1. Navigate to the Funds page.

2. Click Create in the left-side menu.

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

4. Click Create.

Adding Grant Approvers

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

2. Check name of Grant Approval.

3. Click Save.

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.
   
   

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.
   
   
   
   
   • 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.
  
  
  
  
• 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.
  
  
  
  
  • 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.

Before you can email Fund Statments:

• Statement Type must be set to Email in the Fund Advisor record.
• You must fill out the fund_statement_email_body field within System Data -> Site Custom Content.

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 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.

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.
   
   
3. Select the statement format for each fund via the Statement Format drop down in the far right of the funds table.
   
   
4. Then click Update.
   
   

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.
  
  
• Click the ID of the group, subgroup or division that you wish to apply a format.
  
  
• Click Bulk Edit Funds on the left-side menu.
  
  
• Select the desired Statement Format on the very top row and it will apply to all funds.
  
  
• Click Update to apply your changes.

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.
   
    
   
   
2. Select Fund Statements.
   
    
   
   
3. Select Formats.
   
    
   
   
4. Click Create.
   
    
   
   
5. Complete the fields, then click Save.
   
    

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:

1. Click Funds from the Home page.
   
   
2. Click Fund Statements.
   
   
3. Click Create.
   
   
4. Select a time range (year, quarter, or month), or enter a custom date range and click Create Custom.
   
   
   • 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.
   
   
   • 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.
   
   
7. Click Delete if you need to remove a statement from the run.
   
   
   • 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.
     
     
     
     • 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. 
     
     
     • 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. 
     
     
     
     • 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. 

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.

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.
    

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. 

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).

1. Go to Funds.
   
   
2. Click Grant Approvers in the left-side menu.
   
   
3. Click Add Approver in the left-side menu.
4. Click the User Name of the person you are adding.
   
   
5. Check the boxes next to each Fund that you want to Add the Grant Approver to.
   
   
6. Click Save.

1. Navigate to the Funds page.
   
   
2. Search for the Fund.
   • You can also click List in the left-side menu to see a complete list of Funds.
     
     
3. Click on the Fund ID of the desired Fund.
   
   
4. Click Delete in the left-side menu.