pryme Docs – Fund Management

FundManagement: Create Funders

Mon, 01 Jan 0001 00:00:00 +0000

Funders are your source of income. In this solution the funder is defined as a Customer. To designate a customer as a funder, navigate to the Customer Card and enable the Funder setting. This setting is essential for fund management, as it allows the system to filter and display only those customers marked as funders.

The first thing for getting started is creating a new funder. The steps followed to create a new funder are the same as when creating a new customer. You can create a new funder by following the steps in here.

Funding Statistics

The statistics fast tab shows information about commitments, reservations, usage of the funder, and remaining amounts of each, where drilling down shows you the funder ledger entries of each type associated with this funder.

FundManagement: Create Funds

Mon, 01 Jan 0001 00:00:00 +0000

The process of keeping track of the donations, reservations and usage involves the creation of a fund to support programs and projects for a specific cause and purpose. Before you get started working with the funds, there are certain steps you need to create it and based on the conditions, update it’s settings.

To start with creating one, choose the 🔎 icon, enter Funds , and then choose the related link. Select New and the following fields are to be completed for the creation of a new fund.

Setup the General Fast Tab

The General fast tab allows you to set up a fund and add settings. Some of the most important fields are as follows:

Mark Blocked if the related fund is blocked from being posted in transactions, for example a funder that is declared insolvent.
Mark Restricted to true if the fund is restricted to a certain purpose. This field is used to only show information on the fund, does not have any role on ledger entries.
Single Fund: When active, shows that a single funder is contributing in this fund. If set, Funder No. needs to be specified. You can select the Funder No. which is a lookup on the Customers (considering every Customer is a Funder).
Assign the dimensions that are specific to the created fund, to be able to track and generate reporting data.

Statistics

The statistics fast tab shows information about commitments, reservations, usage of the fund, and remaining amounts of each, where drilling down shows you the funder ledger entries of each type associated with this fund.

Dimensions

If the fund is a Single Fund, it will automatically inherit dimensions from the associated Funder. For all other cases (e.g., Multi-Funder Funds), please assign dimensions directly using the Dimensions action.

FundManagement: Create Projects

Mon, 01 Jan 0001 00:00:00 +0000

To effectively manage funds, it is important to have a system in place that allows you to track expenses and income. One way to achieve this is by creating a project. By creating a project, you can set up a structure for tracking expenses, usage and income related to the project, as well as monitor the overall budget and allocation of funds. This can help you ensure that funds are being used efficiently and that you are staying within budget. Additionally, having a dedicated project can help with transparency and accountability, as it provides a clear record of all financial transactions related to the project.

To create a new project, follow the steps in here.

FundManagement: Create Commitments

Mon, 01 Jan 0001 00:00:00 +0000

A fund commitment is a pledge or promise by an investor to contribute a certain amount of money to a fund over a specified period of time. The commitment may be made by an individual, institution, or corporation, and it is typically made prior to the fund’s initial closing. The commitment is not an actual investment, but rather a promise to make an investment in the future when the fund makes a capital call. The commitments help the fund manager plan its investment strategy and ensure that it has sufficient capital to execute its investment plan.

It is possible to track and post fund commitments, agreed or received for a certain fund, through the Fund Commitment document and Fund Journal. Posting the document results in creating fund ledger entries of type commitment.

Fund commitment

Create a new Fund Commitment

Choose the 🔎 icon, enter Fund Commitments, and then choose the related link. Select New to create a new document.

Enter the Funder No. by selecting an existing funder.
Fill in the remaining fields on the Fund Commitment page as necessary. Hover over a field to read a short description.

You’re now ready to fill in the Lines FastTab, with Funds you are creating the commitments for.

The Lines fast tab allows to create fund commitment lines. The following fields contain information regarding the lines:

Select the Fund No. you want to create a commitment for.
Fill in the total Amount of the commitment entry.
Select an Expiry Date which represents the date when the commitment expires and can no longer be applied to costs.
Fill in the remaining fields on the Lines. Hover over a field to read a short description.
When the Lines are completed, choose the Post action.
The commitment line inherits the dimensions from the Funder and Fund. Learn more about dimensions in Dimensions in Pryme Funding.
The related Fund Commitment is now posted and has created Fund Ledger Entries of type commitment. The fund commitment is removed from the list of fund commitments and replaced with a new document in the list of Posted Fund Commitments.

Note

Users with Funds Post permissions can update the Effective and Expiry Dates on commitments—even after they are posted—to ensure the funds are fully utilized.

