AFN-ProjectsandGrantsGuide

Transcription

1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, RE:Open, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. AFN-ProjectsandGrantsGuide

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3 Projects and Grants Guide INTRODUCTION The Benefits of Using Projects and Grants GETTING STARTED System Basics Security Preferences CONFIGURATION Configuring Projects, Grants, and Endowments MANIPULATE PROJECT BUDGETS Manipulate Budget PROJECT RECORDS Project Procedures REPORTS Preferences Creating Reports Reference with Sample Reports Reference INDEX

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5 Introduction In This Chapter The Benefits of Using Projects and Grants

6 2 CHAPTER 1 Project, Grant and Endowment Management is an optional module available with General Ledger. This module gives you the ability to track your subsidiary funds, as well as store general information, projected income/expense amounts, budget figures, contact information, attributes, and miscellaneous notes on each project record. Once you establish projects, you can track transactions by project in Journal Entry and you can also print specific project reports that provide valuable information on the activity and status of each project. The Benefits of Using Projects and Grants With Project, Grant and Endowment Management you have an additional level of tracking and reporting available, which provides you with the ability to divide activity among multiple projects. You can code each transaction in Journal Entry with one or more project ID. You can limit this tracking to only income, expense, gift, and transfer transactions, or you can track projects on all general journal transactions (asset, liability, fund balance, revenue, expense, gift, and transfer). If you post all interest income to one cash account, but want to maintain separate cash balances for each project fund, mark the Require Project on Balance Sheet Transactions checkbox. This option appears on the Add Fund screen of the Funds tab within General Ledger s Configuration, when you mark the Single or Multiple Account Project options. By associating a project to each transaction, the transactions flow into the specified fund balance account at the end of the year. You can compile financial statements for each project to determine the net surplus/deficit for a period and the beginning and ending fund balance. For example, if you have a project record set up as the John C. Smith Endowment Fund, you can print a list of the transactions entered against this particular fund. You can print an income statement or balance sheet for the John C. Smith Endowment Fund.

7 INTRODUCTION 3 Project, Grant and Endowment Management tracks projects on a transaction level, making a more concise chart of accounts. You can allocate each transaction posted to an account to one or more endowments by setting up a project distribution table. You can customize project attributes to track additional information specific to your reporting needs. You can enter budget information for projects. This provides the ability to create reports that compare transaction activity to budgeted figures for a specific project record. You can use these comparative reports to review and evaluate projects. Project, Grant, and Endowment, Management is ideal for tracking a wide range of entities, including: Grants Subdepartments Endowments Federal or State Funding Educational Programs Performances Theater Productions Community Programs Scholarships Organization specific Funding Fund-raising Campaigns Exhibits

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9 Getting Started In This Chapter System Basics The Project, Grant and Endowment Management Screen Title Bar Menu Bar Toolbar Status Bar Security Preferences Defining Preferences Project Distribution Grids

10 6 CHAPTER 2 System Basics This chapter introduces you to the different screens, buttons, terms, and some of the features of Project, Grant and Endowment Management. The Project, Grant and Endowment Management Screen Title bar Menu bar Toolbar Status bar Title Bar The title bar, across the top of the screen, states the title of the program. This is standard in all Blackbaud programs. The title bar also contains, in the upper right corner, icons for minimizing, maximizing, and closing the screen. Menu Bar The menu bar, just below the title bar, contains the commands for all Project, Grant and Endowment Management functions. Project, Grant and Endowment Management has the same basic menu options as General Ledger, as well as the Projects menu, which is unique to Projects and Grants. The Projects menu contains arrows to help you scroll through records when you are using Project, Grant and Endowment Management. Toolbar The toolbar contains buttons representing common commands used within Project, Grant and Endowment Management and General Ledger. For example, the toolbar contains the preferences button and the close button. The Preferences button gives you access to the preferences set for Project, Grant and Endowment Management and using the Close button, you can quickly close a record.

11 G ETTING STARTED 7 Status Bar The status bar, across the bottom of the window, acts as your guide throughout Project, Grant and Endowment Management. As you move through the program, important messages display on the status bar. For example, when you are in a field that has a calculator, press F7 and the calculator displays. Security The addition of Project, Grant and Endowment Management may require you to grant certain data entry privileges to users. You access these on the General Ledger tab of the Security module. Security for Project, Grant and Endowment Management involves adding groups, adding individual users to groups, and assigning data entry and access privileges. Adding users to Security 1. Access Security from General Ledger. The Blackbaud Security screen appears.

12 8 CHAPTER 2 2. From the File menu, select New User. The Add A User screen appears and displays the User Information tab. 3. Enter the user s name in the User Name field. 4. Enter a description of the user in the Description field. You may want to enter a person s title or affiliation with the organization. 5. In the Password Options frame, enter a password for the user in the Password field. Confirm the password in the Confirm field. 6. Mark User May Change Password to give the user the rights to change the password. Do not mark this option if you do not want the user to be able to change a password. 7. In the Group Assignments frame, select Supervisor rights, This gives the user the same access as the supervisor, or Selected group rights. This gives the user access to the groups you designate. Use the arrows in the center column to assign the user as a member of or not a member of a group. 8. Click OK. The program returns to the main Blackbaud Security screen. Adding Users (General Ledger Accounts tab) 1. Access Security from General Ledger. The Blackbaud Security screen appears.

13 G ETTING STARTED 9 2. Select the General Ledger Accounts tab. A new screen appears. 3. Mark the Account Security Enabled checkbox, and select the Allow access only to the accounts selected below option to secure access to individual or specific accounts. 4. Select the Prevent access only to the accounts selected below option to limit access to specific accounts. 5. In the Account column, select the accounts to allow access to or prevent access from. Place the cursor in the right side of the field, and click the binoculars to assist you in searching for an account. Upon selecting an account, the field in the Description column fills automatically. 6. When you finish designating access, click OK and return to the main Security screen. Adding users (Projects tab) 1. Access the Security module from General Ledger. The Blackbaud Security screen appears. 2. Select the Projects tab. A new screen appears.

14 10 CHAPTER 2 3. Mark the Project Security Enabled checkbox, and mark Allow access only to the projects selected below to secure access to individual or specific project, or mark Prevent access only to the projects selected below to limit access to specific accounts. 4. Click Include and the submenu appears from which you can designate the projects you want affected by project security. You can select from the following options: All Projects, which includes or excludes all projects in the database. One Project, which allows you to select one project from the database. Selected Projects, which allows you to select more than one project at a time in the database, without selecting all projects, by querying your database. Range of Projects, which allows you to select a designated range of projects that are in your database without having to select each individual new project. 5. Once you are done entering information on the Projects tab, click OK. Adding groups 1. Access the Security module from General Ledger. The Blackbaud Security screen appears.

15 G ETTING STARTED Double click Add Group. The Add a Group screen appears. 3. Enter the name of the group in the Group Name field. 4. In the Description field, enter a description of your group. 5. In the Group Members frame, use the arrows in the center column to designate which users you want to belong to the group. Preferences Be sure to enter a description that best describes the group and is easy to remember. When you install Project, Grant, and Endowment Management, you need to set certain specifications for this module as it relates to General Ledger. There are two tabs in the preferences section. They are the General tab and the Tab Settings tab. There are two methods for accessing the Preferences tab. The Preferences feature is found under the edit menu on the toolbar. You can access it by clicking the eyeglasses on the tool bar.

