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    Distributions Tab
    • 09 Oct 2023
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    Distributions Tab

    • Updated on 09 Oct 2023
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    Distributions Tab

    The Distributions tab contains information about the Grant making requirements or purposes of the Fund. You can add an unlimited number of distributions to each Fund record. Refer to Creating Fund Distribution Records for more information.

    These Distribution records are an informational resource and budgeting tool. The allocations that you create here will not limit spending or restrict actual Grants made from the Grantee and Grant Management module.

    You can also use Distribution records to automate the process of creating recurring Grants and Administrative Vouchers.

    Refer to Creating Recurring Grants from Fund Distributions in the Grantee and Grant Management module and Creating Administrative Vouchers from Fund Distributions in the Accounts Payable module for more information.

    Many organizations use Distribution records to record percentage allocations among the Grantees for designated Funds. The Available to Grant report (run at the beginning of the year) will then multiply the available dollars by the percentage for each designated Fund, and list the distributions that need to be made. Even if the Fund distributes 100% to a particular Interest Area, Grantee Type, or Designated Grantee, it is still advisable to add a Distribution record (put 100% in the Allocation field) – especially if you want to use the Available to Grant report. The Available to Grant report only reports on Funds that have a Distribution record. Refer to the Available to Grant Report for more information.

    Note: In addition to the Available to Grant report, the Fund Distributions by Fund Report, and the Fund Distribution Listing Report also list information from the Fund Distribution record.

    Note: If a Fund has more than one purpose it is often best to create more than one Fund record in FIMS, so Gifts and Grants can be tracked separately. These Funds can be combined to create a unified Fund Statement in FIMS.

    Note: A data grid of Distribution records appears in the top section of this tab. Click the desired record in the Data Grid section to view its information in the tab.

    Distributions Tab

     

    Distribution Fields 

    Field

    Description

    Number

    Unique, read-only number that is automatically assigned to each Distribution record. This number is only displayed in the data grid section of the window.

    Frequency

    The frequency with which the distribution should take place. Available values include Never, Once (manual), Monthly, Quarterly, Semi-Annually, Yearly, Biannually, Triannually, and Quadannually.

    Allocation %

    The percentage of the Fund that will go to the selected Distribution.

    Note: IMPORTANT: If you are adding more than one Distribution record for a Fund, you must make sure that the total allocations equal 100%. FIMS does not warn you if the percentage is wrong.

    Note: Enter either an Allocation % or a dollar Amount, for each Distribution – not both.

    Amount

    The dollar amount of the Fund that will go to the selected Distribution.

    Note: Enter either an Allocation % or a dollar Amount, for each Distribution – not both.

    Action Date

    The date when the next action is required (for example, the date when the Distribution should be made).

    End Date

    The date when the recurrence should end (the Action Date will not be updated past this date).

     

    Payment Fields

    Click the Payment radio button to access these fields.

    Payment Fields

     

    Field

    Description

    Voucher Description or Program Name

    The description of the goods and services being paid for (for Vouchers) or the Program Area of the Grant associated with the distribution.

    Designated Vendor / Grantee

    The Profile ID code of the designated Vendor or Grantee for the Distribution (if any).

    Payee / Fiscal Sponsor ID

    The Profile ID code of the default payee for the Voucher or Grant associated with the distribution.

    Note: Leave this field blank if you want to use the fiscal sponsor specified on the Grantee record.

    Primary Payee Contact

    The Payee Contact Person that you want to use by default for the distribution.

    The Clear Payee button will clear the Primary Payee Contact field.

    Note: The Fiscal Sponsor overrides the Primary Payee Contact. Whenever the Fiscal Sponsor field is populated, it will be used as the default payee.

    Use ACH Account

    Select this checkbox if you want to use an ACH account to pay the grant or voucher associated with this distribution.

     

    Default Application Coding

    Click the Default Application Coding radio button to access these fields.

    Default Application Coding Fields

     

    Field

    Description

    Population

    User-defined code that describes the primary population group that will be served by the Distribution.

    Region

    User-defined code that indicates the geographic area that will be served by the Distribution.

    County

    User-defined code that indicates the regional designation of the Distribution.

    Note: If you need to create General Ledger reports based on regions, you should use the same code scheme for the Division code and the County code. The County code can also be applied to Funds, Profiles, Grants, and Scholarships.

    Request Type

    User-defined code that characterizes the type of request associated with the Distribution (for example; General Operating, Equipment, or Emergency Funds).

    Grant Letter

    User-defined code that indicates how the Donor wishes to be thanked (or that Donor does not wish to be thanked at all).

    Refer to the Fund 1 tab for more information.

    Received

    The date when the request associated with the Distribution was received.

    Program Area

    User-defined code used to associate the fund with a particular program area (Arts, Research, etc.)

    Sub Program Area

    User-defined code used to associate the fund with a particular program area (Performing Arts, Cancer, etc.)

    Project Code

    User-defined code used to associate the fund with a particular project code.

     

    Other Coding

    Click the Other Coding radio button to access these fields.

    Other Coding Fields

    Field

    Description

    Sub Type

    User-defined code used to categorize the distribution.

    Note: This field uses the same code table as the Fund Sub Type.

    Fee Code

    User-defined code that identifies the administrative fee method for the Distribution.

    Note: This field is for informational purposes and should match the Admin Fee code on the Fund record. The code is not used in the Administrative Fee Calculation routine.

    Staff Code

    User-defined code that identifies the staff person who is responsible for fulfilling the charitable objectives for the Distribution.

    1099/K1 Adjustment

    Amount of adjustment applicable to recipients of 1099 or K1 forms.

    Interest

    User-defined code that describes the primary Grant making interest area for the Distribution.

    Grantee Type

    User-defined code used to classify the type of recipient for the Distribution.

    Date Added

    Read-only field that indicates the date when the Distribution was added to FIMS.

    Changed

    Read-only field that indicates the date when the Distribution was last updated.

    By

    Read-only field that indicates the user name of the person who made the last change to the Distribution (or the person who created the record if no changes have been made).

    Comments Field

    Click the Comments radio button to access this field.

    Comments is a free-form text field that you can use to enter additional information about the distribution.


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