 In this presentation, we'll take a look at customizing our reports, including our income statement and profit and loss. Get ready because here we go with zero. Here we are in our not-for-profit organization dashboard. Let's go on over to Excel to see what our objective will be. So here we are in Excel where we have our trial balance. You'll note that within the trial balance, when we convert it to the financial statements, we're going from basically a one column type of activity to the financial statements where we had such as the statement of activities, now breaking out by column for items with restrictions and without restrictions. So for example, then if we went over to our item in kind of more of our two-dimensional type of setup, we had to show two accounts to show that in an up and down vertical type of format, contributions with restrictions and without restrictions to separate accounts. When we look at the statement of activities, we can use one account called the contributions and then break them out by column with and without restrictions. So zero has a great formatting tool that really allows us to do this type of formatting thing within the system. So let's go back on over to zero. Let's open up the income statement. So I'm going to go to the accounting drop-down, we're going to go on down to that income statement. So let's be opening up the income statement. I'm going to hold down control, going to scroll up just a bit to get up to that one to five. That's where I like to be that one to five. Now if I go to the report settings over here on the side, we go to the report settings, you'll recall that we have the unrestricted and restricted items. These are basically filtering options. Now currently, they're all included. So this is going to be included everything. This line item over here includes everything that's in every category, restricted, unrestricted, and so on. All the subcategories within it. If we were to filter, for example, if I was to check off a filtering option, let's take a look at just the time restriction. So I'm going to just say, I just want to see the time restriction. Now when I check that off, what that's telling me is that only show the time restriction. So that's going to take away basically everything to just show the time restriction. So then if I was to update the report, now we're filtered down to just showing that item that had the time restriction, we're on the contributions that are restricted. So that's great. We could go back and forth and we could restrict the items in that way. But then we're only seeing one column. How do we get multiple columns? And Xero has a great tool for doing this. We can make a report with multiple columns, which are much more flexibility than you might see in other software, such as the QuickBooks. QuickBooks has some settings, but Xero has a little bit more flexibility and once we save it there, we can actually customize it here and do more within the actual database with with different reports rather than having to rely on Excel for some of these added columns. So let's take a look at that. So let's go back up top. I'm going to say, let's go to the reporting. By the way, the trade off of that, of course, is it's a little bit more complicated to do that type of adjustments. So there's a trade off, but once done, then more of it will be in the database program. So it's not too bad to do it. I think it's a really a neat, neat tool and a good trade off, you know, to be looking at it. Once you get these reports set up, they could be really helpful. So we're going to go down here to do this. We're going to what we want to imagine happening here is, of course, just like that, what we saw in Excel. We'd like this to basically be the total column. And then I'd like to see a restricted and then the unrestricted. And then later on, maybe some reports that will show us the sub accounts for the restricted and unrestricted items. So let's first just think about a report that has it unrestricted, restricted and then the total column here. So I'm going to go back to the edit tab. So we're going to go down to the edit. This is the first time we've been there. Edit on the bottom left. So we're going to edit and this is going to be an editing field. Now I'm going to hold down control, scroll back down. So this is kind of like the format of the report. So we've got all the accounts will be included, even if there's no numbers in it over here. This report, by the way, can look a little bit intimidating if you haven't seen it before. But once you get it down, it's really not to it's really useful. And note that, you know, don't worry about making adjustments in here because if you mess up, then you're not saving it to that. This isn't adjusting the actual profit and loss or income statement template unless you save it to the main template. But I would never do that, right? We're just going to save this as another report that we can go to. So you're not messing up the main template. You can always basically delete this thing and then start over with a fresh income statement. So don't worry or get a little scared about it or anything. We're going to go up here. So what we're going to do is we're going to add a column. So we're going to go add a column. This little item up top says column. So we're going to add a column. And then we have down here, we have the categories of restricted and unrestricted. So those are the ones we want. I'm going to choose the unrestricted first. We'll choose the