16 12 CHAPTER 2 Defining Preferences Defining Preferences (General tab) 1. From the Project, Grant, and Endowment, Management Edit menu select Preferences. The preferences screen appears, with the General tab selected. 2. On the General tab you can mark Recently Opened Program List _ Entries. In the box, enter the number of entries to display at the bottom of the program s file menu. 3. Mark the Show Save Information Dialog box. This option prompts the program to ask you to save information, confirming an entry or deletion. 4. In the Default Projects/Grants Tab field, select a default tab field using the drop-down arrow. Depending upon which option you select, the program defaults to the tab or field selected when the record opens. 5. Mark the print features. Print Contact Information, Print Attributes, Print Activity, Print Pool Information, Print Budget, and Print Notes. Marking each of these options enables the corresponding features. Defining Preferences (Tab Settings tab) Use the tab settings to select which tabs the program checks when searching for information about a record. The tabs listed in the Available Tabs box vary depending upon the programs installed. 1. From Project, Grant and Endowment Management, select Edit, Preferences.

17 G ETTING STARTED Select the Tab Settings tab. A new screen appears. 3. Using the arrows in the center select which tabs to check for data when the record opens. Use the single arrow to move individual tabs or the double arrow to move the entire list. The tabs you check have a red checkmark next to them in the program. 4. When you complete designating the preferences, click OK.

18 14 CHAPTER 2 Project Distribution Grids Defining preferences for project distribution grids 1. From Journal Entry, select Edit, Preferences. The Preferences screen appears, with the General tab selected. 2. In the Toolbar new action field, use the down arrow to select either New General Journal or Ask for Type. If you select New General Journal, you create preferences for new general journal entries. If you select Ask for type, the program asks for which type of entries to create. 3. Use the Import Directory field to select where to import information from. Use browse to assist you in finding a file or directory. 4. If you mark Automatically create balancing interfund entries, post in (field), use the down arrow to specify if you want the interfund entries to post in Summary or Detail. 5. Mark Show save information dialog to prompt the program to ask you if you want to save your information after entering data or making changes. 6. Mark Recently opened batch list _ entries and designate the number of entries you want the program to display. The maximum number is Mark Load account search window automatically. The program automatically displays search results. 8. Mark Load batch search window automatically and the program loads a search window. 9. Click OK to save your General preferences or select the Data Entry tab.

19 G ETTING STARTED 15 Defining Data Entry preferences The Data Entry tab allows you to establish preferences for the color of transaction text, the default background color, and other options related to data entry. 1. From the Edit menu of Journal Entry select Preferences. 2. Select the Data Entry tab the following screen appears. 3. Mark the Show default row in data entry. Marking this option prompts the program to display the default information in the data entry rows. 4. Click browse to select a Default row background color. 5. Select a Default entry method. Your options are: F3 key, which allows you to press F3 to automatically fill the date and other specific fields. Auto-Insert New Field, creates a new field at the end of each entry. And, Auto-Fill New Row, fills each new row in the journal entry batch with the default values. 6. In the Show default row in data entry frame, mark the checkbox to prompt the program to show the debit and credit information in the colors you select. Click browse to select debit and credit default colors. 7. Mark Row-by-row transaction checking if you want the program to check the transactions of each row when preparing to post the batch. 8. Mark Maximize journal entry screen, to maximize the size of the screen. Defining Batch Header preferences 1. From the Edit menu of Journal Entry, select Preferences. The Preferences screen appears.

20 16 CHAPTER 2 2. Select the Batch Header tab. 3. Select either General Ledger or Recurring template. If you select Recurring template use the down arrow to select Fixed Amount, Variable Amount, or Fixed Percentage. If you select General Journal the following screen appears.

21 G ETTING STARTED There are three columns in the grid. Listed in the Field column are the general ledger fields that you can designate information for in the Default Value column. You can designate a different default value for each batch that you post. A field with N/A does not have the default value option available. Marking the checkbox in the Show column displays the corresponding information on the report. Defining Report Options preferences 1. From the Edit menu of Journal Entry select Preferences. The Preferences screen appears. 2. Select the Report Options tab. 3. In the Sort Report By column, use the down arrows to select an option for the report to sort by. In the Order column, designate the report to sort in ascending or descending order. 4. Select Summary Format or Detail Format in the Report Format frame. Detail Format enables the Show project distribution detail checkbox. Mark this checkbox to view the details of a project distribution on a report. 5. Select Portrait or Landscape in the Report Orientation frame to designate how the report prints. Keep in mind the viewing options available before you direct the program to print the report.

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23 Configuration In This Chapter Configuring Projects, Grants, and Endowments Attributes Fund Posting Methods Updating Project Tables Setting Up Project Distributions

24 20 CHAPTER 3 Welcome to the Configuration section of Project, Grant and Endowment Management. You access the Project, Grant and Endowment Management Configuration features in General Ledger. The Project, Grant and Endowment Management features are: project attributes, project tables, fund posting methods, and project distributions. Configuring Projects, Grants, and Endowments This chapter contains the necessary procedures for setting up Configuration in Project, Grant and Endowment Management. In the Project Attributes section you define attributes used throughout the program and in the tables. Next is the fund posting methods, this feature allows you to post budget surplus and deficits directly to projects. The project tables feature allows you to add new tables to the program that are specific to a project. Project distributions is a tool you use when entering journal entries to the program. When you enter a transaction you can distribute funds across a previously defined distribution. This section provides detailed steps for completing the following procedures: Defining Project Attributes Using Fund Posting Methods Defining Project Tables Setting up Project Distributions Attributes Attributes add flexibility to General Ledger by allowing you to define and store special information about your projects. You can identify a general category for the attribute and then store an entry specific to a project. Attributes allow you to customize your project records, and permit you to include user-defined information specific to an individual project. Project attributes appear on the Attributes tab of the project record. Defining attributes for each project, customizes the program. Defining project attributes If you have a large number of projects, you may want to create a Project Attribute entitled Fund and define the values of the of the attribute to be a table with the fund short descriptions. Then you need to add the attribute to every project and define the value as to what fund you use for the project. Finally, when you report on funds and projects you need to filter by Project Attribute of Fund with the value From Configuration, select the Attributes tab.

25 C ONFIGURATION Mark the Project Attributes option. The Project Attributes screen appears. 3. From the Project Attributes screen, click in the first row of the Attributes grid. In the Description column, enter a description of the new attribute. 4. Move the cursor to the Data Type column. Click the down arrow to access the Data Type list and select a type. 5. Select from the data type format for the attribute field: Text, for entry of free-form text. Number, for entry of numbers. Date, for entry of dates. Currency, for entry of a monetary value. Yes/No, for entry of yes or no. Table, to link to a table for possible choices. 6. If you select Table, click the down arrow in the Table Name column, and select an existing table from the drop-down list or you can add a new table. The table name column is only available only if you define the table as a Data Type. Adding a new project attribute table: 1. From the Attributes tab, follow the procedure above to define an attribute and select Table as the Data Type. 2. In the Table Name column, select Add New Table from the drop-down list. The Add New Table screen appears.

26 22 CHAPTER 3 3. Enter the name of the new table. To enable short descriptions for the table entries, mark the Use Short Description of _characters checkbox and enter the number of characters for the short description. If you enter 5 characters, the short description for each table entry must be 5 characters, no more or less. 4. Click OK to save. 5. To add entries to the newly created table, select the Tables tab and follow the procedures for adding new table entries. 6. For more information see the General Ledger User s Guide. Deleting an attribute table 1. From Configuration, select Edit, Delete Tables from the Menu Bar. A new screen appears. 2. Highlight the Attribute Table. 3. Click Delete. A confirmation message appears. 4. Click Yes. Fund Posting Methods When setting up funds with Project, Grant and Endowment Management, additional posting methods are available for projects you define in the program. You can edit the posting method of a fund only at the end of a fiscal year or by closing that fund and recreating it with the new posting method.

