The Fund Numbering system

[Paul Hodges]

I have been trying to get a handle on the numbering system but am having a very hard time with it. Our Church has always used a three digit numbering system for the budget, with the first digit being; Administration, then Propery and Finance, and etc. Therefore I kept the same numbers being the last three numbers in the four number group. The contributions can be Undesignated or Designated (unrestricted or restricted) but all is deposited in a single account and the Designated must be transfered out to seperate funds. What I have done so far is to use the two alphanumeric positions to separate them being UN and DE, we also have MM and DF (money market and deacons fund). My main problem is that all of the budget items (individual, not groups) were entered with the UN prefix and I cannot find a way to correct it. I can find where to assign the prefixes but I can find no way to change the existing fund items themselves. I have no background in accounting and all of the terms are "greek" to me, the worst one at present is "closes to". I hope you can understand this,
Thank You, in advance, very much
Paul Hodges

[JohnDMeyers]

You can rename the fund that starts with UN to some other two alpha-numeric designation under Fund Accounting / Setup / Maintain List of Accounting Funds. It sounds like you want to reassign a few of the accounts, but not the whole fund. I don't think you can do that.

The accounts you create in Fund UN are unique to Fund UN. They cannot be taken out and reassigned to another fund. You can create similar account numbers in another fund, but the information you already typed in will not go into them.

I will make an attempt to explain the "closes to" thing. I use to teach high school math, so I am prone to want to explain things.

If you started a business with $10,000, you would have $10,000 in checking on day one, and $10,000 in unrestricted net assets (equity) on day one.

After working all year long, you took in income and paid expenses, all in various categories, but you end up $4,000 to the good after your first year.

The "closes to" says that at the last day of the year, you want to zero-out all of your income and expenses for the year, and get a fresh start on year two. Automatically, on the first day of year two, you show $14,000 in checking, and $14,000 in unrestricted net assets, and all of your income accounts are zero, and all of your expense accounts are zero.

This is because all of the account had the "closes to" set to unrestricted net assets. If you set some of them to restricted net assets, and $1,000 was restricted and $3,000 was not, then on the first day of year two you would show $14,000 in checking, $13,000 in unrestricted net assets and $1,000 in restricted net assets.