unrestricted. And then we've got on the right our options for the unrestricted items. So I'm going to say the search tracking item. So what I'm going to do is if I choose all of them, the thing that's kind of fun is that if I choose all of them, then it doesn't include any filter. It'll include both the restricted and unrestricted. I need to filter in some way. So I can't choose all of them. And it's also a little bit funny here in this unassigned one. We'll recall it'll pick up unassigned items, whether they be unassigned to this category or the other category. So I don't want to choose unassigned. What I want to do is I want to choose all the items that are in there here, here, here, and here. And then I'm not going to choose the unassigned. And that should pick everything up. And then what I'll do is I'll make another category called unassigned. And for that category, that'll be used for internal purposes to show me if something hasn't been properly assigned, because that category should be zeroed out by the end of the day. That's what we're imagining to happen here. So we're going to pick these three items. Got to be filtered in some way. If you pick all, then you may not have a filter applied, and it'll just pick everything from both categories, unrestricted and restricted. OK, so let's go ahead and say their fiscal year, that looks good. Now, the other thing that's a little bit weird is the report name. Currently, I can't change it down here, or the column name, but I can change it over here, and then it'll change that. So I'm just going to double click on this blue column name. And I'm going to call this unrestricted. Unrestricted. And then that should change it over here. So that looks good. Now, I'd like to pull the unrestricted to the right of the total column. 2020 is going to be our total column. So I'm just going to go on the blue tab, left click on it, and go and drag it. Do a good little dragging process to the left side. So now we've got unrestricted and then the total. Now we want to add a restricted column. So I'm going to go back up top. I'm going to do this again. I'm going to add another column. And we're going to say, now I want the restricted items on the bottom. I'm going to say restricted items. And then I'm going to do the same thing. I only have one item in there. If I choose all, then it may not do any filter. I don't want to choose the unassigned. Because then it might pick up unassigned from both categories. So I'm going to pick just the restricted item within it, which is going to be time. So I'm going to pick up the time. And there we have it. And then I'm going to change the name over here by double clicking. And I'm just going to delete the 2020 and just say time. That looks good. Or actually, I don't want a time. I want it to be restricted. Restricted. That's what we want. That's what we want. And then that'll change it over here. And then I'm going to drag it to the left again. I'm going to drag that blue thing to the left. And so there we pick that up as well. Now the other thing, I'm going to add another column just for our check numbers. And that's going to be the unrestricted items. So the unrestricted items I want to have as basically a check number in case anything is in unrestricted. So I'm going to add another column. And I'm going to say unrestricted here. And then I'm going to pick the dropdown and unassigned. So unrestricted, unassigned. So I want to pick that because if there's anything that's unrestricted, I want to go back in there and pick it up. So then I'm going to go back over here and say unrestricted, unassigned. And I'll go back over. And I'll say unrestricted, unassigned, unrestricted. I forgot the N. Unrestricted, unassigned. And then I'm going to make one more. This is probably overkill for the restricted unassigned. I think the unassigned will show up in both columns, whether it be restricted or unrestricted. But I'm going to do one more just for the overkill here. And then I'm going to say one more column. And I'm going to go to restricted. And then I'm going to say that this is going to be the unassigned for the restricted items in case there's anything in there so that we can reassign them. This will be our worksheet report. And then I'm going to say that the name is going to be restricted, unassigned. So we'll say restricted, unassigned. All right, so let's see what that looks like. Now we've got the unrestricted, the restricted, not included the unassigned areas because we want to assign everything out. If they haven't been assigned, then we'll go in and assign them. And we'll use these unassigned columns, by the way, for the expenses as we talked about a little bit before. We'll see the items in this unassigned column. That'll help us to go back into it and then assign them to the proper category. So let's go ahead and say done and see what this looks like. So I'm going to say done. And here we have it. Now we've got our report where it's breaking out between unrestricted, restricted, and then the 2020 basically our total column. And we might want to call this basically the total. So I could go back into the edit layout. We could adjust that column as well. So if we go into the edit layout and I just adjust the title for it, then I could double click on the title here and call it the total, total. All right, and then say done again. And there's going to be our worksheet report. So we have the construction restricted and then the unrestricted. And to be honest, it's duplicating