27 C ONFIGURATION 23 Project, Grant and Endowment Management provides the option of selecting Post Net Surplus/Deficit to a Single Account by Project. This method closes the net surplus/deficit for each project into one fund balance account. You can also select Posting Net Surplus/Deficit to Multiple Accounts by Project, which closes the net surplus/deficit by project into multiple fund balance accounts. When posting to a single account by project, you can use all defined projects with the fund. When posting multiple accounts by project, you can use the projects defined on the fund record (i.e., projects with closing accounts) for the fund. Invalid projects prevent batches from posting. Posting net surplus/deficit to a single account by project 1. From Configuration, select the Funds tab. The following screen appears. 2. Click Add. The Add Fund screen appears, with the Fund tab selected. 3. In the Fund field, enter a code. (This may be generated automatically based on your preference settings in Configuration). 4. Enter a description for the fund such as, endowment, unrestricted, or new project.

28 24 CHAPTER 3 5. To post the net surplus/deficit for each project to one fund balance account, mark the Single Account by Project option. If you select to close the net surplus/deficit for all projects into one account, you can still print reports that show the individual project s net surplus/deficit. 6. Define the account number to which the net surplus/deficit posts. You can click the binoculars to access the chart of accounts and locate the account. Mark the Require Project on Balance Sheet Transactions checkbox if you want to track balance sheet transactions by project. You can use this feature if you have multiple endowment funds within a single general ledger fund and must keep track of individual asset information for each endowment (i.e., cash balances). 7. To post accounts, you must define account numbers for the fund. Please refer to the General Ledger User s Guide for procedures on defining account numbers. Posting net surplus/deficit to multiple accounts by project 1. From Configuration, select the Funds tab. 2. Click Add. The Add Fund screen appears. 3. In the Fund field, enter a code. (This may be generated automatically based on your Preference settings in Configuration). 4. Enter a description for the fund (i.e., endowment, unrestricted, etc.). 5. To post the net surplus/deficit by project into multiple fund balance accounts, mark the Multiple Accounts by Project option. This method is useful when a separate fund balance is maintained for each project in the fund. 6. Mark the Require Project on Balance Sheet Transactions checkbox if you want to track balance sheet transactions by project. This is used if you have multiple endowment funds within a single general ledger fund and must keep track of individual asset information for each endowment (i.e., cash balances). Accounts must have some type of transaction activity or they do not appear on your balance sheet. 7. If you choose to post the net surplus/deficit by project, a table appears where the fund balance account number can be entered for each project.

29 C ONFIGURATION 25 Updating Project Tables With Project, Grant and Endowment Management, the Project Types and Project Status tables are found on the Tables tab of Configuration. These tables appear on a project record for tracking the type and status of projects in your database. You can update these tables with entries that are applicable to your organization. You can enter new table entries from the Project tab when you open Project, Grant and Endowment Management. Accessing tables 1. From Configuration, select the Tables tab. A new screen appears. 2. In the Tables box highlight the project table you want to make changes to. The Table Entries box displays entries for the table you select. 3. After locating the project table, click the button that corresponds with the function you want. They are: Add, Edit, Insert, Delete, Move, Up, Down, Sort, and Print. Adding a table entry to an existing table 1. In the Tables box, highlight the table you want. 2. Click Add. The Add Table Entry screen appears. 3. Enter the Description. Click OK. The new entry appears in the Table Entries box.

30 26 CHAPTER 3 Adding a new table entry 1. You can add table entries throughout Project, Grant and Endowment Management. For example, when adding a project you can create a new Project table entry. 2. From the Project tab of a new project entry, type the new table entry in the Type or Status field. If the entry type does not exist in the table, a confirmation message appears. 3. Click Yes to add it as a new table entry. 4. Press F7 after clicking in the Type or Status field. The following screen appears. 5. Click Add. The Add Table Entry screen appears. 6. Enter a description and click OK. Editing a table entry 1. In the Tables box, highlight the table you want to edit. The table entries appear in the Table Entries box. 2. Highlight the entry you want to change.

31 C ONFIGURATION Click Edit. The Edit Table entry screen appears. Make any necessary changes to the entry. 4. Click OK, and save the changes. Inserting a new table entry 1. In the Tables box, highlight the table in which you want to insert a new entry. The table entries appear in the Table Entries box. 2. Highlight the entry below the point where you want to insert a new entry. 3. Click Insert. The Insert Table Entry screen appears. 4. Enter a description in the table entry. Click OK. Deleting a table entry 1. In the Tables box, highlight the table containing the entry you want to delete. The table entries appear in the Table Entries box. 2. Highlight the entry and click Delete. A confirmation message appears. 3. Click Yes to delete. Moving an entry up or down in the table 1. In the Tables box, highlight the table containing the entry you want to move. The table entries appear in the Table Entries box. 2. Highlight the entry you want to move, and click Up or Down. Sorting a table: 1. In the Tables box, highlight the desired table, and click Sort.

32 28 CHAPTER 3 2. The Sort Table Options screen appears. 3. In the Sort Order frame, mark Ascending to order the table from A-Z. Mark Descending to order the table from Z-A. 4. In the Sort By frame, mark Description to sort the table entries by their description. 5. Mark Short Description to sort the table entries by their short description. Printing a table 1. From Configuration, select the Tables tab. 2. Click Print. The Print Code Tables screen appears. 3. Indicate whether you want to print all tables by marking All Code Tables, or selected tables by marking Selected Code Tables. 4. If you mark Selected Code Tables, mark the tables to print by highlighting your selections in the Code Tables box and moving them to the Code Tables to Print box. Use the scroll bar to view tables. 5. Mark the Print One Table per Page checkbox to print each table on a separate page. 6. Click OK. The program processes the print job.

33 C ONFIGURATION 29 Setting Up Project Distributions Project Distributions are used when entering journal entries into the program. When entering a transaction, you can distribute the amount across a predefined project distribution. For example, if you have five projects that typically divide a revenue source (such as interest income) into a certain distribution, you can set up a project distribution specific for these projects. When entering the transaction into the program, you can choose this distribution and the program automatically allocates the appropriate amounts to each of the five projects. When printing or viewing activity for your accounts, you can select to view the breakdown of transactions by project. Adding a project distribution 1. From Configuration, select the Distributions tab. The Distributions screen appears. 2. Mark the Project Distributions option. 3. Click Add. The Add Project Distribution screen appears.

34 30 CHAPTER 3 4. In the Name field, enter a name for the distribution, that indicates the distribution type or purpose. 5. In the Project column, enter the projects to use in this distribution. Click the down arrow to select from a list of projects previously defined in Project, Grant and Endowment Management. Once you select a project s description, it displays automatically. 6. In the Percent column, enter the distribution percentage. This determines how much of the transaction amount allocates to each project. You do not need to enter the decimal or percent sign. For example, 25% is entered as 25 not.25. A running percentage appears in the lower right hand corner. The percentage distribution must total 100% or the distribution does not save. You can distribute the transaction amount evenly among the projects defined in the grid. 7. Click Distribute Evenly, The program calculates and enters the amounts. 8. Click OK to save. 9. If you try to save the table with a distribution not equal to 100%, a warning message appears. 10. Click OK. The program returns to the distributions and you can correct the percentages. Editing a project distribution 1. From Configuration, select the Distributions tab, and mark the Project Distributions option.

