 In this presentation, we'll take a look at an alternative method to track restricted items or the detail for restricted items. Let's get into it with Intuitz. QuickBooks online. Here we are in our not-for-profit company dashboard. We're going to go on down to the reports on the left-hand side. Opening up the reports, we want to open up then our profit and loss reports. So we're going to be opening up the PNL profit and loss reports. I'm going to close up the hamburger and consider our objective here. So our objective note within the profit and loss we currently have. If we select the dropdown, we could sort the profit and loss by classes. And if I run that report and we're in the month of January, by the way, January 2020, if we run that report or for the year, there's nothing in there after January. So as long as you're picking up January, you should be okay. So if we run that report, we've got the detail for it in terms of the items that we put in place for restricted and unrestricted. Then within the unrestricted, we have the programs and the other admin information and whatnot. And that's going to be including the fund raising here. This is going to give us the total unrestricted. Now note that we don't have an easy kind of filter right here that's going to be able to like collapse the columns, for example, for something like the unrestricted subcategories. What we do have are the filters up top. So if we go to the filters up top, we can then do some some adjustments to these items. So we're going to customize up top. We can go down to the filter item. And I don't want to then go to the classes so we could filter by classes. And then we can select the dropdown. That's not the classes drop down the classes drop down. And then we can pick say we want restricted and unrestricted. Let's just pick restricted and unrestricted. And then I'm going to run that reports. So then if we scroll back down, it still picks up the restricted and unrestricted. Then it picks up any activity that are in the subcategories of unrestricted. Now note that's not exactly what we'd like to see over here because if I went back to our report. And we were going to give this to to our board of directors, let's say for a not for profit. We would like to break it out by between just we restricted and unrestricted with our two columns in a similar fashion as this statement of activities. And typically our goal here is to give this to the board of directors in such a way that we can basically make it as simple as possible so that people can get right down to like decision making practices with people that may not be you know experts as financial statements and even if they are like these reports are more more detailed than than normal financial statement reports because of these breakouts of restricted and unrestricted and the requirements that are going to be there. So what we would like to do is kind of group this in a way that it's as easy to see as possible and then provide more detail if necessary. So what we would like to see is basically restricted and unrestricted. You'll note down here that it's broken out by function of the program rather than by nature in terms of the expenses we'll talk more about this as we enter the expense information. Then we could further break down if questioned we'd like to be able to say OK now if you want more detail about about these items the subcategory restrictions and unrestrictions we can provide that with something like this up top given you this is the expense breakout for the programs and the general ledger and the and the fundraising information. So that's how that's how we'd kind of like to construct this all this information is necessary we're going to need this information for reporting purposes. It's possible to put this information all this information together but it would be an overwhelming report right in the more overwhelming the report that the more problematic it's going to be. Well if the harder it's going to be for decision making and a board of directors kind of room that's trying to get right down to the decision making process with a group of people a group of people that might not be you know experts at reading not for profit financial statement reports. So then if we go into this item so we have the restricted and we have the unrestricted here and this is one format that we can break this out now note we can further group it together. If we were to export this say to Excel then we can simply delete these two columns right I can export this to Excel and say you know this column the total unrestricted is picking up these two columns and I can pretty easily within Excel. Just simply delete these two columns and be able to generate a report that will look something like like this but we can't do it exactly straight from the filtering options. Now then what we did is we made another report that's going to be breaking out further details on on the restricted items to give us the detail the restricted items and we did that by making the the sub customers. And we can run that report let's go ahead and copy this tab up top duplicate this tab right click and duplicate it go back to the tab to the left open up the hamburger go down to the reports again. And then if we open up another income statement. We're going to scroll down and open up another income statement or PNL report profit and loss report. And the other method that we used to break that information out is that is a PNL report selecting the dropdown and then if we were to go to seeing this by customer. Then run that report so we're going to close up the hamburger and then run that report. So now we can break this out by by the more detail which is in the restricted item which is restricted with regards to time. And again we have this kind of broken out the benefit of having these two these two breakouts is then then I can put this detail for the restricted items and kind of a different report. So we can do a different filtered report and have have not as long a report in the profit and loss by class report. The other option we can have is is to have these restricted items these more items in the profit and loss by class report and then simply use the filters to be filtering the reports out and we can actually save and memorize filtered reports. So I'm going to do both methods I'm going to add that over I'm going to I'm going to go and add the classes for the categories