 In this presentation, we will generate, analyze, print and export to Excel a restricted net asset detail report. Let's get into it within to it. QuickBooks online. Here we are in our not-for-profit company or organization dashboard. Let's first go on over to Excel to see what our objective will be. We've been printing out the financial statements or formatting the financial statements within QuickBooks. We took a look at the statement of financial position. These were in prior presentations. We took a look at the statement of activities and then we considered the detail for the statement of activities, breaking out the expenses by function and then having another report that's going to be breaking out by function and by nature. Also note that if we consider the statement of financial position, we see the balance sheet where we stand at a particular point in time. We see the net assets reflecting assets minus liability or basically what the company has or organization has and that's what people are going to want to try to lay claim to. They're going to want to try to take that money and spend it, you know, whatever way they want to spend it on. We need to be breaking that out then between restricted net assets and not restricted net assets saying, hey, this is the ones that are already basically applied to somewhere and you have to be more, you have to be more stringent in terms of how you're going to spend that money in accordance with what they're restricted for and then here's the unrestricted. The ones with restricted then you may have questions, of course, the question could come up is, well, what types of restrictions are there? What are their restrictions? So we want to know what type of restrictions there are on them. So for that we're going to be using basically our jobs report and this is the restrictions that happened for the life of the organization, for the net assets, you know, what's the detail of these restricted items, what are the restricted items here? And then we have on the statement of activities, this is what happened during the time period. You'll recall that we have the items with restrictions and without restrictions. So for this time period, this year or month, the question on the restricted items then, the ones that have restrictions, what activity happened during the current time period with regards to the restrictions? In other words, we see income coming in here that's restricted and then the release from restriction. But what are the specific categories that those took place in? So we can give the detail on those items and that's the reports we're considering at this point to give us more detail that we're anticipating those questions and then saying, okay, let's see if we can pick up those reports. So to do that, we're going to go back to our reports and we've tracked this information in two different ways. You can choose basically one of the two or you can you can track them both ways as we did here. If you so choose, we're going to be opening up the profit and loss and let's open up two of them to reflect the two different ways we have seen this. So I'm going to open up a PNL profit and loss. We're going to scroll up top. We're going to change the dates from January to 013120. So the first through the 31st, let's run that report. Then I'm going to duplicate this tab hovering over the tab up top, right clicking on it, duplicating it back to the tab to the left. We're going to open up another profit and loss where it's already open because it's the same report. So that's great. We got profit and loss on both sides. Let's go back to the PNL on the right. And work with this one first. I'm going to close up the hamburger, hold down control, scroll up just a bit. So we're at that one, two, five. That's where I like to be. Here's going to be our profit and loss. Now we want to see this one way we can break this out is using the classes as we did before. So if I go back up top and if we hit the drop down, we could say we want to look at it by classes, run that report. And now what we have are the classes and what we're considering or thinking about here are the restricted items here. So now we're considering the restricted items, which are which are the items that have some restriction on them. And these are the categories of restrictions, which we had the government education, the long term project and the time restrictions. And now we can see the activity that has happened for that restriction over this time period, which happens to be one month. So note, we could run this report for for two different periods here. In other words, if we if we had more than one month worth of data, then in order to tie into the balance sheet as of a point in time, if I want to tie in back into the statement of position here for the restricted items with donor restrictions, I'd have to run the P and L for the life of basically the organization to show the activity that will then tie into the to this number in this case, we only have one month of activity. So therefore we're good on this basically the one month of activity. But notice you could end up running two different reports, one to tie into this number, the 234 656 and then to another one to tie into the statement of activities. So be aware of that. We're just going to we've only got one month of data. So we'll we'll be working with this. So you'll notice that the total here adds up to the 234 656. If I go back on over here, that adds up to the amount on the statement of net position 234 656 and also on the income statement. Again, those two numbers don't always match. They match because we only have one month of data. If there's more than one month of data, this would match for that particular time frame. And this one would have to be run for the life of of the organization to get the proper number to tie into the balance sheet. OK, so that means that we don't really need the expenses down below because remember the expenses are our items that they're not going to be in the restricted items because when something becomes