35 C ONFIGURATION Highlight the distribution you want to edit and click Edit. The Edit Project Distribution screen appears. 3. Make changes to the distributions in the grid. 4. Click OK to save. Deleting a project distribution 1. From Configuration, select the Distributions tab. 2. Highlight the distribution you want to delete. 3. Click Delete. A confirmation message appears. 4. Click Yes to delete the Distribution.

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37 Manipulate Project Budgets In This Chapter Manipulate Budget Copy from fiscal Year Delete Copy/Forecast Increase/Decrease Importing Budgets Automatically Update Accounts and Budgets

38 34 CHAPTER 4 Budgets added in Account Management are not updated on project budgets. All budget options require you to enter filters for both accounts and projects. This option provides the ability to link account and project budgets and reduces the amount of data entry time, and permits you to add, edit, and delete budgets through Project, Grant and Endowment Management. The changes automatically update the account budgets. It is possible to have a budget established in both modules that uses the same account. These options are found under the File, Manipulate Budget submenu of Project, Grant and Endowment Management. Manipulate Budget Budget Manipulation is a feature that enhances Project, Grant and Endowment Management, and allows you to adjust the budget for specific projects. The features in Budget Manipulation include: Copy from fiscal Year, Delete, Copy/Forecast, Increase/Decrease and Import. Once you determine the action you would like the program to perform, you can then decide how to apply the information as it relates to specific projects and accounts, using the Project/Account Selection Criteria screen. These six procedures describe the budget manipulation features: Copying from a fiscal year Deleting Copying and forecasting budgets Increasing and decreasing Importing The Project/Account Selection Criteria screen Copy from fiscal Year You can copy information from one fiscal year and apply it to another fiscal year. Using the filtering options available through Select Budgets you can specifically designate which account budgets and projects to use for copying information. Copying from fiscal year 1. From General Ledger, open Projects and Grants. 2. Select File, Manipulate Budget. 3. From the submenu, select Copy from fiscal Year.

39 M ANIPULATE PROJECT BUDGETS In the Source fiscal Year field, use the down arrow to select a source year. In the Destination fiscal Year field use the down arrow to select the year to transfer the information to. 5. Mark the Print Control Report checkbox to print a report. 6. Click Select Budgets, and the Project/Account Selection Criteria screen appears. 7. In the Filter by frame mark Accounts and Include either All or Selected. If you mark Selected use the arrows in the center column to include accounts in the copying process. Repeat the same process, by selecting Filter by Project. 8. Mark Projects to Filter by and Include either All, Selected, or Range. Marking All, includes all accounts. Marking Selected, allows you to use the arrows in the center column to include specific accounts or projects in the process. Marking Range displays a grid with fields to assist you in selecting a range. 9. Click OK. The program processes the budget and the Copy Budgets screen appears confirming the processing. 10. Click OK, and return to the main Project, Grant and Endowment Management screen. You will need to define accounts and projects for this procedure. For additional information on different filtering options and account selection criteria, refer to the Budget Management User s Guide. Delete The delete option allows you to delete a project budget for a specified year. Deleting a budget 1. Select File, Manipulate Budget.

40 36 CHAPTER 4 2. Select Delete. The Delete Budget Screen appears. 3. Using the down arrow, select a fiscal year. 4. Mark Print Control Report and the program prints a report. 5. Click Select Budgets, the Project/Account Selection Criteria screen appears. 6. In the Filter by frame mark Accounts to Filter by and Include either All, Selected, or Range. Marking All, includes all accounts. Marking Selected, lists all accounts and allows you to use the arrows in the center column to include accounts in the copying process. Marking Range displays a grid with fields to assist you in selecting a range. 7. In the Filter by frame mark Projects and Include either All, Selected, or Range. Marking All projects includes all projects. Marking Selected, allows you to use the arrows in the center column to include specific projects in the process. Marking Range displays a grid with fields to assist you in selecting a range. 8. Click OK. The program processes the request, when complete the Delete Budgets screen appears. 9. Click OK, and return to the main Account Management screen. Copy/Forecast This feature allows you to copy information from an existing project budget and use it to forecast the budget for another year.

41 M ANIPULATE PROJECT BUDGETS 37 Copying/Forecasting budgets 1. From General Ledger, select Project, Grant and Endowment Management. 2. Select File, Manipulate Budget. 3. From the submenu select Copy/Forecast Budgets. The Copy/Forecast Budgets screen appears. 4. In the Source fiscal Year field use the down arrow to select a year from which to gather information. In the Destination fiscal Year field use the down arrows to select the year to send the information to. 5. In the Create From field, use the down arrow to select Actual amount or Budget amount. 6. In the Use field, select amount or percent. 7. To forecast a budget from a select period, mark the Forecast from Period checkbox and enter a period using the arrow to select from a list of available periods to fill the field. 8. Mark the Print Control Report checkbox, and the program prints a report for this action. 9. To select projects for forecasting, click Select Budgets. The Project/Account Selection Criteria screen appears.

42 38 CHAPTER Mark Accounts to Filter by and Include either All, Selected, or Range. Marking all, includes all accounts. Marking selected, allows you to use the arrows in the center column to include specific in the copying process. Marking range displays a grid with fields to assist you in selecting a range. 11. Mark Projects to Filter by and Include either All, Selected, or Range. Marking all includes all projects. Marking selected, allows you to use the arrows in the center column to include projects in the copying process. Marking range displays a grid with fields to assist you in selecting a range. 12. The program begins copying and forecasting, and when the process is complete the Copy/Forecast Project Budget screen appears. 13. Click OK, and return to the main Project, Grant, and Endowment screen. Increase/Decrease The fourth Budget Manipulation option is the Increase/Decrease option. This option allows you to increase or decrease a budget for a specific year and contains modification features. Increasing/Decreasing a budget 1. From General Ledger, select Project, Grant and Endowment Management. 2. Select File, Manipulate Budget. 3. Select Increase/Decrease. The Increase Decrease Budget screen appears. 4. In the fiscal Year field, select the year to change the budget for. 5. Mark Print Control Report, and the program prints a report containing transaction information. 6. In the Modify using frame, mark Amounts or Percentages. Depending upon which option you select, the program adjusts accordingly. In the Change frame mark Total Budget Amount or Period Amounts. The program makes the corresponding amount and percentage changes to the total budgeted amount or the period amount.

43 M ANIPULATE PROJECT BUDGETS Click Select Budgets. The Project/Account Selection Criteria screen appears. 8. In the Filter by frame, mark Projects to Filter by and Include either All, Selected, or Range. Marking All, includes all projects. Marking Selected, allows you to use the arrows in the center column to include projects you designate in the copying process. Marking Range prompts the system to display a grid with fields to assist you in selecting a range. 9. Mark Accounts to Filter by and Include either All, Selected, or Range. Marking All, includes all accounts. Marking Selected, allows you to use the arrows in the center column to include specific accounts in the copying process. Marking Range displays a grid with fields to assist you in selecting a range. The Change Total Budget screen appears. 10. To increase the total budget, enter a positive number. To decrease the total budget enter a negative number. 11. The program begins copying and forecasting. When the process is complete the Increase/Decrease Project Budget screen appears. 12. Click OK, and return to the main Project, Grant, and Endowment screen. Importing Budgets The Import Budget option is available in Project, Grant and Endowment Management. This option is necessary for importing third party budgets or previously established budgets that may not be in the Blackbaud program.

