 In this presentation, we will generate, analyze, print, and export to Excel a statement of activities which is in essence an income statement type of report for our not-for-profit organization. Get ready because here we go with zero. Here we are in our not-for-profit organization dashboard. Let's jump on over to Excel to see what our objective will be. So we're in Excel. I'm in tab 10. We're looking at the statement of activities which is on cell T49. This is in essence the income statement. However, unlike the income statement which only has one column typically, we have here three columns, one with restrictions, one without restrictions, and then the total. So you'll recall when we enter this into like a trial balance, we have to make this distinction of items with and without the restrictions with basically separate accounts. And then when we pull them out to the income statement, which is the statement of activities in essence, we can break them out side by side. Within the zero system, we have a neat feature that we can use to be able to enter this information and let it break out. That's going to be the classification feature within the zero system. So what we're going to do is make a report that's going to be similar to this. Now note that what we need is to give something to provide something in steps. We need to be able to provide something that will have both the information, especially the expenses that are going to be both in terms of function as well as in terms of their nature, what they're used for normal expense categories and what they're used for like programs and admin and so on. So we and we also want to give this to somebody also like the board of directors in a way that's not too overwhelming. And so that's going to be our objective. So we're going to create a statement of activities that has, you know, two steps to it. Basically we have this one that's not too overwhelming because we didn't add all the expense categories down here and we didn't add all the different types of restrictions and then we'll include more detail with other reports, making it a little bit easier to take down, you know, piece by piece. So let's, we already did this to some extent in zero, zero is great, has a great tool for us to format these worksheets. If we hit the accounting drop down, we've already done one for a statement, income statement worksheet. Now I'm going to make another one from scratch just so we can see it being made from scratch again. But you could also just simply modify this one. This one is an internal worksheet. It has what we need, but it also has some columns that we don't need over here. And so this is our internal worksheet. We could also do some other adjustments to these columns to group them together and of course change the name on it. So that would probably be the easiest way to do this is to reformat your income statement worksheet, save it again as another worksheet and make that your external worksheet. But I'm going to do it from scratch just so we can recreate to these columns and see how they've been put together. So I'm going to right click on this tab up top. I'm going to duplicate that tab. So we'll duplicate that tab. Let's go back to the tab to the left. And this is the one we're going to work on, but I'm going to just make a normal income statement. So I'm going to hit the accounting drop down. I'm just going to go to a normal income statement now. And in essence, we're going to we're going to make it look a lot like our income statement worksheet. I'm going to add those two columns first and get us back to the starting point. So I'm going to basically, I jumped back over to the worksheet. I'm going to add the unrestricted and restricted columns. I'm not going to add these two columns. And then we'll have, of course, the total column. Okay. So let's go back on over to the first tab here. And I'm going to say that we want to customize this report. Date range is good. Let's go ahead and edit, edit the layout of the report. And we're simply going to add two columns to get that information. So I'm going to go back up top. I'm going to add a column. So we're going to say I want a column. I'm going to do it based on the unrestricted items. So we're going to have unrestricted first. So I'll say unrestricted, and then I'll hit the drop down here. And I'm going to choose, I'm not going to choose unassigned. I'm going to choose the 20%, the 20%, the 40%, the 20%. I'm not going to choose the unrestricted not applicable here. So we just want those four items. They should all be in there at this point in time. And we'll check that with our double checking features in our worksheet. But by the time we get to this report, they should all be categorized properly. So then I'm going to say OK. And then we can change the name here. I don't need 2020. What I really want is unrestricted. So I'm just going to say I have to change it here. I'm going to double click on the blue area and call it unrestricted. Like so. So there we have that. Then I'm going to pull that to the left. Let's pull that to the left. Now this column, the total column, I actually don't even want it because I'm going to make my total column with a formula. So I'm going to click on the total column and simply