Fund Statements Overview

Written by Nick Miles

Last published at: June 4th, 2021

Overview

Fund statements are used to communicate the activity of a fund to fund holders. These can be customized to fit the needs of the fund, fund holders and your foundation. Fund statements consist of three main components:

  • Fund Statement Templates
  • Fund Statement Formats
  • Fund Options

Fund Statement Templates

Fund Statement Templates are word documents that contain a combination of written text (such as a cover letter), and merge fields for the information that you want to include from CommunitySuite (example below)

CommunitySuite provides three different example templates to help you get started, which can be found in System Data -> Templates -> Example Templates in CommunitySuite (see image below).

Available Data

Before you can start building your template, you need to know what data can be pulled into fund statements. Click the plus marks below to expand and review a list of available data for each section.

Fund Data

Fund data includes such things as the fund name, the advisor address information and other items related to the fund. For all the amount fields, the default format is commas, two decimal places and no currency symbol. These fields are inside the main foreach fund. Here is the list of currently available fields and what they mean.

Name

Description/Source

beg_bal_col_hdr

Header for first period. This is always in YYYY-MM format and can’t be changed by using date formatting. For a different format use something like start_date \@ Mmm-YYYY

beg_bal_col_hdr_ytd

Header for first period in year to date calculation. This is always in YYYY-MM format and can’t be changed by using date formatting. For a different format use something like start_date_ytd \@ Mmm-YYYY

beginning_balance

The fund balance as of the first date in the statement period. Default format is with commas, two decimal points and no currency symbol.

beginning_balance_ytd

The fund balance as of the first day of the year. Note that this value is affected by the fund statement interval setting in the fund or system data so it is not necessarily based on the first day of your fiscal year

created_date

Date the fund was created

division_id

ID Code for the division the fund is in

division_name

Division name that the fund is in

end_date

Last date in the statement period

ending_balance

The fund balance as of the ending date in the statement period

ending_balance_ytd

The fund balance as of the ending date in the statement period (yes, it is the same as ending_balance)

equity_(account number)

Displays the balance in any of the fund equity accounts. The account number portion of the field is based on your chart of accounts, so if spendable was account 3030, you would use equity_3030 to show the balance in that account.

fgroup_id

ID code for the group the fund is in

fgroup_name

Name for the group the fund is in

fsubgroup_id

ID code for the subgroup the fund is in

fsubgroup_name

Name for the subgroup the fund is in

fund_advisor.address

Display the address block for the fund advisor. This includes the mailing label for the name on the profile if that is set, otherwise the regular name will be used.

fund_advisor.mailing_label

The mailing label value for the fund advisor profile

fund_advisor.salutation

The salutation field for the fund advisor profile 

fund_advisor.name

Profile name for the fund advisor receiving the statement

funit_id

Fund ID for the statement fund

generated_date

Date the statement was generated in CommunitySuite

invest_name

The investment strategy for the fund

invest_public_name

The public name for the investment strategy of the fund

name

Fund name for the statement fund

public_name

Public name value for the statement fund

site_data.address

The address block for the foundation from system data. Note that this will include the foundation name, so do not use name and address, use one or the other.

site_data.name

The name of your foundation from system data

spendable_balance

The amount in spendable balance as of the ending statement date

start_date

The first date of the statement period

start_date_ytd

The first date for the year to date calculations. Note this can be affected by the fund statement interval setting in the fund so is not necessarily the first day of your fiscal year.

Activity Detail

Activity detail is the list of General Ledger transactions for the statement period. The transactions will be selected based on their posted date. These fields need to be inside a foreach activity_detail section. Here is the current list of fields.

Name

Description/Source

acc_number

The GL Account number for the transaction

account_id

The record ID for the GL account (unlikely to be needed in statement but useful for troubleshooting)

account_name

The name of the GL account

acc_type

The account type (Asset, Liability, Revenue, Expense, Equity)

alt_desc

Alternate description. This mimics the legacy fund statements where the transaction description pulls some information from the item that generated it – for instance the donor name.

amount

Amount of the transaction

description

The description from the transaction. This is generally coming from the process that created it and it can be edited in the journal entry.

funit_id

The fund ID for the transaction.

hide_detail

A yes or no value for whether or not the transaction had hide detail set

ref

The module of CommunitySuite that generated the transaction (i.e. Donation, Grant, etc.)

ref_id

The specific ID for the donation or grant (or other area) that generated the transaction

retained_earnings

If the transaction is part of the retained earnings entries created by closing the books, this field will have a “1” as the value, otherwise it will be empty.

stat_date

The transaction date

statement_account_name

If the account is part of a statement account, this gives the name of the statement account, otherwise it will return a blank

Admin Fees

Admin fees lists the detail for admin fees charged to the fund within the statement period. The transactions selected will be based on the Admin Fee post date. This is especially useful if a fund is subject to more than one admin fee as the fund holder can see the specific break down. These fields need to be inside a foreach admin_fees section. The total admin fees paid for the period is available with the merge field admin_fees_total. There is not an admin_fees_total_ytd field. This is the current list of fields.

