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  • Investment Report

    Overview

    The Investment Report can be used to report on investment activity by investment account and level.

    Components

    • Investment Accounts

    Setup

    First, you'll need to define the investment level for each investment account that you want to report on.

    1. Select Accounts from the Home page.

       
    2. Select an investment account.

    3. Click Edit.

    4. Select an Investment Level and then click Save.


    Repeat these steps for each investment account that you want to include in your investment reports.

    Note: if an investment account does not have a level defined, information from that account will display within the N/A column in the investment report.

     

    Run an Investment Report

    Now that you've set an investment level for each of your investment accounts, you can run the investment report.

    1. Select Financials from the Home page.

    2. Click Investment.

    3. Select a Start Date and End Date for the report to run then click Show Date; or click one of the pre-defined date ranges.

    4. The investment report will display the results by investment level.

    Please Note:  

    • If your foundation has several investment pools with sub accounts the most accurate view of the report will be at a foundation level.  If your foundation does not have investment accounts with sub accounts then you will have accurate reporting if you filter down to a specific fund.
    • This report will show CommunitySuite activity only. If you converted during the fiscal year then this report will not have the investment activity in the correct categories due to the conversion.
    Investment Report Fields
    • Beginning Balance - the balance in the investment account as of the beginning of the date range selected.
    • In - a total of any increases that are not from a statement voucher.
    • Interest - from statement voucher.
    • Dividends - from statement voucher.
    • Realized Gains - from statement voucher.
    • Unrealized Gains - from statement voucher.
    • Fees - from statement voucher.
    • Out - a total of any decreases that are not from a statement voucher.

    Note: if an investment account does not have a level defined, information from that account will display within the N/A column.

  • Audit Report

    The Audit Report shows the Fund Balance Change in a table with the Beginning Investment Income total, Support (total donations/grants), Administration fee total, Other Expenses, Program Expenses (like grants/scholarships paid out) and the Ending Balance for each Fund. This report is the same as a Columnar Report. It includes totals for all income and expenses. 

    • Go to Financials 
    • Select Audit Report from the left menu

    The Audit Report will give beginning and ending balances for the calendar year, a fiscal year, a month, current year or a custom time frame

    • Select the dates of the report
    • Add "financial filters" to sort the data as needed

    This "Fund Balance Change" report will show Fund Balances, including Contributions in the Support (R) column and Grants in Program (E) column with total amounts at the bottom of the page. The Audit Report sorts by Fund Group name, while Fund Type (TR, PR, U) has its own column. 

    Example Audit Report for Unrestricted Funds

    The Audit Report can be exported into Excel as a CSV file by selecting Export or Print. The file will download automatically and you can open it up in another window in your browser.

     
  • Run a Financial Report with Sub Funds

    Make a Fund a Sub-Fund of another Fund in order to roll up both Funds into one line item on your Financial reports. 

    • Go to Financials
    • Select a financial report from the left menu
    • Select the Date Range

    The financial report will show the parent fund only but the assets of both funds will be combined.

    • Notice that you can break out and show the subfunds in your report at any time by choosing Show/Ex Subfund from the left menu.
      • To roll up subfunds under the assigned parent Funds, select Rollup SubFund from the left menu.
    • You can also show any subaccounts by choosing Show SubAcct from the left menu.
      • To hide subaccounts, select Hide SubAcct from the left menu.

    You may print or export the report by selecting your choice from the left menu.

     
  • Run a Financial Report using Financial Views

    After creating one or more “Financial Views” you can use the view in Financial Reports. A Financial report generated using Financial Views is generally more streamlined.

    • Click Financials along the top menu or from the Core section of the Home screen.
    • Select the type of financial report you want to run from the left side menu

    On the left side menu of the Financials page, there are links to run various financial reports. When looking at a Balance Sheet, Income Statement (Statement of Activities), Cash Flow, Cash Balance, Trial Balance, or Return on Investment (ROI)  - you will see a drop-down menu called “View,” this drop-down will be located at the top center.

    • Set the Dates or select the time period you’d like reflected in the report.
    • Once your report is generated, use the View drop-down located at the top center for all of the report.
    • Your report will regenerate reflecting the information per the view you selected.

    You will also see an option to add a Financial Filter (if applicable) by choosing Add Filter before selecting the Financial View.

     
  • Example Financial View*

    Here is an example of one way to create a comprehensive Financial View Account called "Operating Expenses."  All of the accounts will be rolled up and the total will be displayed as one number in the subsequent financial report as “Operating Expenses”.