delete it by going up to the trash can up top and just deleting it. And then we're going to go back and make another column. I'm going to add another column. And I'm going to say this is going to be the unrestricted. So we'll say the unrestricted column information. Once again, selecting the dropdown, I'm going to pick the government, the long term. And those are the two that we have here. Wait a sec. We also have the time. So we have three here. But we're not going to be picking the unassigned. We're not going to be picking the n a's. Those are going to be helping us as we do the data input. By the time we get to this point, there shouldn't be anything in those categories. So we're going to say OK. And there we have that. And I'm going to double click on the name. I'm going to make this unrestricted. Unrestricted. So there's our unrestricted category. And then we're going to make the total category. So once again, I'll go back up top. Two ways we could do the total column. We could have kept the original total, which basically includes everything in the income statement. Or I can use a formula. So I'm going to use a formula here. I'm going to select the dropdown. And I'm going to make a formula column. So we're going to say this is going to be a formula. I'm going to go into this item. I'm going to say dropdown. We want to pick the unrestricted. And this second one should be restricted. So I named it the same name. So hold on a second. I'm going to say plus. And then pick up the second column here. And we'll say that this is going to be double clicking the total. That'll be the total. And then I'm going to rename this column now. This one, I believe, should be restricted, not unrestricted. So this is going to be restricted. So there we have that. So now we've got unrestricted, restricted, and the total. So that looks pretty good. Let's say done. So I'm going to say done here. And there we have it. Now the totals of this thing should tie out to basically our income statement. And we would check that on our worksheet over here, on our income statement worksheet. And you'll recall last time I, in the last presentation, I added a few more kind of check numbers for the totals. But this total column is everything right here. So basically the worksheet that we have now, this worksheet will help us to kind of double check those numbers. And that's why we want a worksheet like this, which will have a few other columns, and could help us with the double checking. And then we're going to have our external reports, which won't have those double checking numbers, but should be good because we've now done the double checking on the worksheet. So that's going to be the general format, this general format, then tying out to this general format here, with donor restrictions, and without donor restrictions, and with donor restrictions, and then the total. So now I'm going to call it. I'm going to rename it. Let's copy the name and call it the Statement of Activities. So I'm going to go back on over here and say, all right. Statement of Activities. Let's see if we can adjust the name. And we'll say Statement of Activities is the name. And then down here, we could also do some formatting down here. Now note, I liked having these two separate accounts broken out here so that it's kind of a double check, in my opinion, that we can have these. Although we only really need one account called Contributions, which is now being broken out between unrestricted and restricted. The same thing as the case down here. We have net assets released. Now I like having the two accounts still that will net out. But we really only need one in our report. We might want to combine those for our report. So let's do that. Let's say we could do that with a neat feature over here. And in my worksheet, I'd like to see those broken out. But in the final report, maybe we want those to be combined together. Probably would be nicer to have them combined together. So I'm selecting this one, holding down Control, and selecting this one. I hold down Control. And then I can group those two together. I'm going to group those together. And simply call it then Contributions. Contributions. And there we have that. And then there's our group. And then I can just hit this little triangle. And that'll combine them together into a group called Contributions. We can do the same thing for these two. I can select this item, the one below it as well. And then add a group. We'll go to the right. We're going to say I'd like to group those. And we want to group those as the net assets released from restriction, something like that. And then we can go back over and hit our little triangle again. So I'll hit the little triangle. And now those are grouped together. So that's really neat. So now we can go back over and say done. That's similar to the sub-account type of thing with something like a QuickBooks online. But just note the flexibility you have to do that. I mean, I can make a report with it being like a sub-account and one with it not being like a sub-account. So that makes it look a lot more formal in some ways. And like I say, I want the detail in the worksheet. I would like the detail in the worksheet in the two separate accounts. And I'd like all my