of the of the restrictions into classes as well. I'm going to make subcategories of them subcustomers for them so we can track them on a different report and then I'm going to add classes for them. So to do this I'm going to go to the first tab right click on it I'm going to duplicate this tab then I'm going to go back to the tab to the left and we're going to add classes again. So that means I'm going to go up to the cog up top we're then going to go to the lists and let's take a look at all lists so all lists and then we're going to go to the classes so we're going to go back to the classes. This is going to give us our grouping of classes so then I'm going to close the old hamburger up top so we can see our grouping and we made these subgroupings under the unrestricted we have no subgroups for the restricted. We're going to add the restricted group now which is going to be a time restriction. So what I'm going to do is add another class I'm going to say I want a new class and then I'm going to call it a time restriction so it's going to be time restriction. I'm going to call it time here and then I'm going to make it a subclass it'll be under the subclass of restricted so I'm going to put it under the subclass of restricted. And then we're going to say okay so we have a similar fashion as we had before where we had the unrestricted and then the subclass now we have the time as the subclass of the restricted items. So now I'm going to add that to our restricted items I'm going to go back to the P and L profit and loss and we'll recall that this amount and the restricted item it's under pledge here I'm going to I'm going to click on that. And then go into that report so we're going to go into that and then I'm going to find it here so there's going to be our invoice this is the invoice. I'm going to go into that invoice that will take us back to the invoice so I'm going back into the invoice and perhaps this is even easier to see on the on the other report let's actually close this off and do that again. I'm going to close this and if I go to the P and L by class the profit and loss by class close up the hamburger then you'll see here we've got the restricted items. What I want to do is now further break out these restrictions to what they're restricted in into the subcategory restricted and therefore we won't have anything and simply restricted class that's going to be the parent class just like unrestricted will be. But then we're going to have the things the categories of the restrictions. So then we're going to go into the 108. So there's our invoice once again so if we go into that invoice I'm going to go into the invoice then. And there's going to be our item so there's going to be our invoice and I'm going to hold down control scroll down a bit remember if you're above 100% of the zoom it can do funny stuff sometimes you want to be back down to the normal setting. And then down here I want to add a class or change the class it's currently in the restricted the parent class. So like the drop down and I want to put it into the into the class of time which is under the parent of restricted. Okay and then we're going to save that. And then if we go back into our reports then let's go back into our reports let's close this out. And let's go back to our reports we've got to open up the hamburger to do that. Actually I'm in a report right now but let's go back into it this way in case I've confused anyone on where the report is. We'll go into the report we'll go into the PNL profit and loss report. And then I'm going to close up the hamburger hold down control scroll up a bit to that one to five scroll back up I'm going to bring this out and now show this by class let's bring this out by classes run that report. And now you've got your information so we have the restricted item here and then we have and notice you can you can make these columns a little bit wider by doing this. We have restricted and then we have the time and the total restriction. So so now we've got got more information on this one report. Now again this this makes this report get a little bit muddy this is going to be a muddy report because now it's going to have you know a lot of detailed information in it. But we can refine this report down by using the the filters to refine it down and we can actually save those reports with the filters in them if we so choose we could say hey look this is the report for the detailed restricted items. And possibly the the unrestricted items in other words we can make a report that just has the detailed information and we could further break it down by exporting it to excel where we can easily delete all the columns except the total columns. And and and make simplify the report that way. So the downside of doing this method of course is again that you can have a longer report that you'll have to sort but you can make custom reports to make that sorting by by filtering a little bit easier to do. And the other method you could use again is to have another report with by using the subclasses and we'll do both methods here and and the subclasses will then be running the customer to report and you can run the customers report here. And then you could break out the added items with by the subcustomer. Now in the QuickBooks desktop version there's there's different methods that or there's different reports for jobs, which makes the jobs tool to track the restricted items a little bit different. A little bit easier in some ways because you'll note that we'll have to track this more than a year more than one year's worth of time. So when we want to track a job or a project or restricted items for a long period of time will have to run the income statement back for for all time for the beginning of the restricted items until the current date right to because it's going to be kind of like a if it's a contractor job it would be kind of like an open job that would always be open until until it had been you know unless it was a fulfilled some types of restriction restricted items will always be open. And so we're going to have to run it not just for the current time period but for for the life of it to see to see basically all the activity that is going to be in it. So we'll see we'll see that a little bit more as we go on as we keep on running these reports. So that's going to be the alternative method that's going to be it for now. Let's get out of here.