Choosing a Fund on a Journal Entry or a Payment

Use this when you are posting a journal entry by hand, correcting one, or recording a payment against an invoice. These surfaces let you pick from all four funds, not just Operating and Reserve.

On a journal entry

Every line of a journal entry has its own Fund column. This is the most direct place funds are set, and it is why one entry can carry lines in more than one fund if that is genuinely what happened.

1. Open Accounting -> General Ledger and start a new journal entry, or open an existing entry and choose to correct it.
2. For each line, choose the GL account, the debit or credit amount, and the Fund.
3. Lines default to Operating. Change any line that belongs elsewhere.
4. Post the entry.

Correcting an entry works the same way. The correction screen shows the fund each line was originally posted with, so you can see what you are changing.

On an invoice payment

When you record or receive a payment against an invoice, there is a Fund field alongside the account the money moved through.

URBI suggests a fund for you by looking at the account's own posting history and using the fund on its most recent posted entry. While it is working this out, the field reads Checking account history.

Treat the suggestion as a starting point, not an answer. Because a fund is a per-line tag, any account can legitimately hold entries in more than one fund, so history is a hint rather than a fact. If the account has no posted history to read, the suggestion falls back to Operating, which is what would have been used anyway.

Always confirm the fund before you commit the payment, and change it if the suggestion is wrong for this particular payment.

Why there is no fund on a GL account

The Add account form has no Fund field, and that is deliberate. Fund lives on the posted line, so an account is never tied to one fund and you never need a separate account per fund. See What a fund is.

Related: What a fund is · Choosing a fund on an expense