Name

Description/Source

account_name

The name of the account that was used to take the admin fee amount from

amount

The calculated amount of the admin fee

description

The description from the admin fee run (generally includes the amounts for the calculation as well)

funit_id

The fund ID for the fund that was charged the admin fee

stat_date

The date of the admin fee transaction

statement_account_name

If the Gl account that was used to pay the fee is part of a statement account, this will give the statement account name. Otherwise it will give the GL account name.

Assets

Assets is the asset portion of the balance sheet. This will be the value in these assets as of the statement date. It is a short list of fields with only two options. The YTD options will return the same value as this section is based on the balance in the account at the ending date of the statement period. The total assets is available in the mergefield assets_total. Since this is a balance sheet field, the same merge field can be used for YTD numbers as well. These fields need to be enclosed inside a foreach assets block.

Name

Description/Source

account_name

The GL Account name (Note that if using statement accounts, this will come from the statement account, not the GL)

amount

The balance amount as of the statement date

Distributions

The distributions section is the expenses portion of the income statement. This will be the activity in the GL account for the statement period (based on the post date like activity detail). The YTD fields will be the activity in the account from the beginning of the year to the end of the statement period. The total for the period is available in the distributions_total merge field and the year to date total is available with distributions_total_ytd. These options will be inside a foreach distributions block. The possible fields are listed below.

Name

Description/Source

account_name

The GL Account name (Note that if using statement accounts, this will come from the statement account, not the GL)

amount

The activity amount for the statement period

Donations

The donations section is the detailed list of donations for the statement period. The donations will be selected based on the donation date. The total of the donations is available with the donations_total merge field. There is not a donations_total_ytd field. These fields need to be enclosed inside a foreach donations block. The possible fields are listed below. The highlighted fields are the ones most likely to be needed either for detail or as part of a condition.

Name

Description/Source

address

Donor first primary address line

address2

Donor primary address 2nd address line

advise_anonymous

Is the donor advisor anonymous? (1 means yes, blank is no)

advised_donation

Did this donation have an advisor? (1 means yes, blank is no)

advise_doner_id

Profile ID for the donation advisor

advise_doner_name

Profile name of the donation advisor

agency

Was this given to an agency fund (1 means yes, blank is no)

amount

Amount / Value of donation

anonymous

Was this donation anonymous (1 means yes, blank is no)

attention

Attention line of donor address

check_number

Check number from donation (if present)

city

City for donor primary address

company

If donor is an organization, then this is the profile name. For an individual, this is the work organization in their profile.

daf_fund

Was the donation to a DAF fund (1 means yes, blank is no)

description

Description from the donation

division_id

Division ID of the fund receiving the donation

division_name

Division name of the fund receiving the donation

donation_date

Date of the donation

donation_id

Donation ID

donation_type_name

Text from donation type used for donation

doner_id

Donor ID for the donor (note this is not the same as the profile ID)

donor_name

Name for donor

email

Primary email address of donor

endowed

Was the donation to an endowed fund? (1 means yes, blank is no)

event_date_id

ID for campaign on donation

event_date_name

Name of campaign on donation

fgroup_id

Fund group ID of the fund receiving the donation

fgroup_name

Fund group name of the fund receiving the donation

fsubgroup_id

Fund subgroup ID for the fund receiving the donation

fsubgroup_name

Fund subgroup name for the fund receiving the donation

fund

Name of the fund receiving the donation

funit_id

Fund ID for fund receiving the donation

funit_type_code

Default restriction on fund receiving donation

grant_cycle_id

ID for grant catalog that donation was applied to

grant_cycle_name

Name of grant catalog donation was applied to (note that the specific grant name will be in the description)

grant_id

Grant ID if the donation was from an interfund grant

grant_name

Grant catalog grant name if donation was from grant catalog

individual

Is the donor profile an individual? (1 means yes, blank is no)

