v.5 General Ledger: Monthly Reports (Course #V120)

Transcription

1 v.5 General Ledger: Monthly Reports (Course #V120) Presented by: Bill Ballou Training Manager Shelby Systems, Inc Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective The objective of this class is to teach participants how to produce the most commonly used General Ledger monthly financial reports. You examine each report s set of options and discuss the purpose of the various reports. This session presents the following topics: Balance Sheet Income and Expense Statement Budgeted Financial Statement Designated Fund Summary Financial Spreadsheet Detail Ledger Chart of Accounts List 2

3 Basic Monthly Reports Balance Sheet The Balance Sheet (Statement of Financial Position) shows the fiscal health of your operation. The Shelby v.5 Balance Sheet report is printed in various formats to satisfy the needs of finance committees, auditors, etc. There are a number of options for printing the balance sheet report. Include/Exclude Select Funds Period to Print Choose Period Report Type Detail, Totals, Sub Account Summary Report Layout Current Year, Current and Prior Year, Current and prior month, 3 year comparison, Columnar by period, and Columnar by fund Stagger total lines Interface (export) to Excel Samples on next page 3

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5 Income & Expense Statement The Income & Expense Statement (Statement of Activities) shows the income and disbursements of your organization. This report has several options which make it an important monthly reporting tool. It allows you to: Select Funds and Departments Select account numbers Print monthly or quarterly data Include various columns for comparisons Sum by account number digits, available in the Balance Sheet report Limit data based on selected project(s) codes 5

6 NOTE: The % column is based on the line item s amount to total line type, i.e. income, expense. 6

7 Budgeted Financial Statement The Budgeted Financial Statement is one of the more frequently used monthly reports. This report provides a side by side comparison of an organization s planned budget and actual activity for each account. You also include columns based on your own defined formulas and arrange the columns any way you see fit. It also supports your own custom names for each column. Parameters o Includes 5 different filter types. o Printing by project adds the Project Specific filter. o Interface with (export to) Excel. o Encumber approved purchase orders activity. o Supports Variable Budget accounts. 7

8 Preferences o Set Line Description to print on second line. o Wrap Account Description if too long to fit on one line. o Print the percentage of year already completed at top of report. o Double space report for easier reading. o Select any predefined report format. o Create/define a new report format. 8

9 Shelby Standard Reports The program includes 9 different formats for you to use. You can also modify one of these formats or create your own report. Below is a sample of the Shelby Standard ACTUAL Annual Budget report. 9

10 Define/Create a new Report The program allows you to create report views by selecting the columns for data from available information. It also includes current year and past years as there is no practical limit to the number of reports that you can create. In the steps below you create a new report that contains 7 columns which are arranged in the following order from left to right. First, you create a New Format. Click the New Format button from the Budgeted Financial Statement Preferences Tab. Click the No button on the next option. (If you just want to modify the existing selected format, then click the Yes button.) Enter New Financial Report for your report name. 10

11 Now, select the columns you need in the following order: Actual for Period Budget for Period Variance Budget to Actual Account Number/Description Actual YTD Budget Annual % Actual YTD to Annual Budget Next enter the formulas needed: Formula 1 should be: A B with Currency as the Column Type. Formula 2 should be: (E/F)*100 with Percent as the Column Type. Now provide a Column Name for the two Formula entries. In the Descr field for Formula 1 enter: Variance Budget To Actual. In the Descr field for Formula 2 enter: % Annual Budget Complete. Make it look even better by altering the descriptions in other columns as well by using the PIPE symbol (also used previously) to create multiple line descriptions. Such as: Actual for Period Budget for Period Actual YTD Budget Annual 11

12 Designated Fund Summary If your ministry has a number of restricted funds, then you find this report very valuable. In its simplest form (Regular Report type) it shows the funds available at the start of the selected period, the period s receipts, the period s disbursements, net activity for the period, and the ending period balance. There are two additional views, Year to Date, and Year to Date with Transfers and Adjustments. Both of these also include period information. To limit the report to only selected funds and departments, click the Include/Exclude button. Account filters allow you to pick which accounts or range of account numbers to include. Many users want to include closing accounts for restricted activity. Choose the report type: Regular YTD Report YTD with Transfers and Adjustments Transfer is any journal entry made with a journal code of TR, and Adjustment is a journal entry made with a journal code of AJ. This example is showing Receipts/Disbursements. Notice the selection includes only capital accounts. To have the report generate in Excel, select the Interface with Excel? check box. Excel opens, and the spreadsheet displays. 12

13 The following illustration is the completed report for February. 13

14 Financial Spreadsheet The Financial Spreadsheet prints net amounts posted to Income and Expense accounts (by each period for an entire year). The spreadsheet can be printed for the current or previous years. To limit the report to only selected funds and departments, click the Include/Exclude button. Accounts to Print allows you to pick which accounts or range of account numbers to include. Choose the Fiscal Year and Ending Period. (NOTE: This report returns results across fiscal years. If you only want the current fiscal year, choose Audit for the ending period.) Figures to Print o Actual prints posted activity. o Budget and Revised Budget prints budgeted figures. If you are not printing actual activity, then the Use actuals for closed periods? check box is available and replaces budget figures with actual activity for all closed periods. To have the report generate in Excel, select the Interface with Excel? check box. Excel opens, and the spreadsheet displays. (NOTE: Generating this report in Excel provides the best viewing experience.) 14

15 The following shows the completed report using Actual Figures (note Audit period). Here is the Financial Spreadsheet with the box checked to Show Actuals for Closed Periods 15

16 Detail Ledger Report This report produces a listing of all transactions sorted by fund, department, account, period, and general ledger transaction date. Auditors often ask for this report during their annual audit. TIP: If you need to find a specific transaction but do not know exactly where to look, then produce this report for all periods and then press the Ctrl F keys to do a search for the amount. The program treats your input as a character string. If you are searching for $13,425.00, you enter it exactly as shown in the report, 13, From the General Ledger Home Base screen select Reports > Monthly Reports > Detail Ledger. The month of January is used for illustration. The Include/Exclude button is used to make a specific selection of Funds and Departments or to choose all Funds and Departments. The same applies to the second Include/Exclude option for account number ranges. If the Include offsetting entries? check box is not selected, entries to the same journal netting to $0.00 are omitted. Also a disclaimer is printed in the heading. Check other report options as needed. 16

17 The following shows the completed Detail Ledger Report. 17

18 Bill Ballou Shelby Training Manager Bill Ballou has been a part of the Shelby training team for over 18 years and trains on both v.5 and ShelbyNext. He greatly enjoys working with the gifted trainers on his team. Bill brings a vitality and life to training software and uses humor to help customers feel at ease with new ideas. He has helped dozens of churches find solutions to tracking financial and gifts information so they can do ministry more effectively. While Bill is known to geek out over finding a new trick in Excel or in MS Reporting Services, his real excitement comes at that moment in training when he can see that a trainee has made a key connection and has that "ah ha" moment light in the eyes. Bill worked for almost twenty years on staff at various churches, so he has an appreciation for the questions and challenges of many of our users. Training is a passion for Bill, and he loves that moment when he can see knowledge and ideas transfer to another person.