44 40 CHAPTER 4 Importing Budgets 1. From General Ledger, open Project, Grant and Endowment Management. 2. Select File, Manipulate Budget. 3. On the submenu select Import. The Import Project Budgets screen appears. The.csv format is a Comma Separated Value formatted file. 4. In the Import File Name field, click Browse to find the file to import. To import a Project Budget, the file must have a valid.csv formatted file. The file layout must be as follows: Field Description Required Notes 1 Project Y Project ID 2 Account Number Y Valid/Exist s 3 Budget total Y $XXX 4-15 Period Amounts/Percentages 16 Period Amounts/Percentages N N $XX/SAX % $XX/XX% 5. If the file is unable to import, you may have a budget that already exists for that Project/Account combination. Other reasons an import may be invalid include: the period percentages do not equal the total amount or the period percentages do not equal 100%. 6. Using the down arrow in the fiscal Year field, select the year to import budget information to. 7. In the Import by field, select either amount or percentage by which the funds import. 8. Mark either Create an output query or Validate budget inquiry without performing an output. You can mark one or the other; both options are not available simultaneously. 9. Click Import Now to begin the importing process, or click Cancel to discontinue the importing.

45 M ANIPULATE PROJECT BUDGETS 41 Automatically Update Accounts and Budgets Two items must be in place to update the account budget with changes made to the project budget. First mark the Always adjust general ledger account budgets with Project budget changes checkbox on the Add or Edit screens on the fiscal Years tab in Configuration. Marking this checkbox indicates all budgets for this year update automatically. Second, mark the Always adjust Account budgets with project budget changes on each individual project for a continual update on the account. The completion of these two steps affects updates to the project budget and the account budget. This feature is explained in the following two procedures. Auto adjust General Ledger account budgets. Mark individual projects to update budgets and accounts. We recommend making a backup file before proceeding with this procedure. Automatically adjust general ledger account budgets 1. From Configuration, select the fiscal Years tab. 2. Highlight the year to adjust and click Edit. The Edit fiscal Year screen appears. 3. Mark Always adjust general ledger account budgets with Project budget changes. 4. Click OK. Mark the checkbox for each year to automatically adjust the budgets and projects. Marking individual projects to update budgets and accounts 1. From Project, Grant and Endowment Management, select File, Open.

46 42 CHAPTER 4 2. Highlight the project to update as shown, and click open. The Project screen appears with the project tab selected. You must mark the checkbox on the Project tab as well as in Configuration for the accounts and projects to automatically adjust. 3. On the bottom of the project tab, mark Always Adjust account budget with Project budget changes.

47 Project Records In This Chapter Project Procedures Budget Amounts Distribute Total Distribution Table Copy from Project Adjust Total Batches and Project Transaction Transaction Entries Validating Batches Containing Project Transactions Globally Change Project ID s on Transactions in a Batch

48 44 CHAPTER 5 Project records are a way of keeping track of each project and any important information relating to that project. Each record contains details related to your subsidiary funds. You can store general information, projected income/expense amounts, budget figures, contact information, attributes, and miscellaneous notes on each project record. This section contains procedures for accomplishing basic project record operations. In Project, Grant and Endowment Management, you can add, edit, or delete projects. Project Procedures Adding a project record 1. From Project, Grant and Endowment Management, select File, New. The Add a New Project/Grant screen appears, with the Project tab selected. 2. Enter the project identification number in the Project field, and the project reference number in the Reference field. 3. Enter the full name of the project in the Description field, this information appears on forms, mailings, and reports. 4. When you enter a new project in the Type field, you can use the drop-down arrow to select from a list of available options, including Not Defined, or you can enter your own type. 5. In the Status field, use the down arrow to select Open, Not Defined, Active, or your own unique identifier. 6. In the Projected Income field, enter the estimated amount the project generates. 7. In the Projected Expense field, enter the estimated cost of the project. 8. In the Start Date and End Date fields, enter the projects starting and ending dates. 9. When the project and financial transactions are complete, enter a date in the Closed Date field. 10. To Prevent Posting to Project, be sure the checkbox is marked.

49 P ROJECT RECORDS 45 Adding a contact 1. From Project, Grant and Endowment Management, select File, New. The Add a New Project/Grant screen appears, select the Contact tab. 2. In the Organization field, enter the name of the organization the contact person is associated with. 3. In the Contact Name field, enter the name of the main person on the project. The information you enter in this field appears on mailings, labels, and any other program generated correspondence. 4. In the Position field, enter the position of the contact person. The information you enter in this field is used for mailings, labels, and any other program generated correspondence. It is important that you enter the position name accurately. 5. In the Address, City, State, and ZIP fields, enter the corresponding information for the contact person. In the Country field, you can use the drop-down arrow to select from countries. 6. In the Phone and Fax # fields, enter the numbers of the contact person. It is necessary that you are accurate when entering this information; you can use it as a reference.

50 46 CHAPTER 5 Adding an attribute 1. From Project, Grant and Endowment Management, select File, New. The Add a New Project/Grant screen appears, select the Attributes tab. 2. In the Category field, use the drop-down arrow to select from a list of categories for defining your attributes for the project. Selecting All, enables the category column and you can select or create specific attributes. 3. In the Category column, use the drop-down arrow to select from a list of options from the previously defined attributes in Configuration. You must enter all attributes in Configuration. 4. The Short Description, Description and Comment columns help you identify the attributes. In the Short Description field, assign a brief description or a numeric description; in the Description field, assign a more detailed description; and in the Comment field, add any comments that are relevant to the attribute or identify the attribute. Accessing project activity The activity tab will display either summary or detailed transaction activity for the Project, on either an account level or a transaction detail level. 1. From Project, Grant and Endowment Management, select File, Open. The Open a Project/Grant screen appears.

51 P ROJECT RECORDS Select the project record, and click the Activity tab. The Project screen appears with the project account information listed. 3. Highlight the year to view. 4. Click Details. The Account Details for Project <Name> screen appears.

52 48 CHAPTER 5 5. From the Account Details screen, highlight the account you want to view further, then click Details. The Transaction Details for Project screen appears, listing the transactions associated with the project. Adding notes 1. From Project, Grant and Endowment Management, select File, Open. The Open a Project/Grant screen appears. 2. Select the project record, and click the Notes tab. 3. Enter project information on the notes screen. 4. Right click the mouse when you finish entering information and select Yes to save the new information.

53 P ROJECT RECORDS 49 Editing a project record 1. From Project, Grant and Endowment Management, select File, Open. The Open a Project/Grant screen appears. 2. Locate the project by entering specific search criteria in the fields located at the bottom of the screen. You do not have to enter information in all fields to execute a search. The fields are: Status: Search for a project based on its status. Type: Search for projects based on their type. Description: Find projects that match a certain description. Reference: Enter the short description. Last modified by/last modified on: Locate a project by entering the last person who modified it or the last date it was modified. 3. Upon entering search criteria, click Find Now. The projects matching the criteria list. If you leave the criteria blank, all projects list. 4. Highlight the project, and click Open. Make the necessary changes. 5. Select File, Save to save the changes but keep the record open. Select Save and Close to close the record.

54 50 CHAPTER 5 Budget Amounts Adding budget amounts 1. From the Budget Tab, select the appropriate fiscal year, then click Add. The Add Budget for a Project/Grant screen appears. 2. In the Account Number field, enter an account number. You can click the binoculars to search for an account, or click the down arrow to specify criteria in the Account Number grid. 3. In the Fiscal Year field, select from the list of established fiscal years. 4. In the Total Budgeted field, enter the total budgeted amount. If you leave this field blank and enter the period amounts in the Budget grid, this field updates automatically. 5. You can enter the budget by amount or percentages. Mark Amounts to edit the budget or Percentages to edit the Percent column. 6. Enter your budget amounts. You can enter the budget directly into the grid or use one of the following distribution methods. Distribute Total When you enter an amount into the Total Budgeted field and click Distribute Total, one of two things occurs. If the percentage distributions are blank, the budgeted amount distributes equally between each period in the fiscal year.