label

Mailing label value for the donor profile

memorial_id

ID for the Tribute that the donation was applied to

payment_method

Payment method description used for the donation

phone_number

Primary phone number for the donor profile

pledge_date

Date of original pledge that donation was applied to

pledge_id

ID for pledge donation was applied to

profile_id

Profile ID for donor profile

rc_donation_id

Recurring Donation ID

recognition

Recognition name from donation

salutation

Salutation from donor profile

short_name

Short name of fund receiving the donation

sorg_id

Profile ID for supporting org that the fund belongs to

sorg_name

Name of the supporting org that the fund belongs to

state

State from donor primary address

tribute_name

Tribute name that donation was applied to (includes In Honor of/In Memory Of)

zipcode

Zipcode from donor primary address

Grants

The grants section is to show the detail of grants awarded within the statement period. Once again, please note that it is total awarded, not the amounts paid in the fund statement period. The grants will be selected based on the grant date. The total grants awarded is available in the grants_total merge field. There is not a grants_total_ytd field. This section needs to be enclosed within a foreach grants block. The fields available are listed below. The highlighted fields are the ones most likely to be needed either for detail or as part of a condition.

Name

Description/Source

address

Grantee profile primary address line 1

address2

Grantee profile primary address line 2

advise_profile_id

Profile ID for grant advisor

advise_profile_name

Profile name for grant advisor

amount

Amount Awarded on grant (Amount from grant header – not payment schedules)

anonymous

Is grant set to anonymous? (1 means yes, blank is no)

city

Grantee profile primary address city

co_address

Grant beneficiary profile primary address line 1

co_address2

Grant beneficiary profile primary address line 2

co_city

Grant beneficiary profile primary address city

co_email

Grant beneficiary profile primary email address

co_label

Grant beneficiary profile mailing label

contact_name

Grantee profile primary org contact name 

contact_profile_id

Profile ID for grantee profile primary org contact

co_phone_number

Grant beneficiary profile primary phone number

co_salutation

Grant beneficiary profile salutation

co_state

Grant beneficiary profile primary address state

co_zipcode

Grant beneficiary profile primary address zipcode

covid_code_id

Code for the covid-19 area the grant relates to

covid_code_name

Description for the Covid-19 code the grant relates to

description

Description from grant

division_id

Division ID for fund paying the grant

division_name

Division name for fund paying the grant

email

Grantee profile primary email address

external

Is grant external (not an inter-fund) (1 means yes, blank is an interfund)

fgroup_id

Fund group ID for fund paying grant

fgroup_name

Fund group name for fund paying grant

fsubgroup_id

Fund subgroup ID for fund paying grant

fsubgroup_name

Fund subgroup name for fund paying grant

fund

Fund name of fund paying grant

funded_direct

Amount funded from external donors on grant catalog page if from grant catalog

funded_indirect

Amount funded from internal sources if from grant catalog

funded_total

Total amount to be paid on grant

funit_id

Fund ID for fund paying the grant

funit_type_code

Default restriction value for fund making grant (P, T, U)

ga_address

Grant advisor profile primary address line 1

ga_address2

Grant advisor profile primary address line 2

ga_city

Grant advisor profile primary address city

ga_email

Grant advisor profile primary email address

ga_label

Grant advisor profile mailing label value

ga_phone_number

Grant advisor profile primary phone number

ga_salutation

Grant advisor profile salutation value

ga_state

Grant advisor profile primary address state

ga_zipcode

Grant advisor profile primary address zipcode

glm_req_id

Internal request ID for grants synced from GLM/CommunityGrants

grant_cycle_id

ID for grant catalog grant cycle

grant_cycle_name

Name for grant catalog grant cycle

grant_date

Grant date from header (typically this is the award date)

grant_id

System ID for grant

grant_type_id

ID for grant type

grant_type_name

Description for grant type

inter_csz

City, state zip for an international address

internal

Was the grant from an internal fund (i.e. interfund grant) (1 means yes it is, blank is no)

is_master_grant

Is this the primary grant for a multi-fund grant? (1 means yes, blank is no)

label

Grantee profile mailing label value

legacy_id

Migrated grant number (from prior system)

linked_to_glm

Is this grant synced to GLM/CommunityGrants? (1 means yes, blank is no)

master_grant_id

Master grant ID if part of a multi-fund grant

pay_sponsored

Pay sponsored org instead of grantee? (1 means yes, blank is no)

