> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/funds/fund-record.md. Every page is listed at https://admin.backed.giving/help/llms.txt. > This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it. Select a fund's name in `Plan > Funds` to open its record. The record has twelve tabs: `Overview` for the fund's own amounts and details, `Allocations` for the applications allocated to it, `Annual sheet` for planning one year of its allocations, `Distribution Rules` for how a payment batch shares out its balance, `Rules and Conditions` for who the fund can pay and what must be confirmed first, `Child Funds` for every fund below it with the amounts added up, `Payments` for the payments made from it, `Ledger` for every movement of its `Available Amount`, `Donor reports` for reports on what it has paid, `Donors` for the people who give to it, `Recommendations` for the grants its donors recommend, and `History` for every change made to it. Under the tabs, whichever one is open, are the fund's `Internal Comments`. This appears only when it is turned on for your organisation. It needs both the Payments and Funds modules, and you need the `Can access Payments` permission. Labels that name `Fund` use your organisation's own term if you've renamed it. ## The header An anonymous fund shows an `Anonymous` badge beside its name. You always see the fund's real name; the badge is there so you don't mistake it for the name your recipients see. Under the fund's name you see: - `Anonymous Name`, when the fund has one: the name shown in its place to people who must not see the real one. - `External ID`, when the fund has one. - `Fund Type`, when it has one. - `Parent Fund`, when the fund sits below another. Select it to open that fund. - `Currency`: the fund's own currency. Every amount on the record is in it. - `Donor Anonymity`: `Named`, `Anonymous to the public, named to recipients`, or `Anonymous`. Select `Edit` at the top right to open the fund's edit form. You see `Edit` only if you can change funds. Beside it, `Generate Payment Batch` makes a payment batch from the fund's distribution rules: see [Generating a payment batch](#generating-a-payment-batch). The trail in the top bar, `Plan › Funds › ` and the fund's name, takes you back: select `Funds`. On a phone, where the top bar has no trail, open the sidebar and choose `Funds` under `Plan`. ## Deleting a fund Select `Delete`, beside `Edit`, to delete the fund. You see `Delete` only if you can change funds. A confirmation names the fund and what is deleted with it: its allocations, annual sheets, distribution rules, donors, donor report schedules, donor reports, valuations and ledger entries. Its child funds are kept: they no longer sit under it, and their history records the change. Select `Delete Fund` to confirm, or `Cancel` to keep it. Once deleted, you're taken back to the fund list. This can't be undone. A fund that payments are made from can't be deleted. You see "This Fund has payments and can't be deleted. Remove it from those payments first." Take the fund off those payments, then try again. A fund that has contributed to a grant's contestable pool, or that is a source of funds, can't be deleted either, and the confirmation says which. ## Overview The `Overview` tab shows the fund's own figures, not counting any fund below it: - `Distribution Amount`: what the fund has to distribute. - `Paid Amount`: what has been paid from it. A refund you have received comes off it; a voided payment never counts. - `Available Amount`: the `Distribution Amount` less the `Paid Amount`. A `Hybrid` fund also shows how its available amount splits between its two shares: - `Tagged Available`: what its tagged share has left for payment lines, under its tagged share. - `Contestable Available`: what its contestable share has left for its grants' pools, under its contestable share. A `Tagged` or `Contestable` fund has no split, so these two don't appear. See [Run a distribution cycle](distribution-cycles.md). Under them are the fund's details: - `Tags`: the fund's tags, or "No tags." when it has none. - `Description`, if it has one. - `Notes`: internal notes, seen only by administrators. - `Accounting Code`: shown only while your organisation has an accounting integration connected. "Not set" means the fund has no code yet. While no integration is connected, the code is kept but not shown. - `Custom fields`: each of your organisation's custom fund fields, in their set order, with this fund's value, or "Not set" when it has none. Organisations with no custom fields don't see this section. ## Allocations and the annual sheet The `Allocations` tab lists each allocation from the fund: the application, the year and the amount. Choose a `Year` to see one year only. The `Annual sheet` tab shows one year of the fund: its `Annual Amount`, each application allocated that year, what is `Allocated` and `Unallocated`, and whether the fund is `Under-subscribed`, `Fully subscribed` or `Over-subscribed`. If you can change funds, you can edit the sheet and select `Save`. See [Allocating applications to funds](allocations.md). ## Distribution Rules The `Distribution Rules` tab lists the fund's rules in the order they are applied. Each rule shows who it pays, its payment type and its `Share` of the fund's available balance. Under the table, `Shares total` adds up the shares; they can't come to more than 100%. A rule pays one of two kinds of recipient: - `Allocated Applications` for one `Allocation year`: the applications allocated from the fund in that year, by `Application Payment` or `Milestone Payment`. - `Named recipients`: applicants you choose, by `Contact Payment`. The first recipient takes any odd cent. If you can change funds, you can change the rules: 1. Select `Add rule`, or `Edit` on a rule. 2. Choose `Recipients`. For allocated applications, choose the `Allocation year` and the `Payment type`. For named recipients, type part of an applicant's name under `Add an applicant` and choose it; select × beside a recipient to take it off. 3. Enter the `Share (%)`, a whole number from 1 to 100, then select `Apply`. 