55 P ROJECT RECORDS 51 If percentage distributions exist in the grid, when you click Distribute Total a submenu appears. Select Evenly or By Percent. If you choose Evenly, the percentages are divided and distributed equally for each period in the fiscal years, overwriting the existing percentages. Any amounts necessary for rounding are placed in the last period. If By Percent is selected, the program distributes the total budgeted amount according to the percentages previously entered in the grid. Distribution Table If you select this option, enter the total amount and then select from the list of budget distribution tables previously defined in Configuration. If you do not have Budget Management, only one distribution table is available. After you select the table, the total budget amount is distributed according to the percentages defined in the table. Copy from Project This option gives you the choice of selecting an already existing project to copy the budget from. Using the down arrow, select which year to select a project from. In the Account field, click the binoculars to search for an account, and the down arrow to select from which segment of the account to copy information. The Copy From field down arrow lets you select which project to copy the budget from. Finally, in the Percentage of budget to copy field, determine what percentage of the budget to copy to the account. Adjust Total Click Adjust Total to adjust the total budgeted amount and budget percentages to match amounts in the budget distribution grid. Deleting a project record 1. Open the project record to delete. You can only delete projects with no transaction activity. 2. Select File, Delete. A confirmation message appears. 3. Click OK. Deleting a project removes it from the General Ledger database. Batches and Project Transaction Project, Grant and Endowment Management offers you additional options when creating general journal or recurring journal entry batches through the Journal Entry module of General Ledger.

56 52 CHAPTER 5 Creating Batch Header Defaults 1. From Journal Entry select File, New. The following screen appears. 2. Select the defaults you want on the Defaults tab. In the Project ID field select a Default Value. This automatically defaults the information to the project entered in the Project ID field. 3. You can mark which fields to show on the transaction report. 4. Click OK, and the batch screen appears with the distribution grids available. Transaction Entries When entering transactions, you can specify which projects receive funds and the exact amount each receives. Using the project distribution grid, you can allocate transactions to different projects.

57 P ROJECT RECORDS 53 Allocating transactions to multiple projects To allocate a transaction amount to multiple projects, enter the projects and corresponding amounts in the Project Distribution grid. After you enter the transaction in the grid, you can distribute the total amount among any number of projects. This is accomplished by entering the projects in the Project Distribution grid. For example, in the screen below, the single interest dividend credit of $1,000 is distributed between the Juvenile Art Gallery and the Kids and History projects. You can distribute the amounts evenly across all projects in the grid by clicking Distribute Evenly or you can enter the desired amount/percent in the corresponding column of the grid. You can also, leave the debit/credit amount blank in the Transaction grid and enter amounts in the Project Distribution grid, then click Adjust Total. The total amount from the Project grid is copied into the Debit Amount or Credit Amount column. To switch between the Transaction grid and the Project Distribution grid press F6.

58 54 CHAPTER 5 Separate transactions for each project You can enter a separate transaction for each project. For each transaction, in the Project ID column, click the down arrow and select from the project list. When you select a project ID, the reference for the project displays in the Project Short Description field.

59 P ROJECT RECORDS 55 One amount distributed among several projects You can have some transactions in a batch that represent one amount distributed among several projects and other transactions that contain a project ID. Entering Project Distribution Information When adding a project distribution for the selected transaction, there are three buttons to assist in data entry. Distribution Table This button allows you to choose from a list of predefined project distribution tables. These tables are defined on the Distributions tab of Configuration. Distribute Evenly This button divides the total amount evenly between the projects you enter in the Project Distribution grid. When you click this button, any existing amounts are overwritten. Delete All This button allows you to delete all distributions from the Project Distribution grid.

60 56 CHAPTER 5 Validating Batches Containing Project Transactions If in Configuration you mark the Require Project on Balance Sheet Transactions option for a fund, batches must validate or balance by project ID. Marking Require Project on Balance Sheet Transactions, automatically marks Require transactions to balance by project. If you do not track project transactions on balance sheet accounts, the batch does not need validation by project ID. Please refer to the General Ledger User s Guide for procedures on validating a batch. Globally Change Project ID s on Transactions in a Batch When entering large batches with multiple transactions, you may need to make changes to each transaction in a batch before posting it to the General Ledger. This facility changes all transactions in the batch you specify. You can use the Globally Change Transactions facility in Journal Entry to globally change project IDs. Globally changing transactions 1. From General Ledger select Journal Entry.

61 P ROJECT RECORDS Select File, Open. 3. Mark General Journal and select the batch to change transactions for. 4. From the File menu, select Globally Change Transactions. The Globally Change Transactions screen appears. 5. In the Change From and Change To fields select an account number. p 6. In the Posting Date, use the calendar to set posting dates. 7. Create a reference in the Reference field.

62 58 CHAPTER 5 8. Using the down arrow select a Source. 9. Using the down arrow select a Project ID. This globally changes the project ID for this batch transaction. 10. Click OK, and a confirmation message appears. 11. Click OK, and return to the project screen.

63 Reports In This Chapter Preferences Setting Preferences Creating Reports Reference with Sample Reports Project Activity Report Reference General Tab Project Activity Report General Tab Project Budget vs. Actual Report Project Detail Report General Tab Project Profile Report Report Filters Format Tab Project Activity Report Format Tab Project Budget vs. Actual Report Project Detail Report Format Tab Project Profile Report Heading Tab Sample Reports Project Activity Report Project Budget vs. Actual Report Project Detail Report

64 60 CHAPTER 6 The installation of Project, Grant and Endowment Management enhances the Reports options of General Ledger with two specific project features. Project and Project Attributes are available as filters and report-level filters options. There are different reports available through the General Ledger Reports module. This section provides information for using the project and project attributes filters. For further standard information on Reports, refer to the General Ledger User s Guide. There are a number of reports within General Ledger with additional features available when Project, Grant and Endowment Management is installed. The projects feature is an option on the following General Ledger reports: Balance Sheet, Beginning Account Balance Report, Income Statement, Statement of Functional Expenses, Transaction Journals, Account Export, and General Ledger Report. In addition to these report additions you can enhance the report with project attribute information by selecting to include from all, selected, or a range of project attributes on the report. Accessing Reports From the main screen you perform a variety of functions common to all Project Reports, here you define features for the reports you create. 1. From General Ledger, click Reports. The Reports module opens, and displays the main screen. 2. Click the icon next to the name of the report you want to create. 3. The report screen appears, and you can make report designations.

65 REPORTS 61 Preferences Before you begin to create reports, you need to establish some overall preferences for use in all reports you define. The preferences you set in this section affects the reports you create. Select the preferences carefully to insure the integrity of the information on the final reports. Setting Preferences Completing the All Reports tab 1. From the Reports main screen, click Edit, Preferences. The Preferences screen appears. 2. Mark Automatically save report parameters if you want to eliminate the need to select File, Save after creating a report. 3. Mark Show only my reports if you do not want to see any of the reports other users create. 4. Define Double click preference by selecting Open, Export, Mail, Preview, or Print. This determines what happens when you double click a saved report listed on the main screen. 5. In the Font Options frame select the font type and size you want to use in your reports. You can choose from the drop-down lists of styles and font sizes, and then choose to apply your choices to either the Entire Document or just the Detail Section of your reports. 6. Select Paper Orientation. You can choose to have the orientation determined by the report type or individually select an orientation from the Print Setup screen each time you print. 7. Click OK to save preferences and return to the main screen.

