Transfers let you move money between individual funds or between different school bank accounts. Because all school money lives in designated fund accounts — such as class funds, athletic accounts, club funds, or department allocations — transfers allow bookkeepers and administrators to shift money in accordance with district policy and board guidelines.
Core distinction: A Fund-to-Fund Transfer shifts the allocation of money between accounting funds while all physical cash stays in the exact same bank account. A Bank-to-Bank Transfer records the actual physical transfer of cash between two separate depository accounts in your general ledger.
Fund-to-fund transfers
A fund transfer reallocates money from one internal fund to another. Cash balances in your bank account do not change — only the ledger distribution among your activity funds updates.
To record a fund-to-fund transfer:
Navigate to Transfers > Fund to Fund.
Date: Defaults to the current date, or adjust to match the date of authorization.
Transaction ID: A unique, sequential system identifier is automatically generated.
Reason for Transfer: Enter a clear audit explanation describing why funds are being shifted (e.g., "Cover deficit in JV Basketball" or "Reallocate field trip fee overpayment").
Transfer From (Source): Select the originating fund. The system displays the fund's current balance to verify sufficient money is available. Click + Add Source Fund if transferring out of multiple accounts.
Transfer To (Destination): Select the receiving fund. Click + Add Destination Fund if distributing money across multiple destinations.
Amount: Enter the transfer dollar amount.
Select Post Transfer to commit the transaction, then print the confirmation voucher for your permanent audit records.
Example: A student fee was mistakenly receipted to the Varsity Athletics fund instead of JV Athletics. By posting a $150 fund-to-fund transfer, the money is moved without writing a check or affecting bank reconciliation.
Bank-to-bank transfers
If your school operates multiple bank accounts (e.g., a primary operating checking account and a secondary student activity or savings account), use Bank-to-Bank Transfers to document physical cash movements between accounts.
💡 Note on bank movement:
Posting a bank-to-bank transfer in Edlio Accounting records the ledger entry on your books. You must still execute the actual transfer of funds at your financial institution (e.g., via bank online portal, wire, or check transfer).
To record a bank-to-bank transfer:
Navigate to Transfers > Bank to Bank.
From Account: Select the originating bank depository account.
To Account: Select the destination bank depository account.
Date: Enter the transaction date matching your bank transfer records.
Amount: Enter the total cash amount transferred.
Memo / Reference: Document the bank reference number and business purpose.
Select Post Transfer and print the documentation voucher.
When to use transfers
Common scenarios requiring a transfer entry:
Correcting misallocations: Money was receipted or paid from the wrong fund account and must be reallocated to the correct category.
Inter-fund support: Moving booster or general activity contributions into a specific club or athletics sub-account.
Liquidity & savings management: Transferring excess funds from daily checking to an interest-bearing account or auxiliary account.
Impact on bank reconciliation
Understanding how transfers interact with month-end bank reconciliation is critical for bookkeepers:
Fund-to-Fund Transfers do NOT appear in Bank Reconciliation: Because fund transfers only shift allocations within the same bank account, total bank cash is unchanged. They have zero net impact on your statement balance.
Bank-to-Bank Transfers DO appear in Bank Reconciliation: Because cash physically left one bank account and entered another, bank-to-bank transfers appear as clearing items (a withdrawal on the source account and a deposit on the destination account) that must be checked off during monthly reconciliation.
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