Donor-funded programs

How Fund Accounting is set up for you

A donor-funded program may collect contributions and spend from a restricted fund during the same operating cycle. The receivable and payable need separate records and owners. AR Specialist issues the donor invoice and follows the amount received. AP Specialist prepares partner bills and coded lines. The Controller reviews whether each expense fits the fund restriction before approving the payable. Treasury Analyst checks the related money movements.

Choose a single program with one donor invoice and one partner bill. The AR Specialist prepares the donor invoice and uses the native issue action. Check its operation result and Sent status. Record a partial collection, then inspect the balance in the invoice register and the related payment evidence. A partial amount should remain visible as collection work.

For the bill, AP Specialist attaches the partner invoice and codes the expense. The Controller reads the linked restriction text and available amount, records the eligibility decision, then approves the document through the native action if appropriate. Treasury Analyst schedules the outbound payment and later compares the bank reference before reconciliation. This two-sided case helps the team test collection, eligibility, document approval and payment release without collapsing them into one generic cash status. The Staff Accountant can inspect the ledger coding and journal detail for the same cycle.