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v.5 General Ledger: Special Reports

(Hands-On) [Course #V228]

Presented by: Erin Ogletree Shelby Contract Trainer

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Objective

This class provides the Shelby v.5 user with information on how to create and run very practical and useful General Ledger special reports. This hands-on session covers the basics of setting up special reports and how to apply them by running regular General Ledger reports.

This session presents the following topics:

1. Basic Steps – “How To”

2. Total Budget Income and Expense Summary

o Financial Spreadsheet

o Budgeted Financial Spreadsheet – History

3. Operating Fund Department Summary

o Income/Expense Statement

o Budgeted Financial Statement

4. Cash Flow Statement

o Print Special Report List (setup)

o Cash Flow/Balance List

5. Consolidated Balance Sheet

o Combine Funds

o Summarize Net Assets

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Basic Steps

The basic steps to create a special report are similar to creating a chart of accounts, but much simpler. Line numbers replace account numbers in the setup and are used only to order the printing of each line.

Once a special report is built, most of the regular financial reports that are generated from Monthly Reports can be run from the special reports portion of General Ledger reports. The most common include:

• Income and Expense Statement • Budgeted Financial Statement • Financial spreadsheet • Balance Sheet • Designated Fund Summary

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Create a Special Report

1. From the General Ledger Home Base screen select Reports -> Special Reports -> Special Reports Design.

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Create Report Lines — Build the Report

2. Line #: Determines the order in which each line prints. It is recommended that you use increments of 10 to allow room for insertion of new lines if needed.

3. Line Type: Includes Header, Detail, and Totals, the same as the chart of accounts. 4. Description: Title for each line 5. Reverse Sign when Printing?: Select this check box if this is a normal credit account:

liability, net assets, income account. 6. Fund #, Dept #, Account Low, Account High: This is where you determine which

accounts print on this line. Enter by specific account number, account range, by department, or fund. Enter multiple lines, by fund or department level, or even leave the department blank to print the same account number across departments.

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Total Budget Income and Expense Summary

The goal for this special report is to summarize all budgeted income and expenses into one line each. With this summary, use the 12-month spreadsheet to see at a glance the net income for each month for the last 12 months. This helps give the big picture as to the church’s monthly income and receipts.

The budgeted financial statement is also a good report to use with this special report design. It is very helpful to create a 5-year history of actual income and expenses to use for future financial planning and for lending institutions.

Creating a special report is similar to creating a chart of accounts, but much simpler. The goal is to determine what prints on each line.

Setting up the report 1. Right-click and select New to create a new Report format. 2. Enter a Title for the report, “ISC – Total Budget Income/Expense Summary”.

3. Right-click and select New in the grid to begin entering lines for the report.

4. Print all income on one line….Line #10.

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This line pulls all accounts from Fund 1 and Dept 10 (in this database they are all income accounts) plus all accounts in Fund 1 and Dept 120 within the range of 44100 – 44155, which are also income accounts.

The intent of this line is to print all “budgeted” income.

Note that the Reverse sign when printing? check box is selected because you are printing income accounts.

5. Print all budgeted expenses on one line….Line #20.

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Notice the Dept # is blank so this line totals all accounts in Fund 1 that are within the range of 50000 – 59999.

This is an example of the power of using Special Reports.

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6. Print total Line.

In the example you could have chosen any of the Total Level options from 0 - 9 since there are no sub-totals.

Normally when creating a Total Line that shows the difference between Income and Expense lines, you select the Reverse Sign check box.

This is a simple report intended to show Budgeted Income less Budgeted Expenses.

The power of this report is that it allows you to run several General Ledger report formats, such as the Financial Spreadsheet and Budgeted Financial Statement.

o Final Results

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Run Financial Spreadsheets with This Format

1. From the General Ledger Home Base screen select Reports -> Special Reports -> Financial Spreadsheets.

The Financial Spreadsheet gives a 12-month view of either actual activity or budget. It goes back 12 months from the period that is selected and crosses fiscal years.