66 62 CHAPTER 6 Completing the General Ledger Preferences tab 1. From the Reports main screen, click Edit, Preferences. The Preferences screen appears. 2. Mark Omit Header/Total Accounts for one line item. This omits the header and total accounts on the Income Statement and Balance Sheet if there is only one line item between them. 3. Mark Omit Header/Total Accounts if criteria do not match. This omits the header and total accounts on Income Statements if they do not match report criteria. 4. Click OK, and return to the main screen. Creating Reports The procedures in this section explain all of the tabs and fields involved in creating a Project Activity Report. These procedures and tabs relate to creating the other Project Reports. You may encounter a few variations in available fields. When this happens, please refer to the reference section for further explanation of the feature. Completing the General tab 1. From the Reports main screen, double click General Ledger Reports. 2. Double click the Project Reports folder to reveal four types of reports.

67 REPORTS Double click the Project Activity Report. A new screen with the General tab appears to create a new report. 4. In the Report Type frame select either Detail or Summary report. 5. Create the report based upon Fiscal Periods or Specific Dates. 6. If you select Fiscal Periods, enter years in the Start and End fiscal years fields and periods in the start period and end period fields. 7. You can select Specific Dates and a Begin Date field and End Date field appear. Enter the dates accordingly. 8. In the Report Order frame, mark Account category or Transaction date. Marking Account category orders the report information according to account categories. Selecting Transaction date orders the report information according to the account transaction dates. 9. Mark Include account sub-totals box to include sub-totals on the report. This option is available only if you mark the Account Category option. 10. Mark the Total transaction detail option to print the details of each transaction on the report. This option is available only if you select the Include account sub-totals option. 11. Mark Omit projects with no activity and a zero beginning balance, so that projects with no activity and zero beginning balance do not print on the report. 12. Mark Omit projects with no activity, to omit projects without any activity from printing on the report. 13. Mark Include encumbrance transactions. This option prints any encumbered accounting information on the report.

68 64 CHAPTER Click Report Filters, the Report-Level Filter screen appears. The Project attributes used for this process are the ones defined earlier in Configuration. 15. Select to filter by Funds, Projects, or Project Attributes. 16. Select to include All, Selected or a Range of the filtering option selected. For example, if you mark Selected and Filter by Funds, all of the funds in your database display in the funds box. Use the arrows in the center to select which funds to include. You can filter by Projects, or Project Attributes and include Range and a grid appears where you designate which projects to use when filtering.

69 REPORTS If you select Project Attributes and mark Selected the following screen appears. 18. In the Category column select a category that was previously defined in Configuration. The Short Description and Description columns fill automatically or the menu arrow is available in the right side of the field. 19. Click OK and return to the Project Activity Report screen. Completing the Format tab 1. In the Amount Format frame, mark the checkboxes accordingly Use currency character, Use 1000 separator, Use whole numbers, and in the Negative amounts field select to show negative numbers in parentheses or with a minus sign in front of the amount.

70 66 CHAPTER 6 2. In the Account Format frame, use the drop-down list to select Account number, Account description, or Account number and description in the Print field. This frame is available if you select Detail as a Report Type option on the General tab. 3. Mark Print Report Criteria On and Separate page or First page, if you want the report criteria to print. 4. Mark Print each project on a separate page, and the program prints each project on a separate page. 5. Select the Headings tab. The Project Activity screen appears with the Headings tab selected. 6. In the Header, Sub-heading, and Footer fields, enter any additional header or footer information you want to appear on the report. 7. Upon completion click File, and select to Print, Preview, Send, Export or Save the report. Saving a report 1. After you complete the report parameter tabs, select File, Save. A new screen appears.

71 REPORTS The program automatically defaults to the standard report name, which you can change. 3. Enter a description. This is not a required field. 4. If you want to allow others to generate or modify this report, mark the corresponding checkboxes. 5. Click OK. The program returns to the New Report screen. Previewing/printing a report We recommend previewing a report before printing to ensure the information and formatting are correct. 1. Display the parameter tabs screen for the report you want to preview/print. 2. Click Preview from the bottom right corner of the screen. The program processes your data, and displays the report. 3. From the sample report screen, you can print, refresh, export/ , the report by clicking the corresponding toolbar buttons. 4. When you finish previewing, click the print button from the toolbar if you are satisfied with the report, or close the sample report, and the program takes you back to the Reports main screen where you can reopen and modify the report. You can choose to click Print from the parameters screen if you do not wish to see another preview report. Modifying a report 1. Display the parameter tabs screen for the report you want to modify. 2. From the parameter tabs screen, click Next or Back to find the frame you want to modify. 3. Click Layout to view a sample report layout. The program processes sample data, and displays a report using parameters. This shows you the reports appearance so you can modify your parameters accordingly. 4. Close the sample report, and the program returns to the parameter tabs screen where you can continue to modify your report parameters.

72 68 CHAPTER 6 Exporting a report 1. From the Reports module, highlight the File menu. 2. Select Export. The Project Activity Report processing screen appears. 3. When the report finishes processing, the Export screen appears. 4. Using the down arrow, select a Format and a Destination.

73 REPORTS Click OK. Depending upon which format and destination you select different screens appear. We select the Comma Separated Values option and the corresponding screen appears. For additional information on exporting refer to the Sample Reports or General Ledger User s Guides. Sending a Report as Mail 1. From the Reports module, highlight the File menu. 2. Select Send as Mail. The Save Report As screen appears. 3. In the Report name field enter the title of the report.

74 70 CHAPTER 6 You may want to save the report you send in case of any transmission problems that may occur. 4. Enter the report description in the Description field. 5. Mark either Other users can execute this report, and Other users can modify this report. Mark the checkboxes accordingly to enable these options. 6. Select Save, Save and Send, or Send without Saving.

75 REPORTS 71 Reference with Sample Reports This section of the chapter provides you with a sample report and an overview description of the report. This is followed by a picture and an explanation of the tabs used to create a report. We show and explain all of the tabs you use to create the Project Activity Report. Since these tabs are common to all of the reports, we show the variations that exist following the other reports. You create these reports in the Reports module of General Ledger. Project Activity Report 10/8/99-8:08:43 Lowcountry Preservation Society Project Activity Report Project Activity Report The Endowment Foundation Page 1 Does not include Encumbrance Transactions Omit Projects with no Activity For Funds: All For Project(s): 0011, 0023, 0046 For Attribute(s): All Start Fiscal Year: , period 01 (7/1/96) End Fiscal Year: , period 04 (10/31/97) Account Project: 0011 (Ashley Smith-Wesley) Date Reference Beginning Balance Adjustments to Balance Adjusted Balance Balance $6, $0.00 $6, /18/97 9/18/97 9/18/97 9/18/97 9/18/97 Investment Income for September Investment Income for September Investment Income for September Investment Income for September Investment Fees for Sept $47, $6, $3, $4, ($4,110.00) Net Change $58, Ending Balance $64, Reference This section of the chapter provides you with field-by-field descriptions of tabs used in creating General Ledger Project Reports. We show and explain all of the tabs used to create these reports. Since three tabs are common to all types of Project Reports, we show these tabs once followed by any variations that exist for different reports. You can create these reports only if Project, Grant and Endowment Management is installed in General Ledger.

