Read the screen with the notes. After reading the information, click Close to close this Help window.
The Change Fund ID Code tool opens: Enter the Old Fund ID and the new Fund ID. Click OK to make the change.
Note: This tool is not case sensitive (e.g., it cannot be used to change Hunt into hunt). If you are trying to fix a capitalization issue, you will need to change the actual characters in the code to something else (e.g., change Hunt to zzz and then run the tool again to change zzz to hunt Or from Hunt to Huntz to hunt. Either way will work. )
Tips on setting up Fund IDs and Fund Codes:
- The Fund ID field is typically 6 characters in length. This value is used in conjunction with the Division, Class, Type, Subtype and Natural Account to build the account number in the General Ledger. Carefully using capitalization, letters and numbers can make reading the General Ledger much easier. If at all possible, use no more than 5 characters for the Fund ID. This will provide a space between the Fund Id and the account number and make reading the GL accounts easier. In addition, there is sometimes a subsequent need for a related fund. If your Fund IDs are 4-5 characters, you can add an additional value at the end to differentiate them (e.g.,hunt1 and hunt2).
- If possible use alpha characters for your Fund IDs. This helps to differentiate between the Fund and the Natural Account.
- Use lower case letters for the Fund ID and capital letters for the Fund Codes. This provides a visual differentiation between the Fund Codes and the Fund ID.
- Fund IDs that are alphanumeric (a mixture of letters and numbers) are easier to remember than strictly numbers. Generally, if you have fewer than 250 funds, you can use mostly letters to define your funds. If you have more than 500 funds, foundations typically use just numbers to identify the funds. In between those ranges we have seen foundations use either or a mixture. The use of letters allow you to use mnemonics to help remember frequently used ids.
- Do not use special characters or spaces in fund ids. Use of any character other than letters or numbers may cause issues in certain applications. For instance, if you include a space in the fund id (For example, "smi 01") and you are in excel using the text to columns function, you might suddenly find most of the fund id is in a single column, but several spanning two, as excel splits the "smi 01" into two columns.