Focus On: Treasurer’s Reports

 

Welcome to our Focus On series. In this series of e-mail tutorials, we will show you a few overlooked features in our system. We encourage you to print this document to follow along through the lessons.

 

Tutorial: Treasurer’s Reports

 

The job of the treasurer encompasses a vast variety of duties including running reports on the financial status of a committee. BackOffice is designed to simplify the process of these reports so that they can be run quickly and easily. This tutorial is designed to highlight and explain the different types of standard reports that are typically run on a monthly or year-to-date basis.

 

In this tutorial, you will learn:

Lesson 1: Standard Reports: Profit & Loss

Lesson 2: Standard Reports: Cash Flow

Lesson 3: Standard Reports: Net Worth

Lesson 4: Standard Reports: Detailed Financial Reports

Lesson 5: Monthly, Year-to-Date and All Time

 

 

Lesson 1: Standard Reports: Profit and Loss

 

Profit and Loss report is compiled at the end of an accounting period to show a summary of receipts and expenditures that impact Net Worth. 

 

To run a Profit and Loss Report:

1. Go to Reports and select Standard Reports.
2. In the Type field, select Financial Summaries.
3. In the Format field, select Profit and Loss Statement.

4. In the From Date, enter in the date that you want the report to begin. For example, 08/01/07.
5. In the To Date, enter in the date you want the report to end. For example, 08/31/07.
6. In the Election drop down, select the election you wish to limit your results or leave at all elections to include any transactions between those dates for any election. (If you do not have more than one election, this will not appear as a drop down field).

7. Click on Generate.
8. In a new window, the Profit and Loss Report will generate.

 

9. Notice that each category summarizes under the profit and loss headings.
10. For a paper copy of your report, click on the Print button.
11. If you wish to export it to excel to save the report, click Excel Export.

 

 

Lesson 2: Standard Reports: Cash Flow

 

Cash Flow report shows the incoming cash less outgoing cash during a given period in a very brief summary.

 

To run a cash flow report:

1. Go to Reports and select Standard Reports.
2. In the Type field, select Financial Summaries.
3. In the Format field, select Cash Flow Report.

4. In the Accounts area, select the account you wish to view or leave at All Accounts. (If you do not have more than one account, this will not appear as a drop down field).
5. In the From Date, enter in the date that you want the report to begin. For example, 08/01/07.
6. In the To Date, enter in the date you want the report to end. For example, 08/31/07.

7. Click Generate.
8. In a new window, the Cash Flow report will appear (if this does not happen, check your pop-up blockers).

9. Notice the starting balance and the ending balance will calculate for you. If you want a paper copy of the report, click on the Print button. If you want to save the report, click Excel Export and save in that format.

 

Lesson 3: Standard Reports &endash; Net Worth

 

The Net Worth Statement shows the summary of all assets, including cash, less total liabilities.

 

To run a Net Worth Statement:

1. Go to Reports and select Standard Report.
2. In the Type field, select Financial Summaries.
3. In the Format field, select Net Worth Statement.

4. Select the Account you wish to run for the Net Worth Statement or leave at All Accounts. (If you do not have more than one account, this will not appear as a drop down field).
5. Click Generate.
6. In a new window, the Net Worth Report will appear.

10. Notice the assets and liabilities will calculate for you. If you want a paper copy of the report, click on the Print button. If you want to save the report, click Excel Export and save in that format.

 

 

Lesson 4: Detailed Financial Reports.

 

Detailed Financial Reports break down specific transactions during a period of time. Depending on the Format of the Detailed Financial Report, you can see contributions, expenses, soft allocations or all financial transactions.

 

To view the different types of Detailed Financial Reports:

1. Go to Reports and select Standard Report.
2. In the Type field, select Financial Details.
3. In the Format field, you will see a list of different formats for Financial Details:

 

 

Lesson 5: Monthly and Year-to-Date

 

Most reports can be run on a monthly basis or Year-to-Date (YTD).

 

If you want to run a report for a specific date range:

1. In the From Date, enter in the date that you want the report to begin. For example, 08/01/07.
2. In the To Date, enter in the date you want the report to end. For example, 08/31/07.

 

If you want to run a report for YTD:

1. In the From Date, enter in the date that you want the report to begin. For example, 08/01/07.
2. In the To Date, leave the date blank.

 

If you want to run a report for all time (from the beginning of time until now):

1. In the From Date, leave the date blank.
2. In the To Date, leave the date blank.

 

 

That concludes the review of the most common reports used by treasurers. Hopefully you have a better idea of how you can easily run reports for your next meeting.

 

Do you have an idea for our next Focus On? Is there something you would like to know more about? Simply email us at: support@completecampaigns.com.  We’d love to hear from you!