unrestricted, what happens? We take it out using these two accounts up top, the net assets released, so that's going to be taking it out here and then moving it over to the unrestricted. And therefore all the expenses are going to be part of the unrestricted items. So we don't really need the activity down below. And if I was to group this information up top, I only need the restricted information. So I'm going to go back up top. We could filter this, in other words, customizing this. We're going to go down to the filters and say I'm going to customize this and I'm going to use the class filters. And then within the class filters, I'm going to select the dropdown and we want to pick the restricted information. So everything that's restricted now, we don't need the unrestricted stuff. So I'm going to then run that report. So we've got only the restricted information. So there we have it. And that's in essence what we need. Then we can change the name of the report from a profit and loss to let's edit the name. I could edit it here or I can edit back up top in the customize. I tend to go to the customize up here and then go down to the header and footer. And we could call this something like instead of the P&L, we'll call it restricted, restricted net assets detail report. Now you might make one again two reports, one for the restricted increase in net assets, like the income statement report increase in net income and one for the net assets, meaning the balance sheet, but we only need one here because we only have that one month of data. So there we have that, then you could save this report if you so choose. We could customize this. I'm sorry, we could save it as a customized and then I'm going to say this is number one. I'm going to put a one next to it because we're going to make two of these and show you how I can make it two ways and then you could save it there and then save that and then that would be in your custom reports and you can and you can generate this periodically when you make your financial statement information breaking out this this information by category. Now, now we did this with the classes, but another way you may have worked this is you may have said, hey, I only want to see one class that's going to be restricted and then I want to use kind of like the jobs feature to break out the detail of those restrictions. So if you if you run that we're going to we would see only this number on the classes and then say now I'm going to use the job feature to break out the rest so then I can I can run a similar report going to the second P and L and closing up the hamburger here. Let's run this one not by class, but by customer. So I'm going to run this by customer and then run that report. So same. It's a P and L the report, but it's run by customer now. And now I want to I want to just show the customers that have to do with our jobs basically the sub customers. So then I'm going to go back up top and say customize and we want to filter this thing. We want to filter it by customer. And then I'm going to choose the customers we want. So I want everything that's that's a kind of sub category. So like the government and we should only need to choose the first one of each column, but I'll choose all of them. The long term restricted and those time restriction and that it and then let's do that I have a test. I don't think I needed it, but in any case, we're going to say run that report. And so there we have it. So now we got the government grants, the government that the total government grants. And these are going to be the categories. And so scrolling all the way to the right, we have all these and they should add up to the total of the 234 656. If we go to the profit and loss here and go to all the way to the right or let's pull this all the way to the right 234 656. And then we have the 234 656. And then if we went to, again, our reports over here 234 656 here. And and we see it on the statement of net position down here. So those are the two formats you can you can use. Now again, the name of this report. No, I accidentally already changed the name, but I changed the name of the company. But in case they restricted net asset detail report to you could save it in a similar format and you can and you could save it as a custom report up top. So those are the two ways that you can you can track this information. So let's go back to the to the first one. Let's go to this tab and let's export this report. We'll do our standard exporting. Now note, we're really looking at the income statement information up top. The expense stuff doesn't really help. It doesn't hurt right right down there because there's nothing in it. But but we could clean it up at once if we send it to Excel and we wanted to clean it up there. So let's go ahead and do that. We're going to say we could print it same kind of fashion. We could print it to a PDF file and send it out in this format. So we could say let's print that. And we're going to print it using the Qt PDF printer in this case. So again, we're going to print it as a PDF file. So I'm going to go ahead and print. It's going to ask us where do we want to put it. And I'm going to say that we're going to put it in our folder there again. And we have all the other stuff. Same folder on same place. The usual we're going to tell it. And we're going to call it this is going to be the restricting net asset detail report. So we'll save it there. Then we'll export it. So let's export it to Excel during our standard process. And then within Excel we can do formatting for it. And we can add it to our other reports so that we can print it all all the reports at one point in time and or make one PDF file with all the reports within it. So here it is. I'm going to do the same process. I'm going to copy the entire sheet by going to the triangle up top copy in the entire sheet. Right click on that selected area. Copy it. Then I'm going to go open the other Excel sheet that we had with our reports on it where we have the balance sheet statement of activities and the allocation