Creating Fund Codes

Fund Codes can be created on the CB Fund Code form, which can be accessed by selecting the Cashbook Management option on the Financials menu:

Then the CB Maintenance menu option:

Then the CB Fund Codes menu option:

The CB Fund Code form will open:

To create a new Fund Code add a code to the Fund Code field and click on the  button:

The following fields and options on the form will then be available (mandatory items are notated with a red asterisk *):

• Fund Description: Add a description for the Fund Code in this field.
• Default Inc/Exp GL Code: The GL Code added to this field will appear as the default income or expenditure GL Code when this Fund Code is added to the Fund Code fields on various forms throughout the Cashbook Management module - after which it can then be changed if required, or if this field is left blank the GL Code will then need to be added.

Add the required GL Code to this field, if required, by typing the code into the field.  Alternatively clicking on the Find GL Code button located to the right of this field, , will open the CB Find Ledger Code form allowing you to search for and select the required income or expenditure Ledger Code.  This form is further detailed in the Find Ledger Code section.  Once selected the Ledger Code will be loaded into this field.

• Post to VAT Control: Select this option if you VAT postings are required for this code.

Once selected two further fields will be displayed:

• Default VAT Code: If required select a VAT Code from the drop-down options.  This will be the default Code used for VAT but can be changed, if required, where this Fund Code is added to the Fund Code fields on various forms throughout the Cashbook Management module.  Where this field is left blank the VAT Code will need to be added.
• Default VAT Control Code: A valid GL Control Account must be added to this field.  It can be typed directly into the field or alternatively clicking on the Find GL Code button located to the right of this field, , will open the CB Find Ledger Code form allowing you to search for and select the required Ledger Code for the Control Account.  This form is further detailed in the Find Ledger Code section.  Once selected the Ledger Code will be loaded into this field.

• Distribute: Please ignore this option as the functionality is not being used.
• Comments: Add details to this text box to further describe the Fund Code, if required.
• Suspended: This tick box should be selected if the Fund Code is not to be used.

The following buttons are also available:

• : Clicking on this button will clear the details added to the fields on the form and the initial version of the form will be displayed, where you can either search for a Fund Code or create one.
• : Clicking on this button will create the Fund Code and more buttons will be available at the bottom of the form:

The following buttons are available:

• : Click on this button to save any changes made to the form.  If changes have been made and you close the form, a message will be displayed stating that changes have not been saved and giving you the opportunity to go back to the form to save the changes.
• : Click on this button to delete the Fund Code.  A message will be displayed asking for confirmation that the Fund Code is to be deleted.

Please note: a Fund Code can only be deleted if it has not been used within any transactions.  If it has been used it can be suspended instead, as detailed above.

• : Clicking on this button will clear all the details on the form - the initial form will be displayed where you can search for or create a Fund Code.  If changes have been made to the form and not saved, a message will be displayed stating that changes have not been saved and giving you the opportunity to go back to the form to save the changes.
• : Clicking on this button will open the Audit Info screen providing audit details for the Fund Code.  This screen is further detailed in the Audit Info section.
• : Clicking on this button will allow you to add a note with regard to the Fund Code.  This is further detailed in the Notes section.
• : Clicking on this button will open the CB Find Changes to Fund Code screen and will detail changes made to the Fund Code.  This screen is further detailed in the View Fund Code Changes section.