    Compare the difference between a “Default” View Income Statement and an Income Statement or Statement of Activities utilizing Financial Views.

    Open two windows and compare two Income Statements (Statement of Activities) by selecting view: “default” and view: “operating expenses” and see how they differ in the presentation of the same data.

    A) Default Income Statement or Statement of Activities uses the Chart of Accounts - no financial view selected

    B) Income Statement or the Statement of Activities using Financial Views removes the accounting references, rolls up line items and allows you to sort groups and customize terminology for reporting.

     
  • Detail Trial Balance

    The detail trial balance report will generate a report that shows your accounts' beginning and ending balances.

    To generate a detail trial balance report:

    1. Go to Financials
    2. Select Detail Trial from the left side of the screen
    3. Choose a date range
    4. Once a date range has been selected, the data within that date range will populate the table.

    For more information on the specific account, you can click on the account number. For more information on the beginning and ending balances, the balance can be clicked as well to view the transaction detail for the account during the date range. 

     

  • Trial Balance

    This financial report will show you the total amounts by account. You can view the debits and credits that make up the totals.

    • Go to Financials
    • Select Trial Balance from the left side of the screen
    • Select the date (don't worry you can edit this at any time)

    The system will generate a report with the balance for the date you choose for all the line items in your Chart of Accounts. 

    It will show the account number, the account name and the ending debits, credits and the totals. Often this report is printed out, to do so, simply, choose Print or Print page from the menu on the left to get a printout of the financial report. 

     
  • Fund Balance

    Fund Balance is a report in Financials that shows the total, the principal and the spendable balance for specified Funds.  The balances are initially set up during your implementation.

    This data will show you the Fund, Fund Group (eg. Fiscal sponsorship, Unrestricted, Agency, etc). The columns include Permanently Restricted (PR), Temporarily Restricted (TR), Unrestricted (U), plus the total for the Fund, as well as the asset amount in the Principal balance and the Spendable.

    You may apply different filters from the top of the page to narrow the results.

    • Go to Financials from the Home page
    • Select Fund Balance from the left side of the screen
    • Choose a date range

    A basic report will show you the Fund Group, the individual Funds, the Total amount in the Fund and it will break out the amounts into the various restrictions you set up for each Fund as well as the Principle and Spendable amounts. If no restrictions are set up for a Fund you will see a column labeled ZZ.

    • Pick Add Filter from the top of the screen to narrow down your results using Filters

    Be sure when you run the Fund Balance report you select the correct dates. You can choose [edit] next to the date to change the date or date range. 

    To clear any Financial Filters, choose [delete] at the top of the page.

     
  • Cash Flow

    Cash Flow shows a change in the balance for your for Assets, Liabilities and Equity for a specific date range.

    Edit the date range at the top of the page for cash flow reporting by selecting [edit] highlighted in blue.

    • Choose Show Detail from the left side of the page to get more detail about the Assets, Liabilities and Equity
    • Use the middle drop-down menu at the top to see different financial views
    • Select the top right drop-down menu to select the mode of reporting such as total balance (default), year over year, year, fund group or future forecasting
    • Add filters by choosing Add Filter from the left menu or remove filters as needed - choose a specific Fund, Fund Group, Fund Subgroup, Supported Org, Agency Fund, Endowed, DAF or Spendable filters

     
  • Income Statement

    The Income Statement (aka Statement of Activities) measures the change in net assets for a specified time period. 

    To run a Income Statement:

    • Go to Financials 
    • Select Income Statement from the left menu
    • Select or enter the desired date range. 
    • The statement will generate. 

    Once the Income Statement is generated you may: 

    • Change the statement dates by selecting [edit] next to the currently selected date range in the upper left of the statement. 
    • Choose Show Detail from your left menu to get more detail about the Assets, Liabilities and Equity.
    • Select Show SubAcct from the lefthand side of the screen to get information on internal or interfund grants and transfers.
    • Group data via the  drop-down menu in the upper right hand corner of the statement. The dropdown default is "Total."
      • The Budget and Fundbudget options are helpful if you have completed a yearly budget in the system. The statement will show a percentage column with the percent of the actual amount spent compared with the amount budgeted.