of the expenses. I'm going to paste it up top. I'm going to put it in a one must be an a one right click and we will paste it here. So there we have it going to rename the sheet now double clicking on the sheet name and call it restricted net asset detail something like that. And so then I usually go to the second tab over here to see what it looks like. It's not quite on one page. So then I'm going to go to the first item. These aren't tabs actually they're called views. So this is the two views. So I need to adjust it a little bit to fit it on a page here. So once again I typically will go back up top home tab alignment and unmerge and then home tab alignment unmerge home tab alignment and unmerge. And then I typically would want to get rid of the expenses. So I don't need these expenses down below. I don't need the gross profit. Those aren't helping me much. So I'm going to right click on those and delete those items. This restricted column here not helping me much either. So I can go into the restricted column and delete that. It's probably going to mess up my totals but I see what the totals are where they come from. So I'm going to say that's OK. Delete that. And then I'm just going to sum this back up again equals the sum of these and then I'll auto fill that down. So take my cursor and auto fill that down here. And then this total column is kind of repetitive. So I don't need that. I'm going to put my cursor on F. Right click and delete that. And so there we have that. And then this should be summed up this way equals the sum. I'm going to sum it up like so and there we have it. So then I'll make this a little bit larger so we could see it actually hope you could see this. And then I could highlight these and change the format of them to kind of match what we've been doing before. Right click format these. I know I'm doing this quickly but it's not an Excel course I just want to. So then I'm going to go into the currency. I'm going to make it negative numbers. I'll remove the decibels and then say OK. And so there we have that. And then again if we were to take a look at the total restricted items here and I was to consider say the balance sheet then people are going to say you know what are these restricted items I want to spend that money and we're like well here's what the restrictions are according you know the government grants a long term and the time you know restrictions and you can get into the detail you know of the restrictions and then if you looked at the the statement of activities then again you got the restricted items here this is what took place in the restricted items in the current time period which are the same because again we only have one month of data and then again you see the the restricted items here tying out as well. So just note that like I say if you had multiple months then this would be for the month of January you'd have to run another report that would tie into the balance sheet that would just you just run the thing for the life of the of the organization it should it should all work. Okay so that's going to be it so now if we were to print this out we could print this out from one Excel file and collated all together which would be great if we had to print it out for a meeting or we can print it and post it to one PDF file so I can then say let's say print and then we want to the trick here of course is that we want to print the entire workbook now the entire workbook including the four pages the statement of financial position the statement of activities the expense allocation and the restricted net asset detailed report we're going to print it to a cute PDF printer which will then put it all on one PDF print PDF file that we can then send out which is one PDF file again it's really kind of nice it's kind of impressive sometimes you know to do that so rather than have it a whole lot of files attached so I'm going to say okay we're going to minimize this did it save it let's say save financial art exists do you want to replace it yes and document could not be saved access deny the file may be read only huh interesting so let's try it again I'm going to say file let's say let's make it a number two and see if it's because I have the other one open possibly and say save and let's now close this back out looks like that work and I do you want to save your changes I'm going to say save and then minimize this minimize this and then I'm going to the way we can give this to someone then I'm going to make another folder and I'm going to call it financial statements and we could put this all into one folder right we could say I'm just going to put the items we could put the expense allocation in there we got the I'm going to put the restricted net assets in there we could put the statement of activities in there and we could put the statement of financial position there's the reports that we had and we could attach these one by one to an email for example or we could right click on that file we can send it to a zipped file and that allows us to make an attachment of the zipped file which is a little bit nicer we can use the excel file to print out and collate all at the same time rather than printing them one at a time or we can send the financial statement file here in a pdf format and we can attach that to an email and then I did have it open that was the problem and it has the financial statements statement of position and statement of activities and the expense allocation and then the restricted net asset detail report so again you can do a lot more formatting I know I did this really quickly I don't want to spend a whole lot of time on you know formatted in excel and whatnot but just to give you some ideas on how you could you could use these reports and how you might want to distribute them or display them both from directly quickbooks for what you need as possible as well as with the use of excel and and printers and the qpdf file which could make it a little bit easier for users to work with as well so that's going to be it for now let's get out of here