Defining Fund Definitions

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Fund Definition

Before Campus can process transactions, multiple parameters must be defined for each fund on the Fund Definition tab. These parameters define how encumbrances will process, the default accounts, the calendar and other features for each fund.

Before you define parameters for a specific Fund Code, the following components must be set up:

This article includes the following topics:

See Also

Encumbrance Processing


Example Fund Definition Screen

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Fund Definition

Fund Definition Editor

Defining a Fund Definition

  1. Select the Fund Code you want to define.
    Result
    The Fund Definition Editor appears.
  2. Use the information in Field Descriptions to complete the fields on the editor.
  3. Click the Save button.
    Result
    Campus displays the message "Record Saved."
  4. Repeat steps 1-3 for each Fund Code.

Field Descriptions

PATH: Finance > General Ledger > Administration > Chart of Accounts Setup > Fund Definition

Field

Description

Fund Code

The Fund Code is a code that groups revenues and expenses. Each code is defined on the Fund dimension.

Calendar

The fiscal calendar to which the fund is aligned.  

System Fund Balancing Allowed

This checkbox indicates whether Campus General Ledger will automatically generate interfund balancing entries using the interfund balancing accounts defined on this screen. If this checkbox is marked, the system will generate the interfund balancing entry. In order to use this feature, the Interfund Accounts Payable and Interfund Accounts Receivable System Accounts must be set up.

If this checkbox is not marked, Campus General Ledger does not automatically generate interfund balancing entries and the entry must be manually adjusted to be in balance by fund.

For more information, see the article Interfund Balancing.

Budgeted FundMarking this checkbox makes the fund available for selection in the Add Budget tool.
Include Fund for Position ControlBefore you can create a Position Control Scenario, you must specify which Funds may be used when creating a scenario. To make a fund available to Position Control, mark the Include Fund for Position Control checkbox on the Fund(s) you want to use. See the Mark Funds to Include in Position Control article for more information.
Require Next Year Adopted Budget

This checkbox gives districts the ability to close a fiscal year before adopted budgets exist in the next fiscal year.

When the checkbox is marked, the Subsystem Readiness tool will check for a corresponding adopted budget in the next fiscal year. If a corresponding adopted budget is not found in the next fiscal year when the checkbox is marked, the user cannot continue with Year End Closing. All budgeted funds that do NOT have a corresponding adopted budget in the next year are listed in the "Budgets Not Adopted" section of the Subsystem Readiness screen.

When the checkbox is NOT marked, the Subsystem Readiness tool will NOT check for a corresponding adopted budget in the next year for any funds whether they are marked as a budgeted fund or not. Users will be able to continue with Year End Closing when all other subsystem requirements are met.

Next Year's Encumbrance Options
Pre-encumber Requisitions

Select this checkbox to record pre-encumbrances and reduce account balance(s) when a requisition is submitted.

Pre-encumburing requisitions allows you to see how requested expenditures affect next year's budget.

Use the Account Inquiry report to review encumbrances.

When an adopted budget does not exist...

When an adopted budget does not exist for the fund during the next fiscal year, you can select one of the following options for processing encumbrances:

  • Process transactions without encumbrances. Use this option when the fund will not be budgeted but requisitions and/or purchase orders will still be used. When the "Process transactions without encumbrances" checkbox is selected for the Next Year, the Pre-encumber Requisitions checkbox cannot be marked.
  • Do not allow funds to be encumbered unless an adopted budget exists.
  • Temporarily set the budget equal to $0.00 for all accounts. This option requires users who process purchasing or accounts payable transactions to have Budget Edit Override rights. (Tool Rights > Finance > Purchasing > PO Processing > PO Entry > PO Budget Edit Override) or (Tool Rights > Finance > Accounts Payable > Processing > Invoice Processing > Invoice Entry > AP Budget Edit Override)
  • Temporarily set the budget equal to the current year's adopted budget values.
  • Temporarily set the budget equal to the current year's revised budget values.
Current Year's Encumbrance Options
Pre-encumber Requisitions

Select this checkbox to record pre-encumbrances and reduce account balance(s) when a requisition is submitted.

Pre-encumburing requisitions allows you to see how requested expenditures affect the current year's budget.

Use the Account Inquiry report to review encumbrances.

When an adopted budget does not exist...

When an adopted budget does not exist for the fund during the current fiscal year, you can select one of the following options for processing encumbrances:

  • Process transactions without encumbrances. Use this option when the fund will not be budgeted but requisitions and/or purchase orders will still be used. When the "Process transactions without encumbrances" checkbox is selected for the Current Year, the Pre-encumber Requisitions checkbox cannot be marked.
  • Do not allow funds to be encumbered unless an adopted budget exists.
  • Temporarily set the budget equal to $0.00 for all accounts. This option requires users who process purchasing or accounts payable transactions to have Budget Edit Override rights. (Tool Rights > Finance > Purchasing > PO Processing > PO Entry > PO Budget Edit Override) or (Tool Rights > Finance > Accounts Payable > Processing > Invoice Processing > Invoice Entry > AP Budget Edit Override)
  • Temporarily set the budget equal to the current year's adopted budget values.
  • Temporarily set the budget equal to the current year's revised budget values.
System Accounts

System Accounts



These accounts are used in processing as offset accounts in journal entries that originate in a subsystem or as the fund balancing accounts when auto-fund balancing is allowed. These System Accounts can be hard coded or a wildcard can be used in one or more individual dimensions within the account number. In order for a dimension to be eligible to accommodate a wildcard, it must be common to all three account structures (Balance Sheet, Revenue and Expense).

The following accounts will be added:

  • Bank Account. This is the bank account used by the fund when an Accounts Payable invoice is paid.
  • Cash. This is the cash account used when an Accounts Payable invoice is paid, a Food Service payment is made, a Fee payment is made, or an Online Payment transaction fee and convenience fee is made. This account is required.
  • Accounts Receivable. This account is used when an Accounts Receivable transaction creates a journal entry that posts to the General Ledger. This account is required.
  • Accounts Payable. This account is used in the Accounts Payable application when an invoice is interfaced into General Ledger. This account is required.
  • Accounts Payable Discount. This account is used when a discount is taken in Accounts Payable.
  • Interfund Accounts Payable. This account is used for School Activity accounting when money is transferred between funds.
  • Interfund Accounts Receivable. This account is used for School Activity accounting when money is transferred between funds.
  • Bad Debt. This account is used when an Accounts Receivable transaction balance is uncollectable. When an invoice balance is written off, this account is debited and the respective Accounts Receivable account is credited.

Control and Closing Accounts related to the Fund

These fields display all the General Ledger Control Balance Sheet Accounts and the General Ledger Control Closing Balance Sheet Accounts related to each Fund. This is determined by the Fund value in the General Ledger Control and Closing Accounts.

 

 

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