phone_number

Grantee profile primary phone number

profile_id

Grantee profile ID

requested_amount

Amount requested for grants in grant catalog

salutation

Grantee profile salutation value

scholarship

Was this grant a scholarship payment

service_area_name

Service area name for grant

short_name

Short name for the fund making the grant

so_address

Sponsored Org Profile Primary Mailing Address Line 1

so_address2

Sponsored Org Profile Primary Mailing Address Line 2

so_city

Sponsored Org Profile Primary Mailing Address City

so_email

Sponsored Org Profile Primary email address

so_label

Sponsored Org Profile Mailing Label value

so_phone_number

Sponsored Org Profile Primary Phone Number

sorg_id

Sponsored Org Profile ID

sorg_name

Sponsored Org Profile Name

so_salutation

Sponsored Org Profile Salutation value

so_state

Sponsored Org Profile Primary Mailing Address State

so_zipcode

Sponsored Org Profile Primary Mailing Address Zipcode

sponsored_vendor_id

The vendor ID of the sponsored org (not necessarily the same as the profile ID)

sponsored_vendor_name

The name of the sponsored org (will match the sorg_name value)

sship_item_id

The ID for the scholarship payment record

state

Grantee profile primary mailing address state

status

The grant status – Pending, Approved, Paid, Complete

to_funit_id

If this is an interfund grant, the fund ID it is being granted to

vendor_id

The vendor profile ID of the grantee (not the same as the profile ID)

vendor_name

The vendor/grantee name 

zipcode

Grantee profile primary mailing address zipcode

Invoices

Invoices are amounts paid to a fund that are non-deductible. This will not apply to every fund type. Most commonly, it is used for funds that have event or other fair market value style income. Invoices will be selected based on the invoice date. The total invoices for the statement period are available in the invoices_total merge field. There is not an invoices_total_ytd field. This section needs to be enclosed with a foreach invoices block. The fields available are listed below.

Name

Description / Source

amount

Amount paid on invoice

customer_name

Profile name that payment was received from

description

Description on the invoice header

funit_id

Fund ID for fund payment was made to

invoice_id

ID for invoice in CSuite

stat_date

Date that invoice was generated (typically date paid but not always)

Liabilities

Liabilities is the liability portion of the balance sheet. This will be the value in these liability accounts as of the statement date. It is a short list of fields with only two options. The YTD options will return the same value as this section is based on the balance in the account at the ending date of the statement period. The total liability is available in the mergefield liabilities_total. Since this is a balance sheet, the same field can be used for YTD. These fields need to be enclosed inside a foreach Liabilities block. The two fields are listed below.

Name

Description/Source

account_name

The GL Account name (Note that if using statement accounts, this will come from the statement account, not the GL)

amount

The balance amount as of the statement date

Receipts

The receipts section is the income portion of the income statement. This will be the activity in the GL account for the statement period (based on the post date like activity detail). The YTD fields will be the activity in the account from the beginning of the year to the end of the statement period. The total for the period is available in the receipts_total merge field and the year to date total is available with receipts_total_ytd. These options will be inside a foreach receipts block. The two fields available are listed below.

Name

Description/Source

account_name

The GL Account name (Note that if using statement accounts, this will come from the statement account, not the GL)

amount

The activity amount for the statement period

Revenue Share

The revenue share section is used to detail the investment gains and losses for the statement period. The transactions selected will be based on the revenue share post date. The total gain/loss is available in the merge field revenue_share_total. There is not a revenue_share_ytd field. This section needs to be enclosed in a foreach revenue_share block. The possible fields are listed below.

Name

Description/Source

account_name

The GL account that received the activity (i/e/ Realized Gains/Losses, Dividend Income, etc.) If the Use Statement Accounts option is set on the format, this will return the statement account description if one exists for the account.

amount

Amount of the transaction

description

Description of the transaction – will always have the value “revenue share”

funit_id

The ID of the fund that received the gain/loss

revshare_account_name

The account that received the gains/losses – the name of the asset

stat_date

The date of the revenue share transaction

statement_account_name

The statement account name for the GL account of the transaction. Note this will be empty if there is no statement account.

vendor_name

The vendor name the statement voucher was posted to. For statement vouchers, this will come back blank.

voucher_id

The system ID for the statement voucher that generated the transaction

voucher_or_account

The investment asset the revenue share amount was posted to. Same value as revshare_account_name.

