 In this presentation, we will generate, analyze, print and export to Excel a statement of financial position for our not-for-profit organization. Get ready because here we go with zero. Here we are in our not-for-profit organization dashboard. We're going to be heading on over to Excel to see what our objective will be. We're looking at the statement of financial position. That in essence is the balance sheet. The balance sheet is a little bit more straightforward than the equivalent of the income statement. We'll have of course our major functions, our major features that being the assets, the liabilities and then what is the different name being net assets versus the equity. So that's kind of like the major difference that we have down here with regards to the naming feature. But other than that, we have a similar kind of outbreak. Also note that in the net assets, we have this breakout between with donor restrictions and without donor restrictions rather than just having one account. And that's not too different than other types of entities. If it's a partnership, we'd have two capital accounts. If it was a corporation, we'd have to break out between retained earnings and then common stock and whatnot. So that's going to be the major differences we'll have to deal with with our reporting. Let's head on over to zero. We're going to hit the accounting dropdown and let's be opening up the balance sheet. We'll just open up the standard balance sheet here. So we've been and usually when we're just working on the data input into the system, the standard balance sheet works fine. We don't really need any special worksheet because the major difference has to do with like a terminology thing. So we don't have a worksheet that we need as we do with the statement of activities. Hating the dropdown on the date, I'm going to be putting this out to the 31st. So we'll say January 31st and there's what we have. So here's our report and let's right click on this. Duplicate it. Right click on it and duplicate just so we have the standard balance sheet then go back to the left and let's just make our adjustments on this balance sheet. Now we've got our balance sheet as of the end of the month and I know I've been I've adjusted the dates could be the end of the year or the end of the month. We don't have any data after the end of January. So the reports will be the same at the end of the month or the end of the year. Then we have our breakout. We have the assets within the asset category. We've got the cash. This cash is kind of broken out into a separate category here because that's just you know the subcategory formatting that the system is using. Now note we may want to minimize that or not have that breakout and we again we have some great flexibility with zero that could help us to do that. Then we have the accounts receivable and the two subcategories resulting which are the allowance for uncollectible pledges and the discounts. Those are going to be the contra asset accounts. Then we have the fixed assets. Notice down here that the furniture and fixtures below the allowance. Now again we have the formatting here that we could do that just right in the system and adjust that in our reporting which is pretty neat. Then we have the current liabilities and we have the accounts payable and the payroll and then down in the equity we have this kind of issue with the current earnings which are tying out to the current income statement. I'd really like that current earnings to be grouped with the unrestricted items. That's where it should go. This isn't actually an account up here it's just telling us what the current earnings it should roll into the net assets unrestricted. And then of course we have the issue with the name being equity which we would like to be called net assets. Equity up here we would like to be called net assets and equity down here. So let's see what we can do with some of some of these items. Let's go to the edit layout. So we're going to go to the edit layout down below so editing the layout. And then I'm not going to I'm going to delete the changes for now and we're going to have just the information here. So now we have the current assets. Now here we have the cash and cash equivalents. Now we may not want this subcategory. What I'm going to do is I'm just going to minimize that. And so now we just have the cash and if I go back on over and I say all right what's that going to look like go back on over to the balance sheet. Now we don't have that subcategory which is unnecessary since we only have the one cash account. So now cash is right in there. That looks that looks nicer I don't need a subcategory so I'm going to go into edit again. Let's see what else we can do here. Now this accounts receivable the allowance and the discount are all pretty much related. So what I what I could do is select those three. We could select those three make a group of them. We can make a group of them and call them accounts accounts receivable receivable and then say all right and then I'm going to keep that one open and what that'll do is if I say OK that'll give us a little subcategory. So now we have the accounts receivable and it'll show then here's the actual receivables. Here's the allowance. Here's the discounts and then here's basically the net receivables in a similar fashion as we see down here with the fixed assets. Now let's see if we can put the furniture and fixture above the allowance here. So we're going to go back to the edit the layout again. And let's take a look at the fixed assets and see what we can do with that. So I'm going to say we've got the allowances on top. I'd like the furniture and fixture to be out so I'm just going to grab it and drag it up to the top. And there we have that. I'm going to say done. Let's see if that that pulls over properly on our report. So then we're going to say scroll on down and that looks nicer. That looks nice. So now we got this in the allowance. So this is what we bought it for. This is the decrease for the depreciation accumulated or allowance and that gives us that the net and then on the liabilities that looks good. The payables look good. Total liabilities and then in the equity I'd like to group these together is a little bit more tricky because this isn't actually an account up here. So let's see if we can see what it lets us do with that. We're going to go into the edit layout and then let's go down to the bottom. And I'd like this current earnings to be grouped in with the unrestricted. So I'm holding down control and then clicking the unrestricted. And I'd say I'd like to group that into a group that it's just going to simply be called the the un or let's say net assets net assets unrestricted like so. And then we'll say done actually I shouldn't have said that I need to close up the little triangle but let's see what