24 - How to View a Fund Ledger – Groupable -- Help Center

What is a Fund Ledger?

The fund ledger is a running record of every payment received, expense paid, transfer, and manual adjustment posted against a single fund, along with the balance after each one. It works the same way as a bank account ledger, but tracks money designated for a purpose rather than money in a specific bank account.

Use the fund ledger to see exactly what has moved through a fund and what its current balance is.

Getting Started / How to Access

Go to your local's dashboard.
Click the Income & Expenses tab.
In the Funds card, click the name of the fund you want to view.

You can also get here from the full Funds list: click the open-in-browser icon on the Funds card, then click the fund's name.

The General Fund page showing the fund summary on the left and the ledger on the right, starting with the Starting Balance row.

Reading the Fund Summary

The left side of the fund page summarizes the fund:

Field	What It Shows
Description	The description entered for this fund, if any.
Default Fund	Whether this is the local's default fund.
Starting Balance	The balance M2 starts counting from, and the date it was accurate "as of."
+ Income	Total income recorded against this fund, from receipts.
- Expenses	Total expenses recorded against this fund, from disbursements.
+ Transfers In	Total transferred into this fund from other funds.
- Transfers Out	Total transferred out of this fund to other funds.
Adjustments	Net total of manual adjustments recorded on this fund.
Current Balance	Starting balance plus income, minus expenses, plus transfers in, minus transfers out, plus adjustments. Shown in red if negative.

Reading the Ledger

The right side of the page lists every transaction on this fund, in date order, with a running balance:

Column	What It Shows
Date	The date of the transaction.
Description	The payor and account for income; the payee and the disbursement's comment for an expense; "Transfer from [fund]" or "Transfer to [fund]" for a transfer; or "Adjustment." A memo, if one was entered, appears under a transfer or adjustment.
Income	The amount, if this entry added money to the fund.
Expense	The amount, if this entry took money out of the fund.
Balance	The running balance after this entry is applied.

When the ledger is sorted by Date with the oldest entry first, the first row is the fund's Starting Balance, the anchor point the rest of the ledger builds from. If it's wrong, see How to Fix a Starting Balance. Here is what each type of entry shows:

For income, the row shows who paid and the account. The amount isn't a link. To open that payor's receipts, go to the Income By Fund card on the Income & Expenses tab, click this fund's amount, then click the payment's amount. That list covers only the dates set at the top of the Income & Expenses tab.
For an expense, click the amount to open the disbursement authorization it came from, showing the payee and what it was for.
For a transfer between funds, the row shows which fund the money came from or went to. Click the amount to see the transfer's details.
For an adjustment, the row shows the memo entered when the adjustment was recorded. If you have financial write access, click Adjustment to edit it or the trash icon to remove it.

Close-up of fund ledger rows showing income rows, an expense row with a clickable amount, and a transfer from the Endowment Fund with its memo and a clickable amount.

Recording an Adjustment from This Page

You need local financial write access to record an adjustment. If you need to correct a fund's balance for a reason outside of normal income, expenses, and transfers, click Record Adjustment above the fund summary. Enter the Date (after the fund's starting balance date), the Amount (use a negative number to reduce the balance), and a Memo saying why, then click Save.

The Record Adjustment window with a date, an amount of $-25.00, the memo Correction to match records, and a Save button.

If the adjustment is for something that changes the money in a bank account, such as interest earned or a bank fee, record the same adjustment on that bank account too, with the same date, amount, and memo. On the Income & Expenses tab, click the account in the Bank Accounts card and click Record Adjustment. Without it, Fund Reconciliation shows a difference. For an investment account or a CD, see How to Track an Investment Account.

A fund adjustment on its own is right only when the fund's balance was wrong and your bank account balances were right. In that case, Fund Reconciliation shows a difference of that amount before the adjustment and $0.00 after it.

Tips

Click through when something looks off. Expense and transfer amounts open the record they came from. For income, use the payor, account, and date shown in the row.
Compare against the general fund. If a specific fund's balance seems too high or too low, check whether income or expenses that should have been allocated to it were accidentally left in the general fund instead.

Troubleshooting

Q: An expense I recorded isn't showing up under the fund I expected. A: Each disbursement authorization line item is charged to a specific fund. If it wasn't assigned to this fund when the disbursement was created, it won't appear here. Check the disbursement's line items. If you have local financial write access, you can change a line item's Fund by editing the disbursement. A voided disbursement doesn't appear on any fund ledger.

Q: The fund balance is negative. Is that a problem? A: A negative fund balance usually means more has been spent from that fund than has come into it. It's shown in red as a flag to review. It isn't necessarily an error, but it's worth understanding why.

Related Guides

Glossary

Term	What it means
Local	The individual unit within your organization where members hold their primary membership. Depending on your organization, this might correspond to a chapter, local committee, or similar body.