Create and maintain funds
A fund classifies donations. It is not a bank account, cashbox or automatic spending control. Finance and the responsible officer must approve how its restriction is described and how income is recognised.
Fields
| Field | Current rule | Training example |
|---|---|---|
| Code | Required; maximum 50 characters; trimmed and uppercased; unique in tenant | EDUCATION |
| Name | Required; maximum 150 characters | Education Support |
| Type | RESTRICTED or UNRESTRICTED | RESTRICTED |
| Restriction description | Maximum 1000 characters; required for RESTRICTED | Education materials and approved learning support |
| Active | Whether available for new allocations | Yes |
Create a fund
- Open Charity → Funds and search existing codes/names.
- Complete Create fund with the approved definition.
- For a restricted fund, describe the actual approved restriction clearly.
- Select Active when ready and choose Save fund.
- Find the saved row and verify its code, type and activity.
- If posting is required, configure its income mapping separately.
Edit or retire
Use the fund's Edit action, review the populated values and save. Updates check a version; if another user changed the fund, the screen reloads current values and asks you to review again.
After any committed financial revision uses a fund, its code, type and restriction description are frozen permanently. A correction, duplicate reversal or zero current net amount does not release that protection. Name and active status can still be maintained under normal authority. Create a new fund for a genuinely changed restriction.
To retire a fund, deactivate it. The register includes inactive funds for review. Existing history remains; old drafts may need explicit review because new posting/correction targets require active funds. Historical inverses can still use the original inactive source.
Examples and recovery
General Support can be UNRESTRICTED. Education Support can be RESTRICTED with its approved purpose. Sponsorships require an active RESTRICTED fund even though ordinary donations may use either type.
A duplicate code must be resolved by reviewing the existing fund, not adding arbitrary spelling variations. A used-field immutability conflict is not solved by repeated saves. Cancel editing or accept reloaded current values, then decide whether a new fund is needed. No fund deletion workflow is presented in the current browser register.