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- Fund Accounting
- Data model
The tables behind Fund Accounting
Fund Accounting ships with 20 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 20
- Features
- 6, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Fund and payable work
Accounting documents holds the partner bill; document lines supplies coding; fund restrictions links the restriction decision to its parent.
Donor receivables
Donors and Invoices identify the billed contribution; invoice lines carries amount detail and account references.
Ledger and calendar
Ledger accounts, journal entries, journal lines and accounting periods carry posting context.
Payments and evidence
Payments, cash receipts and cash applications explain money records; review decisions, operation receipts and record attachments preserve the decision and supporting material.
Organization and people
Organizations scopes business records; business partners, team members and Users hold counterparties and identities.
Every table, by feature
- Restricted fund records6
- Accounting documents8
- Donor receivables6
- General ledger7
- Payments and cash8
- Review and evidence8
- Shared and settings1
- Fund restrictions
Restricted-fund extension records supporting approval of an eligible restricted-fund posting.
Linked to Accounting documents, Organizations - Accounting documents
Payables header for a fund: a business partner invoice received, approved and scheduled for payment out of fund cash.
Linked to Business partners, Organizations, Accounting periods - Document lines
Coded expense and asset lines that make up a vendor bill.
Linked to Accounting documents, Ledger accounts - Organizations
Legal entities and business units whose books this app keeps; every document belongs to one organization.
- Review decisions
Approval trail: who approved, rejected or returned a bill, invoice, payment or journal entry, when and under what conditions.
Linked to Team members, Accounting documents, Invoices, Payments - Record attachments
Parent-agnostic evidence files attached to any business record in this app.
Linked to Team members
- Accounting documents
Payables header for a fund: a business partner invoice received, approved and scheduled for payment out of fund cash.
Linked to Business partners, Organizations, Accounting periods - Document lines
Coded expense and asset lines that make up a vendor bill.
Linked to Accounting documents, Ledger accounts - Business partners
Supplier master: who we owe money to, on what payment terms and in what lifecycle state.
Linked to Organizations - Ledger accounts
Chart of accounts: the coded account structure every bill line, invoice line and journal line posts into.
- Fund restrictions
Restricted-fund extension records supporting approval of an eligible restricted-fund posting.
Linked to Accounting documents, Organizations - Record attachments
Parent-agnostic evidence files attached to any business record in this app.
Linked to Team members - Review decisions
Approval trail: who approved, rejected or returned a bill, invoice, payment or journal entry, when and under what conditions.
Linked to Team members, Accounting documents, Invoices, Payments - Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members
- Donors
Customer master: who owes us money, on what invoice terms and in what lifecycle state.
Linked to Organizations - Invoices
Contributions receivable header: a donor invoice issued, sent and collected into the fund.
Linked to Donors, Organizations - Invoice lines
Revenue lines that make up a customer invoice.
Linked to Invoices, Ledger accounts - Ledger accounts
Chart of accounts: the coded account structure every bill line, invoice line and journal line posts into.
- Payments
Money movement in and out of the business, matched to a bill or invoice and reconciled to the bank.
Linked to Business partners, Donors, Accounting documents, Invoices - Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members
- Ledger accounts
Chart of accounts: the coded account structure every bill line, invoice line and journal line posts into.
- Journal entries
General ledger header balancing debits and credits for a period.
Linked to Accounting periods, Organizations - Journal lines
Debit and credit lines that make up a journal entry.
Linked to Journal entries, Ledger accounts - Accounting periods
Accounting calendar with open and closed periods that gate journal posting.
- Organizations
Legal entities and business units whose books this app keeps; every document belongs to one organization.
- Document lines
Coded expense and asset lines that make up a vendor bill.
Linked to Accounting documents, Ledger accounts - Invoice lines
Revenue lines that make up a customer invoice.
Linked to Invoices, Ledger accounts
- Payments
Money movement in and out of the business, matched to a bill or invoice and reconciled to the bank.
Linked to Business partners, Donors, Accounting documents, Invoices - Accounting documents
Payables header for a fund: a business partner invoice received, approved and scheduled for payment out of fund cash.
Linked to Business partners, Organizations, Accounting periods - Invoices
Contributions receivable header: a donor invoice issued, sent and collected into the fund.
Linked to Donors, Organizations - Cash receipts
Verified cash receipts imported from the provider, used to reconcile fund cash.
Linked to Business partners - Cash applications
Applications of verified cash receipts against posted accounting documents.
Linked to Cash receipts, Accounting documents - Business partners
Supplier master: who we owe money to, on what payment terms and in what lifecycle state.
Linked to Organizations - Donors
Customer master: who owes us money, on what invoice terms and in what lifecycle state.
Linked to Organizations - Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members
- Review decisions
Approval trail: who approved, rejected or returned a bill, invoice, payment or journal entry, when and under what conditions.
Linked to Team members, Accounting documents, Invoices, Payments - Operation receipts
Evidence that an operation actually ran: who triggered it, when, with what result and where the output lives.
Linked to Team members - Record attachments
Parent-agnostic evidence files attached to any business record in this app.
Linked to Team members - Team members
Finance staff who prepare, review and approve finance operations, with their role and approval limit.
Linked to Organizations - Accounting documents
Payables header for a fund: a business partner invoice received, approved and scheduled for payment out of fund cash.
Linked to Business partners, Organizations, Accounting periods - Invoices
Contributions receivable header: a donor invoice issued, sent and collected into the fund.
Linked to Donors, Organizations - Payments
Money movement in and out of the business, matched to a bill or invoice and reconciled to the bank.
Linked to Business partners, Donors, Accounting documents, Invoices - Fund restrictions
Restricted-fund extension records supporting approval of an eligible restricted-fund posting.
Linked to Accounting documents, Organizations
Keys and references
Use each record’s own identifier for imports and keep the reference targets stable. A fund restrictions parent points to accounting documents. An invoice line points to its Invoices parent. A journal line points to its journal entries parent and ledger accounts account. Cash applications joins a cash receipts receipt to an accounting documents document. Record attachments uses its parent table name and record ID to attach evidence across business records.
Migration order
- Organization and identities. Load Organizations and the people who will own finance work.
- Reference records. Load business partners, Donors, ledger accounts and accounting periods.
- Source transactions. Load accounting documents with document lines, then Invoices with invoice lines and journal entries with journal lines.
- Fund and money links. Add fund restrictions, Payments, cash receipts and cash applications with their parent references.
- Review evidence. Link record attachments, review decisions and operation receipts after source record IDs are stable.
Set up Fund Accounting your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.