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  • 1.  Determining Fund Categories

    Posted 09-28-2023 01:59 PM

    Hello all. I was wondering if there are any other organizations, that have a separate Advancement Services shop from the Foundation's Accounting team. In the past, it has always been on the accounting team to assign the fund type and sub-category when they create new accounts, and advancement services would record it accordingly in the database. We are reviewing this process and wanted to know what others are doing. I know there are clear definitions from CASE; but is it the fundraiser, the advancement services team, or the accounting team that determines and assigns those attributes? Any insights from others would be much appreciated! 



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    Jessica Aguirre
    Cal State Fullerton
    jeaguirre@fullerton.edu
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  • 2.  RE: Determining Fund Categories

    Posted 09-28-2023 02:35 PM
    The accounting team defines the coding for the general ledger. Development is responsible for piping data to accounting that conforms to that coding.  At gift entry development staff code gifts and coding is confirmed by a more senior staffer as part of batch approval. Finally, accounting confirms the coding when they receive the data, and if there are changes, they will communicate them back to development to make the adjustment in the donor database as well. This isn't the only possible process, but it's a pretty common model. 


    Thank you,
    Isaac Shalev
    Data Strategy Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

    Schedule a 30-minute consultation now:




    Original Message


  • 3.  RE: Determining Fund Categories

    Posted 09-28-2023 02:37 PM
    I have worked with oodles of organizations with this structure. It works best collaboratively with Advancement initiating the fund request and providing as many details as possible. Then, the accounting folk finish the process by assigning their unique attributes that rarely impact Advancement. When the fund is created, both divisions create the account in their respective systems, ensuring the numbering scheme and fund title (originated by Advancement) are identical.

    Remember that what we do in Advancement does not have to be exactly the same as accounting. Fund types (endowment, restricted, unrestricted) should be the same. But we usually do not need to worry about accounting sub-types. We do, though, need proper VSE categories that accounting doesn't care about.

    So, you collaborate on what must be consistent on both ends. But both can also create attributes they need for reporting purposes.

    Feel free to reach out (call) if a chat would be helpful.

    John

    John H. Taylor
    Principal
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987




    Original Message


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