Tip

You can post commitments in a different currency. To do so, you can update the Currency Code under the Details Fast Tab, and all the lines will be updated.

Fund journal

The Fund Journal can be used to post commitments, but this is not its primary use, it is used for more special cases. The journal is a way to create fund ledger entries without using fund commitment documents, and its primary use is to make corrections or end of process changes.

Posting through the Fund Journal

Choose the 🔎 icon, enter Fund Journal, and then choose the related link. Select a Fund Journal Template from the ribbon, then complete the fields to create a fund journal batch. Fill in the fields based on the descriptions in the following list:

From the journal, only Ledger Type commitment is available, as allocations are done from the Fund Allocation page.
Select the Fund No., which will populate the Restricted Fund field, to provide information if the fund is restricted or not.
Select the Funder No. the journal line will be posted to.
Enter the total Amount for the commitment line.
Enter the Expiry Date which specifies the date when the commitment expires and can no longer be applied to costs'
Fill in the remaining fields on the Lines. Hover over a field to read a short description.
Set up more dimensions from page action Line -> Dimensions.
Post the Journal Line from page action Post.

View the posted journal line by opening Fund -> Ledger Entries.

Important Note

It is important to set dimensions on the Fund Commitment Header and Lines, to be able to track lines accordingly in reporting.

Cash Receipt Journal

With a commitment it is hard to track if the money have been received. By applying payments to commitments, a direct link would exist. This enables seeing what is outstanding to be paid.

The field Applies-to Commitment in the Cash Receipt Journal allows the user to select a fund ledger entry for a commitment related to the customer. When the journal line is posted, a detailed fund ledger entry of type payment is created for the selected commitment.

Note

Payments should be in the same currency as commitments. If not, an error message is triggered to notify the payment cannot be applied unless it has the same currency as the selected commitment.

Note

In cases when payment is applied-to the documents which total amount includes VAT, the amount that is applied-to the commitment is prorated based on the total VAT amount on the related document.

Payment Journal

With a commitment, it’s important to track when funds are refunded. By applying refunds to commitments in the Payment Journal, the system maintains a direct link that adjusts received amounts accordingly.

The field Applies-to Commitment in the Payment Journal allows the user to select a fund ledger entry for a commitment related to the customer. When the journal line is posted, a detailed fund ledger entry of type payment is created and deducts the refunded amount from the previously received total.

Note

Refunds must be in the same currency as the original commitment. If not, an error message will prevent the payment from being applied.

Note

In cases when refund is applied-to the documents which total amount includes VAT, the amount that is applied-to the commitment is prorated based on the total VAT amount on the related document.

FundManagement: Reclassification of Entries

Mon, 01 Jan 0001 00:00:00 +0000

The Reclassify Entries function can be used for special cases. It can be used to make corrections and reclassify the whole amount of commitments from one fund to the other, or the remaining amount on a commitment.

Reclassify Entries

Choose the 🔎 icon, enter Fund Ledger Entries, and then choose the related link. Select a fund commitment ledger entry which you would like to reclassify to another fund.

Navigate to Functions action and select Reclassify Entries.
Select the Move to Fund No., which determines the new fund where the amount will be transferred and create a new commitment line.
Select the Date Selection which determines if the new and the reversing entries will have the Original Posting Date or a New Posting Date.
Select the Posting Date if you selected New Posting Date on the option above.
Enter the Amount to Move to the new fund. The Available Amount is the remaining amount available on that commitment line.
Select OK, and two new lines will be created; a reversal line, and a new line to the selected fund, with the selected amount to move.

FundManagement: Apply entries

Mon, 01 Jan 0001 00:00:00 +0000

The Apply entries function can be used to make corrections on posted fund ledger entries and close open debits or credits. You can specify the amount to apply. Closing fund ledger entries keeps fund and funder statistics, account statements, and so on, up-to-date.

Apply Entries

Choose the 🔎 icon, enter Fund ledger entries, and then choose the related link.

Select the line with the entry that will be the applying entry.
Choose the Apply entries action. The Apply fund entries page opens showing the open entries for the fund.
Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set applies-to ID. action.
For each line in the Amount to apply field, enter the amount you want to apply to the individual entry. If you don’t enter an amount, the maximum amount is applied. At the bottom of the Apply fund entries page, you can see the specific amount in the Applied amount field.
Choose the Post application action. The Post Application page appears with the document number and the posting date of the applying entry.
Choose the OK button to post the application.