76 72 CHAPTER 6 General Tab Project Activity Report This screen appears when you select the Project Activity Report. From the General tab, you establish transaction filters for your report. This tab is used in creating the Project Activity Report, however the features vary for the Project Budget vs. Actual Report, Project Detail Report, and Project Profile Report. Name (Type * ) Report Type (D) Detail (O) Summary (O) Fiscal Periods (O) Specific Dates (O) Report Order (D) Account Category (O) Transaction date (O) Include account sub-totals (O) Total transaction detail (O) Description This frame displays the Detail and Summary options for printing the report. Marking this option prints the report in detail format. Marking this option prints the report in summary format. Marking this option creates the report information using Fiscal Periods. This option displays the start and end fiscal year fields and start and end period fields for creating a report based upon fiscal year and specific period. Marking this option creates a report based on specific dates. This option displays start and end date fields for designating which specific date using a day/month/year format to create the report for. This frame displays the different options and features available for ordering the report. This frame is only available if you select Detail in the Report Type frame. Marking this option creates the report details based on Account category. Marking this option creates a report ordered by Transaction date. Marking this option includes account sub-totals on the report. This feature is available if you select the Account category option. Marking this option includes a total of the transaction details. This option is available if you select account category, and mark Include account sub-totals.

77 REPORTS 73 Name (Type * ) Omit projects with no activity and a zero beginning balance (O) Omit projects with no activity (O) Include encumbrance transactions (O) Report Filters (B) General Tab Description Project Budget vs. Actual Report Project Detail Report This screen appears on the general tab for the Project Budget vs. Actual Report and the Project Detail Report. From this tab you establish transaction filters for your report and designate the specific information to appear on the report. The frames and options on this tab allow you to create reports that highlight important project information. Marking this option excludes projects without activity and a zero beginning balance from your report. Mark this option to exclude projects without activity from printing on the report. Marking this option includes any encumbrance transactions on the report. This option is available if you configure your program for encumbrance accounting. This button accesses the Report Level Filters screen. Name (Type * ) Date Periods to Include (D) Fiscal Periods (O) Specific Dates (O) Description In this frame select the dates and periods to include on the report. Marking this option creates the report information using Fiscal Periods. This option also displays the start and end fiscal year fields and start and end period fields for creating a report based upon fiscal year and specific period. Marking this option creates a report based upon specific dates. This option displays start and end date fields for designating which specific dates using a day/month/year format to create the report for.

78 74 CHAPTER 6 Name (Type * ) Order Report by (D) Project ID (O) Project Description (O) Project Attribute (O) Include (R Report Filters (B) Description This frame displays the options for ordering the report. You can select Project ID, Project Description, or Project Attribute. Marking this option orders the report by Project ID. Marking this option orders the report by Project Description. Marking this option orders the report by Project Attribute. Use the field to select which of the previously defined attributes to order the report by. Use the down arrow to select which type of transaction to use. The choices are Regular, Encumbrance, and Regular and Encumbrance transactions. This button accesses the Report Level Filters screen. General Tab Project Profile Report This screen appears on the general tab for the Project Profile Report. From this tab you establish transaction filters for your report and designate the specific information to appear using this tab. This feature provides report ordering options and the type of transactions to use for creating a report. Name (Type * ) Order Report by (D) Project ID (O) Project Description (O) Project Attribute (O) Description This frame displays the options for ordering the report. You can select Project ID, Project Description, or Project Attribute. Marking this option orders the report by Project ID. Marking this option orders the report by Project Description. Marking this option orders the report by Project Attribute. Use the field to select which of the attributes to order the report by.

79 REPORTS 75 Name (Type * ) Include (R Report Filters (B) Description Use the down arrow to select which type of transactions to use. The choices are Regular, Encumbrance, and Regular and Encumbrance transactions. This button accesses the Report Level Filters screen. Report Filters Clicking this button displays the Report-Level Filters screen This screen allows you to select which options to Filter by for creating your reports and the specific detail information to use from the option to create the report. Name (Type * ) Filter by (D) Funds (O) Projects (O) Project Attributes (O) Account Segments (O) Accounts (O) Categories (O) Include All (O) Selected (O) Range (O) Description This frame displays the options for filtering the report. Marking this option orders the report by Project ID. Marking this option orders the report by Project Description. Marking this option orders the report by Project Attribute. Use the field to select which of the previously defined attributes to filter the report by. Marking this option filters by account segments. Marking this option filters by accounts. Marking this option filters by account categories. For example, asset expense. This frame contains the options for filtering account information. Marking this option includes all of the filter by selection information in your database. Marking this option displays all of the filter by options selected in your dates and displays them in boxes. For example, if you mark Projects and include by Selected, two Project frames display one with all of the projects listed and another for projects to include when you filter. Marking this option displays a grid. Using the down arrows in the end of the fields select which information to include in the report by range.

80 76 CHAPTER 6 Format Tab Project Activity Report This feature appears on all of the Project Reports. This format tab appears on the Project Activity report. Here you define how the numerical characters of accounts appear on your report. From this tab establish the appearance of the data in the report. Name (Type * ) Account Format (D) Use currency character (O) Use 1000 Separator (O) Use whole numbers (O) Description This frame contains the options available for displaying numerical data on the reports. Marking this checkbox prints the dollar symbol in front of the amounts on the report. Marking this checkbox prints a comma between thousands. For example: $10, Marking this checkbox prints whole numbers on the report. Negative amounts (R) Use the down arrow in the field to select how the negative numbers should appear. Print Report Criteria Marking this option prints the report criteria. On (O) Separate Page (O) First Page (O) Marking this option prints the report criteria on a separate page from the report. This option is available if you select the Print Report Criteria On option. Marking this option prints the report criteria on the first page of the report. This option is available if you select the Print Report Criteria On.

81 REPORTS 77 Format Tab Project Budget vs. Actual Report Project Detail Report This format tab appears for the Project Budget vs. Actual Report and the Project Detail Report. Here you define how the numerical characters of accounts appear on your report, and the orientation of the report. From this tab you establish the appearance of the data in the report Name (Type * ) Account Format (D) Use currency character (O) Use 1000 Separator (O) Negative amounts (R) Print Report Criteria On (O) Separate Page (O) First Page Only (O) Report Format (D) Portrait (O) Landscape (O) Description This frame contains the options available for displaying numerical data on the reports. Marking this checkbox prints the dollar symbol in front of the amounts on the report. Marking this checkbox prints a comma between thousands. For example: $10, Use the down arrow in the field to select how you want the negative numbers to appear. Marking this prints the report criteria. Marking this option prints the report criteria on a separate page from the report. This option is available only if you select the Print Report Criteria On option. Marking this option prints the report criteria on the first page of the report. This option is available only if you print the Print Report Criteria On option. This frame contains the options for the printing orientation of the report. Marking this option prints the report information vertically. Marking this option prints the report horizontally.

82 78 CHAPTER 6 Name (Type * ) Include Balance Sheet Accounts (O) Print each project on a separate page (O) Description Marking this option prints the balance sheet account information on the report. Marking this option prints each project on a separate pages. Format Tab Project Profile Report This screen appears on the format tab for the Project Profile Report. Here you can select which specific project information to profile on the report. Name (Type * ) Account Format (D) Use currency character (O) Use 1000 Separator (O) Description This frame contains the options available for displaying numerical data on the reports. Marking this checkbox prints the dollar symbol in front of the amounts on the report. Marking this checkbox prints a comma between thousands. For example: $10, Negative amounts (R) Use the down arrow in the field to select how you want the negative numbers to appear. Print Report Criteria Marking this prints the report criteria. On (O) Separate Page (O) First Page Only (O) Report Format (D) Portrait (O) Marking this option prints the report criteria on a separate page from the report. This option is available only if you mark the Print Report Criteria On option. Marking this option prints the report criteria on the first page of the report. This option is available only if the Print Report Criteria On option. This frame contains the options for the printing orientation of the report. Marking this option prints the report information vertically.