Organizing Student Activity Funds with Sub-Accounts
In school internal accounts, a master fund account (such as General Student Activity or Athletics) often encompasses dozens of distinct student organizations. Sub-Accounts in Edlio Accounting allow bookkeepers to track individual cash balances, revenues, and expenditures for specific clubs (Drama Club, Robotics, Cheerleading, Class of 2027) under a single master fund.
đĄ Best-Practice Adoption Tip: At the beginning of each semester, distribute monthly Sub-Account Activity Reports to club sponsors and athletic coaches. Showing sponsors their exact starting balance, itemized receipts, and cleared disbursements prevents over-expenditures and builds financial accountability across your campus.
How to Create a Sub-Account
Navigate to Settings in the main navigation menu.
Select the Sub-Accounts tab.
Click the New Sub-Account button.
Configure the sub-account parameters:
Parent Fund Account: Select the parent master fund account (e.g. 6100 - Student Activities).
Sub-Account Code: Enter a unique alphanumeric code (e.g. ACT-BAND or CL-2027).
Sub-Account Name: Enter the descriptive title (e.g. High School Marching Band).
Sponsor / Teacher in Charge: Select the faculty sponsor responsible for approving expenditures.
Status: Set to Active.
Click Save Sub-Account.
Posting Transactions to Sub-Accounts
Whenever you record a receipt, invoice, or transfer in Edlio Accounting, selecting a parent fund account that possesses sub-accounts will prompt a required Sub-Account dropdown menu. The transaction will automatically update both the high-level fund ledger and the club's specific sub-ledger.
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