Every transaction entered into Balance must be connected to a fund. Funds are created in Balance during the implementation process (using the Data Load Template), but additional funds will likely need to be added as new gifts are received.

How to Add New Funds

Creating New Endowed Funds

1. To add a new fund, go to Funds in your database and hit the blue 'Create new fund' button near the top right corner of the page.

   

   1. If you have the Expendable Funds module, you'll see a 'Select fund type' dropdown where you can choose to create either an Expendable or Non-Expendable fund. Choose Non-Expendable fund and click Continue.
2. Populate the Fund information section, including GLID, Fund Name, etc. Please ensure that you complete all required fields which are marked with an asterisk.
3. You'll need to choose an Investment Pool when adding a non-expendable fund.
   Please Note: DUE TO/DUE FROM funds do not participate in the investment pool. Check out this article for all the details: Overview: Using Due To/Due From
4. Select Spending rules and Fee rules for your new fund. See instructions for setting up new Spending rules and Fee rules: How Do I Set Up a Spending Rule?
5. Choose a Net Asset Classification based on the donor-imposed restriction (if applicable).
6. Certain fields in the 'Reporting fields' section will have dropdown menus with the available options. If you need to add more options to the dropdown, please see this article: How Do I Add Fund Categories (Populate Fund Profile Drop Downs)?

   

    
7. Click 'Additional account fields' to populate 3 additional fields, typically used for GL exports.

   

8. Enter fund use restrictions and any notes you would like pulled into the Fund Statement report into the Purpose Description field shown below:  

   

    
9. Click 'Create Fund' at the top or bottom of the page once you've populated all relevant fields.

Creating New Expendable Funds

1. To add a new Expendable fund, go to Funds in your database and hit the blue 'Create new fund' button near the top right corner of the page.

   

    
2. When the 'Select fund type' dropdown appears, choose Expendable fund and click Continue.

   

    
3. Populate the Fund information page, including GLID, Fund Name, etc. Please ensure that you complete all required fields which are marked with an asterisk.
4. Select Spending rules and Fee rules for your new fund. See instructions for setting up new Spending rules and Fee rules: How Do I Set Up a Spending Rule?
5. The Net Asset Classification dropdown will only let you choose your organization's Expendable net asset type. 

6. Certain fields in the 'Reporting fields' section will have dropdown menus with the available options. If you need to add more options to the dropdown, please see this article: How Do I Add Fund Categories (Populate Fund Profile Drop Downs)?

   

7. Click 'Create Fund' at the top or bottom of the page once you've populated all relevant fields.

Linking Expendable and Endowed Funds

Once your Expendable fund is created, you'll need to setup a spending rule exception to link it to the appropriate Endowed fund. See this article for detailed instructions: Linking Expendable and Endowed Funds

Adding Multiple Funds at Once

Need to add a bunch of new funds? See Adding/Changing Funds in Bulk for instructions on adding multiple funds in one swoop with an import! 

Fund Profile Field Definitions

See the Fund Profile definitions below for guidance on definitions for each category listed. Optional categories can be helpful for report grouping and filtering purposes. To learn how to make additions to these tables, please see the How Do I Add Fund Categories (Populate Fund Profile Drop Downs)? article.