Monitor and adjust fund balances
StandShare tracks money across several fund types so your organization can see exactly where every dollar goes. This guide explains how fund balances work and how to monitor them.
Fund Balance Overview
To view fund balances, go to Admin > Reports and select the Family Balances tab. This shows every family's current account balance along with summary cards.
You can also see organization-level fund balances on the Operations Dashboard (Admin > Operations), where high-level totals are displayed for each fund type.
Fund Types
Your organization uses up to four fund types. Each one serves a different purpose:
| Fund | Purpose |
|---|---|
| Family Account | The primary balance for each family. Credits come from working concession stand events. Debits come from scholarship payments, membership fees, and other charges. |
| General Fund | A percentage of each event's earnings that goes to the organization for operating expenses. |
| Board Fund | A percentage of each event's earnings set aside for the board's discretionary use (equipment, supplies, etc.). |
| Scholarship Fund | Money earmarked specifically for scholarship disbursements. |
The exact percentage split between Family Account, General Fund, and Board Fund is configured by your admin in Settings > Fund Distribution. As a treasurer, you can view these percentages but changing them requires admin access.
How Settlements Affect Fund Balances
After a concession stand event is completed and settled, the settlement process distributes the earnings:
- Total event earnings are calculated based on the workers who participated.
- The configured percentages are applied -- for example, 91% to family accounts, 6% to the general fund, and 3% to the board fund.
- Each family that had a worker at the event receives a credit to their Family Account balance.
- The General Fund and Board Fund totals increase by their respective shares.
Settlement is handled by admins or coordinators. As a treasurer, you see the results reflected in the Reports > Family Balances and Transactions tabs.
Monitoring Balances
Here are the key things to watch:
Negative Balances
The Family Balances summary cards include a Negative Balances count. If this number is greater than zero, some families owe money to the organization. Sort the table by Balance (ascending) to see them.
Balance Trends
Use the Transactions tab with date-range filters to see how balances have changed over a period. Export to CSV if you want to chart the data in a spreadsheet.
Scholarship Impact
When a scholarship is marked as Paid, it creates a debit against the family's account. You can track these in the Transactions tab by filtering for the "Scholarship Payment" transaction type, or in the Scholarships report tab.
Distribution Configuration
The fund distribution percentages are set in the organization's settings. You can view them by going to Settings -- look for the fund distribution section showing the General Fund and Board Fund percentages. The remainder goes to family accounts.
If you think the distribution percentages should change, discuss it with your admin and board first. Changes apply to future settlements only -- they do not retroactively affect past transactions.
Common Questions
Can I manually adjust a family's balance? Manual credits and debits can be applied by users with admin permissions. These show up as "Manual Credit" or "Manual Debit" transaction types in the reports.
What happens if a family leaves the organization? Their account status changes to inactive, but their balance history is preserved for record-keeping.
Where do membership fees come from? Membership fees are deducted from family accounts during settlement or as one-time charges. They appear as "Membership Fee" transactions.
Next Steps
- Getting Started — New to StandShare? Start here
- Reference — Look up terms and statuses