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Fund Setup Management

Learn where to find your fund list, how funds are typically created during implementation, and how to add a new fund manually.

Funds in Aclarian are managed through the General Ledger and are listed in the Entity List. This is where you can review existing funds, view fund details, and add new funds when needed.

This article explains:

  • Where to find the list of funds
  • How fund structures are usually created during implementation
  • How to add a new fund manually

Where to find the fund list

Go to General Ledger > Data Management > Entity List.

The Entity List serves as the fund list for your organization. It displays all funds currently available in the system.

Examples of funds you may see include:

  • General Fund
  • Enterprise Funds
  • Pooled Cash Investment Fund
  • Governmental Capital Assets Fund
  • Governmental Long-Term Debt Fund

You can click into any fund to review its details.

What you can view in the Entity List

When you open a fund from the Entity List, you can review information such as:

  • Fund type
  • Fund name
  • Active or inactive status
  • Edit options, if you have the appropriate access

Users with edit access can update certain fund details, such as the fund type or active status.

How funds are typically created

In most cases, funds are created during General Ledger implementation.

During implementation, the team uses import templates and loads the data through GL Import Management. This setup is usually handled by the implementation team.

The entity structure is commonly organized using three levels:

  • E1: The most detailed level, usually the individual fund level
  • E2: Fund type groupings
  • E3: Higher-level reporting groupings

How the entity structure works

The structure uses a parent-child relationship.

E1: Fund level

The E1 level contains the detailed funds used for reporting. These are the individual funds in the system.

Examples may include:

  • 001 General Fund
  • 401 Sanitation Fund
  • 801 Pooled Cash Investment Fund
  • 901 Governmental Activities Capital Assets
  • 950 Governmental Activities Long-Term Debt

If your organization uses subfunds, those would also be included at this level.

E2: Fund type level

The E2 level groups detailed funds into fund types.

Common examples include:

  • General Fund
  • Special Revenue
  • Debt Service
  • Capital Projects
  • Enterprise
  • Internal Service
  • Custodial or Pension Trust
  • Pooled Cash
  • Government-Wide Reporting Funds

E3: Reporting group level

The E3 level groups fund types into broader reporting categories.

Examples may include:

  • Governmental
  • Proprietary
  • Fiduciary
  • Revolving
  • Long-Term Account Group

This structure can vary depending on the organization and reporting requirements, but it often follows standard governmental accounting practices.

Note
A municipality may use multiple fund types and multiple reporting groups.

A single enterprise organization may use a much simpler structure, such as one enterprise fund and one related reporting group.

How to add a new fund manually

If your organization needs a new fund after implementation, you can add it in the system.

To do this, use either:

  • Add New from the Entity List
  • Entity Addition Form

Both options open the same fund setup form.

Steps to create a new fund

  1. Go to General Ledger > Data Management > Entity List.
  2. Click Add New.
  3. Enter the new fund number.
  4. Enter the fund name.
  5. Select the correct Fund Type.
  6. Add a description, if needed.
  7. Click Save.

After saving, the form is created in draft status.

What the system creates automatically

When you create a new fund, Aclarian automatically creates certain control accounts for that fund.

These commonly include:

  • Equity in Pooled Cash
  • Accounts Payable
  • Pooled Cash Offset

This helps ensure the fund has the required control accounts even if you do not add them manually during setup.

Important
Creating the fund does not automatically create every account combination you may need for that fund.

You may still need to add new departments or create new account strings for that fund in your chart of accounts.

Approval and completion

Because the new fund is created through a form, it supports workflow approval.

After saving the form:

  • You can review the approver list
  • You can attach documents, if needed
  • You can submit the form for approval

If no workflow is assigned, the form may complete immediately after submission.

What happens after the fund is completed

Once the form is completed, the new fund appears in the Entity List and becomes available in the system.

At that point, you can begin adding related setup items, such as:

  • New departments
  • New account combinations
  • New chart of accounts strings tied to that fund

Example use case

For example, if an organization wants to add a new Special Revenue Fund, the user can create the fund through the Entity Addition Form, assign the correct fund type, save it, and submit it. Once completed, that fund appears in the Entity List and can then be used for additional account setup.

Summary

The Entity List in Aclarian is where you view and manage funds. Most funds are created during implementation through GL Import Management using a structured entity template. If you need to add a new fund later, you can do so through the Add New button or the Entity Addition Form. After the form is completed, the new fund becomes available for use in the system.

Need help?
If you have questions about fund setup or the Entity Addition Form, contact the Aclarian Client Support team for assistance.