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2. Make these selections: • Select the Fiscal Year from which to go back 12 months.

• Select the Interface with Excel check box.

• Click the Include/Exclude button to choose from a list of all existing Special Report Designs.

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3. Click the OK button to see report results in Excel.

Graph Results in Excel

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Income/Expense Summary in Budgeted Financial Statement Results

With the ability to create report preferences in the Budgeted Financial Statement, it is very easy to create a multi-year report reflecting total income and expenses for the desired period.

Since this report can be interfaced with Excel, it is a simple process to create a graph.

This is a great analytical tool for projecting future income and expenses.

With the ability to create special report designs you can produce a high-level report, such as in this example, or drill down to the department or account level.

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Operating Fund Summary by Department

The goal is to create a one-page budget summary. This special report design has each Department total on a separate line.

Setting up the report:

1. Right-click and select New to create a new Report format.

2. Enter a Title for the report, “ISC – Department Summary”.

3. Right-click and select New in the grid to begin entering lines for the report.

4. Create a line for the Header.

5. Create one line for the Income Department.

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6. Create a total line for the Total Budget Income.

7. Create a Header line.

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8. This is an example for the Personnel Department. Repeat line numbers until each Department is completed.

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9. Complete setting up the custom report below.

o Final Results

• Each of the detail lines is connected to a specific department.

• The Total Lines have the Reverse Sign check box selected.

• Total Level 6 is the net for the Church Budget.

• Total Level 7 is the Net for the Fund 1 – Operating Fund.

• This report allows you to create a one-page budget summary by using this design with the Budgeted Financial Statement.

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Budgeted Financial Statement Results

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Consolidated Balance Sheet Special Report Design

Combine Funds and Major Categories into a simple, one-page balance sheet.

• Notice the Fund # and Department # are blank.

• This allows for all account numbers within the range to be summarized into one line across funds.

• Follow this pattern to create a simple consolidated balance sheet.

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Setting up the report:

1. Right-click and select New to create a new Report format.

2. Enter a Title for the report, “ISC – Consolidated Balance Sheet”.

3. Right-click and select New in the grid to begin entering lines for the report.

4. Create a line for the Header.

5. Create a line for the Assets, Liabilities, and Net Assets, including total lines.

o Final Results

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Consolidated Balance Sheet Final Results

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Cash Flow Special Report Design

To create and run a cash flow statement in General Ledger, a special report is required. Once the design is created, the Cash Flow Statement is a report option under special reports.

This is a simple example that explains the report setup and execution.

Design Setting up the report:

1. Right-click and select New to create a new Report format.

2. Enter a Title for the report, “ISC – Cash Flow”.

3. Right-click and select New in the grid to begin entering lines for the report.

4. Create the following setup.

o Notice in the line type: Balance–Opening. This is required for the cash account lines.

o Reverse sign options for each account type:

• Income – Reverse Yes • Expense – Reverse Yes • Accounts Receivable – Reverse No • Accounts Payable – Reverse No

o Final Results

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Cash Flow Results

Print Report Setup to View Design

1. From the General Ledger Home Base screen select Reports -> Special Reports Design.

2. Place cursor on desired report. 3. From the top menu select Reports -> Special Reports List.

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Printing this report is extremely helpful. It shows how each line is constructed with the line type options and General Ledger links.

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Cash Flow Special Report List

Report with General Ledger Links

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Q&A

Class Discussion

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Erin Ogletree Shelby Trainer

erin.ogletree@shelbyinc.com

Erin has 13 years of experience serving churches as a Shelby trainer and currently is a Shelby Master Trainer. Over the years she has learned the benefits that Shelby Systems has to offer the various ministries and programs of the church through maintaining up-to-date information on members, visitors, and finances. Having also been on staff as a user of Shelby v.5 in her church for 16 years, Erin brings a wealth of knowledge to her training. Erin is excited about sharing that knowledge and experience with customers as she leads them through the most current best practices of Shelby v.5 and ShelbyNext.