On the ledger entry list, on the line that contains the ledger entry that was fully applied to, you can see that the Open check box isn’t selected.

To correct an application of fund entries

When you correct an application, correcting entries are created and posted for all entries. The correcting entries are the same as the originals but have an opposite sign in the Amount field. The correcting entries include all fund ledger entries derived from the application. The entries that were closed by the application are reopened.

Choose the 🔎 icon, enter Fund ledger entries, and then choose the related link.

Select the relevant ledger entry, and then choose the Unapply entries action.
Select the lines and then choose the Process -> Unapply action.
Press Yes to unapply the entries.

On the ledger entry list, on the line that contains the ledger entry that was unapplied, you can see that the Open check box is selected.

FundManagement: Create Allocations

Mon, 01 Jan 0001 00:00:00 +0000

The fund allocation allows you to create and post fund reservations and usage, by distributing the committed funds based on the agreements and conditions. Posting these fund reservations, results in creating fund ledger entries. It is possible to reserve from project or contract level. To create allocations, go from Project -> Actions -> Fund Allocations.

General

The General fast tab shows information regarding the reservation and usage for the project or contract, depending on what level you select to do the process.

Reservation

Total Project Budget displays the total project budget, in project currency, based on the current filters. This includes already reserved amounts.
The Budget Amount shows the budgeted amount to be reserved, in project/contract currency,retrieved during the last execution of the Get Budget Amount action and based on the current filters. This includes already reserved amounts. This field can also be updated manually.
Fields Amount to Reserve and Reserved show respectively the amounts to be reserved, and currently reserved in project/contract currency.

Usage

The Usage Cost Amount shows the total cost amount of usage to be posted, in project/contract currency. This includes usage already posted towards commitments.
Fields Amount to Use and Usage Posted show respectively the amounts to be used, and the amounts used and posted, in project/contract currency.
Usage Date Filter pops-up when the user retrieves the usage through the Get Usage action, to specify until which date the usage entries are retrieved.
The Project Manager shows the manager responsible for the project related to this allocation.
The Contract Manager shows the manager responsible for the contract related to this allocation.
Status shows the status of the fund allocation.

"Warning"

The system blocks the retrieval of the usage if a Usage Date Filter is not entered.

For some projects, only certain types of usage can be funded. By limiting the types of expenditure when allocating funding, it can be ensured that funds are not spent on disallowed expenditure.

It can be defined on each allocation whether certain kinds of usage are excluded. As the usage must be backed by reservations, the limitations must also apply to the budget amount.

Basic - A number of filter fields are shown which can be used to filter in the most common scenarios. The fields are: Exclude Resources, Exclude Items, Exclude G/L Account, Task Filter
Advanced - The field Included Budget will show a summary of the filter defining the allowed usage. Drill-down of the Included Budget field opens a filter page where the fields of planning lines (budget entries for PGS) can be selected and filtered. The field Included Usage will show a summary of the filter defining the allowed usage. Drill-down of the Included Usage field opens a filter page where the fields of a job ledger entry can be selected and filtered.

The Included Budget filter is applied when getting the budget amount to the allocation. The Included Usage filter is applied when getting the usage amount to the allocation.

Create and post reservation lines

A fund reservation is a process by which a specific amount of funds is set aside for a specific project or contract, without actually transferring the funds. It is a temporary hold on the funds, which ensures that they are available when needed for the intended purpose.

To create reservation lines, you can take from a fund, a funder, a specific commitment entry no. or a mix of all the above. This depends on the certain conditions or expectations. Reservation Lines are created to cover and match the budget on the project/contract.

To create a new line, select either a Fund No., Funder No., Commitment Entry No. or a mix of all these fields, based whether you want to take money from the fund, funder, or a specific commitment.
The Description field on the allocation line automatically fills based on the selected fund-related fields and can also be edited manually.
When only one of the fields (Funder, Fund, or Commitment) is selected, the Description field is filled automatically based on that specific selection:
- Funder → uses the name of the selected Funder
- Fund → uses the name of the selected Fund
- Commitment → uses the description from the selected Commitment
If multiple fields are selected:
- The Fund Name is used unless a Commitment is selected, in which case the Commitment Description takes priority.
- Removing the Commitment reverts the text to the Fund Name. The description re-evaluates automatically whenever Fund, Funder, or Commitment changes, but users can overwrite it as needed.
Based on these, the field Avail. to Reserve is updated with the amount available to reserve on commitments.
Select the Reserv. Method which specifies the field that is updated for every budget change. If by amount, the % of budget is updated. If by %, the amount to reserve is updated.
Set % of Budget if the reservation method is by “%” which specifies what percentage of the budget should be reserved.
Set the Amount to Reserve if the reservation method is by amount which specifies the amount to be reserved, in project/contract currency. This includes already reserved amounts.
The reservation line inherits the dimensions from the Funder, Fund and Project. Learn more about dimensions in Dimensions in Pryme Funding
Post the reservation lines from Actions -> Reservation -> Post Reservations. Notice that Reserved field is updated with the posted amount in negative sign.