Vouchers

The voucher section is used to list any payments that were not grant related for the fund (grant/scholarship vouchers are automatically excluded from this section). Similar to invoices, this will not apply to every type of fund. The vouchers will be selected based on the voucher date. The total voucher amount for the statement period is available in the vouchers_total merge field. There is not a vouchers_total_ytd field. This section should be enclosed in a foreach vouchers block. The possible fields are listed below.

Name

Description/Source

amount

The amount of the voucher

description

The description for the voucher

funit_id

The fund ID for the fund that paid the voucher

stat_date

The date the voucher was posted

vendor_name

The name of the vendor the voucher was paid to

voucher_id

The system ID of the voucher


Understanding Blocks

In all templates, there is a concept of blocks. This is everything between a #foreach and a /foreach tag. Within the block, only the fields that are part of that block are available. Let’s illustrate this with a quick diagram showing the typical structure of a statement:

{{#foreach fund}}

                {{#foreach receipts}} 

                                (Revenue information block)

                {{/foreach receipts}}

                {{#foreach distributions}} 

                                (Expense information block)

                {{/foreach distributions}}

                {{#foreach donations}} 

                            (Contribution information block)

                {{/foreach donations}}

                {{#foreach grants}} 

                            (Grant information block)

                {{/foreach grants}}

{{/foreach fund}}

You can see from the above diagram, there are 5 main blocks in a typical fund statement. There is the overarching fund block and one for each section of information – revenue, expenses, donations and grants. So you would think that the fields in the fund section would be available all through the template. However, that is not true. They can not be used inside the other blocks (the same is true of the fund advisor fields which are available in the fund area).

Once you've created a fund statement template, you'll need to upload it to CommunitySuite.

For step-by-step instruction, search for "Download & Upload a Fund Statement Template" in the WalkMe Menu

Fund Statement Formats

The next step is to assign your fund statement template to a Fund Statement Format and configure the settings in the format.

  • Name is what you want to call the format. 
    • As a best practice, one format should be your default and named accordingly (i.e Standard Fund Statement or Default Fund Statement), and any others, should have a descriptive name that is aligned with the purpose of the fund statement. For example, "Agency Fund Statement".
  • Include YTD needs to be checked if you want to use the _YTD fields in formulas or as display items.
    • These are all the fields in the funds section that end in _YTD in the name.
  • Template is a drop down that lists the fund statement templates that are available in the system.
  • Default is a check box indicating that this format is the one that will be used for all funds that do not specify a particular format.
    • You can only have one default format, so if you check it the box and press save, any other format that was assigned as the default will automatically have this box unchecked.
  • Include Sub-Fundsis a check box that controls sub fund behavior. 
    • When it is checked, all activity in the subfunds (including balances) will roll up as if it was all in the master fund and a statement will not be generated for the sub fund(s). 
    • When it is unchecked, balance and activity is limited to just the individual fund and the sub funds will have their own statements.
  • Use Statement Accounts controls whether or not you want to show GL accounts as they exist in your chart of accounts or if you want to use the statement account instead.
  • Print Copy For Each Advisoris for when a fund has multiple advisors assigned to it.
    • If this box is checked, a statement is produced for each advisor when creating the fund statement print file. 
    • When it is unchecked, only one will be produced for the fund. 
    • It also must be checked if you include the fund_advisor.address and/or name fields in your template for those fields to pull in.
  • Sections where you pick which parts are turned on in your statement.
    • Each section can be sorted by any field in the lists above, even if the field is not displayed. You can also choose to use ascending (a to z, smallest to largest or oldest to newest) or descending (z to a, largest to smallest or newest to oldest) for any field. Using multiple fields will “nest” your sort. For instance using date and then amount would sort by date first and then when items have the same date, they would sort by amount.

For step-by-step instruction, see "Create a Fund Statement Format" in the WalkMe Menu.

Fund Options

The final step (before you can generate a fund statement for the template and format that you created) is to configure the four fund settings that affect fund statements, which are Statements, Statement Interval, Fund Statement Format, YTD Interval.

  • Statements indicates that you want to produce a fund statement for the fund when you run the fund statement process.
    • You can always run a manual fund statement for a fund regardless of this setting.
  • Statement Interval can be set to blank, monthly, quarterly or annually. 
    • Leaving this blank means include this fund in every run where we create fund statements.
  • Fund Statement Format specifies the specific format you want the fund to use.
    • Leaving this blank will use the "default" fund statement format (in Funds -> Fund Statements -> Formats)
  • YTD Interval allows you to offset the year to date columns from your fiscal calendar.

For step-by-step instruction, see "Edit a Fund" in the WalkMe Menu