it looks like now. So if we then say alright what is that going to look like. So there we have just put it into a subcategory now I'm going to minimize that subcategory so I'm going to go into the edit layout again and then scroll down to the bottom and I'd like to hit the little triangle. So there we have that now let's say done I think that's what we want that's what we wanted to be. So then if we scroll down now we have the net assets so that looks nice that's that looks nice. So that's pretty much all we could do in here which is a lot more than most software and so but we still have the naming convention on equity here equity here equity here and equity there probably won't bother anybody but it should be the net assets but again just look at the flexibility you have on that. Now I would make an external report something like this and maybe keep some more of that detail you know not do things like like combine the net assets out for the internal reporting because it's kind of nice to see that when you're doing the internal reporting but it's but when you give it to someone else you wanted to group in something like this format. All right let's go ahead and then change the name up top so the name we're just going to call it the statement of financial position which is basically the balance sheet so we'll click on the statement of financial position name here or down here and we'll rename it there and then I'm going to then I'm going to customize it let's go to the customize report we want to save as a custom report put that name there not going to overwrite the original balance sheet keeping that unchecked saving then so there we have it now let's go to the second tab and just check out that it's been showing up where we want it so accounting drop down let's go into the reports and then we're going to go into the custom reports so within the custom reports we have now our statement of financial position now I don't have the the worksheet for the balance sheet here I don't need a worksheet but you might want to make one that has some of these adjustments but not all of them so you might want to you know not want to combine some of them but like the depreciation we adjusted to be on top that could be an adjustment we would want to look see it that way all the time so you might then I would always keep the standard balance sheet and not overwrite it but you might want to make a balance sheet worksheet which has some more subtotals and then an external report that then will be pre-formatted as best it can for you for the for when you want to distribute it so then I'm going to go back to the first tab that looks good let's go ahead and do our printing so we can we're going to save it as a PDF file we're going to save it as an excel file we're then going to make a PDF file with all the reports on it that we have done thus far so let's go to the export we're going to export as a PDF it'll show up down here and the in the bottom part because it's chrome and that's where chrome does stuff and then we're going to be opening up this report I'm just going to drag it on over I'll just put that into the financial statements here I'm going to drag that on over just the good old dragging and then dropping drag it and then drop it alright and then I'm going to go back to the first tab I'm going to open up our financial statements that's where I'm going to ultimately put the excel reports let's just open that up now since I'm already here so there it is so that's that and now let's open up let's do this one in excel so I'm going to go back over here I'm going to maximize this I'm going to quote I'm going to then export again to excel which opens it up down here in excel I'm not going to drag and drop it but open it because I want to take the information from it I want to take that information and put it into our other excel worksheet which already has our reports in it so to do that I'm going to enable the editing up top and then I'm going to copy the entire worksheet by clicking the triangle and then I'm going to right-click on the selected area and copy it then I'll just close this or minimize this report go back to our other report which was this one and then I'm going to add another sheet to it so I'm going to hit the little plus bottom at the button at the bottom and then I'm going to go back up top to a one right-click on a one and then paste this entire thing so paste it there then I'm going to double click on the tab below double-clicking on sheet one and this is going to be statement of financial position something like that so so there we have it now let's check the layout I'm going to go to the second layout tab page layout looks like it looks like it fits on a page back to the first tab so it looks like it fits on a page that looks that looks good then we can change some of the names right so now here is where I could say this shouldn't be liabilities and equity but should be liabilities and net assets and this down here shouldn't be equity but should be net assets and this down here shouldn't be equity but it should be it's on this little cell over here I'm going to change it up here equity it should be net assets that's what it should be so then we have that so we can make that minor little tweak and excel so any any kind of name changes that are part of the programming system that we can't change in the system we can we can make obviously any changes we want once we export it to excel here so now we can print all these reports at one time and collate them already or have them collated already as they are printed which is great from excel and we can send it to a PDF file to have all reports at once so I'm gonna print it I'm gonna print the entire workbook and that has our four pages here's our four pages and then we can print it to the cute PDF printer which will put it all on the PDF files we're gonna say print it's gonna ask us where do we want to put it so I'm gonna say here we go it's gonna be a financial statements I'm gonna overwrite that other one I'm gonna say save and yes it'll overwrite the other one I'm gonna close this back out I'm gonna save it I'm gonna minimize this gonna minimize that there we have it now now we could give someone the reports now we have four of them it's getting a little bit longer we can have four attachments to an email for example or we can right click on this fault folder and and send it as a zipped file which it's having some problems so if we've right clicked on it then we could send it as a zipped file looking like that and attach just the zipped file we can print already collated from Excel as we saw or we can open up the PDF file here and the PDF file will have the reports on it the statement of activities the expenses the restricted items detail and the statement of financial position that's gonna be it for now let's get out of here