Create and post Usage

After the reservation lines are posted, you can post the usage. The Amount to Use is the same as the reserved amount.

The usage line inherits the dimensions from the Funder, Fund and Project. Learn more about dimensions in Dimensions in Pryme Funding
Post the usage lines from Actions -> Usage -> Post Usage. A pop-up appears to select the Posting Date Filter, which is mandatory, to give the user more flexibility and control when the usage is posted. The selected date is used as the Posting Date on the resulting Fund Ledger Entries.
Notice that Usage Posted field is updated with the posted amount in negative sign. If posting usage to G/L is active on Funding Setup, the same amount will be posted to general ledger according to the accounts set in Fund Posting Setup.

"Warning"

The system blocks the posting if a Posting Date is not entered.

Linking Fund Usage to Projects Activity

Fund allocation entries maintain a clear link between funds and project ledger entries for better traceability.

On Fund Ledger Entries and Detailed Fund Ledger Entries, the Project Ledger Entry field shows the project entry connected to each posted allocation.
On Project Ledger Entries, the fields Fund Usage and Remaining Fund Usage display the amounts already applied and the remaining usage still to be posted.

These fields make it easier to track how fund allocations relate to specific project ledger entries.

Reverse usage and reservations

Reversing a fund reservation in fund management means releasing the funds that were previously set aside or reserved for a specific project/contract. This can happen for various reasons, such as:

The original purpose for which the funds were reserved is no longer relevant or necessary.
The project for which the funds were reserved is cancelled or delayed.
The fund manager identifies a better investment opportunity for the reserved funds.

Once a fund reservation is reversed, the funds become available for other investments or purposes, depending on the fund’s investment strategy and objectives.

"Warning"

In case the usage entries have been posted, it is important to reverse usage entries first, then the reservation entries. An error will trigger if the reserved entries are reversed first.

Reverse usage

To reverse the usage entries, go to Actions -> Usage -> Reverse Usage.
A pop-up appears to select the Posting Date Filter, which is mandatory, to give the user more flexibility and control when the reversal of usage is posted. The selected date is used as the Posting Date on the resulting Fund Ledger Entries for reversals.
Set Reversal Date Filter to specify which entries you want to reverse. You can select a specific posting date, a date range, or an until date.
Posted usage is reversed, positive fund ledger entries are created.
If Post usage to GL is active, the reversal is created for the general ledger too.

If you want to reverse the usage on one of the funds, not all, set the Total Amt. to Use to 0 and post.

Reverse reservation

To reverse the reservation, go to Actions -> Reservation -> Reverse Reservations.
Reservation is reversed, positive fund ledger entries of type reservation are created.

If you want to reverse the usage on one of the fund reservations, not all, set the Total Amt. to Reserve to 0 and post.

Release Unused Funds

When a project is completed, there can be a surplus of reserved funds if the project came in under budget. The surplus funds should be released when the project is closed.

Release Unused Funds from Fund Allocation List and Card, will reduce the reservation amounts on the lines to the posted usage amount. The difference will be posted.

When closing a project, any unused funds will be automatically released by the same logic as if the Release unused funds action had been manually invoked.

Edit in Excel

This functionality streamlines the process of modifying reservation lines and brings greater efficiency to the fund management process in our application.

From Fund Reservation Lines -> Edit in Excel.
An Excel file is opened, and the lines can be updated from there.
After updating the lines, publish the changes, and they will be published in Fund Reservation Lines.

Important Note

It is not possible to change the amount allocated, or the reserved amount. You have to manually reverse previous reserved/used lines and post according to the new line changes.

Batch Posting Allocations

You can batch-post allocations for all projects from the Fund Allocations list, selecting multiple projects for reservation and usage posting. If any posting encounters issues with a particular project, a list of errors will be provided to help identify and resolve the related project or lines.