check figures over here. And I like and I really like that I can then sum this stuff up in the final sheet. So there we have it. Contributions now it's broken out unrestricted and restricted by category. And then down here we have the net assets released from restriction. And now it's broken out over here by the category as opposed to by the accounts. And of course the total then being zero. So there we have that. Everything else looks pretty clean. Now note a little bit of a difference down here. We've recorded it in our normal kind of report, our statement of activities by their nature. Because that's what zero will basically use typically. So we can't, it's not as easy for us to break it out like we have it here, which is by function first and then breaking out another report by nature. So that's gonna be a bit of a drawback, but still not too bad because we have it here by nature. And then we will provide another report that we'll see in the next presentation, which we will put by function. So we'll add another report that will give us that more detail by function. And we'll do that with the use of the classes. So we'll add more rows. And what that'll basically do is say, each of these rows now has more information that we can break this out into. So we're gonna give the information to our readers like this. And then they're gonna say, what about the allocation of these expenses? How are you using these? How much is going to programs versus other things? Then we're gonna break out the unrestricted by their category of what's included, the programs and the admin and so on, and give that report. And that'll give the detail there. And then we'll give the other detail in terms of the restricted items and say, well, what kind of restrictions do you have? What are the restricted items? Then we can get further reporting information on those restricted items. So there we have that. Now, when we give this to someone, there's a couple of different ways that we can do this. We can send out this report. We can print it or we can send it out, save it as a PDF. But if we're giving multiple different reports, we might wanna group this in a different way. So we'll think about the ways we can now process this. One, we'll print it as a PDF file that we can attach to an email. Two, we'll send it to an Excel file. And the reason that's useful is that we can take all the reports we'll make, we'll put them on that same Excel file. And then if I wanted to print them, I can print them from the Excel file, the whole all four reports and not have to collate them. They can all be printed rather than you have to shuffle the papers and collate them. And also we can create a PDF file from it using a Qt PDF printer. And that will allow us to give one PDF file with all the reports we have instead of like five or 10, whatever, how many reports we have PDF files. So let's do that now. I'm gonna use something called the Qt PDF printer in order to do the Excel side of things. So just note that you could export down here and you can export to a PDF file. If you ever have a problem exporting to a PDF file, if a system, a database program, or anything doesn't allow you to, but you can print it, then what you really wanna use is this Qt PDF printer or some type of PDF printer. You wanna have something in your system that functions like a printer for the use of it but is really just gonna be taking that information and printing it as a PDF. One is called the Qt PDF printer. You can Google it or use whatever favorite browser you have and find that. And that should be a free tool to use. I really recommend getting used to using it. And so for here I'm gonna say export to the PDF. Now I'm in Google Chrome, so it's gonna show the little bar down here that's gonna have our file. I'm gonna put that into my folder. So here's the folder I'm gonna put it in. So I'm just gonna take that, I'm gonna left click on it and drag it to my folder. So there it goes, so there we have that. And then I'll maximize this one and I'm gonna close this back out. Now I'm gonna export it to Excel. So I'm gonna export to Excel. So let's do that and that should do the same thing. There's our worksheet. I'm gonna minimize that. I'm gonna pull that into my folder too. All right, and then I'm gonna maximize this. I'm gonna minimize this again. And then I'm gonna open up the Excel sheet. It didn't show up. Where's the Excel sheet? Hold on a second. I'm gonna maximize this. I'm gonna make it small. I'm gonna take that and drag it into my folder here. That's where I want it to go. Now there it is, okay. So now let's open that Excel sheet up. So open that Excel sheet up. I'm gonna enable the editing. And so there we have it. So notice it does some little funny things sometimes with the editing. Like this total column doesn't quite fit. I can make it a little bit larger. I'm gonna make it a little bit larger here. I won't spend a lot of time formatting in Excel, but I'll make it a bit larger. Also note it took out the grid lines. Sometimes I just copy and paste this into another file just to get rid of some of the formatting items and also because I'm gonna copy other reports into it and I'd like them formatted exactly the same way. To do that I would just make another