Funds are a great place to keep track of money that is set aside for the specific purpose of being provided to Participants or Entities. In addition, Funds can be used to track physical items that are provided to Participants or Entities, such as furniture or appliances. Funds can be scoped to the Program, Site, or Enterprise level.

This image below is of the Manage Funds page in a demonstration Site, which contains Funds that have been debited, credited, and disbursed.  Note that there is a balance for the amount available and amount disbursed for the Monetary Fund, but not the Physical Item Funds:

The following fields/options preceded by asterisks are required:

"Fund Threshold" can be compared to a bank notifying a customer when their account balance falls below a specified amount (so that it can be replenished to prevent overdrawing). The "Participant Thresholds" are used by Programs that limit the total amount of Funds a Participant is eligible to receive. 

When a Fund is edited, a similar screen will appear, except that Fund Type will not be visible as it cannot be edited once selected and saved, and the Amount Available and Disbursed will be shown.

Before Funds can be disbursed, a balance must be credited to the Fund. To populate the Source drop-down menu, Add New Entity with the Entity type Funding Source.

Tracking Number may be set to Required, Not Required, or Do Not Show. Customers who track non-monetary Assets may find it helpful to use tracking numbers to handle inventory. In this scenario, it may be useful to enter the Grocery Card barcode in the Tracking Number. Note that Tracking Number will not appear on the Voucher report that generates after the Fund is Disbursed.
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Click "Edit" to the right of an Asset to modify the name, to select Tracking Number settings, or to disable/enable.   

The View page includes the amount Available for both Monetary and Physical Item Funds. It also lists transaction (disbursements, debits, credits) details. In addition to be informational, this page is functional and includes options to enter Debits, Credit, and Edits to the Fund. Assets can be added and edited. Transactions including debits, credits , and disbursements appear at the bottom of the page and can be edited and deleted. Debits and Disbursements appear in red font to signify negative value.

After a disbursement is made from an Enterprise-scoped Fund, any User in that Enterprise with access to the Manage Funds page can view the voucher for it. 

Users can edit vouchers recorded by any other User of a lower role and they can edit their own vouchers. They cannot edit vouchers recorded by other Users of the same role or higher.

Funds are disbursed through the Participant or Entity Efforts features. A column is on the right of the Manage Point of Service screen: "Show Disburse Asset Button". By default, the setting is "No". Click "No" to change the value to "Yes". If all POS elements within a Composite have been set to "Yes - Show Disburse Asset Button", the button will appear when the Composite is recorded. Keep in mind that if the Show Disburse Asset Button is turned on, enabled Funds must be present for Assets to be disbursed.

NOTE: Assets can only be disbursed through a single Participant or Entity Efforts (including Service Plans & Participant Match Efforts), not other features such as Multiple Participant or Entity Efforts or Record Attendance.

Go to record Participant Efforts with a Point of Service where the Show Disburse Asset Button has been set to yes. After entering the Effort data, click the save button to the far right: “Record Effort & Disburse Asset.”

Select the Fund, Asset, and the Amount disbursed. If applicable, select Vendor and enter in a tracking number. Vendors are added to the drop-down menu by adding Entities with the type Vendor via the Add New Entity feature. Click "Add" to enter another Asset being disbursed, or "Remove" to delete the current Asset. Once all Assets have been added, click the save in the bottom right corner (not pictured here).

After the Asset is saved, two copies of a Crystal report will generate with the Voucher details. The Participant Case Number is included in the report to the right of the P:. The number that appears in the box in the upper right corner is sequentially assigned as Assets are disbursed.  Note that tracking number does not appear on the report. There is also a section labeled "Details:" which will include information about the attached Effort Qualifier and Effort Qualifier value. There are two copies of the report so that there is one the Participant, and another for the Program.

After an Asset is disbursed, the Manage Funds page will reflect the updated balance for Monetary Funds.

For more generic Fund related queries, select the Funds subject on Step 1. There are 3 Fund Focus Areas:

For more detailed Participant specific queries, select the Participant subject on Step 1 and Asset Fund History on Step 2: