This document is meant to give users an overview of the Fund Distribution Process and the objects, fields and automation used in the processes. The goal is to automatically produce the Funding Requests, Disbursements and Fund Expenditure records for requests that occur every year and without manual creation.

Fund Distributions are used to record money leaving a fund that is not part of the grant approval process (for example fees, transfers, or administrative expenses). This process updates fund balances and accounting records.

• Use Fund Distributions when money is leaving a fund but no grant recommendation exists.
• Examples include transfers, fees, and internal adjustments.

• Fund Distributions
• Fund Distribution Entries
• Fund Distribution Lines

Fund Distribution records are set up for a fund to enable recurring Funding Requests (grants) throughout the year. The Fund Distribution record is the connection between the Fund and the Applying Organization (Account). Think of these records as the “direction” for how to create the recurring Funding Request records. Fields include:

• Fund
• Account
• Fund Intention
• Transfer to Fund (if an internal transfer)
• Allocation Amount or Allocation Percent
• Week Number to Create Grant In
• Day of Week
• Grantee Type
• Project Title
• Grant Type
• Comments
• Special Instructions
• Requested For
• Start Date & End Date
• Frequency

Once the Fund Distribution records are set, the next step is to create a Fund Distribution Entry record.

Fund Distribution Entry records are created to connect the Year, Ledger and funds. This record is used to define the parameters for the calculation of fund distributions. Fund Distribution Line records will be created by the calculations. They will contain the details used to create Funding Requests, Disbursements and Fund Expenditures.

The amounts calculated for each fund distribution are based on the Grant Budget Balance for each fund and fund intention. Within a Fund Distribution Entry record there is a button labeled “Calculate Fund Distributions”. Clicked this button to initiate the calculations of fund distributions. The results of the calculations will be available within Fund Distribution Line records.

Fund Distribution Entry fields include (depending on the type of fund, not all fields are populated):

• Year (required)
• Ledger (required) always select ‘Actual’
• Grant Type
• Fund
• Fund Type
• Status (informational only)
• Fund Distribution Completed by (informational only)
• Fund Distribution Completed Date (informational only)

On the Related tab of the Fund Distribution Entry record is the list of Fund Distribution Entry Lines. These records are the “preview” of the Funding Requests to be created.

Fund Distribution Lines fields include:

• Fund Distribution
• Grantee
• Fund
• Grant Total Amount
• Distribution Date
• Distribution Amount

If the Fund’s Available Balance is $0, then the Calculate Fund Distributions utility will not create Fund Distribution Lines and therefore, no Funding Requests, Disbursements or Fund Expenditure records are created when “Calculate Fund Distributions” button is clicked.

Review the Fund Distribution Line records for accuracy and when ready, click the “Create Grants” button to generate the Funding Requests. The user that clicked the “Create Grants” button will get an email indicating the process has finished. From the Fund Distribution record, the Funding Requests created are visible on the Related tab.

Process the Funding Requests the same as other Funding Requests in the system.

Why didn’t the balance change? The distribution has not been posted/approved yet.

Can I delete it? Posted distributions should be reversed rather than deleted to preserve history.

Is this the same as a grant? No — grants go through the grant approval process and reduce grant budgets. Distributions reduce fund balances directly.