casemark/managing-fund-accounting

Managing Fund Accounting

Structures fund accounting processes with trade recording, income allocation, and financial statement preparation.

When To Use

• Setting up or reviewing the books for an investment fund (hedge fund, PE fund, venture fund, real estate fund)
• Recording trades, capital activity, or corporate actions across portfolio positions
• Allocating income, expenses, gains, and losses to investor capital accounts
• Preparing fund-level financial statements (NAV statements, statements of operations, capital account statements)
• Reconciling fund records against custodian, prime broker, and administrator data
• Responding to auditor requests for fund accounting workpapers

Inputs To Gather

• Fund structure: fund type (open-end, closed-end, master-feeder, fund-of-funds), domicile, fiscal year-end, and base currency
• Partnership/operating agreement: allocation methodology (pro-rata, layered/new-issue, lot-based), management fee and incentive fee terms, hurdle rates, clawback provisions, side pocket treatment [VERIFY specific waterfall mechanics against LPA]
• Trade data: executed trades with settlement dates, trade confirmations, and broker allocations
• Capital activity: subscription/redemption notices, capital call and distribution notices, transfer records
• Corporate actions: dividends, splits, mergers, spin-offs, tender offers affecting portfolio holdings
• Valuation inputs: pricing sources hierarchy (exchange close, dealer marks, third-party vendors, fair value committee determinations) [VERIFY fund valuation policy]
• Prior period data: prior NAV, prior capital account balances, beginning-of-period trial balance, and open lot inventory

Workflow

1. Establish chart of accounts and accounting policies

   • Confirm trade-date vs. settlement-date accounting per the fund's governing documents [VERIFY]
   • Map security types to appropriate asset/liability accounts (long positions, short positions, derivatives, repos)
   • Set up multi-currency ledger if fund holds non-base-currency assets; define FX rate sources and revaluation frequency

2. Record investment transactions

   • Book executed trades: cost basis (including commissions and SEC fees), settlement obligations, accrued interest for fixed income
   • Process corporate actions: adjust lot-level cost basis for stock splits, record dividend income (distinguish ordinary vs. qualified vs. return of capital)
   • Record derivative activity: premium payments, margin flows, daily mark-to-market for futures, periodic resets for swaps

3. Perform daily/periodic valuations

   • Apply pricing hierarchy: exchange-traded closes first, then dealer marks, then fair value estimates
   • Calculate unrealized gain/loss by lot against cost basis
   • Compute fund-level NAV: total assets minus total liabilities
   • For open-end funds, derive per-share/per-unit NAV for subscription and redemption pricing

4. Allocate income and expenses to partners/shareholders

   • Calculate management fees (typically on beginning-of-period or average NAV) per the fee schedule
   • Calculate incentive fees/performance allocations, applying high-water marks, hurdle rates, and crystallization frequencies [VERIFY waterfall terms against LPA]
   • Allocate net investment income, realized gains/losses, and unrealized gains/losses across capital accounts using the fund's specified methodology
   • Handle new-issue eligibility restrictions (FINRA Rules 5130/5131) for applicable investors [VERIFY investor eligibility designations]

5. Process capital activity

   • Record subscriptions at applicable NAV with any equalization adjustments
   • Process redemptions: calculate redemption proceeds, apply any holdback reserves, verify lock-up and gate provisions
   • For PE/VC funds: record capital calls against unfunded commitments, process distributions (return of capital vs. profit distributions per the waterfall)

6. Reconcile across counterparties

   • Reconcile cash balances to custodian and prime broker statements daily
   • Reconcile portfolio positions (quantities and market values) to custodian/PB records
   • Reconcile capital accounts to administrator records (if external administrator is used)
   • Investigate and resolve all breaks before finalizing the period

7. Prepare financial statements and reporting

   • Generate NAV statement with position-level detail
   • Prepare statement of operations (investment income, expenses, realized/unrealized gains)
   • Prepare statement of changes in partners' capital / statement of changes in net assets
   • Produce individual investor capital account statements with beginning balance, contributions, withdrawals, allocated P&L, and ending balance
   • Compile supporting schedules: fee calculations, lot-level realized gain/loss, FX gain/loss, expense allocation

Output

• Trial balance with all fund-level accounts reconciled and balanced
• NAV package: NAV statement, statement of operations, statement of changes in net assets/partners' capital
• Investor capital account statements with full activity detail for the period
• Reconciliation summaries: cash, position, and capital account reconciliations with break resolution notes
• Supporting workpapers: fee calculations, allocation schedules, pricing exception reports, corporate action processing logs
• Audit-ready documentation: organized by financial statement line item with source references

Quality Checks

• NAV ties to the sum of all investor capital accounts (zero residual)
• Total allocated income/expense/gain/loss across all investors equals fund-level totals (allocation proof)
• Cash reconciliation shows zero unexplained breaks against custodian/PB statements
• Position reconciliation shows zero quantity or valuation breaks (or all breaks documented with resolution status)
• Management fee and incentive fee calculations independently verified against LPA terms
• All fair-valued positions documented with methodology and approval per the fund's valuation policy
• Realized gain/loss on dispositions ties to lot-level cost basis records
• FX revaluation gains/losses properly segregated from investment gains/losses
• New-issue allocation restrictions correctly applied to restricted investors [VERIFY against current FINRA guidance]
• Financial statements prepared in accordance with applicable GAAP (US GAAP or IFRS) and reviewed for consistency with prior periods [VERIFY applicable reporting framework]