plus. Plus down here another sheet. Go then to the first sheet. I'm gonna select the entire sheet with the triangle up top. I'm gonna hit the triangle. That'll select the entire sheet. That's important to pick up the entire sheet. And then I'm gonna say right click and copy. And then I'm gonna put that on this sheet. And I'm gonna put it in A1. Make sure it's in A1. If it's in any other place it won't let you paste it, right, because there's not enough cells. So there's not enough cells to do so. So I'm gonna go up in A1 or you could select the entire sheet again and say paste. And so there we have it. Now we got the grid lines and now when I paste other reports in here it'll be the same. And then I'm gonna delete the first report. I'm gonna right click on it, that tab. I'm right clicking on the tab. And then delete that one. So there we have it. And then I'll double click on the tab below and call it the statement of activities. All right, so that looks pretty good. Now this one I'm not gonna print it at this point, but once we do the other reports I'm gonna add them to this worksheet. I'm gonna add them to this worksheet and then we can use this worksheet to print to everything from this worksheet. So it's collated like I say, and or make a PDF from it that has all the files on one sheet which could be really nice for presentation purposes and for emailing and sending and that kind of thing. So I'm gonna close this back out. I'm gonna save this and then I'm gonna go into our report here. I'm gonna rename it. So I'm gonna right click on it. I don't wanna just call it the not for profit. I'm gonna rename and I'm gonna say this is going to be the financial statements because we're gonna put multiple statements here. And this one I'm gonna rename and I don't really need the not for profit thing. So I'm just gonna say income statement. So we'll just say income statement or should be statement of activities, right? So it should be STMT of activity, something like that. So there's gonna be our reports. Now we're just gonna keep on adding these. So adding to our reports in future presentations. The next thing you wanna do though is you wanna save this as your external reports now. So I'm gonna now I'm gonna say I wanna customize and save this report and I wanna save it as a statement of activities report. I'm not gonna make it the default report. This is gonna be my external report. So I'm gonna save that. So there we have that. And then if I go to the second tab here and just let's just check that it shows up here. I'm gonna go to the accounting drop down, go to the reports and then within the custom reports now. Now we have the ones that we're typically working with. These are the ones I'm gonna put a star next to cause those are the ones I work with all the time. And I'm only gonna use the statement of activities to finalize report when we basically are finalizing this thing when we're basically sending it out. Now if I go back to the first tab, also note you do have some kind of formatting items here. So we have the income statement, we have income. We've got the operating expenses which you could name, it's not a bad name for operating expenses for not for profit but you could change it to whatever expenses it, you might think that that implies for profit but that's not too bad. But down here the net income is usually not termed that way cause net income people, you might get the feeling of a for profit. So they typically call the income down here rather than net income, Indian or I'm sorry increase in net assets. So that's still a change that you can't do in zero even though you could do so much to customize in zero. We would change that and you could change that if I open up Excel again. Obviously once it's in Excel you can do some of those final little tweaks just for the naming. Probably wouldn't bother anybody if it was not changed but we're gonna say increase in net assets. Let's say increase in net assets and so net income I'm gonna, they won't let me edit it, enable editing and then this is going to be increase in net assets. Now you might ask why is it called that? That's a funny name because remember the net assets is the difference on the statement of financial position. That's the equity section, equity section being the assets minus liabilities of the net value of the organization. And this is what has happened over a time period, the income statement in essence. And so whatever increase in funds we got over the time period results in the equity section going up, the equity section being called net assets. So the bottom line of the income statement could be called the net increase in equity and for example, it's not really done that for a for-profit also because in a for-profit you have things like draws and dividends which kind of complicate things a little bit but there are no draws here because there's no owners. So the difference in the net assets over time should be basically the change in the statement of activity so you can call that the increase in net assets. So that is that. Everything else formatting looks pretty good. So I'm not gonna get into too much more detail on that and then we'll add to this report in future presentations. That's gonna be it for now, let's get out of here.