Fund Allocations Feature Overview
What does the Fund Allocations Smartpack do?
KELL's Fund Allocations Smartpack lets nonprofit organizations track and report on revenue in a way that aligns with common nonprofit accounting practices. It is designed to supplement the fundraising features of the Nonprofit Success Pack and make your finance team or bookkeeper happy!
The Smartpack's features can be grouped into 4 main areas:
- Allocating funds and splitting gifts between funds
- Exporting fund information for reconciliation with accounting systems
- Controlling access and 'locking down' fund information once it has been sent to accounting
- [New in version 3.x and later] Tracking fundraising goals associated with a particular fund
1. Allocating funds and splitting gifts
The basic function of the Fund Allocations Smartpack allows users to allocate incoming gifts (Opportunities) to different Funds. The Smartpack should be set up with Fund records that match your organization's GL codes and structure. Then, incoming gifts can be designated / allocated to one or more funds by creating allocation records that link the gift to the appropriate fund or funds.
With version 3.x or higher, you can choose to connect these allocations to either Opportunity records or Payment records, depending on how your organization does accounting. For more information on this, see Should I allocate to Opportunities or to Payments?
In order to make data entry and reporting easy for your users, the package includes the following features:
- The ability to set a default fund for all gifts
- The ability to set a default fund for all gifts associated with a particular campaign
- An auto-calculated Primary Fund field on opportunities (or payments)
- A custom interface for managing allocations on an opportunity (or payment)
- Controls to make sure users don't accidentially create allocations for more than the opportunity (or payment) amount
2. Exporting and reconciliation with accounting
Export page and fields allow you to export allocation information. This can be imported or manually reconcilled with your accounting system. Gifts that are exported this way are marked as belong to a particular export batch to help maintain clear records.
When you are exporting gifts, you also have the option of marking a gift and related allocations as posted. Once posted, the Smartpack applies a variety of controls to make sure that the information in Salesforce doesn't change after it has been reconciled with your accounting system.
3. Controlling access by posting allocations
You can mark gifts and their related allocations as posted when exporting gifts in batches (see #2 above) or manually from individual gifts. Once a gift is marked as posted the Smartpack prevents all but designated users from editing key fields on the gift like amount and date. This ensures that information that has been reconciled with your accouting system isn't changed afterwards in Salesforce.
4. Tracking fundraising goals per fund
While most fundraisers track goals and fundraising performance using the campaign object, sometimes it can also be important to track how much revenue has been designated to a particular fund over a set period of time. The Fund Allocations Smartpack has two ways of doing this: summary fields on the fund object and reportable fund goals.
Each fund record has rollup fields that calculate the amount given to that fund year to date, last year and this year. These are helpful for answering basic questions about recent performance. If your organization has more specific or complex goals for your funds, or if you would like to set goals to raise funds from a particular number of donors, the Smartpack allows you to create fund goals records. You choose a time period and either a goal amount or a number of donors and nightly calculations will update your progress towards that goal.
NOTE: Donor calculations are based on donor accounts. When using the household account model, this is the number of households + number of organization donors. When using the 1 to 1 model, this is the number of individual donors + organization donors.