If needed, click the calendar icon to modify the Close Date, then click Close Fund.Close7.png

    6. Fund Closed banner will now display at the top of the fund.Close8.png
     
  • Delete a Fund
    Before a Fund can be deleted, Fund Advisors, Grant Approvers, and Assigned Fund Fees must be removed. Funds cannot have any transactions associated with them either. If they do, close the fund instead. 
    1. Navigate to the Funds page.delete_1.png

    2. Search for the Fund.
      • You can also click List in the left-side menu to see a complete list of Funds. delete_2.png

    3. Click on the Fund ID of the desired Fund.delete_3.png

    4. Click Delete in the left-side menu.
      delete_4.png

  • Edit a Fund
    1. Navigate to the Funds page.
    2. Click on the Fund ID of the desired Fund.
    3. Within the Fund window you can Add or Edit:
      • Distribution Types
        • To Add a Distribution Type to the Fund:
          • Click the Add button to add a Distribution Type. 
          • If more than one Distribution Type is listed, click Edit next to Distribution Type.
      • Admin Fee Types
        • To edit an Admin Fee Type:
          • Scroll down to Admin Fee Types.
          • Click the Add button to Add a new fee.
          • Click the Delete button to delete an existing fee. 
      • Investment Accounts:
        • To edit your Investment Account(s):
          • Scroll down to Investment Account. 
          • Click Edit next to Investment Account.
          • Once Edits have been made, click Save. 
    4. To edit additional Fund Fields and Settings, select Edit from the left-side menu.
    5. Once all edits have been made, click Save.