Fund Accounts is where you maintain the list of funds your school uses — program buckets such as Athletics, Band, the class of a given year, or a club. Fund accounts organize money by purpose. Together they total against the cash you hold in your bank accounts.
Think of fund accounts as the labeled envelopes your school’s money lives in: some for football, some for band, some for field trips. The envelopes tell you what the money is for. Your bank account is the checkbook that holds the cash.
What you see on All Fund Accounts
Open Settings → Fund Accounts. The page heading is All Fund Accounts.
+ New Fund — create a fund
Search funds… — filter by name or number
Show Archived — toggle to include archived funds in the list (off by default shows active funds)
Columns:
Fund — fund name (often shown as a main line plus a secondary name line)
Account # — the fund number in your chart-of-accounts format (for example `4125-0000`)
Current Balance — live balance for that fund
Status — Active or archived
The footer shows the total number of funds in the current view.
How a fund account number is built
Every fund account follows the numbering structure defined under Account Setup (Chart of Accounts):
A main segment (for example a 4-digit fund number like `4125`)
A sub-account segment (for example `0000` for the main fund, or `0103` for a sub-bucket)
A separator (dash by default — periods or slashes are available in Account Setup)
Sub-accounts let you break one program down without losing the rollup:
Volleyball fund with Varsity / JV / Freshman sub-accounts
Field-trip fund with one sub-account per teacher’s class
Afterschool fees with separate period or fee-rate sub-accounts
Reports can show the main fund total and the sub-account breakdown.
Fund accounts and account groups
Account Groups and Fund Accounts work together but are not the same thing:
Account Groups define number ranges used for reporting categories — Assets, Athletics, Music, Classes, Clubs, Departments, Trust, General, Fraud, Suspense, and so on.
Fund Accounts are the individual funds inside those ranges (Football, Basketball, Band, Class of 2026).
In practice the first digits of a fund number usually place it in its group. A fund numbered in the 3000s often falls under Music; a fund in the 1000s under Athletics; many club funds sit in the 4000s. See Account Groups for the range table your district uses.
Fund accounts vs. bank accounts
These are easy to confuse because both hold “your money,” but they answer different questions:
Fund account — What is this money for? Program purpose. No routing number, no check stock.
Bank account — Where does the cash physically sit? Institution details: bank name, account/routing numbers, next check number, signature plates, last reconciled month.
When you post a transaction, the fund account records purpose and the linked asset/bank side records where the cash lives. At month-end you reconcile the bank account — not the individual fund envelopes. See Bank Accounts and Reconciliation: Matching Your Records.
Checkbook vs. envelopes. Your bank account is the checkbook. Fund accounts are the labeled envelopes at home — groceries, laundry, dry cleaning. You reconcile the checkbook to the bank statement; the envelopes just keep the purpose organized.
How fund accounts show up day to day
Receipts — assign incoming money (student fees, donations, ticket sales) to the fund that owns it
Disbursements / invoices — draw spending from the fund that is paying the vendor
Transfers — move money from one fund to another when purpose changes
Reports — fund balances, group rollups, and period activity
Who can touch fund accounts
Access to specific funds and to Settings itself is controlled by role and, when activated, fund authorization rules. Day-to-day bookkeepers post against funds; principals and finance roles may approve and oversee; settings-level create/edit of the fund list typically sits with a CFO or district finance admin. See Users and Permissions and Security and Fund Authorization.