Create a Fund
Select Funds from the Home page. Click Create. Complete all applicable fund fields and settings. At a minimum, you must enter a fund Name, select a a fund Group (if no fund groups populate, you'll need to create a fund group), and select a Checking Account. Basic Settings Name Internal fund name, created by your foundation. Short Name Abbreviated n...
Edit a Fund
Navigate to the Funds page. Click on the Fund ID of the desired Fund. 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: S...
Delete a Fund
Navigate to the Funds page. Click on the Fund ID of the desired Fund Before the fund can be deleted, you must remove the following from the fund: Fund Advisors Grant Approvers Assigned Fund Fees Click Delete from the left-side menu. Note: If the fund has had any transactions in CommunitySuite, you will receive this message and will not be able to de...
Close and Open a Fund
Close a Fund If there are assets in the fund, you will need to clear the balances, or transfer the assets to another fund before you can close the fund. Select Funds from the Home page. Search for a Fund and select from the drop-down, or click List to select from a list of all funds. If you clicked List, select the ID of the fund that you want to cl...
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. Select Funds from the Home page. Click List Groups. Click Create Group. Enter a Name, Public Name, and Sort Order, then click Create. The Public Name of the Fund Group will display in the Dona...
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 fi...
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: Navigate to the desired Fund from the Funds page. 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 Create...
Fund Fields & Settings
Below are the fields and settings available when creating, editing, or viewing a fund. Note: Depending on how your site is configured, certain fields and settings may populate differently, or not populate at all. Please speak with support or your CSM if you have questions. Basic Fund Settings ID - Fund ID assigned after the fund is created. Name Pu...
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 comp...
Default 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. Fund Restrictions can include: Unrestricted (U) Temporarily Restricted (TR) Permanently Restricted (PR) Illiquid Assets To verify the restrictions in your database you can run a report by ...
Add an Image to a Fund*
You can add an image to a Fund. This is optional. Select Funds from your Home page (upper tabs or under the Accounting column) Enter the name of the Fund in the Search Funds text box or choose L ist from the left to see all Funds Go to the Fund by selecting the hyperlinked Fund ID # - Example 1052 Scroll down the left side menu and you will see Add ...
Link a Donor to a Fund*
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. Funds with linked donors will not be visible for donations online. Go to Funds to select the Fund which the Donor(s) can contribute to On the left-hand menu you will see Link Donor, choose it Select the Donor by t...
Add a Fund to the Online Public Donations Page*
Any Fund you set up can be viewed by the public and by your Fund Advisors on your online Donate to a Fund Page. The Donate to a Fund page interface will look something like this. 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 t...
Fund Quarter End Balance*
To get a Market Value Report or the Quarter Ending Asset Values for a Funds assets ending each quarter: Choose List or type the name of the Fund in the search box Pick the Fund Choose the total amount hyperlinked in the Last Quarter End Balance row The system will generate a list that will show all the balances for the Fund at the end of each quarte...
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 Manag...
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. Select Funds from the Home page. Click Voucher Approvers. If Voucher A...
Interfund Transfer
Transfer money from one fund to another by using the Interfund Transfer feature. Select Funds from the Home page. Select List. Click the ID of the fund you want to transfer money from. Scroll down to the Assets window towards the bottom of the page. Identify the account balance that you want to transfer, and click Transfer. Select Switch to Inte...
Create & Edit Fund Beneficiaries
Add Fund Beneficiaries Select Funds from the Home page. Search for the fund or click List and select the fund from a list of all funds. Hover your cursor over the left-side menu, scroll down and click Add Beneficiary. Enter the name of the Grantee or Fund that you want to make a beneficiary, then select it from the list. Edit Fund Beneficiaries Sele...
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. Select Funds from the Home page. Select List. Select the ID of the fund. Hover your cursor over the left menu, scroll to the bottom, and click Add Image. Click Choose File and select your image. Click Save. The image will now appear on the fu...
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...
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...
Show Available Cash
In System Data: Edit Site Data. At the bottom of the page, check the box next to Show Available Cash. Click Save. From the Accounts page. Edit the relevant Asset account. Next to Available For Cash, enter the percentage of cash that should be made available for grants. Click Save. From the Fund page: Edit the relevant Fund. Uncheck the box next to ...
Create Fund Statements
Select Funds from the Home page. Select Fund Statements. Click Create. 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. Choose which funds to include....
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. Select Funds from the home page. Select Fund Statements. Select Formats. Click...
Print Fund Statements
Once a Fund Statement has been created and reviewed, you can print them individually, or in batch. Navigate to Funds from the Home page. Select Fund Statements from the left-side menu. In the Fund Statements (Calendar Year) window, select a Statement Date. To print an Individual fund statement: Select Print Individual from the left-side menu. In the...
Export Fund Advisor Information
CommunitySuite allows you to export Fund Advisor information such as, Name, Address, Organization, and Funds. This information can be exported for specific Fund Groups, or for all Fund Advisors in the system. To export information for all Fund Advisors in the system: Navigate to Fund Advisors from the Home page. Click Export CSV from the left-side m...
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...
Email Fund Statements
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. Select Funds from the Home page. Click Fund Statements. Select a Statement Date or create a new fund statement. Click Email All. Once the fund stat...