over here. I'm not sure exactly why it is because these have been assigned. These aren't unassigned items. They've been assigned to the restricted was time and the unrestricted, I think we assigned it to a category as well for fundraising. But what I'm really looking for is down here, notice that these two columns should add up to the total. If they don't add up to the total, and that's when we need to go into this unrestricted and see what the difference is. For example, of course, with the expenses, we have nothing here and then the 35,800. And that's because it's in the uncategorized or unassigned column. And we need to go in then and assign that, which we will do at the end. So at the end, what I'm going to do is we're going to enter these expenses in and then at the end, we'll go back and we'll go back and assign these out all at the same time. And I think that separation of duties will make it a little bit easier. So you can imagine that this is the report that we would want to run. This is kind of our worksheet report that we can always go back to and see if everything's assigned properly. Then we can save another report, which will be our final report, which will not include these two columns. Because once we reassign this to the proper categories, then we don't need these two columns and we can run this report to just show these three columns. And that will be our report that we can generate and give to somebody. And then we can generate another report that will have the unrestricted breaking out by the categories, by the categories, by their nature. And we'll talk about that later. And we can have the restricted items broken out by their category so we could see their nature. So we can have our worksheet report here. Then we can have our more detailed report that will break down this column of our worksheet into the categories, the programs, the admin and so on. And then we can have another report that breaks out the restricted items into its categories for restrictions. In this case, only including time so far, but we will have other restrictions as we go. So then we might want to rename this report. So we might call this worksheet. Let's say income statement worksheet. Let's say income statement worksheet. This will be kind of like our internal report. This isn't the one that we'll provide outside because outside, once we complete everything, we'll make another one which we'll just have these three columns. And then what we want to do is save this report. So I'm going to go ahead and say save custom report. Now we're not going to make it as the default. That's the thing. It's because you don't want to overwrite the actual income statement. So never check that box off is what I would say. So it's going to be an income statement worksheet. Income statement worksheet. Then I'm going to go ahead and save that. And this could be kind of our default report that we'd go back to for the income statement. So then if I was to duplicate this tab, let's go back up top, duplicate this tab. And then we'll take a look and see if we could find this worksheet without losing it. We're going to go to the accounting dropdown up top. We're going to go to the reports then, see if we can find where we saved this custom reports. And we're going to say that we're in the custom tab. So we want not in the summary, but custom. And there it is. There's the income statement worksheet. Now, notice if I hit this little star because this is going to be a report that we're probably going to work with a lot, then that'll include it in our favorite reports. And if I select the dropdown, then you've got the account transaction, the age payable and so on. Here's our worksheet report. And it's so important that we might not even, we might replace some of the other ones. If I go back to the summary report, we might say, hey, look, that might even be more important than even having the actual income statement there. We might work with our worksheet more than the income statement. And we may not need the aged receivables. I'm going to remove that, the aged payables, the sales tax report. I'm going to remove that. The accounts transactions, I'm going to remove that from our favorites. For my favorites, you can remove it. You can do whatever you want on your side. And that'll leave us with the balance sheet, the income statement and the income statement worksheet report that'll just be in our dropdown. And then we can go right there. We can say, okay, we're going to our income statement worksheet for our not-for-profit organization. And that'll give us our more detail. And all we have to do then is change the dates and we'll have that formatting that will help us to have this initial breakout. Then we'll, again, we'll make two other reports that'll break out the detail here. You could make one long report, the two that has all the detail, the unrestricted and then the detail within it. But so that, again, that flexibility is great. But also note that, like I said, we'll take more time to organize these reports and make those custom reports. But it's really nice that we can break these out and then generate and actually make the reports in the system exactly the way we want it. And then use that to make more of the finalized reports so that we can do less and something like an external software such as an Excel, which we'd have to do time to time as we go. So in any case, we'll talk more about the formatting in future presentations. So that's it for now. Let's get out of here.