Fund Accounting
Government fund accounting — funds and appropriations, deposit batching, bank reconciliation, and budget-vs-actual by fund — the books behind the budget.
Define the funds the entity keeps its money in, set each fund's appropriations, and post the day's receipts as deposit batches; reconcile those deposits against the bank statement, and watch budget-vs-actual by fund so a department's appropriation never quietly slips into the red.
What you can do
Define funds
Set up the entity's funds — general, road & bridge, debt service, grant — each its own walled pool of money with its own balance.
Set appropriations
Record each fund's appropriations — the authorized spend by line — so there's an approved ceiling to measure actuals against.
Batch deposits
Post the day's receipts as a deposit batch, so the counter's intake reconciles as one tidy entry against the bank.
Reconcile the bank
Match deposits and disbursements against the bank statement, clearing items until the book balance ties to the bank.
Budget vs. actual
See budget-vs-actual by fund — appropriated, encumbered, and spent — so overruns surface before the year closes.
Tie spend to funds
Purchase orders charge against a fund appropriation, so a PO draws down the right fund the moment it's certified.
A typical workflow
- Define the funds — set up each fund the entity keeps money in.
- Set appropriations — record the authorized spend for each fund and line.
- Batch the deposits — post the day's receipts as a deposit batch.
- Reconcile the bank — clear deposits and disbursements against the statement until it ties.
- Watch budget vs. actual — track appropriated, encumbered, and spent by fund through the year.
A closer look
A county treasurer posts the day's check intake as a single deposit batch, then reconciles last month against the bank statement — clearing items one by one until the book balance matches to the penny. Meanwhile every certified purchase order has drawn down its fund's appropriation, so the budget-vs-actual view for road & bridge already shows what's encumbered against what was authorized. Nothing is a surprise at fiscal year-end.
Staff:
/dashboard/fund-accounting, with funds & appropriations, deposit batches, bank reconciliation, and the budget-vs-actual view.Works with
Purchasing & Procurement — POs charge against a fund appropriation and certify funds here · Payments for the receipts that post as deposits · Projects & Grants for the capital and grant funds these books carry.