4. Select `Move up` or `Move down` to change a rule's place in the order, or `Delete` to remove it. 5. Select `Save rules`. Nothing is kept until you do; `Discard changes` puts the rules back as they were saved. If the shares would total more than 100%, saving is refused with "Distribution rule shares can't total more than 100%." under the table. Your changes stay on screen so you can lower a share and save again. ## Rules and Conditions The `Rules and Conditions` tab sets who the fund can pay and what must be confirmed before it pays. A fund with no rules can fund any applicant, with no limit and no conditions, and the tab says so. - `Eligible Registration Types`: tick the types of applicant the fund may pay. Leave every box unticked to accept every type. An application or recipient of another type is refused with "This Fund is restricted to other Registration Types, so it can't fund this Applicant." - `Eligible Funding Categories`: tick the categories whose applications the fund may pay. Leave every box unticked to accept every category. - `Earmarked Recipients`: type part of an applicant's name under `Add an applicant` and choose it. Only these applicants can then receive allocations or payment lines from the fund. Select × beside an applicant to take it off. Leave the list empty for no earmark. - `Maximum per Recipient`: the most one recipient can receive from the fund in a year, in the fund's currency. An allocation above it is refused with a message naming the maximum. Leave it blank for no limit. - `Co-funding Required (%)`: a whole number from 0 to 100, the share of the `Approved Amount` others must fund. Leave it blank for none. - `Donor Conditions`: select `Add condition` and write each condition the donor has set, up to 20, each up to 500 characters. Select × beside one to remove it. Each must be ticked before a payment batch is generated from the fund. - `Consult Donor Before Distribution`: tick this to require a note of the donor consultation each time payments are generated. The note is kept in the fund's history. - `Distribution Mode`: `Tagged`, `Contestable` or `Hybrid`. For `Hybrid`, also enter the `Tagged share (%)`, from 1 to 99. Select `Save rules` to keep your changes, or `Discard changes` to put the rules back as they were saved. A change applies only to later allocations and payment batches: those already made stay as they are. If a value can't be saved, the reason is shown on its field and your changes stay on screen to correct. You can change the rules only if you can change funds. Otherwise the tab lists each rule: `All` where an eligibility list is empty, `None` where nothing is set, and `No limit` for a blank maximum. ## Generating a payment batch Select `Generate Payment Batch` at the top of the record. You see it only if you can generate payment batches. The dialog shows what one `Draft` batch would hold now: how many lines and their total, each rule in order with its share, its lines and their amount, and under `Left out` each rule or recipient that adds nothing, with the reason. A recipient whose line is cut back to the fund's maximum per recipient is listed there too. Nothing is made until you select `Generate`. If the fund has donor conditions, tick each one under `Donor conditions` to confirm the batch meets it. If the fund is set to consult its donor before a distribution, also tick that you consulted the donor and write what they said. `Generate` can't be selected until you have. Select `Generate` to make the batch, then `Open` and the batch's name to go to it. If nothing is left to pay by then, no batch is made, and the dialog says so with the reasons. Making a batch for rounds where you have only `Read Only` access to payments is refused. ## Child Funds The `Child Funds` tab lists the fund itself first, marked `This Fund`, then every fund below it: its children, their children, and so on, up to ten levels down. Each fund comes after its parent, and funds with the same parent are in name order. `Parent Fund` names the fund each one sits under. Select a fund's name to open its record. Each row shows that fund's own `Distribution Amount`, `Paid Amount` and `Available Amount`, in its own currency. The `Total` row adds up the three amounts over the fund and every fund below it. When those funds are in more than one currency, there is one total row per currency, such as `Total (AUD)` and `Total (NZD)`. Amounts in different currencies are never added together. A fund with nothing below it shows only its own row and its total. On a phone, each fund and each total is shown as a card, with every amount under its label. ## Payments The `Payments` tab shows the fund's whole `Paid Amount` at the top, then every payment made from the fund that you can see, the latest `Paid Date` first. Each one shows its type, status, amount in its own currency, `Paid Date`, recipient, the application it pays and the batch it belongs to. Select the application or the batch to open it. A payment that is on no batch shows a dash. Fifty payments are shown at a time. Select `Load more` to see the next fifty. The `Paid Amount` always counts every payment from the fund, including payments in rounds you can't see. ## Ledger The `Ledger` tab shows how the fund's `Available Amount` got to where it is. It starts with an `Opening balance`, then lists each movement in date order: - a change to the `Distribution Amount` or a contribution, with where it came from, such as `Manual` or the name of the file it was imported from - a payment when it was paid, at the amount first paid - an edit of a paid payment, for the difference, on the day it was edited - a deleted paid payment, shown twice: as first paid, and as the amount returned on the day it was deleted - a voided payment's amount returned, and a refund you have received `Effect on Available Amount` is what each one did, and `Available Amount` is the running balance after it. Valuations and allocations appear among them for information, marked `No effect`: their `Amount` is the market value or the amount committed, and the balance doesn't move. Choose a `Month` to see one month: its `Opening balance` is every movement before that month, then that month's entries. Choose `All months` to see the whole ledger. Every amount is in the fund's own currency, and the ledger can't be edited. On a phone, each entry is shown as a card. ## Donor reports The `Donor reports` tab lists the reports made for the fund and lets you make a new one. To see a report, under `New report`: 1. Check `From` and `To`. They start at the last 12 months. 