Fund Transactions Report

The Fund Transactions report shows every posted transaction that touched a specific fund, grouped and totaled by fund. It is the report you hand to a grantor who asks "how was our restricted gift spent?" and the report an auditor will ask for when testing compliance with donor restrictions.

Fund accounting exists because donors and grantors frequently attach conditions to their money — a gift must be spent on a specific program, within a specific time window, or toward a specific purpose. Keeping those dollars in a separate fund is how NP Ledger honors the restriction. The Fund Transactions report is the evidence that the restriction was followed. If a grantor asks for detail on how their award was used, you run this report, filtered to that fund, and you have the answer.

• At least one fund configured beyond the default General Fund
• Posted transactions that reference those funds on their line items

Running the report

1. Go to Reports > Fund Transactions (in the sidebar).
2. Set the date range using the filter controls.
3. Optionally filter by fund or fiscal year to narrow the scope. If you don't filter by fund, the report covers every active fund.
4. Click "Apply" to generate the report.

Reading the report

The report is organized by fund. For each fund you'll see:

• The fund name and type — NP Ledger uses four fund types: General Fund (unrestricted operations), Restricted Fund (donor-restricted for a purpose, a time, or both), Board-Designated Fund (unrestricted money set aside internally by the board), and In-Kind Contributions Fund (for non-cash contributions). Pass-through or agency arrangements are tracked as Restricted Funds with a pass-through purpose category, not a separate fund type.
• A count of transactions that touched the fund during the period
• Net change for the period — debits minus credits on line items posted to the fund

Each fund's section lists the individual transactions: date, description, amount, and the accounts involved. Because fund accounting tracks restricted dollars through revenue, expense, and net-asset reclassification entries, you may see a mix of all three in a single fund's activity.

Exporting the report

Export options (CSV or PDF) follow the same conventions as the other reports — CSV for further analysis, PDF for board packets or grantor reports.

• Every restricted fund has activity you can explain. If a restricted fund has expense activity that doesn't match its purpose, that's a compliance issue worth investigating.
• Release-of-restriction entries appear when a restriction is satisfied — either because the restricted money was spent on its designated purpose (purpose restriction) or because the required period has elapsed (time restriction). These are the reclassification transactions that move net assets from "with donor restrictions" to "without donor restrictions."
• Unassigned or default fund activity — make sure transactions that should have been allocated to a specific fund weren't accidentally posted to the General Fund.

• Treating the fund total as cash. A fund's net change is not the same as cash on hand. A fund can have positive net assets but no dedicated bank balance — fund accounting tracks restricted dollars, not restricted bank accounts. For the actual bank balances, use Bank & Cash.
• Forgetting about agency or pass-through funds. If your organization collects money on behalf of another entity (agency funds or conduit contributions), those balances should not be reported as your organization's revenue. The Fund Transactions report will show the activity, but the accounting is different — see the pass-through contributions guide.
• Running the report before release-of-restriction entries are posted. If you haven't reclassified satisfied restrictions yet, the restricted-fund totals will be higher than they should be. Post the releases first, then run the report.

Accountant note: Per ASU 2016-14 (ASC 958-205), external financial statements must classify net assets into exactly two categories — with donor restrictions and without donor restrictions. The prior three-class model (unrestricted / temporarily restricted / permanently restricted) was retired for fiscal years beginning after December 15, 2017. NP Ledger's fund types (General, Restricted, Board-Designated, In-Kind) are an internal bookkeeping categorization; they do not themselves correspond to net asset classes. What determines a balance's GAAP classification is the underlying account's net_asset_class field and the presence or absence of donor-imposed restrictions, not the fund type label. Pair the Fund Transactions report with the Statement of Activities, which rolls the same data up into the two net-asset columns required on external financial statements.