These cookies are required for the website to function properly. They ensure security, enable basic features like page navigation, and store user session data. You cannot disable these cookies.
- Fund Accounting
- Who it's for
- Multientity charities
Multientity charities
A charity with several legal entities needs to identify which organization's books hold each transaction. Organizations carry their own legal name, base currency, country and lifecycle state. Accounting documents, donor invoices, journal entries and fund restrictions each have a link to an organization. That reference is the starting point for a finance team checking that a bill, contribution and posting appear in the intended entity.
How Fund Accounting is set up for you
Entity context
Select the organization on source documents before reviews begin; the correct entity should carry through to journals and fund decisions.
Shared counterparties
Keep partner and donor records identifiable by their own organization rather than relying on similar display names.
Period review
Use the accounting period and journal organization together when checking posting dates and debit and credit totals.
A charity with several legal entities needs to identify which organization's books hold each transaction. Organizations carry their own legal name, base currency, country and lifecycle state. Accounting documents, donor invoices, journal entries and fund restrictions each have a link to an organization. That reference is the starting point for a finance team checking that a bill, contribution and posting appear in the intended entity.
Pilot one active organization first, then introduce a second organization with an intentionally similar partner name. The AP Specialist records a bill in each entity and checks the counterparty, due date and coded lines. The Controller opens the review queue by organization and confirms that each bill's restriction decision belongs to the same entity. Treasury Analyst should see the document link on each scheduled payment before release.
Add a donor invoice and journal entry for the second entity. The AR Specialist reviews the donor and invoice organization before issuing it. The Staff Accountant checks the journal organization and period before treating its totals as part of a report. This rehearsal gives the team a concrete way to find wrong-entity links early. Agree on access by organization during setup and inspect both list views and direct record links when testing each role.
Features to start with
Roles on the team
- AP Specialist
- Prepares partner bills and their coded lines for review.
- AR Specialist
- Prepares and issues donor contribution invoices.
- Staff Accountant
- Maintains accounts, journals and accounting periods for the organization.
- Treasury Analyst
- Schedules and releases payments, then investigates cash matching.
- Controller
- Reviews restricted spending, bill decisions and the accounting record.
- Admin
- Configures access and organizational reference records.
Set up Fund Accounting your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.