2. Leave `Show recipient names` on to name recipients, or turn it off to number them instead: `Recipient 1`, `Recipient 2` and so on, in date order. The application numbers stay. 3. Tick `Include child Funds` to add the payments of every fund below this one. 4. To add the answers to each application's milestones under a tag, search under `Outcomes tag` by typing part of its name, then choose it. Select `Remove` to take it off. You see this choice only if you can edit forms. 5. Select `Preview`. The preview shows the fund, the period, the `Opening balance` and `Current balance`, every distribution with its recipient, amount and date, each allocated application with what was allocated and paid, and the `Contestable summary`: each funded application's round, its `Approved Amount` and how many of its milestones are complete. A dash means no amount was approved, and `0 of 0` can mean your access doesn't show that application's milestones. Changing any answer clears the preview. If you can change funds, select `Produce report` to make the PDF from the same answers. A fund has one report for a set of dates, so producing the same dates again says so. Each report in `Reports` shows its period, whether recipients are named or numbered, whether child funds are included, and its status: - `Building`: the PDF is being made. This updates by itself. - `Ready`: select `Download PDF` for the file, which holds the same content as the preview. - `Published`: the report has been marked as published. You can still download it. - `Failed`: the PDF couldn't be made, so there is nothing to download or publish. `Download PDF` can't be selected until the report is ready. If you can change funds, select `Publish` on a `Ready` report, then `Publish report` to confirm. This marks the report `Published` and emails a link to it: a report you produced goes to the fund's active donors, and a report a schedule made goes to the people on that schedule. The email carries a link to the report, never the PDF. Publishing can't be undone. On a phone, each report and each table in the preview is shown as cards. ## Donors The `Donors` tab lists the fund's donors, oldest invitation first, with each one's name, email, status and when they were invited. A donor is `Pending` until they accept their invitation, then `Active`. An active donor can sign in to the donor portal, where they see this fund's balances, ledger, distributions and published donor reports, and recommend grants from it. If you can change funds: - Select `Invite Donor`, enter their first name, last name and email, and select `Send invitation`. They get an email invitation, and they stay `Pending` until they accept it. - Select `Remove Donor` on a donor's row and confirm. They lose the donor portal for this fund on their next visit. Their contributions and recommendations stay on record. - Select `Record Contribution` to record money a donor has given. Choose the donor, enter the amount and the date it takes effect, and add a note if you like. The fund's `Distribution Amount` goes up by the amount, and the contribution appears in the `Ledger`. `Record Contribution` is unavailable until at least one donor has accepted their invitation. ## Recommendations The `Recommendations` tab lists the grants the fund's donors have recommended, newest first. Each shows the donor, the recipient (with its charity number when one was given, and `Not registered` when the organisation isn't registered with you), the amount, the purpose and the status: `Pending`, `Accepted`, or `Declined` with the reason. On a `Pending` recommendation: - Select `Accept` to turn it into a payment. Choose `A new Draft batch`, or `An existing Draft batch` and pick one in the fund's currency, then select `Accept`. The payment is created as `Pending Approval` in that batch, carrying the fund. You need permission to generate payments from funds. `Accept` is unavailable while the recipient isn't registered, because no payment can be made to them; decline it or ask them to register first. - Select `Decline`, enter the reason and select `Decline`. A reason is required, and the donor sees it in the donor portal. A decided recommendation can't be decided again. On a phone, each donor and each recommendation is shown as a card. ## History The `History` tab lists every change made to the fund, newest first. Each entry shows: - `Timestamp`: when it happened, in your organisation's time zone. - `Actor`: who made the change. - `Event type`: what happened, such as the fund being created or updated. - `Changes`: each field that changed, with its old and new value. A change made by importing a file says "CSV import" and names the file. The history can't be edited or deleted. Fifty entries are shown at a time; select `Load more` to see older ones. An entry labelled `AI assisted` means the fund was changed with an accepted or edited AI output. Select `View the decision log entry` to open the `Decision log` tab of [AI assistance](../../integrations/ai-assistance.md#the-decision-log), filtered to this fund; each entry there names the capability that made the output. You need `Can access Organisation settings` to read the log. It keeps references, versions and hashes, never the prompt or the output. On a phone, each payment and each history entry is shown as a card. ## Internal Comments Under the tabs is the fund's `Internal Comments` section. The comments are for administrators only and are marked `Admin only`. You can mention someone or create a task from a comment. If your admin group gives you `No Access` to Internal Comments, the section does not appear. See [Internal comments](../communications/internal-comments.md). ## See also - [The fund list](fund-management.md) - [Allocating applications to funds](allocations.md)