Funds

A Fund represents a specific purpose or cause for which donations are collected in an organization. Funds help you organize and track donations by categorizing them based on how the money is intended to be used, such as programs, projects, or operational activities.

Each organization can create multiple funds to reflect different initiatives or objectives. This allows you to manage donations, reporting, and financial tracking separately for each fund while maintaining a unified system of records.

Why Use Funds?

Non-profit organizations often receive donations for different purposes. Funds allow you to clearly segregate and manage these contributions, ensuring transparency and accurate tracking of how donations are utilized.

Using funds helps you:

• Track donations received for specific causes or programs.
• Associate donations with the appropriate purpose during billing.
• Generate fund-level reports for auditing and compliance.
• Maintain clarity in donor communication and financial records.

How Funds Work in the ERP

In the ERP system, funds form the basis for organizing donation records. When a donor makes a contribution, a donation entry is created and associated with both the donor and the selected fund. This ensures that all donation transactions are properly categorized and can be tracked accurately.

Once a fund is created, you can:

• Associate donations with the fund.
• Track donor contributions fund-wise.
• Generate reports to analyze fund performance and utilization.

This helps ensure transparency, accountability, and efficient financial management for non-profit operations.

Key Points to Note

• Each fund represents a specific purpose or cause for collecting donations.
• An organization can have multiple funds.
• Donations are always associated with a fund.
• Fund-wise reports help track and analyze contributions effectively.

Creating Funds

Funds allow NGOs to define and manage specific purposes for which donations are collected. Each fund can be configured with its own type, amount, and accounting details to ensure accurate tracking and reporting.

Here’s how to create a fund:

• Log in to your Zoho ERP organization.
• Go to Items on the left sidebar.
• Navigate to the Items module at the top.
• Click + Create Funds.
• Enter the required details in the following fields.

  Field	Description
  Name	Enter a name for the fund. The name must be under 100 characters.
  Fund Type	Select the fund type from the dropdown.
  Fund Amount	Enter the amount of this fund.
  Account	Select the account in which this contribution has to be accounted.
  Description	Enter a description for the fund. The description can be up to 2000 characters.

Once created, the fund will be available for use within your organization, helping you categorize and manage NGO funds efficiently while maintaining clear and accurate financial records.

Understanding Fund Fields

Fund Types

Fund types help classify NGO funds based on the nature of the contribution and its intended use. Assigning the correct fund type ensures accurate accounting, reporting, and compliance with organizational and regulatory requirements. These are the various fund types in Zoho ERP.

Account

Whenever a donor donates to a fund, the corresponding fund amount will be mapped into the account that you choose from the dropdown. The dropdown displays the list of Fund accounts. To get an account listed in the dropdown, you’ll have to create an Fund account. Refer Accounting to learn more about how to create accounts in Zoho ERP.

Editing Funds

Editing a fund allows you to update its details when requirements change. You can modify information such as the fund name, type, amount, or description while retaining existing configurations.

Here’s how to edit a fund:

• Log in to your Zoho ERP organization.
• Click Items on the left sidebar.
• Navigate to the Items module at the top.
• Select the fund which you want to edit.
• Click the Edit icon.
• Make the required changes.
• Click Save to save changes.

Once saved, the updated details will be reflected in the fund configuration.

Sharing Funds

Sharing a fund allows you to provide donors with a hosted payment page for donations. This enables donors to donate to a fund directly via a URL, QR code, embedded iframe, or HTML button.

• Click the Items on the left sidebar.
• Navigate to the Items module at the top.
• Select the fund for which you want to share a hosted payment page.
• Click Share Hosted Payment Page.
• Select the location from the dropdown.
• You can share the hosted page in various modes.

Once shared, donors can access the fund through the selected mode URL, QR code, embedded iframe, or HTML button and complete their donation seamlessly.

Cloning Funds

Cloning a fund allows you to create a new fund by copying the configuration of an existing one. This helps save time when creating similar funds with minor differences.

Here’s how to clone a fund:

• Click Items on the left sidebar.
• Navigate to the Items module at the top.
• Select the fund which you want to clone.
• Click the More icon at the top.
• Select Clone Fund.
• Make the required changes and click Save.

Once cloned, the new fund will retain the configuration of the original fund. You can make any necessary changes before saving, ensuring that the cloned fund meets your requirements.

Marking a Fund as Inactive or Active

Marking a fund as inactive prevents it from being used for donations, while keeping all its configuration details intact. You can reactivate the fund at any time when it is needed again.

Here’s how to mark a fund as inactive:

• Click Items on the left sidebar.
• Navigate to the Items module at the top.
• Select the fund which you want to mark as inactive.
• Click Mark as Inactive.

The fund will be marked as inactive. Once marked as inactive, the fund cannot be used for donations until it is reactivated.

To mark an inactive fund as active again:

• Click Items on the left sidebar.
• Navigate to the Plans module at the top.
• Select the fund which you want to mark as active.
• Click Mark as Active.

The fund will be marked as active. Marking the fund as active again makes it available for use while preserving all the configuration data.

Viewing Funds

You can view and manage funds using predefined views. This helps you quickly access specific sets of funds and focus on the ones relevant to your current workflow. Here’s how to view funds:

• Click Items on the left sidebar.

• Navigate to the Items module at the top.

• Click the All Items dropdown at the top.

• Select Funds to view all the funds.

• To view funds based on the type:

  • Click the Created By Me dropdown.
  • Select the type of fund you want to view.
  Insight: Using fund views makes it easier to navigate large fund lists. You can also mark a view as Favorite by clicking the Star icon next to it. Marking frequently used filters as favorites ensures quick access to the most relevant fund lists for your workflow.

Deleting Funds

You can delete a fund if it is no longer required. Here’s how to delete a fund:

• Click Items on the left sidebar.
• Navigate to the Items module at the top.
• Select the fund which you want to delete.
• Click the More icon at the top.
• Select Delete.
• Click OK to confirm the action.

Once deleted, the fund will be permanently removed and cannot be used for future donations.