Lesson 11.2 – Data Flow Between Modules

Welcome to Lesson 11.2! FastFund Online is designed as a fully integrated suite of applications comprising Accounting, Fund Raising, and Payroll. If your organization licenses multiple modules, understanding how data flows between them is essential for maximizing efficiency, maintaining accurate financial records, and avoiding duplicate data entry.

In this lesson, we will explore how FastFund shares database elements across modules, which system controls the flow of financial transactions, and how constituent records interact with other entity types.

1. The Centralized “Entities” Database

One of the most powerful integration features in FastFund Online is its shared names database. All names entered into the system are collectively referred to as “Entities” and are stored in a common, centralized table that spans all applications.

• Accounting uses Other Names, Vendors, and Clients.
• Payroll uses Employees.
• Fund Raising uses Constituents (Donors, Volunteers, Alumni, etc.).

Because these tables are linked, a single person or organization can be classified as more than one entity type while sharing the exact same demographic data. If you update the contact names, address, phone number, or email in a Constituent record, that updated information will automatically and instantly appear in their linked Vendor or Employee record in the other modules.

Furthermore, if you are adding a new donor who already exists in your accounting or payroll systems, you can use the New from Existing Entity function to automatically pull their profile over into the fundraising module without retyping their information.

2. Shared Codes and Projects

FastFund uses codes (tags) and project tracking to help you classify data and analyze revenue across the entire organization.

• Codes: Certain entity classification codes—specifically Affiliation, Attribute, and Classification—are shared across Accounting, Fund Raising, and Payroll. The Industry code is shared between Accounting and Fund Raising. This ensures reporting consistency no matter which module you are using.
• Projects: Project Tracking allows you to track revenue and expenses associated with short-term activities (like a theater production or a grant) outside of your general ledger. Project codes can be assigned to transactions in all three modules.

3. Chart of Accounts and General Ledger Integration

The Chart of Accounts is the backbone of your financial data. If your FastFund Raising system is integrated with FastFund Accounting, the setup and control of all your accounts are strictly managed through the Accounting module.

When you enter donations, pledges, or in-kind gifts into the Fund Raising module, the system automatically posts those transactions to the proper general ledger accounts in the Accounting module. This seamless data flow guarantees that your development reports will always reconcile with your fiscal department’s financial statements.

4. Transaction Workflows and Module Control

When modules are integrated, specific administrative and financial workflows are delegated to the Accounting module to ensure strict internal controls:

• Bank Deposits: While cash gifts and pledge payments are entered in Fund Raising, they are posted to an “Undeposited Funds” holding account. If you are integrated with Accounting, the actual Bank Deposit function (moving the money from Undeposited Funds into your live Cash Account) is controlled entirely from the Accounting system. These deposits will not appear in the Fund Raising cash transaction history registers.
• Pledge Receivables: The Pledge Receivable control account used to track open promises to give is created and managed in the Accounting system.
• Closing the Books: The Books Closed process (both Soft Close and Permanent Close) is a critical internal control. If the modules are integrated, closing the books is managed exclusively through the Accounting module, automatically locking down the Fund Raising module in the process.

Important Exception: It is important to note that if you enter Appeal Expenses directly into the Fund Raising module to track the profitability of a specific campaign, these entries are not linked to the actual expenses posted in the FastFund Accounting system. They exist solely in the fundraising module for campaign analysis.