     

  • Balance Sheet

    The Balance Sheet or Statement of Financial Position shows Assets, Liabilities and Equity (based on the balance for a single date for funds, fund types, fund groups, year over year, month, year, future). Some describe the balance sheet as a "snapshot" of the organizations' financial position at a point in time.

    For example, the amounts reported on a balance sheet dated December 31, 2015, reflect that instant when all the transactions through December 31 have been recorded.
    The balance sheet shows what an organization has (assets) as well as what it owes (liabilities) to other parties as of a specific date.

    • Go to Financials to view a balance sheet 
    • Select Balance Sheet from the lefthand menu

    Choose any date, month, quarter or year

    • Choose Show Detail from the left-side menu to get more detail about the Assets, Liabilities and Equity
    • Select Show SubAcct from the lefthand side of the screen to get information on internal or interfund grants and transfers.

    Use the middle drop-down menu at the top to show customized financial views.

    Select the top right drop-down menu to select the mode of reporting such as total balance (default), ftype for unrestricted (U), temporarily restricted (TR), permanently restricted (PR) funds, fgroup is short for fund group - it shows the funds by group, yoy is year over year, year for your fiscal year, or future forecasting.

  • Use Financial Views

    To Use Financial Views:

    1. Navigate to Financials from the Home page.
    2. Select a Report from the left-side menu.

       

    3. Enter a Start Date and End Date.
    4. Click Show Date.



    5. In the Cash Balance Window, click the drop-down selection next to View to select a Financial View. 

     
  • Create Financial Views
    1. Navigate to Accounts from the Home page.
      financial_views_1.png

    2. Click Financial Views from the left-side menu.
      financial_views_2.png

    3. Click Create.financial_views_3.png

    4. Enter a name for your financial view and click Create.
      financial_views_4.png

    Next, add a financial view group from your chart of accounts.

    1. Click the Financial Views ID Number in the table on the Accounts page.
      financial_views_5.png

    2. Click Add Group from the left-side menu.
      financial_views_6.png

    3. Enter details for the financial group:
      • Select the Type of accounting group (assets, liabilities, revenue, equity, or expenses).
      • Enter a Name for your financial view group.
      • Enter a Sort Order.
      • Click Create.
        financial_views_7.png

    Then, add accounts to the financial view group.

    1. In the View Details table, click Edit next to the desired group. 
      financial_views_8.png

    2. Click Add View Account.
      financial_views_9.png

    3. Enter details for the financial view accounts:
      • Enter a Sort Order.
      • Add accounts to the group by checking the boxes next to your accounts.
      • Click Create.financial_views_10.png

  • Financial Reports Overview

    Within Financials, you can access the following Reports: 

    • Balance Sheet (Statement of Financial Position): Shows Assets, Liabilities and Equity based on the balance of each account on a single date for the foundation as a whole by default. This report can be configured to show balances by individual fund, fund types, fund groups, year over year comparisons, etc.
    • Income Statement (Statement of Activities): Shows Revenue and Expense Accounts for a time period for the foundation as a whole by default. This report also allows for configurations to specific funds, fund groups, etc.
    • Cash Flow: Shows the net change over a period for each asset, liability and equity account.
    • Cash Balance: Allows you to run a comparative balance sheet. After selecting a date range, change the view of the report to month, quarter or year to compare account balances.
    • Audit Report: Allows you to see the change in fund balance from one date’s beginning balance to the ending balance and the total amounts that make up the change grouped by account type (Income, Investment Income, Other Income, Support, Expense, Other Expense, Payroll Expense, and Program).
    • Fund Balance: This report shows a fund’s total fund balance, as well as any principal and spendable portions by fund group. If you’ve set the restrictions (PR [Permanently Restricted], TR [Temporarily Restricted, U [Unrestricted]) on each fund, you’ll also see balances broken into each balance.
    • Trial Balance: Shows the total debit and credit balances for each account on a given day.
    • Detail Trial (Detail Trial Balance): Shows the beginning balance, total debits, total credits and ending balance of each account over a date range.
    • Underwater (Fund Underwater Report): This report subtracts the principal balance of a fund from the total balance of a fund, to calculate the underwater amount. Funds are only listed in this report if their underwater amount is negative.
    • Func Expense (Statement of Functional Expenses): This report will show you the amounts of expenses by both their natural classification and their functional classification. 
    • Investment (Investment Report): This report will display data account by account based on the investment level. The investment level can be set by editing the account. From the investment report you will see beginning and ending investment balance, all revenue share activity, deposits, and withdrawals.