Funding sources

The Funding sources tab of Admin › Assets › Finance tracks the money behind your devices: a technology grant, E-Rate, a bond, the general fund. Give each source the amount it was awarded, and the page shows what the assets it paid for have spent and what's left. Insights › Funding Burndown charts the same balances month by month.

How spend is counted#

A funding source is a name. Each asset has a Funding Source box, filled in on the asset or from a file import. An asset counts toward a source when that box matches the source's name, ignoring capitalization and spaces at either end: "Title I", "title i" and "Title I " are one source, shown under its budget's name. Its Purchase Price is what it spent. Deleted assets don't count.

Because the link is the name, spelling still matters. "Title I" and "Title 1" are two sources. Keep a short list of exact names and use them everywhere.

A name that's on assets but has no budget here still shows in the list, with its spend and No budget set, so you can see every source in use.

Which should I choose?#

| Option | What you see | Choose it when | | --- | --- | --- | | Set an awarded amount | Remaining and Utilization for it, and a line on Insights › Funding Burndown. | The money has a cap you have to stay under, like a grant or a bond. | | Leave the amount empty | Its spend only, with No budget set. It's counted in Spent without a budget, never in Remaining. | You want to see what a source paid for, but it has no fixed cap, like the general fund. | | Remove budget | The source goes back to spend only. Its assets keep the name. | The amount was entered by mistake, or the source should no longer count toward Remaining. |

One source per award, or one per program? Name sources the way the money is awarded. If E-Rate comes as a new award each year, use "E-Rate 2025" and "E-Rate 2026", each with its own amount. One "E-Rate" source would add every year's spend against a single amount.

For example, a district awarded $50,000 in Title IV-A adds "Title IV-A 2025" with Awarded amount ($) 50000, then imports 150 Chromebooks at $300 each with that Funding Source. The row shows Spent $45,000, Remaining $5,000 and Utilization 90%. If ten more were entered as "Title IVA 2025", they'd show as a separate row with No budget set: fix the spelling on those assets to count them.

Who can use it#

• View funding sources (asset-funding-sources.view) or View assets (assets.view) shows the tab.
• Manage funding sources (asset-funding-sources.edit) adds, changes and removes budgets. Add assets (assets.create) doesn't. Without it, New funding source and the row menu don't show, and selecting a row does nothing.

schoolOS staff pick the account from the Account picker beside the search box first.

The totals#

The Totals section sits above the list:

• Total awarded. The sum of every awarded amount.
• Total spent. What every source in the list has spent, budgeted or not.
• Remaining. Total awarded minus what the budgeted sources spent: the money left. It turns red below zero. Spend on names with no budget never comes out of it.
• Spent without a budget. What sources with no awarded amount have spent. Shows only when there is some. Give those sources a budget to count them in Remaining.

Amounts are in dollars, rounded to the dollar.

Search#

Search funding sources... filters the list by name or description as you type. Filter › Budget narrows it to Has a budget, No budget set or Over budget.

The list#

Sorted by name. Select a column's heading to sort by it, and Columns to hide or reorder columns. The columns:

• Funding source. Its name, with its description under it.
• Awarded. The budget. A dash when none is set.
• Funded date. When the money came in. A dash when none is set.
• Spent. The purchase prices of the assets that name it.
• Remaining. Awarded minus spent. Red when overspent.
• Utilization. A bar and a percentage of the budget spent. Red when overspent; No budget set without an awarded amount.
• The … menu at the end of a row has Edit budget (Set budget for a source without an amount) and, for a source with a budget, Remove budget.

Add or change a budget#

Select New funding source, then fill in:

• Name (required). Use exactly the name on your assets.
• Awarded amount ($). Can't be negative. Leave it empty to track spend without a budget.
• Funded date.
• Description. What the money covers.

Select Save funding source.

To change a budget, select its row, or Edit budget in its … menu. Change the Awarded amount ($), Funded date or Description and select Save budget; Cancel or Escape closes it without saving. The name can't change here, because it's what links the source to its assets. On a name that's only on assets, Set budget gives it one the same way.

Remove a budget#

Open the … menu on a row, select Remove budget, then Remove budget again to confirm. The budget, date and description go. Assets keep their funding source, so a name still on assets stays in the list with its spend and No budget set. A source that has no budget has nothing to remove, so the option doesn't show on it.