Fund Allocation Details Page

Page Fund Allocation Detailspage allows user to view the allocation line details without requiring them to open individual Fund allocation Card, in addition to viewing the line details, the user can also use filtering option to locate specific Projects or Fund, as well as creating their own Analysis view using the page data. Note that posting of Fund reservation or usage will still need to de done from the Fund Allocation list or card.

Status field on the Fund Allocation card

Status field on Fund Allocation Card will allow clients to create their own custom Approval Workflow using the different statuses on the allocation card. This field can also be hidden using Personalization for users without approval requirement for Fund Allocation posting. To enable approval workflow, please go to Funding Setup -> General -> Require Approval Fund Alloc. and set it as enabled.

In addition to workflow-based approvals, the Status field is also manually editable (Require Approval Fund Alloc. is disabled). This enhancement supports clients who do not use the Power Automate (PA) workflow by enabling a manual four-eyes principle process—where one user creates the allocation lines and another user reviews and manually updates the status from “Open” to “Approved”.

If the same user performs both steps, enabling the change log ensures an audit trail is maintained for accountability and traceability of status changes.

This dual approach—workflow-based or manual—provides flexibility to support different approval models based on internal policies and user roles.

FundManagement: Dimensions in Pryme Funding

Mon, 01 Jan 0001 00:00:00 +0000

Dimensions can be applied to all Fund ledger entry types. The source of dimensions depends on the entry type:

Commitment entries: Use dimensions from the Funder (customer) card and/or the Fund card.
Allocation entries (Reservation & Usage): Use dimensions from Funder/Fund and Project.

Dimension Priority

When Funder, Fund, and Project use the same dimension codes, a Default Dimension Priority can be set per entry type:

Commitment: Defaults to Fund over Funder.
Allocation entries (Reservation & Usage): Default to Project over Fund/Funder.

Use dimension priority settings to change these defaults. Learn more about dimension priorities here.

Important Note

For Usage entries, if “Post usage to G/L” is enabled, the G/L entry inherits dimensions from the fund ledger entry of type usage.

Applying Dimensions in Funds

Add dimensions to the Funder and/or Fund cards:

If Funder and Fund use the same dimension and value, only the Funder card needs dimensions (e.g., Single Funded Funds).
For different dimensions, both cards need entries (common in Multi-Funder Funds).
If neither has dimensions, none of the posted entries (commitment, reservation, usage) will have dimensions.

Posted Commitments

If Funder and Fund have different dimensions, dimensions from both are added.
If there’s a conflict (same dimension code), Fund value overrides Funder’s (unless Dimension Priority is set).
If one is missing dimensions, only the other’s dimensions are used.

Same logic applies when posting Usage, unless different priority is defined.

Initialize Dimension Priority

To initialize Dimension Priorities for Fund Management, ensure that the relevant Source Codes for Funding have been properly configured in Source Code Setup.

Once the source codes are set up, follow these steps:

Select the 🔎 Search icon in Business Central, enter Default Dimension Priorities, and choose the related link.
On the Default Dimension Priorities page, select one of the Funding Source Codes that was configured earlier.
Choose the Initialize Dimension Priorities action. This will automatically populate the dimension priorities for the selected source code.

Repeat this process for each of the source codes used in Fund Management to ensure all relevant transaction sources have their dimension priorities initialized.

This setup ensures consistent dimension handling across all fund-related transactions and supports accurate financial reporting and analysis.

pryme Docs – Fund Management

FundManagement: Create Funders

Funding Statistics

FundManagement: Create Funds

Setup the General Fast Tab

Statistics

Dimensions

FundManagement: Create Projects

FundManagement: Create Commitments

Fund commitment

Create a new Fund Commitment

Note

Tip

Fund journal

Posting through the Fund Journal

Important Note

Cash Receipt Journal

Note

Note

Payment Journal

Note

Note

FundManagement: Reclassification of Entries

Reclassify Entries

FundManagement: Apply entries

Apply Entries

To correct an application of fund entries

FundManagement: Create Allocations

General

Reservation

Usage

*"Warning*"

Filter Options

Create and post reservation lines

Create and post Usage

*"Warning*"

Linking Fund Usage to Projects Activity

Reverse usage and reservations

*"Warning*"

Reverse usage

Reverse reservation

Release Unused Funds

Edit in Excel

Important Note

Batch Posting Allocations

Fund Allocation Details Page

Status field on the Fund Allocation card

FundManagement: Dimensions in Pryme Funding

Dimension Priority

Important Note

Applying Dimensions in Funds

Posted Commitments

Initialize Dimension Priority

"Warning"

"Warning"

"Warning"